RUNNING AN EFFECTIVE BOARD MEETING OLA Session 1815 10:40 am Saturday, February 2, 2008.

RUNNING AN EFFECTIVE BOARD MEETINGOLA Session 1815 10:40 am Saturday, February 2, 2008

AGENDA

Who we are: Background on Middlesex County Library Board and Middlesex County Library system

The role of the CEO: Margaret Rule

The role of the trustee: Lynn Humfress-Trute

The role of the Board Chair

Please feel free to ask questions as we go through the slides

MIDDLESEX COUNTY LIBRARY

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MIDDLESEX COUNTY LIBRARY BOARD

The County of Middlesex is an upper tier government with 12 councilors who are mayors/deputy mayors from the 8 lower tier municipalities.

Library and Information Services are delivered through a county library system. Services include: library (18 branches), Middlesex Connects (Information Technology supplied to all county departments through the library wide area network), operating two employment resource centres.

The Middlesex County Library Board is appointed by Middlesex County Council and operates under the Public Libraries Act R.R.O. 1990, c. P.44.  Library board minutes are received by Middlesex County Council at its monthly meeting.

MIDDLESEX COUNTY LIBRARY BOARD CONT’D

The Middlesex County Library Board is comprised of five members:

• One councilor • Three citizens • The Warden • The board term is concurrent with the county council

term of 4 years.  The Board meets once a month throughout the year at the Middlesex County Building in London. Meetings are from 12 noon – 2 p.m. on the third Tuesday of the month.  Meetings are open to the public

MIDDLESEX COUNTY LIBRARY BOARD CONT’D

• The format of the agenda and the reports is identical to the format for the two county council committees: corporate services and community services

• The Board meets the same day as the other committees

MIDDLESEX COUNTY LIBRARY BOARD CONT’D

• Special board meetings and tours of libraries and service sites arranged as needed

• Focus is on monitoring and policy level for services provided

• What we don’t do: Salaries, benefits, working conditions, financial policies which are covered under County policies

• Library staff are part of the County non-union group• CEO evaluation is jointly done by the Board and the

County Chief Administrative Officer

ORGANIZATIONAL CHART

The CEO

• Prepares the annual board calendar – developed with input from the board

• Facilitates visioning/strategic planning/board education as part of each meeting

• Writes/assembles reports which are available to trustees and the public a week in advance of the meeting (e-agenda – posted to the website)

• Most information and all action items supported by a report and background info

• Flags items that the County is dealing with that relate to library board services eg. financial policies, Human Resources (available through e-agenda)

The CEO Cont’d

• Brings in staff members to present topics• Brings forward only issues that board needs to

discuss• Is involved in larger library world to keep broader

perspective and bring that to the agendas (eg. Knowledge Ontario board member)

• Organizes and prepares board retreat background information: speakers, details, etc.

• Attends County Council each month• Participates at community meetings relating to library

services

SAMPLE AGENDA –WITH LINKS

• MIDDLESEX COUNTY LIBRARY BOARD

• 12:00 Noon, TUESDAY, JANUARY 15, 2008

• Councillors Lounge, Middlesex County Building

• London, Ontario

• Members: Warden Bannister; Councillor Ian Brebner, Chair; and Citizen Appointees: Lynn Humfress-Trute, Vice-Chair; Dave Jones; and, Marie Kingma; Margaret Rule, County Librarian and Carol Roberts, Branch Coordinator.

• A. CALL TO ORDER

• 1. Provision for disclosures of pecuniary interest

• 2. Minutes of the Library Board meeting held on December 18, 2007.

• 3. Visioning Topic: bring your ideas for the Board calendar 2008: tours, information topics you would like to have presented and spend some discussion time on.

• B. CORRESPONDENCE AND INFORMATION ITEMS.

• Library

• 1. System Circulation and System Internet Usage to December 31, 2007(with 2006 for comparison).

