1 / 37

DeWitt Community Library Trustee Orientation 2015

Join us on July 16, 2015, for an information-packed orientation session for library trustees. Topics include history, library governance, financials and budget, role of trustees, and more.

mcmillin
Download Presentation

DeWitt Community Library Trustee Orientation 2015

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Discover Connect Learn DeWitt Community Library Trustee Orientation2015 July 16, 2015 Wendy Scott, Executive Director

  2. Topics • History & Library Governance • Inside the DCL • Financials & Budget • Role of Trustees, Board Meetings, & Board Governance • Friends of the DCL • Q & A

  3. Part IHistory & Governance

  4. Brief History of the DCL • 1960 – 62 - Community raises almost $35,000 for a library • April 8, 1962 - Opened in ShoppingTown Plaza (strip mall) • Received charter as an Association Libraryfrom NYS Board of Regents on 6/23/67 • 1975 – relocated to lower level of the ShoppingTown Mall • 2008 – relocated to present temporary location : 12,500 sq. • 2014 – initial purchase offer on Tobin property for new library building

  5. About Public Libraries in NYS

  6. NYS Education Dept. Division of Library Development http://www.nysl.nysed.gov/libdev/

  7. What Does it Mean to Be an Association Library? • Private not-for-profit corporation established by the members of the association and governed by a Board of Trustees • Not subject to some of the laws and restrictions of true public libraries • But, can emulate a public library through: • Substantial public funding • Voter participation in trustee elections • Presentation of budget that meets public standards for funding sources • Written plan of service

  8. What Does it Mean to Be an Association Library? • Library employees not covered by Civil Service • Library not required to comply with public procurement laws • May seek funding through a school district or municipal ballot • May not place bonding propositions for capital projects on ballot

  9. Types of “True” Public Libraries in NYS School District Public Libraries (L’pool Pub Library) • Serves residents of a single school district • Voters in school district determine the library’s budget and trustees Special Legislative District Public Library (NOPL) • Requires a vote by the State Legislature • Voters in municipality select trustees and approve the initial library budget Municipal Libraries (Lafayette Pub Library) • Formed and funded by a municipal entity - a village, town, city, or county • Trustees normally appointed by the local village or town board, the city council, or the county legislature

  10. Chartered Area to Service • Charter specifies library service area based on U.S. Census Bureau tracts and Census blocks. • DCL service area - roughly same as Jamesville-DeWitt School District • Our service area doesn’t include sections of the JD School District in the Towns of Onondaga or LaFayette where residents are served by other libraries.

  11. DCL & OCPL • Onondaga County Public Library System • One of 23 public library systems in NYS • DCL is one of the independent suburban library members • System Services Provided by OCPL • State Library Aid disseminated through OCPL • Integrated Library System (online catalog) • Resource sharing (e.g., shared digital collections) • Consulting services (e.g., technical assistance) • Continuing education & training For more information, see: http://www.onlib.org/web/about/reports/plan_of_service/2007-2011/index.htm

  12. Library Trustees Association http://www.librarytrustees.org/

  13. username-Dewitt password-NYLTO http://www.nylto.org/

  14. Part 2Inside the DCL

  15. Quick Facts • 4th busiest library in the County System! • 17.65 FTE staff & over 30 volunteers • ~90k items in collection • Learning opportunities for all ages (+13,000 attended in 2014) • Outreach to adults & children • 3 meeting rooms for non-profit organizations

  16. Who We Are Customer- (Patron)-centric Known for: Friendly, helpful staff Strong collections Great early literacy & kids’ programs Senior-focused programs & Senior Fair Our current identity Diverse user population “Stop & Go” rather than stay awhile Strong community support

  17. Where We Are Going Creation, innovation, exploration • Digital Production Lab • Discovery To Go! STEM Collections • TechConnectThinkTank • Focal point for community engagement and partnerships

  18. DCL Web Site – Board Information www.dewlib.org

  19. http://dewlib.org/index.php/about-us/board-of-trustees/document-portalhttp://dewlib.org/index.php/about-us/board-of-trustees/document-portal

