Welcome New Trustees and Returning Trustees 

Library Boards of Trustees are now reorganizing after the April 5^th elections.  In May, new trustees will take the oath of office and new officers of the Board are elected.  It is important at this time to provide an orientation to new trustees so that they have the information they need to be effective board members.

For an orientation of new members, these events should take place and they should receive these documents:

1. Give a tour of the library and introduce staff to new board members
2. A copy of the library’s by-laws and policies
3. A copy of the library’s long-range plan
4. The past six months of secretary’s minutes and treasurer’s reports
5. A copy of the most recent annual report
6. A list of all board members with phone numbers and other contact information, address and/or email address. Include the director’s contact information also
7. An overview of the roles and duties of a trustee
8. A copy of the Trustee Fact’s File 3^rd ed.
9. A copy of the most recent Illinois Library Law or instructions on how to find the law on the web
10. A copy of Serving Our Public or the link to the web version
11. Information about Rolling Prairie Library System
12. If automated with the RPLS LLSAP, information about Dynix Horizon and the online catalog.  If automated with a stand-alone automated system, demonstrate its use to new trustees.
13. Web addresses for the library’s web page, RPLS, Illinois State Library, Illinois Library Association, and American Library Association.
14. Information about joining the ILA Trustee Forum.

 The Library Board’s Responsibilities    

1. Employ a competent and qualified librarian as director.

2. Determine the purpose of the library and adopt written policies to govern the operation and program of the library.

3. Determine the program and the needs of the library in relation to the community and keep abreast of standards and library trend.

4. Secure adequate funds to carry on the library program.

5. Establish, support, and participate in a planned public relations program.

6. Assist in the preparation of the annual budget and approve the final document.

7. Know local and state laws to actively support library legislation in the state and in the nation.
8. Establish among your library policies, policies dealing with book and materials selection.

The Librarian's Responsibilities 

1. Act as technical advisor to the board, and recommend employment of all personnel and supervise their work.
2. Carry out the policies of the library as adopted by the board, and recommend needed policies for board action.
3. Suggest and carry out plans for extending services of the library.
4. Prepare regular reports detailing current progress and future needs of the library.
5. Maintain an active program on public relations.
6. Prepare an annual budget for the library in consultation with the board and give a current report of actual expenditures against the budget at each meeting.
7. Know local and state laws to actively support library legislation in the state and in the nation.
8. Select and order all books and other materials according to board policy.
9. Attend all board meetings and see that accurate records are kept.
10. Affiliate with state and national professional organizations and attend professional meetings and workshops.
11. Make use of the services and consultant of the regional system and the state library.
12. Report regularly to the library board, to officials of the local government, and to the general public.

Trustee Facts File What do I Read First? 

Start with the first four chapters.  They are: Trustee Duties and Responsibilities, Orientation for New Trustees, Board Organization, Legal Responsibilities and Liability.   Then for district Trustees I would go to Chapter 10 on Budgeting and Financial Management.  All trustees need to read this chapter, but May and June are the months that much of the budgeting work is done in the district library.  Follow this with the chapter on Policymaking, which is Chapter 5. The rest of the chapters are all important, so read them.  After you read the Fact Files, when an issue comes up in the library refer back to the appropriate chapter for review.  If there is a book challenge, read Chapter 6 Intellectual Freedom.  If thinking about a new building, read Chapter 9 Facilities.  Enjoy reading this new edition of the Fact Files.  If you have any questions after reading the Fact Files, ask your director or call RPLS for an answer.

Per Capiata Grant Requirements 

As Board members you have some responsibilities to review documents as part of the Per Capita Grant.  For the FY 2006 grant these are the requirements. 

Rolling Prairie Library System, 345 West Eldorado Street, Decatur, IL 62522.

Executive Director Bob Plotzke

Trustee Times is compiled and edited by Bev Obert, Assisted by Angela Thompson