I’m a library trustee - now what? The roles and responsibilities of library boards and trustees Patricia Pavlak New Jersey Library Trustee Association

Library Board Basics

Composition of the Library Board The mayor or a designated representative. The superintendent of schools or a designated representative. Five to seven citizens, appointed by the municipality. Each trustee serves for a term of five years. There is no limit to the number of terms a trustee can serve.

Responsibilities of the Library Board The library board is a legal, public institution. Secure adequate funding for the successful operation of the library; Develop, evaluate and monitor the library’s budget; Establish policies that support the mission of the library. Develop and periodically review both short and long term strategic plans for the library; Establish bylaws that govern how the Board operates; Hire, supervise and evaluate the library director.

Funding The library board is responsible for the expenditure of the library’s appropriation from the municipality. (NJSA 40:54-12) The municipality must appropriate a sum equal to ⅓ of a mill on each dollar of equalized assessable property in the municipality. (This equals 33 cents on each $1,000 of equalized assessable property in the municipality.) The municipality may choose to fund the library at a higher amount. Other sources of funding - state aid, federal aid, capital funds, grants and gifts, and library revenue.

New legislation- PL 260 This law permits an increase in municipal free public library tax upon voter approval. Voters can petition the municipality to increase mandated funding amount. If petition is successful, the increase request will appear as a referendum for voters to approve. Voters can only increase the appropriation, not decrease it. The process can only take place once every three years.

Develop the budget The Board works with the library director to create a budget that fits the library’s needs. Anticipate all income and expenses. Review last year’s budget. Review next year’s programs and services. Define upcoming needs; look at developing trends.

Approve the budget Library board and library director review and revise the budget draft. Final version is approved and adopted by the library board. Library budget is presented to the governing body. Once appropriation is set, the board, with the director, implements the budget.

Monitor and evaluate the budget The library director provides the library board with monthly expenditure reports. After review by the board treasurer, the board approves payment of bills. Maintain a reserve fund for unexpected emergencies. Evaluate the operating budget to determine if it’s sufficient to maintain the level of service you want your library to provide. Identify emerging issues or material needs that will have to be addressed in the next budget.

Policies and procedures The library board develops, reviews, revises and approves the policies that govern the library. Policy supports the goals, objectives and the mission of the library. Policy is developed by the board and the library director. The director establishes procedures that reflect and implement the policies set by the board. Policies should be reviewed periodically and revised if necessary.

Library Board Bylaws The library board develops bylaws and rules for its governance. The bylaws detail how the board functions as an organization. The bylaws should be written, adopted by the board and reviewed periodically. The bylaws state what business is to be discussed at board meetings. The library board is subject to the New Jersey Open Public Meeting Law.

Bylaws Basics Library board bylaws should address the following: How often and where the board meets The order of the agenda Definition of a quorum Voting procedures Election of officers Description of standing committees Duties of officers Attendance at meetings

Strategic Planning The library board establishes both a short and long term strategic plan to help the library achieve its goals and fulfill its mission statement. Where is the library now? Where do you want to be in the future? How will you get there? How does this impact your staffing needs and the budget? What is the library’s role in the community? What’s happening in your community that might impact the library?

The Library Director It is the responsibility of the library board to recruit, appoint, monitor and evaluate the library director. The library director is the only employee the board is directly responsible for. The library director reports directly to the board. The board monitors the director and his/her operation of the library. The director’s performance should be reviewed on an annual basis. Any suggestions for improvement should be in writing and reviewed periodically.

The responsibilities of individual trustees Take the oath of office. File the required financial disclosure forms. Attend board meetings. Be prepared for all meetings by doing the required reading beforehand. Serve on committees. Work within the structure of the board. Support board decisions. Pursue continuing education. Advocate for your library

What should a trustee know? The type of library you serve What form of government your community has The names of your elected officials How your library is funded The services, resources and programs available at your library Your library’s mission The bylaws of the board Local, state and federal law pertaining to libraries Current legislation affecting libraries Professional organizations to assist libraries and trustees

Library board - self evaluation Do we communicate our mission well? Do we secure funding to support our mission? Do we have a strategic plan? Do we conduct ourselves according to our bylaws? Do we take advantage of continuing education opportunities? Do we know our strengths and weaknesses? How can we do better?

Library trustees - self evaluation Do I know the mission of the library? Am I an active board member? Do I serve on committees? Do I make the necessary time commitment? Do I support board decisions, even if I don’t agree? Am I aware of pending legislation pertinent to libraries? Do I participate in continuing education? Do I advocate for my library on the local, state and federal level?

Resources New Jersey Library Trustee Association New Jersey State Library New Jersey Library Association American Library Association

Final thoughts The library is the temple of learning, and learning has liberated more people than all the wars in history. Carl T. Rowan What is more important in a library than anything else - than everything else - is the fact that it exists. Archibald MacLeish