Trustees

Responsibilities of all Committees

All committees are advisory to the Board.

Committees shall:

All committees are advisory to the Board.

Committees shall:

  • Submit to the board for approval each September, a list of goals, tasks and timeline to be accomplished by the committee in the fiscal year ;
  • Post the date, time and place and agenda of each committee meeting with the library director and distribute such notice to the board via email or by announcement at a meeting of the board;
  • Keep written records of its meeting and activity and file this record with the Board Secretary; (Bylaws, VI. 4)
  • Provide a written record to the board at the meeting immediately following the committee meeting. A copy of this record should be provided to staff seven days prior to the board meeting for distribution in board meeting packets.
  • Identify a spokesperson to answer questions on behalf of the committee at each board meeting;
  • Provide “requests for action” to the board in writing according to accepted procedures;
  • Review the “Perpetual Calendar” each September and make recommendations for change;
  • Encourage full participation and good attendance by committee members and report attendance problems to the Board Chair;
  • Involve non-board members in committees as appropriate. Non-board members will not be invited to attend executive sessions.

From Corporation By-laws, ARTICLE VI: COMMITTEES

Standing Committees. The Board of Trustees may create standing committees by an affirmative vote of the majority of the Trustees. The President shall appoint members of the Board of Trustees to standing committees and designate the Chair for each. The President, in consultation with the Chair of a standing committee, will also appoint non-trustee members of that committee as such additional members are from time to time deemed desirable.

Other Committees. The Board of Trustees may may create other committees or sub-committees by an affirmative vote of the majority of Trustees.  At least one member of each committee or sub-committee shall be a Trustee.  Any such committee or sub-committee may include any other person or persons with needed expertise as seems desirable to the Board of Trustees.

Community & Media Relations Committee Responsibilities

The Community and Media Relations Committee shall advise and assist library staff and the Board of Trustees on marketing and public relations activities.

The committee will:

The Community and Media Relations Committee shall advise and assist library staff and the Board of Trustees on marketing and public relations activities.

The committee will:

  • Review the mission and goals of the Strategic Plan;
  • Develop both a long-term and short-term comprehensive marketing plan;
  • Submit the marketing plans to the Library Board of Trustees for review;
  • Actively participate in the creation and implementation of marketing tactics;
  • Identify incremental marketing and public relations opportunities;
  • Evaluate the effectiveness of marketing and public relations initiatives;
  • Involve other Library Board members in public appearances;
  • Solicit input from and communicate tactical changes to library staff;
  • Coordinate activities with other committees as needed.

Appropriate skills and characteristics for Committee and Media Relations Committee:

  • At least three members from the Board of Trustees and others from the community as needed
  • Library Director or designee will serve as staff liaison to the Committee
  • Members who have marketing or PR backgrounds

 

Adopted: 2/13/2013

Development Committee Responsibilities

The Development Committee will plan and implement the fundraising program for the library.

The Committee will:

The Development Committee will plan and implement the fundraising program for the library.

The Committee will:

  • Review the mission and goals of the Library Board of Trustees;
  • Develop a comprehensive development plan and strategy;
  • Submit the development plan to the Library Board of Trustees for annual review;
  • Participate actively in the selection of prospects, preparation for solicitations, cultivation and actual asking;
  • Develop plans and procedures to involve the entire Library Board of Trustees in fundraising;
  • Develop strategies for involvement and cultivation of major gift prospects;
  • Evaluate potential prospects for increased levels of contributions;
  • Solicit gifts at the various levels required for annual, special and planned giving programs;
  • Involve other Library Board members and volunteers in the cultivation and solicitation processes;
  • Develop a process to involve library staff in important aspects of fundraising.

Appropriate skills and characteristics for Development Committee

  • At least two members from the Library Board of Trustees, others from the community as needed
  • Library Director or designee will serve as staff liaison to the Committee
  • Members who are knowledgeable about the community
  • Those who are interested in financial matters and are comfortable discussing finances
  • Skills and experience needed within the committee:
    • Writing skills
    • Presentation skills
    • Successful experience raising money
    • Knowledge of tax and estate law
    • Interpersonal and listening skills
    • Planning
    • Financial planning
    • Fundraising management
    • Computer systems and data bases
    • Knowledge of and access to grant resources

 

April 10, 2003

Executive Committee Responsibilities

The Executive Committee shall be responsible for organizational assistance to the Board of Trustees and when directed by the Board may act on behalf of the Board between meetings. The Committee shall complement the Board and 


improve the Board’s effectiveness. It shall not compete with or replace the authority of the full Board of Trustees.

