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Board Basics - Organization and the Conduct of Business

Board Basics - Organization and the Conduct of Business. Introduction. How boards are organized and conduct business is based in state law and detailed in board bylaws. The board must reflect its community and is responsible for the library’s governance and future. Overview.

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Board Basics - Organization and the Conduct of Business

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  1. Board Basics - Organization and the Conduct of Business

  2. Introduction How boards are organized and conduct business is based in state law and detailed in board bylaws. The board must reflect its community and is responsible for the library’s governance and future.

  3. Overview • Appointment, terms, composition • Recruiting for the future • Diversity • Code of Ethics • Bylaws and procedures • Officers and committees

  4. Lesson Objective By the end of this lesson, you will be able to: • Describe how a board of trustees is organized • Explain how board business is conducted

  5. How are Trustees Appointed? For libraries established after June 14, 1961: • Stipulated in The Library Code • Not less than 5, nor more than 7 • Appointed by municipal officers, who can also fill vacancies

  6. How are Trustees Appointed? For libraries established after June 14, 1961: • When two or more municipalities contribute funding • Each appoints trustees • Mutually agree on number • Total can be no more than nine

  7. How Long Does a Trustee Serve? • When a board is first established: • 1/3 serve 1 year • 1/3 serve 2 years • 1/3 serve 3 years

  8. How Long Does a Trustee Serve? • When terms expire, new appointees serve three years • Appointees filling vacancies are appointed for the unexpired terms

  9. Responsibilities Generally: • Maintain a free, public, nonsectarian library • Provide information, education and recreation • Free access to a useful collection • Ensure proper staffing

  10. Responsibilities Required by law: • Elect president, secretary and treasurer • Provide bonding for treasurer • Submit annual report to funding agency

  11. Responsibilities Required by law: • Submit annual report and audit to Commonwealth Libraries • Make treasurer’s accounts available for audit • Follow provisions of the Sunshine Law

  12. Annual Report • Whether you need to or not! • Includes: • The year’s receipts and expenditures • Summary of condition of library (volumes, maps, etc…, lost or withdrawn, added) • Number of registered borrowers and readers • Circulation information

  13. Written Policy Statement • First step of any board in PA • Written by whole board • Differentiates functions of board and staff • Clarifies roles • Helps define meeting agendas

  14. Bylaws • Written internal rules • Defines structure and operations • Provides clear direction • Guides decisions • Bylaws and practice must be in accord • Reviewed by attorney for legality

  15. Bylaws • Regular and special meetings • Board officers – titles, duties, terms • Regular board member terms • Quorum

  16. Bylaws • Elections • Committees • Conduct of meetings • How to amend

  17. Boards Need Procedures • Boards function best with agreed procedures • They must be managed consistently • List in your toolkit

  18. Balanced Board • A broad range of talents, including skills in: • Financial management • Legal issues • Negotiations • Advocacy • Technology • Construction

  19. Diversity Look at your board-- • Is it representative of the community? • Is it racially and ethnically diverse? • What is the average age?

  20. Diversity • Important to attract young people • Look for unique perspectives • Create a well-balanced board • Necessary to gain respect of all

  21. 1997 Survey of Trustees

  22. Talent Scouts • Vacancies provide opportunities • Recruit new trustees • Seek out skills • People want to join “winning organizations”

  23. Recruiting Tips • Create a plan • Identify board needs and match prospects • Invite potential members to join committees • Friends groups are good training ground • Be clear about expectations • Speak about successes and respect

  24. Sustaining Interest and Commitment • A challenge • Some underestimate necessary level of commitment • Annual contract • Means to assess effectiveness • Sample in toolkit

  25. Role of Officers • All members are equal • Officers expedite work • No member may speak for the whole board without permission • Bylaws specify officer duties • Duties listed in your toolkit

  26. Committees • Detail work done by committees • Personnel, finance, building • Committees do not make decisions • Prepare recommendations • Written reports in advance of meeting • Follow legal requirements

  27. Code of Ethics • Recommended • Written • Members sign and abide by • Sample in toolkit

  28. Group Exercise

  29. Resources • www.ala.org/alta • www.boardsource.org A list of recommended books is in your toolkit

  30. REVIEW • Board composition and term limits • Officers and committees • Trustee responsibilities • Representing your community • Planning for the board’s future

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