Managing Relationships –

Who does what in our libraries?

Introduction

“An organization’s real power and energy is generated through relationships.”

Margaret Whealty

Introduction

Everyone needs a clear understanding of their roles and to respect the

guidelines that are established defining their relationships.

Overview

• Responsibilities of the trustee vs. the director

• “Getting along” tips for directors

• Role of Friends groups

• Contributions of volunteers

Lesson Objective

• Describe the roles and responsibilities within the library family

• List their specific and separate tasks

By the end of this lesson you will be able to:

Trustees and Directors: The Eternal Dance

• Boards:– Establish organizational policies– Monitor effectiveness of policies

• Library directors:– Manage day-to-day functions

Trustees and Directors: The Eternal Dance

• Checking on when the lights are on

• Re-arranging furniture

• Critiquing staff member job performance

• Intruding into the director’s responsibilities

Trustees should not be:

Trustees and Directors: The Eternal Dance

• Library governance

• Policy development

• Financial management

• Personnel administration

Both trustees and director are involved in:

Trustees and Directors: The Eternal Dance

However, the type and level of involvement must be clearly defined in order to avoid conflict and for the library to operate professionally and effectively.

Responsibilities- Some Examples:

• Long-range and short-term planning

• Presents budget to public officials

• Develops policies to guide staff selection

• Actively involved in planning

• Prepares budget with staff and board

• Hires and directs staff members

The DirectorThe Board

Responsibilities

• A clear and complete list is in your toolkit

• It covers:– Governance– Financial– Personnel– Planning and evaluation

Tips for Directors

• Assume board relationship is positive

• Respect, give consideration to all

• Avoid surprising the board

• Give them complete information

• Educate the board on personnel issues

• Guide them to thinking about future

Friends Groups

• Are organized separately from board

• Have their own bylaws, officers and organization

Friends Groups

• They are not trustees

• They plan activities

• Not involved in governance

• Clearly define their purpose

• Clearly define their funding

• Clearly define their interaction with staff

Friends Groups

• Raise funds

• Promote library awareness

• Help expand/improve services

• Run special fund drives

• Purchase special items for library

• Build public support

Volunteers

• Never replace staff positions

• Are talented, skilled, reliable, dedicated

• Help with storytelling, create exhibits, etc…

• Need orientation and training

Volunteers

• Procedure for screening and training

• List of jobs they can do

• Policy manual

• Recognition program

• Funds for out-of-pocket expenses

Group Exercise

Resources

• Friends of Libraries USA– www.folusa.com

A list of recommended books is in your toolkit.

REVIEW

• Trustees establish policy, manage effectiveness

• Directors manage daily operations

• Friends plan activities, raise money

• Volunteers donate skills