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Trustees and the Board
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Chapter 1: Getting Started
Section: Trustee Orientation
The library Board is responsible for conducting Board orientation for new trustees. Typically, Board orientation includes a tour of the library, receipt of written materials and a meeting with other trustees. During this orientation period, it is a good idea to have experienced trustees work with new members. An experienced trustee can point out which materials are used most often and which will require further study.
Library TourDuring the library tour, the director can explain how the library works, introduce the staff and demonstrate how the programs and services operate.
MaterialsInformation provided to a new trustee might include the following.
Board materials
- this handbook
- trustee job description
- copy of Montana Library Laws and Public Library Standards
- list of Board members and their addresses, phone numbers and email addresses
- Board bylaws
- Board code of ethics
- annual calendar of major Board and library activities
- minutes of the library Board meetings for the past year
- list of committees, job descriptions and current members
Library materials
- library policies
- written mission statement of the library
- copy of the ordinance establishing the library
- documents that report the history of the library
- long-range plan of the library
- current budget
- financial reports for the past year
- timeframe for developing and approving the budget
- job description for the director
- staff organizational chart, including names
- annual reports for the last five years
- major contracts the library has with other public or private agencies
- marketing materials, brochures or newsletters
The director and a few experienced trustees usually participate in the orientation meeting. It is best if this meeting is scheduled a few days after the tour, which gives new trustees time to review the written materials.
The meeting agenda should include:
- discussion of the library’s mission, goals and objectives, short- and long-range plans.
- explanation of the budget, sources of funding, expenditures and the library’s financial status.
- review of the past six-months’ Board minutes and director’s reports to give the new trustee a sense of who the Board members are and how the Board works.
- review of the policy manual, explaining policies and procedures.
- explanation of reimbursement policy for trustee expenses and the law prohibiting trustees from receiving compensation for their work.
- explanation of the library’s relationship to local governing authorities, both elected and appointed.
- explanation of the library’s relationship to its library federation, State Library and state and national associations.
- discussion of the respective roles and responsibilities of the trustees and the director, emphasizing that the trustee’s responsibilities do not include management of the library.
- discussion of the roles of trustees as individuals versus the Board, emphasizing that duly appointed individual trustees are only spokespersons for the Board; the Board as a whole has decision-making powers.
Being a public library trustee means being confronted by daunting problems and exciting possibilities.How you respond affects the future of library services in Montana.
