Trustee Training
Basics
- Handbook for Library Trustees of New York State This is the definitive guidance for library trustees and each trustee should familiarize him/herself with the information included. MVLS provides paper copies of the latest edition of the Handbook. http://www.nysl.nysed.gov/libdev/trustees/handbook/
- Statement on the Governance Role of a Trustee or Board Member The NY State Board of Regents iterates the responsibilities and roles of trustees of educational institutions. http://www.regents.nysed.gov/about/statement_governance.html
- Oaths of Office for Trustees Trustees of public libraries are legally required to take an oath of office to be filed with the local municipal or county clerk. Information (including the text of the oath) is available here:
http://www.nysl.nysed.gov/libdev/trustees/oath.htm - NY Division of Library Development The Division of Library Development is the State Education Department division dealing with libraries with an extensive website of resources for trustees. http://www.nysl.nysed.gov/libdev/ http://www.nysl.nysed.gov/libdev/libs/index.html#Trustees
- Library Trustees Association of New York State (formerly New York State Association of Library Boards) Hosts annual Trustee Institute, Trustee awards, website has information on issues of interest to Trustees. http://www.librarytrustees.org
- Association for Library Trustees, Advocates, Friends and Foundations /American Library Association ALA division for trustees and advocates, incorporating Friends of Libraries information: http://www.ala.org/ala/mgrps/divs/altaff/about/index.cfm
- Mid-Hudson Library System Trustee Resources An extensive list of resources for trustees based on information from the Trustee Handbook. http://midhudson.org/topics
- BoardSource Information for non-profit boards. http://www.boardsource.org
- Determining Board Effectiveness http://midhudson.org/topics/
http://mblc.state.ma.us/advisory/trustees/trustees_handbook
Trustees and Directors
- Trustee and Director Roles http://pls-net.org/pls-resources
- Who Runs the Library? Wisconsin Dept. of Public Instruction, Public Library Development https://dpi.wi.gov/pld
- Handbook for New Library Directors in New York State An excellent guide for new (and seasoned) library directors. http://www.mvls.info/wp-content/uploads/2015/04/Newdirectors_handbook.pdf
- Civil Service Public Libraries in New York State must comply with their local Civil Service requirements. There are many Civil Service Commissions in the state. For most MVLS communities, you are covered by the county commission. To find your local commission look here: http://www.cs.ny.gov
- Civil Service Guide for Librarians http://www.upseu.org/professions/librarians-Guide%20to%20Civil%20Service.pdf
- Standards for Youth Services Competencies for librarians serving children in public libraries from ALA’s Association for Library Service to Children. http://www.ala.org/alsc/edcareeers/alsccorecomps
- Competencies for Librarians Serving Youth in Public Libraries from Young Adult Library Services Association of ALA http://www.ala.org/yalsa/guidelines/yacompetencies2010
Law and Regulations
- Public Library Law in New York State by Robert Allan Carter A compilation of state laws and related regulations governing libraries. http://www.librarytrustees.org/docs/85504.pdf
- Opinions of State Comptroller Relating to Libraries http://www.osc.state.ny.us/legal/moreopinions6.htm
- Education Corporations Law Pamphlet 9 on Education Corporations provides information on procedures and powers of educational corporations like libraries. http://www.counsel.nysed.gov/
- NY State Public Officers Law http://www.nysl.nysed.gov/libdev/excerpts/statutes.htm#PBO
- NY Committee on Open Government Information on Open Meetings Law, Freedom of Information and Privacy protections in New York. https://www.dmlp.org/legal-guide/open-meetings-laws-new-york
- New York State Confidentiality Law Library Records Law (CPLR Sec. 4509) §4509. Library records “Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films or records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.”
