Massachusetts Public Library Trustees Handbook 

Orientation of New Trustees
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Orientation of New Trustees

Too often we fail to understand that very few new board members come to the position of trustee with the library knowledge they need to function effectively. Some specialized library knowledge is necessary to be an effective trustee. This knowledge cannot be readily acquired by the lay person who is interested in libraries but has never been directly involved in library planning. Welcome new members of the board by providing the information they need to feel comfortable with the new job and begin work. Like new employees, productive trustees should know how the organization functions and what is expected of them.

Plan a step-by-step orientation program designed jointly by the library director and the board. Let the new trustee know how the introductory activities will be handled. Responsibility for planning and implementing the orientation is shared by the board chairperson, board members, and the library director.

The specifics of orientation will obviously vary with the style of the board, its size, and the type of library system. However, the importance of a written orientation plan cannot be overemphasized.

Orientation Checklist--New Trustee To Do List

  • Tour the library and meet staff members

  • Become informed about the structure of the Board

  • Type of board: appointed, elected, or self-perpetuating; ex-officio members

  • Governance of the library: municipal, corporate, or association

  • Organization of the board, its officers and standing committees

  • Board meeting location and schedule

  • Responsibiliites and expectations

  • Library and board goals and long range plans

  • Library and board accomplishments

  • Trustee roles in relationship to the library director

  • The library's relationship to its regional library system

  • The library's relationship to the Massachusetts Board of Library Commissioners

  • Meet with the library director and trustee chair to learn about the functioning of your library, its:

  • Organization and history

  • Funding sources and budgeting process

  • Day-to-day operations

  • Service to the community

  • Relationship to other resources and groups

  • Projects in progress

  • Volunteer resources and Friends of the Library group

Orientation Kit and Board Manual

In addition to the Massachusetts Public Library Trustees Handbook, a new trustee needs local informaiton to review and consult. The librayr director should provide each trustee with a copy of the library's bylaws and any local ordinances which affect the library, its long range plan and annual updates, its policy manual, and its current budget. A list of all funding sources and the percentage of revenue which each source represents, is also an important tool for the new trustees.

Contents of a Local Manual May Include:

Board

  • A description of board members' responsibilities

  • Descriptions of duties of officers, committees and charges

  • Annual calendar with program and fiscal planning schedules

  • List of board members, names, addresses and phone numbers, terms of office

  • By-laws of the board, articles of incorporation if applicable

  • Board minutes from previous year

  • Minutes of previous board meetings

  • List of suggested resources (publications and organizations)

Personnel

  • Organizational chart for the library including position descriptions, pay scales, etc.

  • Union contract, if applicable

  • Staff list, titles, responsibilities, location

  • A brief biography of the library director

  • Procedures for evaluation of the library director

Policies and Planning

  • History of the library and its current mission statement, goals and objectives

  • Policies of library and board concerning personnel, Internet access, meeting rooom use, etc.

  • Community analyses such as census figures, economic and occupational trends

  • Long-range development plans (which may already include above information)

  • Most recent library annual report, with prior years for comparison

  • Statistical reports on circulation, services, etc.

  • Promotional materials including selected newspaper articles about the library and/or press releases, brochure

Budget and Finance

  • Current budget and financial reports

  • Contracts with other libraries or networks

Local Government

  • Local laws, and contracts pertaining to library, town charter sections

  • Local government information, for example, list of Board of Selectmen, Finance Committee members

Friends/Volunteers

  • Friends of the Library history including list of board members

  • Volunteer program information

Introductory Board Meeting

The first time a board meets as a new group with new trustees, an experienced board member should briefly recap the activities and accomplishments of the past year. A new trustee should also read through the prior year's board minutes to familiarize him/herself with the board's most current decisions and actions.

Trustee Tip

HOW NOT TO BEGIN YOUR BOARD CAREER

If you are looking for ways to freeze yourself out of the board team, here are a few suggestions that will guarantee it happening:


Talk too much and listen too little.
Publicly criticize a board decision you did not support. Ignore advice from fellow members.
Show that you have all the answers for every issue.
Refuse to change your mind on any issue no matter what the evidence. Refuse to compromise.
Leak information from a closed board session.
Fail to prepare for board meetings.
Ridicule board decisions made before you came to the board.

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Page last updated on 09/7/2007