  20. Part 3Financials and Budget

  21. DCL Funding Sources • Historically, annual grant from Town of DeWitt • At once time, DCL received as much as $185,000/year. • Taxpayers of the Jamesville-DeWitt School District (May) • 95% of Library’s income • School District is collector ONLY (per - NYS Education Law 259[1] ) • Annual funding proposition submitted for May vote; check arrives in November (e.g., 2014 check is for FY 2014 expenditures) • Annual Fund Drive (Fall) • Book sales, fines, gifts and grants • Including support from DCL Friends • Interest income on investments

  22. Operating & Board Designated 2015 Operating Expenses = $ 1,067,693 Library Materials $144,500 Operating 213,570 Salaries/benefits 648,352 Rent 61,271 2014 Anticipated Income = $ 1,429,454 Taxpayer contribution 1,363,146 Other income 66,308 Remainder – Board Designated Acct. = $ 361,761 Board Designated _ funds set aside each year for building-related expenses, other professional and consulting fees, and unanticipated operating expenses

  23. Library Budget / Financials • Fiscal year based on calendar year • Payroll year runs July – July • Library operates on an accrual (not cash) basis • Before each Board Meeting, Trustees receive previous month’s financials for review • Annual budget drafted by Exec. Director & approved by Finance Committee for Board approval in Nov or Dec for the following year

  24. Library Budget / Financials • DCLA Investment Policy • Chase Checking Acct. for operations • Merrill Lynch accounts - CD's and Cash Account • Community Bank Money Market Accounts • Annual audit (Averson & Klinetop, LLC)

  25. Part 4The Role of Trustees,Board Meetings,and Board Governance

  26. Documents • DCLA Documents Portalfor trustees • General information • Selection of Laws Relevant to NYS Public Libraries • Board of Trustees Policies and Reports • Required Conflict of Interest Disclosure Form • DeWitt Community Library: in addition to general information, • Includes Annual Reports and Audit Reports • Includes Orientation PPT

  27. Powers & Duties of Trustees The powers and duties of all library boards of trustees are defined in NY Education Law Section 226. • This law provides fundamental rules of conduct for the Board and details important powers such as the right to hold and control property and hire staff. • Links to sec.226 in Documents Portal

  28. Power & Duties of Trustees The DCL Bylaws enumerate the specific duties of trustees. • elect Board officers & the chairperson of the Nominating Committee • develop and review the mission and strategic plan of the library • select, hire and oversee a qualified DCL Executive Director • secure adequate funding to support the operation of the DCL • approve a written fiscal-year budget • exercise fiduciary responsibility for the use of public and private funds, including review and approval of all expenditures

  29. Powers & Duties of Trustees • cause an annual fiscal year examination of DCL accounts to be performed by an independent Certified Public Accountant and act on any auditor recommendations • regularly review the DCL’s service program • maintain a facility that meets the needs of the DCL and its Served Area • promote the DCL in the local community • conduct the business of the DCLA in an open and ethical manner in compliance with all applicable laws and regulations.

  30. Duties of Trustees & Exec. Director Trustees Planning • Defines vision, mission and goals Policy • Implements/approves policy Library Administration • Indirect responsibility – guidance • Keeps in touch through Director’s reports, use of the library, and patron feedback Personnel • Employs and evaluates the Director • Reviews and approves personnel budget and benefits Executive Director Planning • Assists Board & establishes objectives Policy • Recommends policy, as needed Library Administration • Administers Library in accordance with adopted policy and interprets policy • Manages the collections • Keeps Board informed Personnel • Employs and supervises staff • Recommends needed HR improvements • Liaison between staff and Board

  31. NY Open Meetings LawNY Public Officers Law; Article 7 • Encourages community engagement and ensures transparency • Meetings must be open and notice of all board meetings must be posted in a public place such as the library and/or web site; all documents must be made available for members of the public. • Executive sessions restricted to specific purposes For text of the OML and Advisory Opinions,see Documents Portal

  32. Part 6Friends of the DCL Fundraising, Advocacy & Support for DCL Programs and Activities • Incorporated 2/2000 • Friends President – Larry Hoefler • Friends Board meets 3rd Wednesday from 4-5pm • Quarterly newsletters sent to DCL Trustees

  33. Thank you! Question & Answer Period

  34. Please let me know how I can help! wscott@onlib.org 446-4545 (private line with voicemail) 446-3578 (main library line)

More Related