[Publib] RE: Library Board Orientation

[James Casey]

The policy below is what we use at Oak Lawn Public Library for orientation of new trustees.  There is also a checklist.  Feel free to borrow, modify, etc. as needed.

James B. Casey,
  Director of Oak Lawn Public Library
   Member of ALA Council



OAK LAWN PUBLIC LIBRARY
BOARD POLICY
ORIENTATION POLICY FOR NEW BOARD MEMBERS



A.         PURPOSE

The purpose of this policy is to insure that each Trustee of the Oak Lawn Public Library is briefed upon the mission of each department within the Library=s operating structure, and most importantly, how the budget is structured and how it impacts upon decisions.  In addition, the Trustee should receive basic understanding of the strengths and weaknesses of the Library=s physical plant.  Prior to being seated, a newly elected Trustee will receive an orientation which will cover a typical board meeting agenda, explanation of the minute book, the policy book, and a review of the current financial reports.


B.         SCHEDULE OF EVENTS

Within one week of the publication of the election results, the Director will contact the Trustee(s) elect and present them, in person or by mail, with the following documents:


1.            Trustee Handbook

2.            Current Volume of Illinois Library Laws

3.            Library Policy Book

4.            Roberts Rules of Order

5.            Emergency and Special Situation Manual

At the same time, the Director shall establish a mutually agreeable appointment to begin the orientation process by scheduling a Awalk-through@ of the Library.  If a mutually agreed upon date cannot be established (when more than one Trustee is involved) separate dates will be confirmed.  In any event, it is essential that this portion of the orientation be completed prior to the seating of the Trustee.

The walk-through shall include time to allow for meetings of the Trustee with Department Heads and other key personnel.  Personnel meeting with the Trustee shall describe the overall responsibilities of their departments or units and respond to questions the Trustee might raise.

In addition to a complete tour of the three floors of the Library, the Director shall point out any improvements made to the building within the last few years, and describe any projects currently underway.  He/she should describe, in reasonable detail, projects scheduled for the upcoming year.

The Director should specifically inquire whether the Trustee feels that she/he has an adequate overview of the operations of the Library, or would other more specific meetings prove fruitful.

The Trustee=s response shall direct the need of additional meetings prior to the date of seating.  The attached Orientation Check List must be completed by the Director with dates noting the completion of listed steps and any comments she/he might deem appropriate.  The list will be submitted to the Board President for review prior to the seating of the new Trustee.


C.         MANUAL UPDATE SCHEDULE

The Trustee Orientation Handbook shall be reviewed and updated yearly by the Committee (in January).

ADOPTED     12/18/89
REVISED      1/16/90
REVISED      4/13/93
REVISED      4/19/94
REVISED      6/18/96
REVISED      10/21/97
REVISED      1/20/04

DIRECTOR=S CHECK LIST
CONCERNING NEW TRUSTEES


_____       1.   Immediately following the published election results the Director, or his  designee, will contact the Trustee(s) elect in order to establish the earliest possible mutually acceptable date to initiate the orientation procedure, and will, on that date, mail a copy of all required documents to include the Orientation Manual to the Trustee=s home address.  This packet will also contain a letter stating the exact date and time the Trustee elect will be sworn into office, and our sincere wish the orientation process will be completed prior to that date.

_____       2.   The Trustee elect will be advised to carefully review all the material, and as soon as possible, contact the director with any questions or concerns the review of the materials may have raised.

_____       3.   The orientation procedure will proceed with a walk-through of the Library (as described in the Orientation Manual).  The walk-through will include scheduled meetings with Department heads and key personnel.  If, for any reason, a specific meeting does not occur, it will be noted, along with a rescheduled meeting date.

_____       4.   The Director will schedule any additional meetings the Trustee elect may wish to initiate, with appropriate Library personnel in attendance to assist in responding to specific operational concerns within their area of expertise.

_____       5.   Appropriate Library business cards and an Oak Lawn Library personal name badge will be ordered as soon as practical.

_____       6.   Each step of this checklist will be dated and initialed when the action is completed. The Director will note any deviation from established procedure or add comments concerning the orientation he deems appropriate.




From: publib-bounces at webjunction.org [mailto:publib-bounces at webjunction.org] On Behalf Of Lise Chlebanowski
Sent: Wednesday, July 23, 2008 6:03 PM
To: publib at webjunction.org
Subject: [Publib] Library Board Orientation

Dear Collective Brain,

I appeal to your wisdom yet again! We have a newly appointed Library Board Member coming on board next month. I was wondering what other Directors do to orient their new board members. I was thinking of putting together a little FAQ of some sort, but thought I would ask around first. Of course, I would assume covering the by-laws, library ethics and philosophy, history of the library, introduction to current board members, facts about the library (circulation numbers, staff, collection, etc.) Can anyone think of other things, or does someone have something all polished up that they would be willing to share? Thanks in advance for what I know will be fantastic ideas and advice!

Lisë Chlebanowski
Library Manager
Avondale Old Town Library
328 W. Western Ave.
Avondale, AZ   85323
623-333-2611 D
623-333-0260 F
lchlebanowski at avondale.org<mailto:lchlebanowski at avondale.org>

Now Reading: Confessions of a Contractor by Richard Murphey (ARC)
Now Listening: The Confessions of Max Tivoli by Andrew Sean Greer


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