Chapter 4 Roles and Golden Rules | Next Chapter | Return to Table of Contents
Roles for Utah Boards | Orientation for Board Members | Board Member Notebook | Golden Rules for Library Board Members
Often it seems difficult to separate and differentiate the duties and activities of the library director and the board. The bottom line is that the board and the director are partners working together to oversee the management of the library and ensure its success. Trustees are appointed to represent the public in the governing of the library and derive their powers from the Utah Code. The library director is hired to be the day-to-day manager of a public agency. The library director is hired to be the day-to-day manager of a public agency. He/She supplies the expert knowledge needed to run the organization.
Governance : Know local, and state laws affecting libraries and ensure that library services conform to Utah statutes.
Planning : Participate in developing an overall plan for library improvement, set annual and long term goals and objectives. Annually evaluate both plans and make revisions for the future. Read Utah’s Public Library Certification Standards and know how to measure library success.
Personnel : Employ a qualified library director at a competitive salary. Support the librarian in efforts to meet state certification requirements. Be aware of local, state, and federal employment practice laws.
Policy Making : Participate actively in the policy making process to support the library's mission in the community. Adopt written policies to support the goals and objectives of the library and guide daily operations.
Finances/Budget : Understand the categories and sources of tax revenues available for library needs and know what the library's fair share should be. Be apprised of benefits to the library from State Development Grants, E-Rate and LSTA grants. Ensure that the library annually complies with the "Maintenance of Effort" funding level - that is, local operational funding must not decrease more than 10% over two preceding fiscal years.
Public Relations : Establish, promote, and participate in a planned program of public relations on behalf of the library. Maintain important and influential contacts in the community and keep them informed of the library's progress and critical needs.
Continuing Education : Provide an annual budget for library personnel and trustees to attend library workshops, conferences, and meetings. Attend UPLIFT-T training and library association sponsored meetings for public library trustees.
The board and library benefit when new trustees are well informed and can assume an active role early in their tenure. Orientation is key to making new board members feel comfortable and confident and a refresher session can re-energize those who have served a long time. When a new trustee is appointed, the board chairperson and library director should meet with the trustee as soon as possible to welcome him/her, provide essential information, and discuss any concerns the new member may have. A tour of the library is desirable. Staff should be introduced and library services and programs described.
Board Member Notebook
The board chair should supply each new member with a 3-ring notebook binder containing basic information about the library, board organization, and documents pertinent to board business. It should be each member’s responsibility to keep the notebook updated and to return the notebook to the library at the end of his/her term.
Sample Contents:
- Board of Directors bylaws
- The library mission statement and long-range plan
- A list of other board members, with addresses, phone, and email
- Calendar of board meetings
- Library staff organization chart
- Library annual reports, including financials
- Minutes from recent board meetings
- Copies of Library Laws Of Utah and Public Library Certification Standards from the Utah State Library web site.
- Information about the Utah Library Association (ULA) and their Trustees Roundtable and the American Library Association (ALA) and their division for trustees (ALTA) - See Appendix Material in Trustee Manual.
- Copy of the Utah Trustee Manual. View the Trustee Manual online.
Golden Rules for Library Board Members
Now That I'm on the Board, What Do I Do?
- Use the Library. Visit the Library and attend its programs.
- Attend Board meetings and contribute to the discussions.
- Monitor and review policies, contracts and plans.
- Plan and evaluate Library goals and objectives, annually.
- Advocate and communicate the value of library service.
- Support and encourage library staff in their daily work.
- Know your community. Represent their wishes and needs.
(Utah Public Library Trustee Handbook, 1993 edition, p.8-9)
How Not to Begin Your Board Career
- Talk too much and listen too little.
- Publicly criticize a board decision you did not support.
- Ignore advice from fellow board members.
- Show that you have all the answers for every question.
- Refuse to change your mind on any issue no matter what the evidence.
- Refuse to compromise.
- Leak information from a closed board session.
- Fail to prepare for meetings.
- Ridicule board decisions made before you came to the board.
- Fail to attend meetings regularly and complete work assigned to you.
(Massachusetts Public Library Trustee Handbook, p.1,8)