The Committee will:

  • Review the agenda and make recommendations for Board consideration.
  • Assist the Board President in the ongoing review and implementation of the strategic plan.
  • Conform to the reporting standards of all Board Committees. Minutes of the Committee shall be recorded by the Board Secretary.

The Committee shall include:

  • Officers of the Board including President, Vice President, Secretary and Treasurer.
  • One additional member of the Board to be approved by the Board as a whole.
  • The Library Director.

Meetings shall be:

  • Called and chaired by the President of the Board.
  • Limited to one meeting per month unless authorized by the Board.

 

Finance Committee Responsibilities

The Finance Committee shall oversee the financial operations of the Corporation.

The Committee will:

The Finance Committee shall oversee the financial operations of the Corporation.

The Committee will:

  • Review financial procedures and policies annually and make recommendations to the board for change as needed;
  • Review with the Director the assumptions made in the annual budget and request information as appropriate;
  • Coordinate activities with other committees as needed when those activities may impact budget projections or planning, for example changes in benefits or personnel;
  • Prepare with staff assistance, the annual operating budget and present to the Board for consideration following the time frame in the “Perpetual Calendar” and by the Town of Scarborough;
  • Make recommendations to the board for adjustments to the budget as needed within a fiscal year;
  • Represent the Board at all workshops and meetings with the town as requested during budget deliberations or at other times when financial discussions may occur;
  • Arrange for the annual independent review of the corporation’s internal controls, financial records and reports;
  • Review the annual audit report and address any comments made by auditors;
  • Provide the Board with information and education regarding its fiduciary responsibilities;
  • Select a representative from the Committee to serve on the Investment Committee;
  • Review insurance coverage for adequacy.

Appropriate skills and characteristics for Finance Committee

  • At least three Trustees one of whom shall be the Treasurer.
  • Those with a background in accounting, banking or business.
  • The Library Director will be the staff liaison and will facilitate communication with the bookkeeper and auditor.

 

 

April 10, 2003

Personnel, Nominating & Governance Committee (PNG) Responsibilities

Scarborough Public Library
PERSONNEL, NOMINATING & GOVERNANCE COMMITTEE (PNG)

Scarborough Public Library
PERSONNEL, NOMINATING & GOVERNANCE COMMITTEE (PNG)

The Personnel, Nominating & Governance Committee shall be responsible for presenting nominations of successor Trustees and officers, providing orientation for new members, coordinating mentoring, Board development and continuing education, conducting an annual Board and individual Trustee self-assessment, and advising the Board of Trustees on matters pertaining to personnel administration, staffing and benefits.

The Committee will:

Personnel:

  • Provide overall policy guidance for personnel matters in the Library;
  • Review personnel policies once every three years or more often as needed;
  • Submit for approval, recommendations on personnel policy matters to the Board of Trustees;
  • Provide policy advice to the Library Director, when requested, in the areas of employee relations, benefits, training, compensation, recruitment, and retention;
  • Review capsule job descriptions once every three years;
  • Review wage and salary ranges and benefits once every three years;
  • Identify, with the Director, changes that may have fiscal implications and report to the Finance Committee regarding these impacts.

Nominating:

  • Assess the Board’s current composition and identify the talents, skills, experience and personal qualities the Board needs to function smoothly and effectively;
  • Identify and cultivate prospective Board members; solicit suggestions from Board members, current and past as well as referrals from Friends of the Library and volunteers; maintain a list of prospective Board members; if necessary, advertise in the newsletter, local press and on the website; 
  • Screen and interview prospective candidates; once selected, supply a list of their preferred committees for consideration by the President;
  • Present, in writing, the committee’s recommendation to the full Board at least thirty days before or at the regular meeting prior to the meeting at which a decision will be made by the Board;
  • Following Board approval, contact elected members to issue the formal invitation;  
  • Conduct orientation to the Board and match new member with experienced member of Board to act as mentor, following up with calls after the first 3 board meetings; cover during orientation an explanation of the Board’s strategic direction, it’s values, processes and structures; explain the duties and responsibilities of a Board member;
  • Recommend replacement trustees to fill unexpired terms.

