Clearinghouse of Professional Information

Board Development Resources

This section includes general links and resources of interest to library boards as well as sites that deal with a variety of board development topics and theories.

SOLS services in this area are described on Information, Advice and Specialized Assistance page. Resources on Board Development include the Library Board Orientation Kit, Trustee Tips and Trustee 20/20, and Trustee Council meetings. General inquiries on this topic can be forwarded to the SOLS Helpdesk at .

OLS - North provides consulting to library boards and CEO’s on governance and policy issues. OLS - North also partners with SOLS and the OLBA on Trustee development projects. Further information on OLS-North services in this area can be found in the Trustee Development section of the OLS - North website or by contacting Marjatta Asu at

Topics include:

General Resources | Advocacy Resources | Board-CEO Relationship | Budgeting and Financial Control | CEO Performance Appraisal | Ethics | Fundraising | Friends of the Library |Governance | Legal Responsibilities | Library Board Orientation | Ontario Public Library Guidelines | Partnerships and Strategic Alliances | Policy writing | Recruitment | Relationship with Municipal Council | Role of CEO |  Succession Planning

indicates an item written by SOLS staff

indicates an item written by OLS-North staff

General Resources

• BoardSource - Building Effective Nonprofit Boards. BoardSource, formerly the National Center for Nonprofit Boards, is the premier resource for practical information, tools and best practices, training, and leadership development for board members of nonprofit organizations worldwide. Board Source: Q & A
• Board Governance Resources (Dalhousie University's Non-Profit Sector Leadership Program) Resource materials on leadership and management topics.
• Calling all Trustees. (.ppt) This presentation was given by Randee Loucks (formerly with SOLS) and Jim MacDonald (OLBA) at the 2005 OLA SuperConference. The presentation is a short distillation of work done by SOLS (Southern Ontario Library Service) and OLBA (Ontario Library Boards Association) over an 18-month period. Please note also that the Outcomes Process graphic on slide # 19 is from Outcome Measurement: What and Why? an overview. United Way of America, 1996.
• The Canadian Association A free e-newletter for assocation board and staff relationship issues
• Leader to Leader Institute. Articles Books and Resources
• The Official Robert's Rules of Order website
• Principles for Good Governance and Ethical Practice: A Guide for Charities and Foundations
  (.pdf) The publication outlines 33 practices designed to support board members and staff leaders of charitable organizations as they work to improve their own operations.
• Trustee-E Talks Newsletter. A publication by the Trustee Development group at OLS-N

Board - CEO Relationship

• Building Trust Between Board and Staff (The Canadian Association)
• Executive Director Evaluation Policy (Dalhousie University's Non-Profit Sector Leadership Program)
• The Library Board as Employer. Trustee Tips #12, May 1996. Identifies the board’s involvement in personnel issues. Highlights the importance of hiring and evaluating a CEO, and of ensuring that the CEO implements appropriate personnel policies, subject to legislation.
• A library built on cooperation: the Board’s relationship with the CEO. Trustee Tips #4, October 1992. Discusses key responsibilities of the board and the CEO, and describes the team relationship required to provide library service which meets community needs.

Budgeting and Financial Control

• The Board and the Budget: Presenting the Budget to Council. Trustee 20/20 #2, Winter, 1992-93. Outlines the means to plan, prepare and present a budget document to municipal council in an effective, comprehensive manner. (This issue is not longer available)
• Monitoring Financial Reports Trustee Tips #3, Summer 1992. (slow to load) Discusses the board’s role in financial governance. Provides a sample financial report and suggested policy and procedural considerations.
• "The Trustee’s Role in the Budget Process "OLTA Handbook Supplement, 1988. Discusses board role in the budget process. Includes a model schedule and sample budget, as well as a section on presenting the budget to council. Also noteworthy are tips for involving councillors on a year-round basis. (For reference only, no link)

CEO Performance Appraisal

• CEO Performance Appraisal. Trustee 20/20 #4, June 1996. Detailed discussion of the principles of performance appraisal. How to develop CEO appraisal policy, practical guidelines for the CEO interview, confidentiality and financial issues, and the legal position on dismissal.
• CEO Search Service. Code of Conduct.
• Effective CEO Evaluation (The Canadian Association)
• Evaluating the Library Director (.ppt) #256,1,Evaluating the Library Director A comprehensive powerpoint presentation that includes information on the Board’s role, the purpose of evaluation, the process and evaluation methods.
• Guidelines for the Board's Evaluation of the Chief Executive. (Free Management Library)
• Sample Form for Board's Evaluation of the Chief Executive  (Free Management Library)
• Why conduct CEO performance appraisal. Trustee Tips #12, May 1996. Discusses the need and procedure for CEO evaluation, and the importance of same in ensuring the welfare of the library.

