Library Board Meetings 101Library Board Meetings 101

Kathy Schalk-GreeneKathy Schalk-Greene

Director, Mount Laurel LibraryDirector, Mount Laurel Library

kathy@mtlaurel.lib.nj.uskathy@mtlaurel.lib.nj.us

New Directors’ OrientationNew Directors’ Orientation New Jersey State LibraryNew Jersey State Library

February 23, 2011February 23, 2011

During This Session You WillDuring This Session You Will

Learn how to prepare for, Learn how to prepare for, participate in, follow up on participate in, follow up on and thrive at Board of Trustees and thrive at Board of Trustees meetingsmeetings

What is the Purpose What is the Purpose of a Board of Trustees Meeting?of a Board of Trustees Meeting?

Forum for official actionsForum for official actions

Approve financial statementsApprove financial statements

Approve expendituresApprove expenditures

Confirm personnel actionsConfirm personnel actions

Approve library budgetApprove library budget

Adopt policies Adopt policies

What is the PurposeWhat is the Purposeof a Board of Trustees Meeting?of a Board of Trustees Meeting?

Opportunity for dialogue with Opportunity for dialogue with publicpublic

Discuss issues and advise directorDiscuss issues and advise director

Formulate long-range plansFormulate long-range plans

Evaluate state of library and library Evaluate state of library and library directordirector

Discuss library advocacyDiscuss library advocacy

What is the PurposeWhat is the Purpose of a Board of Trustees Meeting? of a Board of Trustees Meeting?

A board meeting is not an A board meeting is not an opportunity for the board to opportunity for the board to micromanage the operation of the micromanage the operation of the library.library.

How Do You PrepareHow Do You Preparefor a Board Meeting?for a Board Meeting?

Adhere to Open Public Meeting Adhere to Open Public Meeting ActAct

Advertise meetingAdvertise meeting

Provide board president with Provide board president with OPMA statement to read at OPMA statement to read at outset of meetingoutset of meeting

How Do You PrepareHow Do You Preparefor a Board Meeting?for a Board Meeting?

Gather agenda itemsGather agenda items

Establish process for board Establish process for board members to submit itemsmembers to submit items

Consult with president about Consult with president about agendaagenda

Distribute meeting packets 4-7 Distribute meeting packets 4-7 days before meeting via emaildays before meeting via email

How Do You PrepareHow Do You Preparefor a Board Meeting?for a Board Meeting?

Board packet should containBoard packet should contain

AgendaAgenda

Financial reportsFinancial reports

Draft minutes from last meetingDraft minutes from last meeting

Statistical report Statistical report

How Do You PrepareHow Do You Preparefor a Board Meeting?for a Board Meeting?

Board packet should containBoard packet should contain– Director’s reportDirector’s report– Supporting material for agenda items Supporting material for agenda items

(draft policies, etc.)(draft policies, etc.)

Preview agenda in director’s report or Preview agenda in director’s report or emailemail

Send e-mail reminder and poll for Send e-mail reminder and poll for quorumquorum

Varies from library to library and Varies from library to library and board to boardboard to board

Talk to predecessor and board Talk to predecessor and board president when coming into this president when coming into this rolerole

Find out past practice and Find out past practice and evolve into your own styleevolve into your own style

What Is Your Role inWhat Is Your Role inthe Board Meeting?the Board Meeting?

What Is Your Role inWhat Is Your Role inthe Board Meeting?the Board Meeting?

Usually the president conducts Usually the president conducts meeting and may turn over certain meeting and may turn over certain sections of meeting to directorsections of meeting to director

Directors do not voteDirectors do not vote

Directors advise and recommend Directors advise and recommend to board, do not dictateto board, do not dictate

What Is Your Role inWhat Is Your Role inthe Board Meeting?the Board Meeting?

Director should deflect attempts by Director should deflect attempts by board to micromanage library board to micromanage library operationsoperations

Director should be prepared to Director should be prepared to produce minutes and note actions produce minutes and note actions needed for next meeting needed for next meeting

What Should You Do What Should You Do After a Board Meeting? After a Board Meeting?

Produce the meeting minutesProduce the meeting minutes

Act on any directives made at Act on any directives made at meetingmeeting

Implement and promulgate new Implement and promulgate new policies approved by board policies approved by board

What Should You Do What Should You Do After a Board Meeting?After a Board Meeting?

Report to staff about board actionsReport to staff about board actions

Update board section of library Update board section of library websitewebsite

What Should You Do What Should You Do After a Board Meeting?After a Board Meeting?

Treat yourself to something niceTreat yourself to something nice

Vent with discretionVent with discretion

What Documents Would Be Useful What Documents Would Be Useful for Board Meetings? for Board Meetings?

Agenda templateAgenda template

Minutes templateMinutes template

OPMA meeting announcementOPMA meeting announcement

Directory of board membersDirectory of board members

E-mail meeting reminder templateE-mail meeting reminder template

Proposed actions and resolutionsProposed actions and resolutions

Annual schedule of meetings and Annual schedule of meetings and topics topics

What Should Be IncludedWhat Should Be IncludedIn the Meeting Minutes? In the Meeting Minutes?

Compliance with applicable laws Compliance with applicable laws

Record of what was decidedRecord of what was decided

Who voted for whatWho voted for what

What Should Be IncludedWhat Should Be IncludedIn the Meeting Minutes?In the Meeting Minutes?

Who attended the meetingWho attended the meeting

Who came and went whenWho came and went when

Next meeting informationNext meeting information

Closed session minutes separate Closed session minutes separate and publicand public

BibliographyBibliography

Swan, James. Working Together: A How-To-Do-It Swan, James. Working Together: A How-To-Do-It Manual for Trustees and Librarians. New York: Neal-Manual for Trustees and Librarians. New York: Neal-Schuman Publishers, Inc., 1992Schuman Publishers, Inc., 1992New Jersey State Library. New Jersey Public Libraries: New Jersey State Library. New Jersey Public Libraries: A Manual for Trustees, revised edition. Trenton: NJSL, A Manual for Trustees, revised edition. Trenton: NJSL, 2005. 2005. www.njstatelib.org/LDB/Trustees/index.phpBowen, William G. The Board Book: An Insider’s guide Bowen, William G. The Board Book: An Insider’s guide for Directors and Trustees. New York: Norton, 2008. for Directors and Trustees. New York: Norton, 2008. Compares for-profit and non-profit boards.Compares for-profit and non-profit boards.Manley, Will. For library directors only : talking about Manley, Will. For library directors only : talking about trustees ; For library trustees only : living with your trustees ; For library trustees only : living with your director. Jefferson, N.C. : McFarland, c1993.director. Jefferson, N.C. : McFarland, c1993.