Governance:

  • Review Bylaws once every three years;
  • Review “Trustee Duties and Responsibilities” as necessary;
  • Recommend continuing education and training for Board and conduct regular self-assessment of Board’s performance both collective and individual; review Board evaluation responses and make recommendations arising from perceived needs.

Appropriate skills and characteristics for Nominating committee

  • At least three trustees. 
  • Those who are knowledgeable about the organization, have extensive contacts in the community, know where to find the best prospective board members, and have background in human resources, law, or insurance.
  • The Library Director or designee [this is from Personnel policy] will be the staff liaison, provide advice and administrative support.
  • All participants must ensure matters discussed within this Committee remain confidential.
     

Revised and approved by Board January 17, 2019

Policy for the Evaluation of the Library Director

The Board of Trustees will evaluate the Library Director annually per the process below.

Step 1: The Personnel Committee (or similar committee) will distribute the Library Director Evaluation Form to the Board of Trustees in January.

The Board of Trustees will evaluate the Library Director annually per the process below.

Step 1: The Personnel Committee (or similar committee) will distribute the Library Director Evaluation Form to the Board of Trustees in January.

All Board members will complete the evaluation form and forward the completed form to the Committee within three weeks.

Simultaneously, the Library Director will complete the same form as a self-evaluation. The Director's _self-evaluation will include a review of the current year's goals and recommendations for the coming year. 

Step 2: Once all forms are returned to the Committee, but no later than the February Board Meeting, they will generate three documents: 

  1. The Committee will collect all responses and make one compiled version.
  2. The Committee will compare the compiled Board responses to the Director's self-evaluation and identify strengths and weaknesses.
  3. The Committee will write an executive summary outlining the Director's strengths and weaknesses as identified in the evaluations.

Step 3: The three documents outlined in Step 2 will be presented to the Board of Trustees in Executive Session for discussion and comments at the February board meeting. 

Step 4: The Committee will incorporate Board comments and suggestions as necessary in the summary. 

Step 5: No later than the March Board meeting, the Board President and at least one member of the Committee will present the evaluation to the Library Director. The Library Director will present any comments or concerns back to the Board in writing. These comments will be placed in his/her personnel file. 

Step 6: The Library Director will revise the following year's goals as needed based on the discussion conducted in Step 5. Finalized goals will be provided to the Board of Trustees no later than the April Board meeting. 

Step 7: A mid-year evaluation will be conducted in early July by the Board President, one or more Committee members and the Library Director. The purpose of this mid-year evaluation is to reevaluate the appropriateness of the Library Director's goals and assess progress toward meeting those goals. The Board President and/or Committee member will share a summary of the evaluation with the Committee and any necessary goal updates as appropriate. If the Committee recommends updates to the Library Director's goals, those updates will be shared with the Board at the September Board meeting. 

Adopted 9/18/2003, Revised 2/15/2018

Technology Committee Responsibilities

The Technology Committee shall advise the Board of Trustees on matters pertaining to Information Systems policies and planning.

The Committee will:

The Technology Committee shall advise the Board of Trustees on matters pertaining to Information Systems policies and planning.

The Committee will:

  • Provide overall guidance for Library information systems policies and long range planning;
  • Review information systems policies and state and federal mandated Technology Plan once every year or more often as needed;
  • Submit for approval recommendations on information systems policy matters to the Board of Trustees;
  • Provide advice to the Personnel Committee, when requested, in the areas of benefits, training, compensation, recruitment, and retention of information systems staff;
  • Provide advice to the Personnel Committee, when requested on information systems staff job descriptions;
  • Identify technology related changes that may have financial implications and report to the Finance Committee regarding these impacts.

Appropriate skills and characteristics for Technology Committee

  • At least one trustee.
  • Those with experience in areas such as transfer of information, management of networks, hardware acquisition and maintenance, software acquisition, end-user support and training.
  • A staff member appointed by the Library Director to serve as staff liaison to this committee.

 

July 31, 2003, revised 1/18/2018

 

Trustee Duties and Responsibilities

Introduction

The Scarborough Public Library was first organized in 1899, and for many years maintained a modest collection of books in a one-room building which was open for four hours only on Friday afternoons.

Introduction

The Scarborough Public Library was first organized in 1899, and for many years maintained a modest collection of books in a one-room building which was open for four hours only on Friday afternoons. In contrast, the present Library, completed in 1990, serves a rapidly growing community of approximately 21,000 inhabitants, with public access 54 hours weekly, circulating 166,252 physical items last year. An additional 64,841 titles were downloaded. The local collection contains 80,217 print, audio, and video materials, in physical and electronic formats with additional titles available through our consortium.