Ethics

• American Library Association Ethics Statement for Public Library Trustees
• Code of Ethics of the American Library Association
• Ethics Statement for Public Library Trustees (Association for Library Trustees and Advocates)
• IFLA. Profesional Code of Ethics/Conduct. A collection of professional guidelines for librarians and other library employees adopted by national library or librarians associations or implemented by government agencies
• Internet Acceptable Use Policies. See Public Internet Access. Links selected by OLS on this topic
• Jasper County Public Library Board Code of Ethics
• Using Codes of Ethics. Illinois Institute of Technology. Centre for the Study of Ethics in the professions

Governance

• Governance for Nonprofits A guide which provides a summary of organizational governance principles and resources for directors of nonprofit organizations. (The American Society of Corporate Secretaries and The National Center for Nonprofit Boards)
• Institute of Governance Resources to improve board governance, including publications, links to other useful resources, and Board Governance Learning Tools: a series of on-line tutorials for board members and senior managers of nonprofit organizations.
• Nathan Garber & Associates. Consulting and Training for the non-profit sector. This site contains help-sheets, articles, and links to other resources to strengthen the nonprofit sector in general and boards of directors in particular. Emphasis on learning opportunities and resources available to organizations in South-western Ontario.
• The Policy Governance Fieldbook is for organizations beginning, considering or using Carver's governance model. Co-authored by SOLS consultant Randee Loucks, SOLS is highlighted as a case study.
• Policy Governance.com "Because the Policy Governance model has received worldwide interest and developed an enthusiastic following, there are many websites devoted in whole or in part to its features. Many are well conceived, but some portray an inaccurate depiction of the model. This site, hosted by Policy Governance creator John Carver and Policy Governance 'master teacher' Miriam Carver, is the authoritative website with respect to the principles and concepts of the model".
• "Role of the Board" in Library Board Orientation Kit 2004, Module 5. Discusses the public library board as a governing board and the key responsibility areas of library boards. Discusses the need for a governance model and suggests Policy Governance® (John Carver) as an appropriate choice. Also compares the board’s role with that of the CEO.

Legal Responsibilities of the Board

• Conflict of Interest and the Public Library Board. Trustee Tips #10, Spring 1995. Discusses conflict of interest, fiduciary duty and the governing legislation (the Municipal Conflict of Interest Act) with respect to conflict of interest for library boards in Ontario. Provides some examples and outlines the questions library board members should ask on every agenda item. Also features a section on code of ethics.
• Constitution and By-laws. Trustee Tips #9, Fall 1994. Defines terms constitution and by-laws and discusses why library boards should have these in place. A guide to developing constitution and by-laws is included.
• Director’s Liability. Sourcebook: Administration 3, revised 1991. Outlines issues of Fiduciary Duty, Standard of Care and Conflict of Interest for Ontario public library boards. Out of print. The topics are covered in the newer publication entitled Library Board Orientation Kit 2004, Module 3
• How to run effective board meetings Trustee Tips #13, June 1996. Discusses means of ensuring that board meetings are as productive as possible. Includes agenda-setting and objective-setting, keeping a meeting on track, and other hints to improve a discussion.
• Legislation Affecting Public Libraries in Ontario. Links to sites selected by the OLS on this.
• Public Libraries Act, R.S.O. 1990,chapter P 44. and Questions and Answers for Public Libraries (Libraries Branch). Current legislation governing Ontario’s public libraries. The topics are covered in the newer publication entitled Library Board Orientation Kit
• Volunteer Lawyer Services (PRO BONO Law in Ontario). VLS provides free legal assistance, informational seminars, fact sheets, and speakers for small charities and nonprofits. Legal assistance could include incorporation and bylaws, charitable status, contracts and agreements. VLS conducts seminars on topics such as how to obtain charitable status, duties and liabilities of boards, employment issues and planned giving. The lawyers can also be engaged for speaking events, workshops or annual general meetings.

Library Board Orientation

• Library Board Orientation Kit, Module 1. Outlines how to conduct a library board orientation using Trustee Orientation Kit.One copy supplied free to every trustee upon ordering from SOLS
• Library Board Orientation Kit. "Best practices" guide to all aspects of public library governance. Individual sections are described under appropriate topics. One copy is supplied free to every trustee upon ordering from SOLS.
• Organization of the Board. Sourcebook: Administration 2, revised 1991. Outlines how the Ontario library board is organized covering topics such as officers, committees, meetings, minutes and by-laws. Also features models of terms of reference for Chair, Vice-chair, and sample committees, as well as examples of an agenda, motion form and other items. Out of print. The topics are covered in the newer publication entitled Library Board Orientation Kit 
• The Public Library Board. Sourcebook: Administration 1, revised 1993-1994. Outlines establishment of a public library board, its accountability to funding sources, board composition and qualifications of trustees as well as recruitment process. Also features information on orientation of new boards and the first board meeting. Samples include by-laws, trustee advertisement, Guidelines for the position of trustee and agenda for the first board meeting. Out of print. The topics are covered in the newer publication entitled Library Board Orientation Kit

Partnerships and Strategic Alliances

• How to launch a successful community partnership. Trustee Tips # 14, January 1997. Discusses four examples of successful partnerships between Ontario libraries and different community or business organizations.
• The Library as a Community Development Partner in Library Orientation Kit. Module 10.

