VIRGINIA PUBLIC LIBRARY TRUSTEE HANDBOOK GOVERNING BOARDS FOURTH EDITION | REVISED 2019 RICHMOND, VIRGINIA PUBLISHED BY AUTHORITY OF THE LIBRARY BOARD M. David Skiles, Chair K. Johnson Bowles, Vice Chair Robert D. Aguirre The Hon. Jon Bowerbank Paul Brockwell, Jr. L. Preston Bryant, Jr. Kristin Cabral Mark Emblidge Mohammed Esslami Robert Chambliss Light, Jr. Barbara Vines Little Mark Miller Shelley Murphy Blythe Ann Scott Martha J. Sims LIBRARIAN OF VIRGINIA Sandra G. Treadway DEPUTY LIBRARIAN OF VIRGINIA John Metz Funding for this publication was provided by the Library Services and Technology Act. It was prepared as an educational resource and should not replace legal advice. TABLE OF CONTENTS Foreword Appendix Acknowledgments Governing and advisory boards: Section 1—Governance/Administration Duties and responsibilities .....................36 1.1 Library Boards in Virginia ..................1 Golden rules for board members ...............37 1.2 Your Boards’ Mission and Vision ...........2 New trustee orientation plan (sample)..........38 1.3 Appointment and Membership .............3 Public library board of trustees’ job description 40 1.4 Trustee Responsibilities ....................4 1.5 Orientation .................................6 Library board member agreement (sample) ....41 1.6 Board Organization ........................ 7 Consent agenda ................................42 1.7 Effective Meetings ......................... 9 Traditional agenda for the meeting of Section 2—Policy Making a local library board (sample) ..................43 2.1 Importance of Policies .....................12 Board self-evaluation .......................... 44 2.2 Types of Policies...........................13 Code of ethics for library trustees (sample) ....47 Section 3—Financial Development Sample public survey ..........................48 3.1 Fiscal Responsibilities......................14 3.2 Sources of Funding ........................15 Suggested interview questions .................51 3.3 Annual Budget ............................17 Sample evaluation form for library director ....53 Section 4—Planning Sample motion for closed session ..............56 4.1 Strategic Planning .........................18 Select Virginia library laws ....................57 4.2 Planning Process Outline .................19 Requirements which must be met in order to 4.3 Basic Ingredients for Your Five-Year Plan. .21 receive grants-in-aid ...........................65 Section 5—Advocacy Requirements which must be met by libraries 5.1 Fostering Relationships ....................22 serving a population of fewer than 5,000 5.2 Fostering Relationships in the Community 23 in order to receive state grants-in-aid ..........67 5.3 Fostering Relationships with Officials . 24 Other laws relating to public libraries 5.4 Effective Advocacy Plans ................. 25 in Virginia .................................... 68 Section 6—Board as Employer 6.1 Scope of Responsibility ....................26 6.2 Hiring of One Employee: The Library Director ......................28 6.3 Evaluation of Your Library Director . 30 6.4 Dismissal of the Library Director .........31 6.5 The Board’s Relationship with Staff . 32 Section 7—Public Relations 7.1 Promoting Your Library ................... 33 7.2 Actively Communicating with Stakeholders. 34 FOREWORD Dear Virginia Public Library Trustees: The Library of Virginia is pleased to release the 2019 edition of the Virginia Public Library Trustee Handbook. The Library first published this handbook in 1991 to assist both new and experienced trustees in fulfilling their responsibilities. We have updated the manual periodically since then to reflect changes in the law, in the library field, and in technology—all of which have an impact on the role of public libraries. We also incorporate the ideas and suggestions we receive from library directors and trustees. Changes in the 2019 edition include new information about participation in electronic meetings under Virginia’s Freedom of Information Act (FOIA) and improved formatting to help you find what you are looking for more quickly. Your work as a public library trustee is critically important to the health of our public libraries and the vitality of Virginia’s communities. We applaud your commitment to free and open access to library services and thank you for investing your time and talent to ensure that Virginia’s public libraries remain vibrant and strong. With all best wishes, Sandra G. Treadway Librarian of Virginia June 2019 ACKNOWLEDGEMENTS The Library of Virginia wishes to express deep appreciation to all who assisted in the preparation of the Virginia Public Library Trustee Handbook. As in the earlier editions of the handbook, trustee handbooks from other states were consulted