Libraries
- Types of Libraries http://www.nysl.nysed.gov/libdev/libs/pltypes.htm
- Minimum Standards for Public Libraries Libraries must meet these requirements to retain their charter and registration and receive state aid and verifies compliance on the annual report to the State Education Department. http://www.nysl.nysed.gov/libdev/helpful/index.html
Budgets and Budgeting
- An annual budget is required by minimum standards. Cost finding and analysis: http://www.ala.org/tools/atoz/cost-analysis
Community Surveys
- Libraries should survey their community to determine wants and needs at least every two years (preferably annually). This is required by minimum standards. Samples: http://www.nysl.nysed.gov/libdev/libs/pldtools/guide/3sample.htm http://www.nysl.nysed.gov/libdev/libs/pldtools/guide/h-clstm.htm (mail survey)
- Public Library District Information Becoming a library district provides a library with a stable fiscal base and accountability to the residents of their community. Detailed information on re-chartering including step by step how-tos are available at: http://www.nysl.nysed.gov/libdev/libs/pldtools/guide/helpful.htm
- System Maps Showing Served and Unserved Areas
http://www.nysl.nysed.gov/libdev/libs/service-area-maps/system-and-county-maps/mohawk-valley.pdf
Policies
- Important Policies for Libraries
DLD Minimum Standards: http://www.nysl.nysed.gov/libdev/helpful.htm Click on the link for Standard #4 for a suggested policy list.
The Handbook for Library Trustees in NYS: http://www.nysl.nysed.gov/libdev/trustees/handbook/ Page 24 (p. 30 of the pdf) has information on policies.
The Handbook for New Public Library Directors in NYS: http://www.mvls.info/wp-content/uploads/2015/04/Newdirectors_handbook.pdf Page 27 is a suggested list of policies.
The MVLS Trustee Training process includes a list of suggested Policies. http://www.mvls.info/wp-content/uploads/2013/05/training_policy1.pdf
The MVLS Policy Manual Contents & Schedule is available at: http://www.mvls.info/wp-content/uploads/2011/07/policymanual_contents1.pdf
- Tools for Policy Development
New York Library Trustees Online (NYLTO) http://www.nylto.org You will need to register with a username & password to make full use of this resource.
ABLE – Administering Better Libraries – Educate http://www.ablelibrarian.org/index.html This resource provides background information and sample policies on most policy topics.
LTA – Library Trustees Association Policy Database http://librarytrustees.org/library-policy-database/ A large searchable database of sample library policies.
The Mid-Hudson Library System has extensive information available on policy development, including sample policies. http://midhudson.org/department/member_information/library_policies.htm
- Library Collections Policies – Specific Resources
MVLS Draft Policies http://www.mvls.info/wp-content/uploads/2011/07/library_collections_policies1.pdf
MVLS Draft Guidelines http://www.mvls.info/wp-content/uploads/2011/07/library_collections_guidelines1.pdf
ABLE Library Collections Resources http://www.ablelibrarian.org/final-documents/mod5/index.html
Clifton Park – Halfmoon Public Library Sample http://www.cphlibrary.org/documents/about/policies/approved-policies.pdf
Guilderland Public Library Sample http://www.guilpl.org/about/policies/index.php
North Country Library System Library Collection Policy Template http://ncls.northcountrylibraries.org/sites/default/files/consultants/Material_Selection_Collection_Development_Policy.pdf
- Library Finance & Administrative Policies
MVLS Administrative Policies Draft http://www.mvls.info/wp-content/uploads/2014/11/Administrative-Policies-Draft-11-14.pdf
MVLS Administrative Guidelines Draft http://www.mvls.info/wp-content/uploads/2014/11/Administrative-Guidelines-Draft-11-14.pdf
