Trustee Orientation for Vermont Public Libraries
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Transcript of Trustee Orientation for Vermont Public Libraries
AMY HOWLETTVERMONT DEPARTMENT OF LIBRARIES, 2/2/11
Trustee Orientation for Vermont Public Libraries
Ground rules
Everyone participates, no one dominatesDisagree with grace and tactThere’s no such thing as a stupid questionStretch or take a break if it’s necessaryMeetings start on time and end on time– or
early
Thanks to Lawrence Webster of Webster Consulting
Tonight’s Agenda
Trustee roles and responsibilitiesDirector rolesStaff or volunteer roles
List of other issues
Are there other issues important to this board?
A MANUAL FOR VERMONT LIBRARY TRUSTEES
VERMONT DEPARTMENT OF LIBRARIES MONTPELIER, VERMONT
LATEST ONLINE UPDATE: 9/16/2010
Roles and Responsibilities
Trustee roles and responsibilities page 9
Hiring and evaluating the library directorLong range planning Financial managementSetting library policyPromoting library use and serving as
community linkCreating bylaws
Director roles and responsibilities 12
Hire, train, supervise and fire staffHelp public find informationSelect materials to build library collectionDevelop procedures to track materials,
members; responsible for other daily issuesKeep statistics and report to board, state, nationInform board of library trends and local
implicationsServe as spokesperson for library to meetings &
press
TrusteesTrustees Library directorLibrary director
Hire/supervise directorCreate long range plan Fiscal oversight,
budget approvalApprove all policiesEnsure the library has
a marketing plan
OVERSIGHT
Hire/supervise staffCreate/implement planSpend, report on,
create budgetRecommend/implementCoordinate/implement
marketing
DAILY MANAGEMENT
Comparison of roles
Ongoing trustee duties 9
Prepare for board meetings; attend and participate
Get to know the legal environment: state/ federal law
Support library services; visit and observeTalk about the library in the communityKeep open to the future: read, think, listen
Duty of Care or Diligence 9
“Act with the care that a reasonably prudent person in a similar position would use under similar circumstances”
Perform duties in good faithBehave in the best interests of the
organization
Duty of Loyalty 10
Stay aware of the territory between personal activities which might hurt the library and board activities
Avoid conflict between duty to the library and self-interest
Avoid even the appearance of a conflict of interest
Duty of Obedience 10
Understand the statutes (Vermont and federal)
Understand the charter and bylaws if the library is incorporated
Understand municipal way of doing business if the library is municipal; library often not a town department
Don’t overstep trustee powers
Where do trustee powers originate?*
Incorporated libraries : 22 VSA 101 ff., keep bank accounts, spend money, create bylaws, and hire and fire library employees
Municipal libraries: 22 VSA 141 ff., full power to manage library, make bylaws, establish policy, hire and fire staff
Directors oversee day to day issues such as helping the public, selecting books and other materials, hiring staff, developing procedures, and spending funds as allocated
Are there grey areas? How should the trustees and the director deal with them?
* Law of Public Libraries, http://libraries.vermont.gov/libraries/librarylaw
Isn’t there a chart?
Understanding roles of trustees, director, staff and Friends
Continuing to explore rolesUsing conversation in meetings and one on
one to figure out who does whatWorking Together Chart online at
http://libraries.vermont.gov/libraries/trustees
Personnel issues for trustees 12, 21-23
The most direct board responsibility: hire, supervise, and evaluate the library director
Board is also legally responsible for duties, compensation, and personnel policies for all staff
The library director should hire and supervise all staff except for the director
Effective operation….
Communication is key
Director recommends personnel policy changes; only the board has the power to officially create and approve policy
Director has the authority to hire staff for positions approved by the board; s/he should keep the board informed of key personnel issues and decisions
If the board takes over the director’s responsibility to select and supervise staff, they effectively undermine the director’s authority
Lines of communication
Trustees should know who the staff are and what staff think of the library, its services, program & collection
Trustees must be careful not to undermine the director by taking on his or her duties
Trustees should tell staff with complaints about the director or other issues to discuss them with their supervisor or the director
The library should have a grievance procedure outlined in the personnel policy
Only in extreme situations, do staff go to the board
Library employee unions
Right to bargain collectively is guaranteed by federal law
Library board must not act in a way that interferes with legal collective rights
Consult a lawyer if you need legal assistance
Board uncertainty about roles?
Library bylawsA Manual for Vermont Library TrusteesInterlibrary loan books from Vermont
Department of Libraries; OK to ask for specific topic, e.g. personnel
Vermont Trustee Conference, Saturday in the fall
Town Officer Education Conference, spring weekday
Talk to the director
Take your questions to a consultant…
Rob Geiszler in Rutland, VT serving Addison, Chittenden & Rutland counties [email protected] (802) 786-3839
Amy Howlett, in Bellows Falls, VT serving Bennington, Windham & Windsor counties [email protected] (802) 463-0142
Michael Roche, in St Johnsbury, VT serving Caledonia, Essex, Lamoille, Orange & Washington [email protected] (802) 748-3428
Jeremiah Kellogg, in Berlin, VT serving Franklin, Grand Isle, Lamoille, Orange & Washington [email protected] (802)828-2320
Vermont Department of Libraries
This publication is supported by the Institute of Museum and Library Services, a federal agency, through the Library Services and Technology Act.