What are the roles and responsibilities of the Public Library System Director, Administrative and Advisory Boards of Trustees?
How does the Administrative Board of Trustees handle the selection and evaluation of the Public Library System Director?
How should Administrative and Advisory Board of Trustees fulfill their roles as Library Advocates?
What are the steps to be an effective member of an Administrative Board of Trustees in Mississippi?
What are the roles and responsibilities of the Public Library System Director, Administrative and Advisory Boards of Trustees?
Dr. Virginia Young, The Library Trustee, 5th ed. (Chicago: American Library Association, 1995. p. 10) acknowledges the relationship between the library system director and the board of trustees by stating:
". . . Inherent in their powers as a public trust are the library board's duties and responsibilities. These duties and responsibilities may be loosely classified as being of two kinds: the legal responsibilities specifically enjoined upon the board by statute, and the practical responsibilities dealing with day-to-day operation of the library."
In this state, the Mississippi Code of 1972, Revised, Section 39-3-17, defines the specific roles and responsibilities of Administrative Board of Trustees and the Public Library System Director.
From: Mississippi Trustee Handbook. Mississippi Library Commission, 1998. Pp. 19-20.
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How does an Administrative Board of Trustees handle the selection and evaluation of the Public Library System Director?
As with all personnel issues, the Administrative Board of Trustees should have a written procedure guiding its relationship with its public library system director. The Mississippi Code of 1972, Revised, Section 39-3-17 provides the basic details on the Administrative Board of Trustees and the public library system director's duties/responsibilities. The Administrative Board of Trustees can also include other duties and responsibilities in the public library system director's job description besides those stated in the Mississippi Code of 1972, Revised, Section 39-3-17 [2].
Within these guidelines that relate to the selection and evaluation of a public library system director, the Administrative Board of Trustees may wish to address the following topics:
- Job Description
- Selection Process for a New Director
- Advertising the Position
- Interview Process
- Hiring the New Director
- Appraising/Evaluating Your Library System Director
To assist in developing guidelines, sample copies of library director job descriptions can be obtained from the Development Services Division staff at the Mississippi Library Commission.
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How should Administrative and Advisory Board of Trustees fulfill their roles as Library Advocates?
Being an advocate means direct communication, as an individual or group, with decision makers in support of or opposition to specific issues. Advocates can approach decision makers in person, by telephone, by fax, by letter or by e-mail regarding their interests. Advocacy is the responsibility of trustees and other library supporters, who represent the community.
As a library advocate, it is important to speak out about how libraries benefit constituents, acquaint oneself with decision makers and help them learn about libraries, provide reliable, accurate information to decision makers on library concerns and issues, and attend local, state and federal Library "Legislative Day" activities to renew acquaintances with elected officials.
Trustees can be more effective than librarians as advocates:
- Trustees are not paid staff of the library system.
- Trustees are strong supporters for library services.
- Trustees see the library from the user's viewpoint.
- Trustees represent a broad base of the community.
- Trustees are volunteer participants in government.
- Trustees vote.
- Trustees act in the best interests of the library.
- Trustees are knowledgeable about their community's power structure.
For additional information on a Trustee's Advocacy Role, See Appendix E: Library Advocates Handbook, (Chicago: American Library Association, 1996. which is in Mississippi Library Trustee. Mississippi Library Commission, 1998.)
From: Mississippi Trustee Handbook. Mississippi Library Commission, 1998. Pp. 50-51.
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What are the steps to be an effective member of an Administrative Board of Trustees in Mississippi?
Often when members of the community are first appointed to either an Administrative Board of Trustees or an Advisory Boards of Trustees, many trustees ask what are the best ways to meet their responsibilities.
A trustee may wish to consider the following:
- Regularly attend board meetings.
- Make sure complete minutes are kept of all board meetings and committee meetings and review them carefully.
- Record all board actions in the minutes.
- Seek legal opinions in areas where one has serious reservations.
- Adopt a conflict of interest policy.
- Mention any possible conflict of interest and thereupon abstain from discussing further or voting on the issue.
- Make sure responsibility for investments are thoroughly circumscribed by specific board direction to the officers involved.
- Respect the confidential nature of library business.
- Enable the director to manage the day to day operations of the library system without trying to micro manage his/her efforts.
- Participate in the decision making process. Reach a consensus on issues brought before the board.
- Compromise is at the heart of arriving at a consensus on any issue.
- Above all talk to your fellow board members and your system director, remember you are all members of a team.
From: Mississippi Trustee Handbook. Mississippi Library Commission, 1998. Pp. 33-35.
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