Making Trustees into

Good Ambassadors

Making Trustees into

Good Ambassadors

Don W. BarlowExecutive DirectorWesterville Public Library

OLC Annual ConferenceOctober 12, 2007

Learning the JobLearning the Job

Three Major Challenges• Governing the Library• Becoming part of the Board Team• Representing the Library in the Community

Three Major Challenges• Governing the Library• Becoming part of the Board Team• Representing the Library in the Community

To Meet these ChallengesTo Meet these Challenges

Get to know the other people who serve on this board

Get to know the director Understand that this job deserves

your very best effort Learn where to go for answers to

your questions

Get to know the other people who serve on this board

Get to know the director Understand that this job deserves

your very best effort Learn where to go for answers to

your questions

Board Orientation Topics Board Orientation Topics

Laws the library must follow Written Mission Statement of

the Library Library’s Long-range Plan Library History Service Area Population Annual Budget Total Assets of Library Finances of the Library

• Where does the revenue come from

• What is the indebtedness

Laws the library must follow Written Mission Statement of

the Library Library’s Long-range Plan Library History Service Area Population Annual Budget Total Assets of Library Finances of the Library

• Where does the revenue come from

• What is the indebtedness

Who is/are the appointing authorities

Current Officers and how they are elected

How many staff are there and what do they do

What challenges/opportunities are faced by the library board, director, and staff

What are the legislative issues that could affect the library

How do the other board members feel about these issues

Who is/are the appointing authorities

Current Officers and how they are elected

How many staff are there and what do they do

What challenges/opportunities are faced by the library board, director, and staff

What are the legislative issues that could affect the library

How do the other board members feel about these issues

What s my job as a Board Member? What s my job as a Board Member?

The library board is responsible for the library and all that happens in it. They:• Sets policy• Hires and evaluates the Director• Plans for the future of the library• Monitors and evaluates the overall effectiveness of the library• Advocates for the library in the community and advocate for the

community as a member of the library board

In short, the board ensures the financial and political future of the library

The library board is responsible for the library and all that happens in it. They:• Sets policy• Hires and evaluates the Director• Plans for the future of the library• Monitors and evaluates the overall effectiveness of the library• Advocates for the library in the community and advocate for the

community as a member of the library board

In short, the board ensures the financial and political future of the library

Sets PolicySets Policy

Gives clear direction Supports director and

staff with basic policies and procedures to serve customers

Promotes consistency Marketing and Public

Relations

Gives clear direction Supports director and

staff with basic policies and procedures to serve customers

Promotes consistency Marketing and Public

Relations

Policies/Plans Required By LawPolicies/Plans Required By Law

• Library Board By-laws • Long-Range Plan • Technology Plan • Collection Development Policy • Personnel Policy and Procedures • Principles of Access/Circulation Policy, including a

Fines and Fees Policy• Employee Salaries and Benefits • Internet Acceptable Use Policy • Investment Policy • Purchasing Policy • Records Retention Policy • Travel Policy

• Library Board By-laws • Long-Range Plan • Technology Plan • Collection Development Policy • Personnel Policy and Procedures • Principles of Access/Circulation Policy, including a

Fines and Fees Policy• Employee Salaries and Benefits • Internet Acceptable Use Policy • Investment Policy • Purchasing Policy • Records Retention Policy • Travel Policy

Hires a DirectorHires a Director

Board governs Director manages the day to day activities of the

library using policies set by the library board Board and director work as a team Good communication is essential

Board governs Director manages the day to day activities of the

library using policies set by the library board Board and director work as a team Good communication is essential

Comparison of ResponsibilitiesComparison of Responsibilities Library Board To employ a competent and

qualified director

To determine the purpose of the library and to adopt written policies to govern the operation and program of the library

To determine the program and needs of the library in relation to the community and to keep abreast of standards and library trends

Library Board To employ a competent and

qualified director

To determine the purpose of the library and to adopt written policies to govern the operation and program of the library

To determine the program and needs of the library in relation to the community and to keep abreast of standards and library trends

Director To act as technical advisor to

the board and to recommend employment of all personnel and supervise their work

To carry out the policies of the library as adopted by the board and to recommend needed policies for board action

To suggest and carry out plans to extending services of the library

Director To act as technical advisor to

the board and to recommend employment of all personnel and supervise their work

To carry out the policies of the library as adopted by the board and to recommend needed policies for board action

To suggest and carry out plans to extending services of the library

Library Board To secure adequate funds to

carry on library program and services

To establish, support, and participate in a planned public relations program

To assist in the preparation of the annual budget and approve the final document

To know local and state laws and to actively support library legislation in the state and nation

Library Board To secure adequate funds to

carry on library program and services

To establish, support, and participate in a planned public relations program

To assist in the preparation of the annual budget and approve the final document

To know local and state laws and to actively support library legislation in the state and nation

Director To prepare regular reports

detailing current and future financial needs of the library

To maintain an active program of public relations

To prepare an annual budget for the library in consultation with the board and to give a current report of actual expenditures against the budget at each meeting

To know local and state laws and to actively support library legislation in the state and nation

Director To prepare regular reports

detailing current and future financial needs of the library

To maintain an active program of public relations

To prepare an annual budget for the library in consultation with the board and to give a current report of actual expenditures against the budget at each meeting

To know local and state laws and to actively support library legislation in the state and nation

Library Board To establish among the library

policies those dealing with book and materials selection

To attend all board meetings and see that accurate records are kept on file at the library

To attend regional, state, and national trustee meetings and workshops, and to affiliate with appropriate professional organizations

