The Role of a Library Trustee
A trustee is part of a decision-making team that includes the rest of the trustees and the library director. For a board to function effectively, all members must bring enthusiasm, preparation and dedication to the task and have a firm understanding of the different roles played by the board, the director and the library staff. The State Library of North Carolina provides training and resources to help Board members understand their role and be an engagement library board member.
New Trustee Orientation
This self-paced, orientation module will enhance your understanding of the roles and responsibilities of a public library trustee and increase your comfort level with and commitment to advocating for quality public library service within your community. This module should take you about one hour to complete and you can refer back to it at anytime as a resource.
North Carolina Library Trustee Manual
This handbook consists of basic information needed by you, the trustee, to be an effective board member and library advocate. Each chapter includes sources of additional information that may be utilized if you run into an issue or question not addressed.
Hiring a Library Director
Many Governing Boards of Trustees are responsible for the important task of hiring the library director. The Chief Office of State Library Agencies developed a hiring packet to help boards navigate the the hiring process from developing the job ad to interviewing.
The roles and responsibilities of a library trustee differ depending on if the Board is a governing or advisory board. The information below provides guidance on the roles and ways library trustees can work with other library stakeholders that aligns with the type of board the library has.
Governing Boards
| Responsibilities | Library Director | Library Boards | Friends/Foundation |
|---|---|---|---|
| General Administrative | Administer daily operation of the library including personnel, collection development, fiscal management, buildings and programmatic functions. | Recruit and employ a qualified library director, and maintain an ongoing performance appraisal process for the director, or provide input for the above as appropriate. | Support quality library service in the community through fund raising, volunteerism and serving as advocates for the library. |
| Policy | Apprise the library board of the need for new policies, as well as policy revisions. Implement the policies of the library as adopted by the library board. | Identify and adopt written policies to govern the operation and program of the library or recommend policies to governing body. | Support the policies of the library as adopted by the library board. |
| Planning | Coordinate and implement a strategic plan with library board, Friends, staff and community. | Ensure that the library has a strategic plan with implementation and evaluation components. | Provide input into the library’s strategic plan and support its implementation. |
| Fiscal | Prepare an annual budget for the library. Prepare grant applications for federal and other funding. Monitor expenditures and prepare reports as required. | Seek adequate funds to carry out library operations. Approve or assist in the preparation and presentation of the annual budget as appropriate. | Conduct fund raising to support the library’s mission and plans. |
| Advocacy | Promote the mission of the library within the community. Educate the library board, Friends and community regarding local, state and federal issues that impact the library. | Promote the mission of the library within the community. Advocate for the library to local funders. | Promote the mission of the library within the community. Advocate for the library to legislators. |
| Meetings | Participate in library board and Friends meetings. Ensure that there is a liaison from the Friends on the library board. | Participate in all library board meetings. Become a member of the Friends. | Maintain a liaison to the library board. |
| Networking | Encourage Library Board and Friends to join state and national professional organizations and make them aware of educational opportunities. Pursue library membership in the Friends of North Carolina Public Libraries (FONCPL) and ALA’s United for Libraries. | Join the American Library Association’s United for Libraries for best practices. | Join the Friends of North Carolina Public Libraries (FONCPL) to connect with other Friends groups. Join the American Library Association’s United for Libraries for best practices. |
Printable Governing Boards Guidelines
Advisory Boards
| Responsibilities | Library Director | Advisory Board | Friends/Foundations |
|---|---|---|---|
| General Administrative | Administer daily operation of the library including personnel, collection development, fiscal management, buildings and programmatic functions. | Work with library administration on planning and goal setting for the library. | Support quality library service in the community through fund raising, volunteerism and serving as advocates for the library. |
| Policy | Apprise the library board of the need for new policies, as well as policy revisions. Implement the policies of the library as adopted by the library board or local officials. | Identify and adopt written policies to govern the operation and program of the library or recommend policies to governing body. | Support the policies of the library as adopted by the library board. |
| Planning | Coordinate and implement a strategic plan with library board, Friends, staff and community. | Assist library administration during the planning process. Provide input to the plan regarding community needs and wants. | Provide input into the library’s strategic plan and support its implementation. |
| Fiscal | Prepare an annual budget for the library. Prepare grant applications for federal and other funding. Monitor expenditures and prepare reports as required. | Advocate for quality public library service for your community. Recommend library budget to governing body for approval. | Conduct fundraising to support the library’s mission and plans. |
| Advocacy | Promote the mission of the library within the community. Educate the library board, Friends and community regarding local, state and federal issues that impact the library. | Promote the mission of the library within the community. Advocate for the library to local funders. | Promote the mission of the library within the community. Advocate for the library to legislators. |
| Meetings | Participate in library board and Friends meetings. Ensure that there is a liaison from the Friends on the library board. | Participate in all library board meetings. Become a member of the Friends but avoid serving on Friends board. | Maintain a liaison to the library board. |
| Networking | Encourage Library Board and Friends to join state and national professional organizations and make them aware of educational opportunities. | Join the American Library Association’s United for Libraries for best practices. | Join the Friends of North Carolina Public Libraries (FONCPL) to connect with other Friends groups. Join the American Library Association’s United for Libraries for best practices. |
Its important for Public Library Board Trustees to understand the State of North Carolina library law including how public libraries are set up, confidentiality of user records, duties of the state library, open meeting laws, and state aid. Below are statutes and administrative codes that apply to libraries:
- a. North Carolina General Statute 125, Articles 1-3. State Library Agency
- b. North Carolina General Statute 153A, Article 14: Libraries (formation of public libraries)
- c. North Carolina Section .0200 State Aid to Public Libraries
- d. North Carolina Section .0300 Organization of Regional Libraries
- e. North Carolina General Statute 143-318.9-18 Article 33C. Meetings of Public Bodies (Open Meeting Law)
- f. NCGS 160A Article 20 Part 1- Interlocal Cooperation
WebJunction
WebJunction, a program of OCLC Research, provides free trainings and to all libraries to use, regardless of size, type or location. Find resources on organizing a Friends of the Library group, trustee training, recruitment strategies, and overall library best practices.
Trustee Trouble
This training provides a humorous take on trustee training from Wyoming State Library
Getting On Board
Created by the Commonwealth of Pennsylvania State Library, these videos highlight best practices for board management and assessment.
United for Libraries
United for Libraries was created to support those who govern, promote, advocate, and fundraise for all types of libraries.
American Library Association
The mission of ALA is “to provide leadership for the development, promotion and improvement of library and information services and the profession of librarianship in order to enhance learning and ensure access to information for all.” Of particular interest to trustee members is the ALA Office of Intellectual Freedom and ALA Office of Advocacy.
Public Library Association
The Public Library Association (PLA) is the largest association dedicated to supporting the unique and evolving needs of public library professionals. PLA offers continuing education opportunities, unique public library initiatives, and a conference that welcomes public library staff into meaningful partnership.