1. Lac La Biche County Library Board
OUR GOVERNANCE JOURNEY

2. Our History
Prior to 2009:
Finances entirely managed by the Municipality
Financial reporting not well understood and often outdated
Policies/procedures largely non-existent and non-compliant with legislation
Plan of Service not well known, understood or followed
No link between Budget and Plan of Service
Result: Board became operational in role
Responsible for 2 sites but with very limited control over one site and their operations

3. 2009 Organizational & Governance Review
Full Organizational & Governance Review
3rd Party Outside Consultant
Provided a map for our way forward

4. 2009 A Year of Change and Development
Review various evaluations of the Board and the Organization including:
NLLS (Northern Lights Library System) Site Visit Reports
Organizational & Governance Review
Self-identified opportunities for improvement
Based on these insights we undertook numerous steps to improvement

5. NEW BEGINNINGS – identified priorities
Recruitment of a Director, Library Services
Board Training
Compliant policies and procedures
Improved fiscal management
Board accountability model and process

6. Board Structure Job Descriptions
Committee Development and Terms of Reference
Board Orientation Manual

7. Meeting Procedures & Self-evaluation
Agenda preparation & format
Meeting protocols
Trustee Checklist and Meeting Checklist

8. Board Stewardship Plan of Service and associated statistical reporting
Monthly Budget Operating Statement and variance reporting
Committee reports & recommendations
Records Retention Schedule

9. LAC LA BICHE COUNTY ACCOUNTABILITY AND
3 Year Plan of Service (Approved by Municipal Affairs)
Annual Budget Process
Bi-Annual Salary Survey (HR Committee)
Monthly Budget Operating Statement Review
Sem-Annual Statistical Review & POS Progress Report
Annual Report to Municipal Affairs
LAC LA BICHE COUNTY
LIBRARY BOARD
ACCOUNTABILITY AND
STEWARDSHIP CYCLE

10. Plan of Service
First Sandra Neilson Model of Plan of Service Development 2010
Goal to undertake true community consultation in our planning process
Provide us a strategic document that would becoming the guiding principle to all of our planning and board stewardship processes addressing physical, fiscal, and human resource needs
Marry the Plan of Service to our annual budgetary process

11. Annual review
Annual Review 2017

12. Financial ACCOUNTABILITY & management
Board control of financial management
Financial Policies
Role of the Finance Committee
Annual Budget process and format
Board fiscal reporting format (BOS)
Annual Accountability Cycle

13. Human resource committee responsibilities
HR Committee Terms of Reference
HR Committee Accountability
Development and oversight of Human Resources Policies/Procedures
Completion of the Director’s 360 Degree Annual Performance Review
Bi-Annual Staff Salary Surveys and resultant wage & salary recommendations
Board recruitment, orientation and development

14. Board Recruitment & Orientation
Diversity
Key stakeholder representation
Meaningful roles
Effective orientation
Committee involvement

15. Friends of the Library Reason for Development
Committee of the Board Role
Fund Development and Donations
Donor recognition

16. Board governance & operations
Board and Staff have different roles
Board and Staff: Who Does What
Statistical Report
Staff Meetings
Ninja Training
Staff Training Checklist
Promoting the library programs and services

17. 2017 – Progress to Date on this Journey
3rd Plan of Service since 2009, all on-time and on-budget, now a 5 year plan
Fiscally sound with a good grasp of our position at all times
Numerous applicants when vacancies occur, low turnover and well skilled staff = better customer service
From 10 “operational” to 5 “governance” meetings/year
Substantial increase in quality and quantity of programs & services
Beautiful new facility in 2011 with a great deal of community support

18. QUESTION period