To be aware of the services of the state library

Library Board To establish among the library

policies those dealing with book and materials selection

To attend all board meetings and see that accurate records are kept on file at the library

To attend regional, state, and national trustee meetings and workshops, and to affiliate with appropriate professional organizations

To be aware of the services of the state library

Director To select and order all books

and other library materials according to board policy

To attend all board meetings and to serve as secretary of the board if required

To affiliate with state and national professional organizations and to attend professional meetings and workshops

To make use of the services and consultants of the state library

Director To select and order all books

and other library materials according to board policy

To attend all board meetings and to serve as secretary of the board if required

To affiliate with state and national professional organizations and to attend professional meetings and workshops

To make use of the services and consultants of the state library

Plans For The Future Of The LibraryPlans For The Future Of The Library

Planning is essential Failure to plan is planning to fail Be a visionary Long-range plan input• Director and/or staff• Community focus groups• Surveys in schools and community

Planning is essential Failure to plan is planning to fail Be a visionary Long-range plan input• Director and/or staff• Community focus groups• Surveys in schools and community

Monitors And Evaluates FinancesMonitors And Evaluates Finances

Director and Fiscal Officer develops budget and presents to board• May receive staff input

Board must understand proposed budget, but doesn’t need to be a financial expert• Where revenue is generated• How expenses relate to library programs and services

Board receives and approves monthly financial report

Director and Fiscal Officer develops budget and presents to board• May receive staff input

Board must understand proposed budget, but doesn’t need to be a financial expert• Where revenue is generated• How expenses relate to library programs and services

Board receives and approves monthly financial report

Monitors And Evaluates Long-Range Goals

Monitors And Evaluates Long-Range Goals

Review timeline at a minimum once a year Survey the community to evaluate overall satisfaction Revise timeline as needed

Review timeline at a minimum once a year Survey the community to evaluate overall satisfaction Revise timeline as needed

Monitors And Evaluates DirectorMonitors And Evaluates Director

Delegates management to director, evaluates that management Provide good job description for director Bottom-line results

• Good flow of information from director to board• Finances reasonably stable• Library user base growing• Library is meeting the timeline of the long-range goals• Director working within job description• Active in the community in support the library

Evaluate objectively, based on performance, not gut feeling Make evaluation a positive effort to communicate better with director Reward good performance

Delegates management to director, evaluates that management Provide good job description for director Bottom-line results

• Good flow of information from director to board• Finances reasonably stable• Library user base growing• Library is meeting the timeline of the long-range goals• Director working within job description• Active in the community in support the library

Evaluate objectively, based on performance, not gut feeling Make evaluation a positive effort to communicate better with director Reward good performance

Monitors And Evaluates BoardMonitors And Evaluates Board

Hold yourself accountable for good performance Evaluate board to examine strengths and

weaknesses Develop plan to improve board performance

Hold yourself accountable for good performance Evaluate board to examine strengths and

weaknesses Develop plan to improve board performance

Serves as an ambassador for the library in the communityServes as an ambassador for the library in the community

Establish relationship with legislators Communicate with appointing authority Communicate with taxpayers the needs of the library Represent community standards and interests Understand community needs and voice them at board

meetings

Establish relationship with legislators Communicate with appointing authority Communicate with taxpayers the needs of the library Represent community standards and interests Understand community needs and voice them at board

meetings

AdvocacyAdvocacy

is defined as a planned deliberate and sustained effort over time to build understanding and support for the library.

is defined as a planned deliberate and sustained effort over time to build understanding and support for the library.

AdvocacyAdvocacy

is an ongoing, year-round activity which provides a foundation for specific marketing and lobbying campaigns.

is an ongoing, year-round activity which provides a foundation for specific marketing and lobbying campaigns.

Advocacy is one of the most important keys to the continued success of your library.

Advocacy is one of the most important keys to the continued success of your library.

Who are the best Library Ambassadors?Who are the best Library Ambassadors?

Library Trustees Friends of Libraries Library Customers Library and Community Leaders Librarians and library staff

Library Trustees Friends of Libraries Library Customers Library and Community Leaders Librarians and library staff

Articulate:

What are the issues?What are our goals?What is our objective?

Articulate:

What are the issues?What are our goals?What is our objective?

Potential Issues•A new building

•More money for libraries -maintaining and increasing budgets

•Library legislation affecting libraries (LLGSF)

•Visibility for libraries

•Intellectual Freedom Issues

Potential Issues•A new building

•More money for libraries -maintaining and increasing budgets

•Library legislation affecting libraries (LLGSF)

•Visibility for libraries

•Intellectual Freedom Issues

Library Advocacy is all about getting others to tell our story

Library Advocacy is all about getting others to tell our story

Telling the Library Story

A few carefully chosen statistics can be impressive - Quotable Facts About Libraries

Stories bring the library message to life

The most effective stories are not about what the library does. They are about the people who use and benefit from our libraries.

Telling the Library Story

A few carefully chosen statistics can be impressive - Quotable Facts About Libraries

Stories bring the library message to life

The most effective stories are not about what the library does. They are about the people who use and benefit from our libraries.

Library Advocacy requires a sustained effort by Library Trustees, staff, friend’s,

customers, etc.

Library Advocacy requires a sustained effort by Library Trustees, staff, friend’s,

customers, etc.

Success =• Clear goals and objectives• A clear message• Speaking with a unified voice• A network of advocates• A communication plan• Enthusiasm• Leadership

Success =• Clear goals and objectives• A clear message• Speaking with a unified voice• A network of advocates• A communication plan• Enthusiasm• Leadership