Scarborough's Library is part of a larger community network of informational services including both schools and town. It is also part of a statewide system through the Maine Regional Library System and is connected nationally through computer networking and the Interlibrary Loan Service. The Library belongs to the Minerva consortium and has a shared borrowing agreement with the public libraries in Cape Elizabeth, South Portland, Westbrook, and Gorham.

The whole spectrum of informational services is changing rapidly, and we are well aware of the necessity of keeping abreast of current technology. The Scarborough Public Library has achieved an enviable reputation among small libraries for excellence and both staff and board intend to maintain that leadership position.

While the Library is a private, non-profit, 501(c)(3), corporation with its own Board of Trustees, 92 percent of its operating budget is typically funded by the Town of Scarborough. In FY22 COVID’s impact reduced the municipal budget support to 78%. The gap is filled by COVID relief funds through the federal Payroll Protection Program. The balance is provided internally through fees, income from fundraising and investment income. The total budget for 2021-2022 is $1,364,968. The Library participates in the Town's annual budget process in essentially the same manner as a Town department.

Board Structure

The governing Board of the Scarborough Public Library consists of twelve members chosen from the community, a member of the Town Council appointed by the Council and a representative of the Friends of the Library, making a total of fourteen Trustees. All Trustees will demonstrate a commitment to the Library as a vital resource to the community, and some may be selected for a particular expertise or background.

The officers of the Corporation are a president, a vice-president, a secretary and a treasurer, and they form the nucleus of the Executive Committee.

The Board of Trustees meets monthly throughout the year, although a summer break is usually taken if the business schedule permits. The meetings are ordinarily held

at the Library on the third Thursday of each month at 4:30 p.m. Virtual meetings are being held Thursday afternoons during the COVID-19 era.

The President is authorized by the by-laws to appoint Board members and non-Board members to certain committees in order to provide technical assistance or breadth of community participation. Committees may vary as to frequency of meeting. Board members may also be asked to work with the Library Director as a Board advisor on policies or projects.

Duties and Responsibilities

Trustees have an obligation to familiarize themselves with the by-laws of the Corporation, the annual operating budget and the ongoing business of the Library. In addition, Trustees are expected to attend all meetings of the Board and to uphold their Trustee responsibilities, as well as to actively participate in committees as assigned.

Any Trustee who misses three consecutive meetings and/or four meetings in any given year without reasonable cause may be removed by a two-thirds vote of the Board.

Any Trustee finding it necessary to do so may resign by delivering a written notice of resignation to the Corporation at its principal office, or to the President or Secretary of the Board of Trustees. The resignation shall be effective upon receipt unless the resignation states another date.

Trustees have a variety of responsibilities individually and collectively, both as members of the community from which they are called, and as participants in a Management, Planning and Support process.

Management

Trustees will maintain careful oversight of the sources and use of funds.

Trustees have the responsibility for safeguarding the physical plant, equipment, collections and investments having a replacement value of approximately $2.7 million. The Trustees must also hire a librarian and authorize the hiring of other staff and determine salary and benefit levels and rules of personnel practice.

It is the responsibility of all Board members to be aware of current trends in libraries and the changing needs of our patrons.

Planning

Trustees must be active and thoughtful participants in both short- and long-term planning to assure the continuing strength of the Library. Members of the Board must have their fingers on the pulse of the community to aid in the planning process. The Board holds an annual retreat where the long-term goals are discussed in depth. All trustees must share in the annual planning process involving such areas as personnel expenses, capital expenditures and preparation of the annual budget.

Support

Trustees are expected to provide their financial support to the Library’s annual appeal and other fund-raising initiatives.

The good health of the Library and its ability to serve Scarborough depends heavily on the good will of the citizens. Trustees should be willing to promote the Library whenever there is an opportunity to do so.

Since the largest percentage of the Library’s operating budget is provided by the Town of Scarborough, an awareness of the political realities inherent in the Library’s dependence is essential. Trustees are expected to be supportive of the Library’s fiscal requirements in budget hearings or other deliberations of the Town.

Trustees are encouraged to attend programs and activities sponsored by the Library and the Friends of the Library.

 

 

 

-October 2021