Massachusetts Public Library Trustees Handbook 

Minutes of the ____________________ Public Library Board

Date:

Time:

Place:

Present: List names of board members present

Staff Present: List names of staff present

Observers: Ask observers to identify themselves, and list names of those present

Call to Order

Date of future Meeting

Financial Report

A written report should be presented by the treasurer or library director which clearly shows monies received and expended during the previous month, year to-date figures, total budget, balance of budget, and an explanation of major changes.

Library Director's Report

The director's report is crucial to the efficient administration of the library, since it may be the only regularly scheduled opportunity for trustees to hear about and focus on the day-to-day issues which the library presents. The report may include: statistics on library use; program attendance; personnel activities and problems; programming; progress reports and ideas for the future; building maintenance progress and problems.

Committees

Policy: Minutes should record any policy changes or decisions

Legislative: Progress report, etc.

Friends: Fund raising proposals, monthly report

Guidelines For Recording Minutes:

Remember that recorded minutes of each board meeting constitute a public archival record of the institution's history. These minutes document the actual business of the library and will be kept for posterity. Therefore, great care should be made to insure that the minutes accurately reflect the board's proceedings and that all errors are corrected. Consider the overall tone of the minutes: while it is not necessary to write in excessive formality, neither should the tone convey a casualness that belies the serious nature of the board's duties and responsibilities.