Working with Your Trustees & Friends

Working with Your Trustees & Friends

WORKING WITH YOUR TRUSTEES & FRIENDS New Jersey State Library New Directors Workshop Karen Brodsky New Jersey State Library New Directors 2/24/2016 KAREN BRODSKY Joint library director Library

of The Chathams Municipal library director Bernardsville Association library director Mendham Public Library Borough Library

At points during the above positions: Library formed a Foundation Library formed a Friends Group Terminated employment of a long-term employee in my first year Trustee threatened to fire me at my interview New Jersey State Library New Directors 2/24/2016 WHO JOINS BOARDS? Are you on a Board?

Do you know anyone on a Board? Have you ever thought about serving on a Board? If yes, why? If no, why not? New Jersey State Library New Directors 2/24/2016

WHAT IS A BOARD? 1. A group of individuals who have different: Educational Backgrounds Experiences (likely not your experiences) Skills Personalities (varied) Goals/Needs (some that dont make sense to you) Insecurities 2.

And its one body/entity at the same time The dynamic among the Board members is a factor in how the Board functions. New Jersey State Library New Directors 2/24/2016 OUR AGENDA Define the roles and differences. How to develop effective relationships. Tools to make the task easy. Friends/

Library Board of Trustees Foundation Director New Jersey State Library New Directors 2/24/2016 DEFINITIONS BOARD OF TRUSTEES Board of Trustees is the library governing body, sets policies, hires director to run the library, and advocacy N.J.S.A. 40:54-12. Powers of board The board shall hold in trust and manage all property of the library. It may rent rooms, or, when proper, construct buildings for the use of the library, purchase books, pamphlets, documents, papers and

other reading matter, hire librarians, and other necessary personnel, and fix their compensation, make proper rules and regulations for the government of the library, and generally do all things necessary and proper for the establishment and maintenance of the free public library in the municipality. The board may also transfer to and receive from other libraries books, magazines, prints, maps and other related library materials for the purpose of augmenting the interlibrary loan service. New Jersey State Library New Directors 2/24/2016 DEFINITIONS BOARD OF TRUSTEES Roles and Responsibilities of The Board To hire a competent and qualified library director. To evaluate the directors performance every year. To set written policies to govern the operation, use, and programs

of the library. Establish a process for planning. Know local, state, and national laws which affect libraries. Establish a cooperative working relationship with officials of the local governing unit Fulfill the fiduciary role. Submit an annual report to the municipality/county, and to the N. J. State Library through the annual NJ Public Library Survey. Establish, support, and participate in a public relations program to increase community awareness of the library and its services. New Jersey State Library New Directors 2/24/2016 FRIENDS / FOUNDATIONS Friends of the Library Groups Not-for-profit group run by Board of Directors.

Usually involved with fundraising and advocacy. Funds are exempt from return of funds process. Purchases are exempt from bidding process. Foundations Not-for-profit group run by Board of Directors. Usually involved with fundraising of significant donations. May include creation of endowments. Ideally involved with advocacy. New Jersey State Library New Directors 2/24/2016 FRIENDS / FOUNDATIONS The main reason to form a foundation is to create a significant funding source that is separate and distinct from the regulations and restrictions that apply to governmental institutions. A foundation can establish its own rules, buy

equipment or provide services for the library without regard to competitive bidding, committee approvals, etc. The library Friends group and the library Foundation are usually separate groups: The Foundation is usually formed when larger amounts of money are needed than can be raised by the Friends group; these funds can then be invested until they are dispersed. http://www.ilovelibraries.org/get-involved/become-libraryfriend New Jersey State Library New Directors 2/24/2016 FRIENDS / FOUNDATIONS Saint Paul Public Library Started in 1945, The Friends of the Saint Paul Public Library is a nonprofit, community membership organization dedicated to supporting the Saint Paul Public