• 2. Accounts Payable to December 21, 1007 totalling $99,568.06

• 3. 2008 Budgets

• · Report from Margaret Rule, County Librarian

• GAIN and Dorchester Employment Resource Centre

• 4. GAIN Centre Report – December 2007

• · Report from Eileen McCoy, Supervisor - GAIN Information Services and Margaret Rule, County Librarian

• 5. Dorchester ERC Report – December 2007

• · Report from Kathryn Suffoletta, Supervisor and Margaret Rule, County Librarian

SAMPLE AGENDA CONT’D

• 6. Accounts Payable to December 21, 2007 totalling $30,303.26

• 7. Electronic Payments for the Month of December totalling $3,107.18

• Middlesex Connects

• 8. Accounts Payable to December 21, 2007 totalling $4,678.41

• C. ACTION ITEMS

• 1. GAIN Centre – Lease With Canba Investments Limited, Unit W-8 for an alternative school, Thames Valley District School Board

• · Report from Margaret Rule, County Librarian and Kathy Bunting, Clerk

• 2. GAIN Centre – Lease Extension and Amending Agreement with the Ontario Realty Corporation

• · Report from Margaret Rule, County Librarian and Kathy Bunting, Clerk

• D. INQUIRIES

• E. NEW BUSINESS

• a) Special Meeting: Co-Location With School Libraries And Other Facility Issues - January 22 2008 12 Noon Councillors’ Lounge

• b) OLA Conference: January 30 to February 2, 2008

• c) Next Meeting - 12:00 Noon, Tuesday, February 19, 2008

• F. ADJOURNMENT

• Moved by ___________________

• Seconded by _________________

• That the meeting adjourn at p.m.

SAMPLE REPORT – ACTION ITEM

LIBRARY BOARD

For meeting to be held on:

October 16 07

Submitted by:

Margaret Rule, CEO For:

Action Agenda Item #

C. LIB

Subject:

STRATHROY READING GARDEN

Background: The Municipality of Strathroy Caradoc has requested additional funds from the Library Board for the Reading Garden project. The request has been made as the project revenue was less than anticipated and the project expenses have been more than anticipated. The total project budget was $22,750. So far, the Library Board has contributed $8,000 from its Strathroy bequest fund and $1,000 for reading garden furniture by way of a successful Community Futures Development Corporation Mainstreet beautification grant applied for by the Board with matching funds from Strathroy Caradoc. Analysis: The Strathroy Bequest Fund must be used for enhancements for the Strathroy Library. We have, in the past, used this fund for library furnishings and collections. There is approximately $5,600 remaining in this fund. The persons who created this fund would be pleased, I believe, to see their money spent to enhance a project such as the reading garden. In my opinion, this is a good project for to use this money for. Recommendation: That the remaining funds in the Strathroy Bequest Fund be used for the Strathroy Reading Garden project.

The Trustee

• Do your homework• Communicate with the CEO for agenda items

you wish to see• Assess your strengths and gaps in knowledge

and request information; question and clarify where something doesn’t make sense

• Provide input into board calendar • Participate actively in board retreats• Participate in public meetings where library

board services are discussed

The Trustee Cont’d

• Board assessment (OLBA assessment tool)• Have a clear understanding of trustee role

and involved in operational issues• Be involved in the library world beyond the

board meeting eg. OLA conference, SOLS representative, OLBA

• Speak with one board voice, communicate with each other (email or phone): aim for an open and transparent relationship between CEO, Board Chair and Board members

The Board Chair

• Calls the meeting to order

• Introduces any new attendees

• Keeps the discussion on topic

• Is alert to nonverbal signs

• Clarifies and re-phrases: summarizes and tests for agreement

• Makes sure motions reflect decisions

The Board Chair Cont’d

• Handles issues relating to domineering members

• Makes sure everyone has a voice

• Follows-up with CEO on action items

• Presents the Library Board report to County Council each month

• Spokesperson for the Board at community meetings and events

RESOURCES WE FOUND USEFUL

SOLS: Library Board Orientation Kit. 2004

Resources available at:

www.garberconsulting.com

www.kenhaycock.com