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BOARD OF TRUSTEES and their AFFILIATIONS

Terri Kelly-Barta, former Editor at Ransom County Gazette

Elise Meyer, Ransom County Deputy Auditor

Tim Meyer, Mayor of Lisbon

David Dahlgren, Food Pantry

Charlene Rondestvedt, Mothers Club

 

Kathy Hakanson, Secretary/Treasurer, self-employed farming

Bonnie Mattson, Director/Media Specialist/Librarian

 

The Library Board consists of five members who have voting rights. The secretary/treasurer and librarian are paid employees with no voting rights.

The Library Board supervises library operations, finances, planning, and helps during fundraising events.

Members are appointed to a three-year term with a two-term limit. Meetings take place at 6pm on the third Tuesday of each month. Eleven meetings are mandatory.

 

JOB DESCRIPTION: ROLE OF THE BOARD MEMBERS

Accountable to the taxpayers, elected officials, as applicable, and to the people served by the library

GENERAL POWERS AND DUTIES OF BOARD OF DIRECTORS: Taken from code 40-38-04 of North Dakota Library Law)

  1. To make and adopt such bylaws, rules, and regulations relating to the duties of the officers of the board as may be expedient and not inconsistent with the provisions of this chapter.

  2. To make and adopt such bylaws, rules, and regulations for the management of the library and reading room as are expedient and not inconsistent with the provisions of this chapter.

  3. To control, exclusively, the expenditures of all moneys collected for or contributed to the library fund.

  4. To have the supervision, care, and custody of the library property, and of the rooms or buildings constructed, leased, or set apart for use of library purposes.

  5. To contract to furnish library service and to receive library service from other counties, school districts, and cities of the state of North Dakota and adjoining states, and the state library.

  6. To employ qualified personnel to administer the public library and dispense library services.

 Responsibilities

  • Establish policies and long-term goals for the library

  • Oversee the general operation of the library

  • Initiate and oversee the budget process

  • Promote and advocate for the library in the community

  • Hire and evaluate the library director

  • Serve as trustees of the Lisbon Public Library Endowment Fund

 Expectations

  1. To assume a portfolio of responsibility for one or more areas:

    • Personnel

    • Property

    • Finance

    • Library Services (which includes establishing, supporting, and helping carry out a planned public relations program)

  2. Attend all board meetings and participate appropriately

  3. Establish library policies and review them on an annual basis, updating as needed

  4. Strive for adequate funding for library operations and request funding from outside sources when necessary

  5. Employ a competent Library Director who is responsible for the daily operation of the library and regularly evaluate the performance of the Library Director

  6. Adhere to the North Dakota Public Meeting Laws

  7. Support basic library tenets such as: Intellectual Freedom, Freedom to Read, Confidentiality of Patron Records, Library Bill of Rights, and the Public’s Right to Information

  8. Be aware of local and state laws and support library legislation

  9. Attend state meetings and workshops when possible

  10. Report on the progress of the library to local officials when needed

  11. Keep up with the current library trends and practices by:

    • Reading the literature

    • Attending professional meetings

    • Visiting other libraries

    • Talking to trustees from other libraries

 Qualifications of a Board Member

  1. Commitment to provide the best possible library service for the community

  2. An abiding interest in the library and the community

  3. Knowledge of the political climate of the community

  4. Support for local, state, and national library organizations, joining those deemed most appropriate

  5. Readiness to devote time and effort to the duties of trusteeship

  6. The selection of board members is to be approved by the City Council and Library Board. Upon acceptance, each board member shall serve a term of three (3) years and may serve two (2) terms. After a one-year absence, a member would qualify to serve on the board again.

  7. The Board shall consist of five (5) members.

  8. Resignations of members are to be made by formal letter by the next regular meeting.

Board Regulations

  1. The Board reserves the right to change policies that exist in this manual, as deemed necessary.

  2. The Library Board can rent out any specific space or room of the library as agreed upon by the Board and tenant, but not the room used for Council Chambers.

  3. There will be a fee equal to the cost of postage to any person requesting interlibrary loan materials. These fees are subject to a review at a later date so that the fees remain in line with the costs.

  4. The Board shall regulate the hiring and firing of all personnel.

  5. The Board as a group shall review policies and bylaws once per year.

  6. The Board shall hire a secretary/treasurer.

  7. The Board shall meet monthly and carry out an order of business and hear reports, with the specific requirement that the Board shall meet at least eleven (11) times during the year.

  8. The President of the Board shall have the right to vote only in the case of a tie.

Performance Review of Library Director and Staff:

 The authority to fire must comply with applicable city policies, state and federal law, and case law. See N.D.A.G. 93-L-333. The Library Board President is required to discuss any disciplinary matters prior to taking any action. The Library Board has the ultimate authority on disciplinary matters.

Performance Review of the Library Director:

The Board will conduct regular performance evaluations of the Director. All documents associated with performance reviews of the Director will be stored in a personnel folder housed in the City Human Resources Department. The President of the Board shall consult with the City Manager about any disciplinary concerns prior to the Library Board taking action. The Library Board has the ultimate authority on disciplinary matters involving the Library Director.

Golden Rules for Board Members

  • Leave the actual management of the library to the director. It is the director’s responsibility to select books, employ staff, and supervise day-to-day operations.

  • After a policy or rule is adopted by the majority vote of the library board, do not criticize or re-voice your opposition publicly.

  • Respect confidential information. Do not divulge information regarding future Board actions or plans until such action is officially taken.

  • Observe any publicity and information policies of the board and library. Do not give information individually but refer requests to the library director or appropriate trustee.

  • Do not hold Board meetings without the director.

  • Treat the director and staff members in an objective manner. Under no circumstances should you listen to grievances of staff members or treat individual problems on your own. The director is in charge of the staff and has administrative control up to the point where a grievance is presented to the library board.

  • Complaints from the public are the director’s responsibility. Complaints submitted directly to the board or an individual trustee should be referred to the director. Continued problems should be taken up at the board meeting only if policy revision is necessary or legal ramifications are involved.

  • All rules and policies must be approved by a quorum of the board at a regular meeting.

  • Assume your full responsibility as a board member. If you are unable to attend meetings regularly and complete work delegated to you, consider resigning so an active member can be appointed.