Library. The Friends of the Saint Paul Public Library has an active board of directors, vital civic and corporate partners, more than 3,000 members, and were getting better every year. http://thefriends.org/about/#sthash.H2pAFjNb.dpuf LIBRARY STRATEGIES CONSULTING GROUP Knowledgeable, Affordable, Innovative, and LibraryFocused Consulting A Library Consulting Group of The Friends of the Saint Paul Public Library

http://thefriends.org/consulting/#sthash.CHyKFHGn.dpuf New Jersey State Library New Directors 2/24/2016 FRIENDS / FOUNDATIONS The Queens Library Foundation is the fundraising arm of the Queens Library. Incorporated in 1988, the mission of the Queens Library Foundation is to raise funds from foundation, corporation, and private individuals to support the tens and thousands of the free programs and services offered by the Queens Library. The Friends of Queens Library is a grassroots membership

organization, whose members advocate for the library with the public. Member also raise money to meet immediate needs for the library including books, periodicals, programs for the communities, and short-term special projects. The Foundation works with local Friends groups to assist their efforts and will match funds they are able to raise in certain cases. https://foundation.queenslibrary.org/about-us?qt-view__about_us__page=5 New Jersey State Library New Directors 2/24/2016 FRIENDS / FOUNDATIONS

Q: What roles do the Friends of the Bernardsville Public Library and the Bernardsville Library Foundation play in supporting the Bernardsville Public Library and how are their objectives different? A: These non-profit volunteer organizations support the Library in different ways. The Foundation provides money to fully fund the operating budget in current years and is establishing an endowment fund to provide a permanent source of funding for operating budget support. The Friends fund programs and services that are not covered by the Librarys operating budget. These include such items as childrens programs, ESL instruction, concerts and computers for Library patrons. Q: How do the Friends, the Foundation and the Library Board of Trustees work together?

A: The Library Board of Trustees is responsible for overseeing the Library, setting policy and working with the Library Director to prepare the annual budget presented to the Mayor and Council for funding. The Friends and the Foundation solicits gifts from Bernardsville residents and other sources to support the Board in fulfilling the Librarys mission. New Jersey State Library New Directors 2/24/2016 FRIENDS OF THE LIBRARY / FOUNDATIONS United for Libraries Resources for Library Foundations Library Foundations are gaining strength in numbers as visionary communities are looking toward securing the future of their libraries.

Foundations typically differ from Friends groups in that they raise larger amounts of money through higher end fundraising such as major gifts for endowments, implementing planned giving campaigns, and sponsoring higher profile ticket events. http://www.ala.org/united/foundations New Jersey State Library New Directors 2/24/2016 New Jersey State Library New Directors 2/24/2016 New Jersey State Library New Directors

2/24/2016 New Jersey State Library New Directors 2/24/2016 New Jersey State Library New Directors 2/24/2016 New Jersey State Library New Directors 2/24/2016 GREAT RESOURCES New Jersey State Library New Directors 2/24/2016 BUILD PRODUCTIVE RELATIONSHIPS

Board of Trustees Friends Members Foundation Members Knowledge is power (or feels like power) Use what you already have! Packaged information Reports you use to run operations

Provide information well before Board meetings New Jersey State Library New Directors 2/24/2016 GREAT RESOURCES FOR BOARD MEMBERS New Jersey State Library Trustee Online Resources & Reference Center Advocacy, Public Relations, Marketing Capital Planning Friends of the Library Fundraising & Development Hiring & Evaluating the Library Director Library Finance & State Aid Library Law

Library Structure and Funding Preservation Strategic Planning 21st Century Library Trends Trustee Core Knowledge http://www.njstatelib.org/services_for_libraries/consulting_services/library_trustees New Jersey State Library New Directors 2/24/2016 MORE GREAT RESOURCES New Jersey Public Libraries: A Manual For

Trustees A Joint Project of the New Jersey State Library New Jersey Library Trustee Association New Jersey Library Association http://www.njstatelib.org/ldb_files/imported/Trustees/ trustee_manual.pdf American Library Association http://www.ala.org/united/trustees New Jersey State Library New Directors 2/24/2016 SHARING OPPORTUNITIES Take opportunities to reinforce

roles as well as share information. New trustee orientations Board meeting in-service or supplemental information Use the State Library educational requirement as a reason for training/education Email messages Mentions in conversation Letter to editor thanking Friends Any others? New Jersey State Library New Directors 2/24/2016 USE WHAT YOU ALREADY HAVE

New Jersey State Library New Directors 2/24/2016 ITS ALL ABOUT EXPECTATIONS Actual document: New Jersey State Library New Directors 2/24/2016 Notes for the New Director 1. Monthly written report to Board see sample 2. Annual Report see samples in drawer

3. Friends of the Library: Attend all monthly meetings, update FOL on Board meetings 4. MAIN - attend all MAIN meetings. 5. MUF - annual Advisory Council Fall Meeting 6. Yearly evaluations of staff: form is in file cabinet. 7. CWA negotiations every other year or every third year. 8. Attendance at annual organizational meetings of local service groups 9.

