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Kentucky Public Library Trustee Manual

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Kentucky Public Library Trustee Manual Kentucky Public Library Trustee Manual Kentucky Department for Libraries and Archives Kentucky Public Library Trustee Manual Kentucky Department for Libraries and Archives An agency of the Education and Workforce Development Cabinet January 2012 Ongoing review and revision by KDLA regional consultants Last updated: September 2021 Thanks to everyone who helped with this edition and the previous editions. Previous committee members are listed below. Their efforts set the foundation for this manual. Roberta Anthony, Breckinridge County Public Library Trustee Marjorie Flowers, Green River/Pennyrile Regional Librarian Nelda Moore, Lincoln Trail Regional Librarian Linda Stith, Bluegrass Regional Librarian Ann Wyatt, Barren River Regional Librarian 2007 Revision Committee Roberta Anthony, Breckinridge County Public Library Trustee Harry (Buddy) Bell, Oldham County Public Library Trustee Barbara Caron, Grant County Public Library Director Cathy Matthews, Owen County Public Library Director Charlotte McIntosh, Northern Kentucky Regional Consultant Nelda Moore, Lincoln Trail Regional Consultant Paul Poland, Scott County Public Library Trustee 2015 Revision Committee Anne Van Willigen, chair Tim Gampp, graphic designer Brenda Bailey Susan Dunman Bessie Gray-Knox Michael Jones Beth Milburn Readers/editors (2015) Lori Acton, Laurel County Public Library Director Roberta Anthony, Breckinridge County Public Library Trustee Jeanna Cornett, KDLA Holly Hightchew, Gallatin County Public Library Trustee Terry Manuel, KDLA Charlotte McIntosh, KDLA Wayne Onkst, State Librarian and Commissioner, KDLA Jill Parker, Marshall County Public Library Trustee Paul Poland, Chair, KLTRT and Scott County Public Library Trustee Paige Sexton, KDLA Joberta Wells, Casey County Public Library Trustee Wanda Wilson, Scott County Public Library Trustee Nikole Wolfe, KDLA Dear Public Library Trustee: Providing public library service in today’s information age is very challenging. Leadership by public library trustees is essential if public libraries are to provide high quality service for their communities. Great public libraries require dedicated trustees. The purpose of this manual is to provide information and resources that will make your work as a trustee more successful and more rewarding. Just as the role of the library in your community is constantly changing to meet the needs of residents, this manual is designed so that changes can be easily made to better meet the needs of trustees. Your suggestions for additions and recommendations for changes will be welcomed. Your willingness to undertake oversight of your public library is much appreciated. Trustees have the opportunity to impact their community through education for residents of all ages. We hope this manual provides tools to assist in your work. Congratulations on your appointment to your library’s board of trustees and best wishes for continued success in your important work. Terry Manuel Commissioner State Librarian, Archivist and Records Administrator Kentucky Department for Libraries and Archives P. O. Box 537 300 Coffee Tree Road Frankfort, KY 40602-0537 502-564-8303 Contents Chapter 1 KDLA Welcomes You ................................................................................................... 1 KDLA Welcomes You as a New Public Library Trustee! ......................................................... 2 Ten Things Every New Trustee Needs to Know........................................................................ 2 Getting Started............................................................................................................................ 3 Where to Find Additional Information....................................................................................... 3 Stay Updated – E-Resources ...................................................................................................... 4 Organizations of Interest ............................................................................................................ 4 National Documents of Interest.................................................................................................. 5 Primary Roles of a Public Library Trustee................................................................................. 5 Chapter 2 General Duties of Trustees ............................................................................................. 9 Overview .................................................................................................................................. 10 Library Board/Director Relationship ....................................................................................... 10 Responsibilities of the Library Board ...................................................................................... 10 Responsibilities of the Director ................................................................................................ 10 Library Law .............................................................................................................................. 11 Oath of Office........................................................................................................................... 11 Duties of a Trustee ................................................................................................................... 11 Liabilities .................................................................................................................................. 12 Terms ........................................................................................................................................ 13 Compensation ........................................................................................................................... 13 Officers and Their Duties ......................................................................................................... 13 President ................................................................................................................................ 14 Vice-President ....................................................................................................................... 14 Secretary ............................................................................................................................... 14 Treasurer ............................................................................................................................... 15 Advisory Board ........................................................................................................................ 16 Board Committees .................................................................................................................... 16 Nepotism and Conflict of Interest ............................................................................................ 17 Open Records Act .................................................................................................................... 17 Hiring a Library Director ......................................................................................................... 18 Evaluating the Library Director ............................................................................................... 19 Library Policies ........................................................................................................................ 20 Creating Policy...................................................................................................................... 20 Strategic Planning .................................................................................................................... 20 Recruiting New Trustees .......................................................................................................... 21 Building a Good Board ............................................................................................................ 22 KDLA Regional Consultants ................................................................................................... 23 Chapter 3 Effective Board Organization ....................................................................................... 25 Library Board Meetings ........................................................................................................... 26 Building the Agenda................................................................................................................. 26 Required Agenda Items ............................................................................................................ 26 Minutes ................................................................................................................................. 26 Financial Reports .................................................................................................................. 27 Business Items ...................................................................................................................... 27 Reports or Information Items ................................................................................................ 27 Public Attendance at Meetings ................................................................................................. 28 Board Packets ........................................................................................................................... 28 Open Meetings Act..................................................................................................................
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