Handbook for Library Trustees of New York State; 2018 Edition
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2018 HANDBOOK FOR Edition LIBRARY TRUSTEES OF NEW YORK STATE Jerry Nichols, Palmer School of Library and Information Science, LIU Post, Brookville, NY Rebekkah Smith Aldrich, Mid -Hudson Library System, Poughkeepsie, NY With the assistance of the Library Trustees Association of New York State New York Library Association New York State Library Public Library Systems Directors Organization of New York State © 2018 Portions of this publication may be reproduced for noncommercial purposes provided attribution of source is included Printed by the Suffolk Cooperative Library System Bellport, New York Handbook for Library Trustees 2018 Edition HANDBOOK FOR LIBRARY TRUSTEES OF NEW YORK STATE 2018 Edition Jerry Nichols, Palmer School of Library and Information Science; LIU Post, Brookville, NY Rebekkah Smith Aldrich, Mid-Hudson Library System, Poughkeepsie, NY With the assistance of the Library Trustees Association of New York State New York Library Association New York State Library Public Library System Directors Organization of New York State © 2018 Portions of this publication may be reproduced for noncommercial purposes provided attribution of source is included Handbook for Library Trustees 2018 Edition ACKNOWLEDGEMENTS This latest revision of the Handbook for Library Trustees of New York State is a testament to the integrity, professionalism and commitment of the New York Library Community. A network of library professionals, directors, trustees and association leaders, along with our colleagues at the New York State Library, continuously strive to provide the best possible library service to the people of New York and inspire us to ensure there is clear, accurate and concise support for the 6,000 New Yorkers who serve their communities as library trustees each year. We thank our collaborators from all corners of the state for sharing their knowledge and experience, and for relentlessly challenging us to improve this Handbook so that every library trustee may have the support they need to help New York’s public libraries thrive. Printed by the Suffolk Cooperative Library System Bellport, New York ii Handbook for Library Trustees 2018 Edition TABLE OF CONTENTS Acknowledgements ii Library Trustees Association of NYS Welcome v Preface vii Introduction 1 The Library Network in New York State 3 Library Laws and Regulations 7 Trustee Duties and Responsibilities 15 Orientation of New Trustees 19 Library Board Organization 22 Library Board Meetings 27 Risk Management 36 Library Policies 38 Ethics and Conflicts of Interest 41 Personnel 43 Budgets and Finance 50 Planning and Evaluation 59 Access to Library Services 62 Facilities 65 Technology 69 Public Relations and Advocacy 71 Library Friends and Foundations 74 Intellectual Freedom, Censorship, and Privacy 77 Board Development 81 Conclusion 85 iii Handbook for Library Trustees 2018 Edition APPENDICES Types of Libraries - a Comparison 87 Library Bill of Rights 89 Sample Bylaws 90 The Role of the Public Library Treasurer 95 Creating the Future: A 2020 Vision and Plan for Library Service in New York State 101 Public Library Trustees Ethics Statement 105 Working Together: Roles & Responsibilities Guidelines 107 Civil Service 101 109 Sample Planning Process Outline 112 Recommended Policies Checklist 114 Public Library Glossary 116 Map of Public Library Systems in New York State 122 Looking for an Index? Use the online version of the handbook, available through the New York State Library’s website: http://www.nysl.nysed.gov/libdev/trustees/handbook/index.html. Simply use the “CTRL F” function on your computer keyboard to find what you are looking for. iv Handbook for Library Trustees 2018 Edition Dear Library Trustee, Sometimes, just starting something can be the most difficult step. When it comes to writing this letter, the first step comes naturally . Thank You! Thank you for answering the call to become a library trustee. Thank you for your service, time, ambition, dedication and commitment to excellence. Thank you for all of your efforts to make New York State libraries models for our nation. Your hard work and efforts do not go unnoticed, and are greatly appreciated. Libraries are ever evolving, and they are used more than ever. They are information portals, educational institutions, modern day community centers, and a keystone in our democracy. How will you help your library not only survive, but thrive? Can you envision what your library will look like 20 years from now? As you know, in partnership with your director, you have an extremely important role to play in the success and long-term growth of your library -- and the realization of that can be daunting. The fact that you are reading this letter and this handbook shows that you have found an excellent starting point and have taken your first step in the right direction. This handbook provides you with a solid foundation from which you can continue to grow and learn. Becoming well versed with its information will make your job as a library steward much easier. Whether you are a brand-new trustee or have served on a board for 20 years, the updated edition of this handbook is an essential read. When you do need additional information – you are never alone. In fact, as a trustee in the library community you could not be in better hands. For answers, guidance, tools and resources, you can reach out to your library director, your library system, the Division of Library Development (DLD), and library organizations including the Library Trustees Association of New York State (LTA). LTA was chartered by the New York State Board of Regents in 1949 and is the state organization for library trustees. LTA is the voice of library trustees in New York State, and its mission is to connect trustees through advocacy, education and recognition. LTA provides vast amounts of information and resources for new and experienced trustees alike. We keep trustees informed through our newsletters, emails, and our frequently updated website, while also providing many tools to help trustees succeed. LTA’s library policy database contains over 3500 real library policies which have been shared by your peers. The database is continually updated, and it can be searched by multiple criteria. (www.librarytrustees.org/policies.php) v Handbook for Library Trustees 2018 Edition We help keep trustees informed about innovative library programs, continuing education opportunities, and library legislation. LTA educates trustees through our annual Institute, regional presentations, and webinars; and we help build trustee leadership skills so that trustees can help inspire and energize their colleagues to be more effective in their roles. We recognize and reward trustees who are actively engaged in their own continuing education and who stand out as making a difference in the development of their library. By sharing the successes and struggles of trustees, LTA helps connect trustees from different parts of the state and provides an opportunity for trustees to learn from their peers. LTA continues to grow and expand services and becomes more effective as more trustees connect with one another. Likewise, LTA is more effective when, as an organization, it connects with the rest of the library community. LTA prides itself on working in close partnership with your library systems, the Division of Library Development (DLD), NYLA (the leading organization for library professionals), the Empire State Library Network (ESLN), school library systems, and other library organizations -- and we encourage individual trustees to do the same. With collaboration and partnership, we will work together to help each other reach our goals. When LTA works in tandem with other organizations there is greater strength, and trustees and the library community as a whole will speak with a more united and resonating voice. Sincerely, Adria Ripka, President; and the Library Trustees Association’s Board of Directors For more information about LTA, please visit: www.librarytrustees.org vi Handbook for Library Trustees 2018 Edition PREFACE Libraries provide the “currency” for today’s information economy. In cities and towns, rural, suburban and urban, throughout New York, libraries are equipping people with the tools necessary for life success. With skilled and knowledgeable library staff, a wide array of online resources, traditional print collections, exciting program offerings, and inviting and welcoming public spaces, libraries are experiencing unprecedented increases in public use. New York’s 756 public libraries are community gateways to the world’s information resources. Whether in pursuit of an entertaining escape from today’s complexities or a timely solution to a difficult business question or help with a school research project, New Yorkers use their local libraries to advance and enhance their personal, educational, and work lives. As essential community resources for lifelong learning, public libraries are indispensable parts of this state’s economic, cultural, educational and social infrastructure. Library trustees play a special, keenly important role in shepherding the dedicated and prudent use of library resources. Always striving to provide the best service which benefits and supports the entire community, trustees must make policy, personnel and fiscal decisions crucial to a positive direction for the library. While delegating the day-to-day activities to competent staff, the library trustees must always be mindful of how their decisions impact the lives of people and the future