Kiwanis Club Join as member; meetings are weekly. Try to attend twice a month. ITS OK TO CHANGE THINGS Communicate the need for the change with your Board. Communications may be more effective if you quantify. 6 4 2 0

Series 1 Series 2 Series 3 New Jersey State Library New Directors 2/24/2016 WORK WITH THE BOARD AS A WHOLE New Jersey State Library New Directors 2/24/2016 New Jersey State Library New Directors 2/24/2016 New Jersey State Library New Directors 2/24/2016 Most Important Idea For Today

New Jersey State Library New Directors 2/24/2016 When taking a controversial or otherwise difficult step, make sure the Board of Trustees understand the consequences of their policies before you act. Give them a chance to change the policy. GO OUTSIDE LIBRARY LAND TechCrunch article on working with Board of Directors 8. Ask for help we work for you. Really. We like helping recruit employees and partners (customers). Put us to work, let us brag about you to potential employees and provide context and support. We can assist with strategy questions. You should know more about the business than we do, but our distance can provide perspective. And perhaps we

have seen patterns that can be applied from other experiences. This can be incredibly valuable as long as we dont over or mis-apply the patterns in the wrong instances based on the wrong attributes. We are OK if you seldom call and are also OK if you call every day when we are working on something that requires it. We do appreciate just getting a check-in call from time to time. A little like calling your mom in college, sort of. If you only call to ask for money she will know something is up. 9. Involve your exec team with the board. Its good practice to have at least one board member interview all exec hires; different perspectives can be good. Having the exec team in the board meetings can be great, especially if they present the area of their responsibility (product development, sales, marketing, finance). That said, its also important to have a closed session of the board that is just the board plus counsel, to discuss board-only matters. 10. Tell us how we are doing. We hope to add value but will make mistakes and can often manage things better. Tell us about these areas and we will try to get better. We will do the same with you. And tell us when we should stay out of the way you run the company, and sometimes the best thing we can do to help is let you do that. The average early stage company takes nine to 10 years before it will exit. So we likely are going to work

together a long time. Lets make it productive, rewarding and fun. New Jersey State Library New Directors 2/24/2016 GO OUTSIDE LIBRARY LAND Managing Your Board: Tips and Tactics for CEOs By William J. Bennington and Mal Brett. Schwartz 2009 The Institute for Nonprofit Excellence* Ten Time Tested Strategies 1. No Surprises

2. Board Empathy 3. Nurture the Chair 4. Keep them informed 5. Be the Solution: Never go to your Board with a problem unless you are armed with two well thought-out recommendations for resolving the issue at hand. Become a part of the solution...not a perceived element of the problem. 6. Seek Help: If you are overwhelmed, ask your Board Chair to help you sort out the priorities. The most effective way to avoid being overwhelmed is through the use of a strategic plan. 7. Get Along 8. Gain Confidence 9. Communicate 10. Keep Your Promises New Jersey State Library New Directors 2/24/2016

GO OUTSIDE LIBRARY LAND Years ago I read somewhere that directors should present at least one issue they are willing to give up on at a Board meeting so the Board will feel that they have control. In my world this is manipulative and insincere wont work for me. But negotiating a solution may include offering solutions you think are less effective along with those you most support. New Jersey State Library New Directors 2/24/2016 DIRECTOR MUST ADAPT

Mendham Retired professionals with independent means Low public expectations Bernardsville 5 working attorneys, college math professor, supervisory RN on the Board Public demands top-notch service pressure on Board

Chatham Well-educated people with means who want to enjoy their community Public relatively complacent with mediocre service but welcomes innovation when offered New Jersey State Library New Directors 2/24/2016 SOME FINAL THOUGHTS Your own judgment and style will work for you. I disagree. Your directorship is not a favor. Be respectful. Show that you are concerned with

Board comfort both physical and informational. Always remember that any library is a team effort. Director Staff Volunteers (BOT, Friends, Foundation) Your Public Wider Library World Wider World

New Jersey State Library New Directors 2/24/2016 THE END OR JUST THE BEGINNING New Jersey State Library New Directors 2/24/2016

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