during preparation for comparison. For this edition, we would like to give a special note of thanks to the authors of the publications from Pennsylvania, New York, and Wisconsin. The cooperation and assistance of trustees of the Central Rappahannock Regional Library has been invaluable. Significant contributions were made by Kathryn Miller and Cheryl Miller. We would also like to thank communications and marketing specialist Cindy Marks, communications manager Ann Henderson, and editor John Deal for their editorial assistance, as well as graphic designer Amy Winegardner, and buyer specialist Paranita Carpenter. Revised by Kim Armentrout. GOVERNANCE AND ADMINISTRATION Governance and Administration 1.1 Library Boards in Virginia Types of Boards It is important that library board members and Public libraries in Virginia are the responsibility local government officials clearly understand the of local governments. As organizational entities, authority, role, and duties of the library board. libraries fall into four categories: A Governing Board is legally responsible for ■ regional libraries (a library established by the control and management of the library and two or more political subdivisions that join all that happens in it. Broad administrative and in maintaining a library system under the policy-making duties are specified in the Code. terms of a contract) An Advisory Board has only those legal ■ county libraries responsibilities granted by the local government. ■ city libraries The Code of Virginia does not specifically ■ town libraries address advisory library boards. The advisory board generally makes recommendations and The Code of Virginia requires that all regional acts as a liaison between the library, the local libraries and all counties, cities, and towns govern government, and the community to promote the their public libraries through boards of trustees, library’s services and programs. In reality, the with the exception of “(i) any city or town with a power and authority of an advisory board may manager, (ii) any county with a county manager, fall anywhere along a continuum running from county executive, urban county manager, or truly advisory to that of an almost-governing urban county executive form of government, board. What the board can or cannot do is (iii) any county that has adopted a charter, or determined by the ordinance that established (iv) the Counties of Caroline, Chesterfield, and it and the understanding reached over time Shenandoah, by virtue of this chapter.” These between the board and the local government. excepted counties, cities, or towns may, if they As board members and government officials wish, establish either governing or advisory change over time, it is necessary for both library boards. groups to maintain such understandings and The Code also provides the legal framework communicate them clearly. for counties, cities, and towns that have not established public libraries to appropriate funds for the support and maintenance of library service operated and conducted by a company, society, or association. The boards of these nonprofit, private organizations are appointed by the membership. 1 GOVERNANCE AND ADMINISTRATION Governance and Administration 1.2 ■ Purchase or lease lands and/or buildings The Board’s Mission and Vision for library purposes ■ Assist with cooperative purchasing, A public library board has the primary maintenance, snow removal, health responsibility for the success of the library, both benefits, and more now and in the future. Trustees have a legal responsibility to successfully maintain a free, public, nonsectarian library for all residents in the library’s service area. Expectations of trustees: Representing the interests of the library, trustees: ■ Respect the important role libraries play in the life of the community. ■ Manage (and have legal authority over) the ■ Participate in orientation. library’s policies, rules, and regulations ■ Attend meetings regularly. ■ Control all funds ■ Devote the time and attention required. ■ Plan the library’s future and create an action plan ■ Share skills on committees. ■ Advocate and raise funds on behalf of the ■ Understand the community and its needs. library ■ Stay current on library trends and issues. ■ Accumulate reserve funds for facility ■ Exercise discretion and respect confidentiality outside enhancements, renovation, and board meetings. construction ■ Avoid conflicts of interest and put personal agendas ■ Evaluate the library’s performance aside when making decisions. regularly to ensure objectives are met ■ Actively support the implementation of board ■ Hire and evaluate the library director decisions. ■ ■ Contract for cooperative services Advocate for the library with elected officials and in