- MVLS Finance Policies Workshop Outline
http://www.mvls.info/wp-content/uploads/2014/03/WorkshopFinancePoliciesOSCAudits1.pdf
Office of the State Comptroller Local Government Accountability Site http://www.osc.state.ny.us/localgov/pubs/index.htm
OSC Library Audit Report Site http://www.osc.state.ny.us/localgov/audits/libraries/
OSC Understanding the Audit Process http://www.osc.state.ny.us/localgov/audits/underaudit.pdf
- Board Governance Policies
MVLS Governance Policy Overview (Draft): http://www.mvls.info/wp-content/uploads/2015/04/Governance-Policies-Draft.pdf
MVLS ByLaws: http://www.mvls.info/wp-content/uploads/2014/09/BYLAWS-Rev-9-18-2014.pdf
DLD Bylaws info: http://www.nysl.nysed.gov/libdev/helpful.htm#WB
MVLS COI Policy: http://www.mvls.info/wp-content/uploads/2014/08/MVLS-Conflict-of-Interest-Policy-8-2014.pdf
MVLS Whistleblower Policy: http://www.mvls.info/wp-content/uploads/2014/08/Whistleblower-policy.pdf
DLD COI/Whistleblower Policy info: http://www.nysl.nysed.gov/libdev/trustees/coi-wb.htm
DLD Code of Ethics info: http://www.nysl.nysed.gov/libdev///trustees/handbook/chapter09.htm
NYS Municipal Law on Code of Ethics: http://www.nysl.nysed.gov/libdev//excerpts/statutes.htm
Mission & Planning Documents MVLS Mission Statement (Draft): http://www.mvls.info/wp-content/uploads/2015/04/MVLS-Mission-Draft.pdf
ULC Library Mission Word Cloud: http://www.urbanlibraries.org/mission-statements-pages-236.php
MVLS Impact Statement Draft: http://www.mvls.info/wp-content/uploads/2015/04/MVLS-Impact-Draft.pdf
What is an Impact Statement? http://smallbusiness.chron.com/impact-statement-44106.html
MVLS Annual Report: http://www.mvls.info/wp-content/uploads/2014/05/2013-annualreport.pdf
DLD Annual Report Info: http://www.nysl.nysed.gov/libdev/helpful.htm#RC
MVLS Plan of Service: https://www.mvls.info/wp-content/uploads/2016/12/Plan-of-Service-2017-Final.pdf
DLD Long Range/Strategic Plan Info: http://www.nysl.nysed.gov/libdev/helpful.htm#LRP
Funding
- School Districts and Taxes for Public and Association Libraries http://www.nysl.nysed.gov/libdev/libs/sdtaxes.htm
- Library Votes on School District Ballot http://www.nysl.nysed.gov/libdev/libs/pldtools/guide/1bltsd.htm
- Library Votes on Municipal Ballot The latest revision of Inch by Inch, Row by Row: Implementing Chapter 414 of New York State’s 1995 laws, the “local votes Law” for public libraries A step by step guide to placing a vote on the municipal ballot. http://www.nysl.nysed.gov/libdev/libs/pldtools/guide/1bltmuni.htm http://midhudson.org/trustee/414mhls.pdf
Fundraising
- Fundraising Resources http://midhudson.org/?s=fundraising
- ALA’s Library Leadership and Management Association (LLAMA) Fundraising and financial development website http://www.ala.org/llama/sections/frfds
- Tax Exempt Status Library Development information http://www.nysl.nysed.gov/libdev/libs/pldtools/guide/1taxxmpt.htm
- Internal Revenue Service http://www.irs.gov Basic information and Application forms from the Internal Revenue
https://search.irs.gov/search?q=501c3&output=xml_no_dtd&proxystylesheet=irs_portals_frontend&client=irs_portals_frontend&oe=UTF-8&ie=UTF-8&num=10&ud=1&exclude_apps=1&site=default_collection&numgm=5&requiredfields=-archive%3A1
Facilities
- Americans with Disabilities Act ADA website: http://www.ada.gov
- ADA Informational Page Division of Library Development; follow links to related sites. http://www.nysl.nysed.gov/libdev////trustees/handbook/chapter13.htm
- Public Library Construction Grant Program http://www.nysl.nysed.gov/libdev/construc/index.html
- NYSERDA, New York State Energy Resources Development Agency provides programs to assist with building projects http://www.nyserda.org
- Physical Plant Teaching materials on library buildings presented through ABLE LSTA grant. http://www.ablelibrarian.org/final-documents/mod3/index.html