Planning

• The Library’s contribution to your community: A Resource Manual for Libraries to Document their Social and Economic Contribution to the Local Community. Spring 1998, Updated in 2000. A unique approach to demonstrating the value of the public library, designed to present municipal councils and administrators with local data created with library input. It can be used by any library at a level appropriate to resources available.

• Needs Assessment and Strategic Planning for Public Libraries in Northern Ontario. A "How-to" Manual. (Ontario Library Services-North) Offers a detailed method of conducting a complete needs assessment, including sample survey instruments. Also discusses interpretation of results for planning purposes. Contact OLS-North

• Planning. in Library Orientation Kit. Module 8. Identifies the need for formal and effective library planning. Discusses the five areas in which board participation is essential, and the means by which the board can implement a successful planning process.
• Planning for Library Service. Sourcebook: Administration 5, 1994. Provides a hands-on "Library Overview" profile which may be used as a measurement of your library compared to others of similar size.

Policy writing

Also check under each relevant topic in the Clearinghouse Topical Index. Although they may not listed under "policy" per say, you will find many more useful sites to help you develop your general policies, under each topic of interest to library work. For example "Volunteer Management" on the Human Resources page

• The Board and Policy 1: Constitution and Bylaws. Trustee Tips #9, Fall 1994. Discusses components of a constitution and by-laws. A guide for their development is provided.
• Canadian Library Association. Code of Ethics
• Creating Policies for Results: From Chaos to Clarity (.pdf) (ALA) Workshop presented by Sandra Nelson for the Metrowest Massachussetts Regional Library System, 2004
• Creating Policies for Results (CPFR) Workforms.  This comprehensive how-to book addresses each major area of library services: governance and organizational structure, management policies, and services relating to customers, circulation, information, and groups. These workforms were created using Microsoft Word.
• Guide to writing policy (University of Minnesota) This guide contains information about the ongoing process to create, distribute and maintain policies, procedures, instructions and forms. It applies specifically to the University but offers useful general advice
• How to write a policy manual (.pdf) (WriteExpress.com)
• Policy Model (Illinois State Library)
• Public Library Policy Examples (Alberta. Ministry of Community Development.) Examples of individual policies are available both on this website and from the Strategic Information and Libraries Branch. These are representative policies written and developed by library boards and staff.  Excellent  site.
• Policy Requirements under the Municipal Act, 2001. Considerations When Drafting Policies Required by the Municipal Act (SOLS)
• Sample Library Policies for the Small Public Library. Compiled by the Small Library Committee of the Wisconsin Association of Public Librarians, 2nd Edition, Revised by David L. Polodna, 1999
• Sample Policies (by topic) Links selected by OLS on this topic. The Sourcebook for Small Public Libraries, originally published by the Ontario Library Service, are no longer available in print form. Trillium Public Library is a fictional library name used by OLS staff to illustrate sample policies.The Trillium Public Library Policy samples that had been included with the Sourcebooks have now been posted on this Web site with the appropriate topic.
• Sample Library Policy Statements (State Library of Ohio. Library Information)

Relationship with Municipal Council

• The Association of Municipalities of Ontario (AMO)
• Building Effective Relationships between the Library and the Municipality. Trustee Tips #25.
• "Key Board Relationships" in Library Board Orientation Kit, Module 9
• Municipal Councillor’s Handbook, SOLS, Spring 1998. Information about Ontario public libraries written for municipal councillors. Designed for boards in communicating with councils.(For reference only, no link)
• Municipal Councillor’s Presentation Kit and Video, 1995. This version includes overhead transparencies and a seven-minute video for presentation to councillors. (For reference only, no link)
• Municom: A municipal Intranet designed for Ontario's municipalities. (AMO) Municom is a subscription based municipal intranet designed for Ontario's municipalities. The Municom Network provides users with one stop shopping for current and archived information about issues affecting the municipal sector

Role of CEO

• The Role of the CEO. Sourcebook: Administration 9, 1993. Discusses the role of the CEO including the functions of advisor to the board and administrator. The CEO’s relationship to the municipality and the community is also included.
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Succession Planning and Recruitment  (Board and CEO)

• The Board’s role in recruiting new members Trustee Tips #7, Fall 1993. Outlines the necessity for, and means to, recruitment of effective board members. Discusses recruitment policy and issues.
• Employing a New Library Director. (.pdf) (State Library of Washington)   While some of the information in this document, like that in the second paragraph, is specific to libraries in Washington, the outline of the steps and decisions in hiring the CEO is useful for any public library.
• From Advertisement To Appointment: The Path To A Dynamic Library Board. OLTA Recruitment Kit produced in conjunction with SOLS. An approach library boards can take to have an impact on recruitment, including resources to assist in the process. Topics for discussion: reasons for the board’s involvement in recruitment, major concerns, developing a suitable approach, targeting council, the community and school boards, a case study and policy outline. (For reference only, no link)
• How to Lower the Risk in CEO Succession. (pdf) by Ram Charan in Leader to Leader, No. 17 Summer 2000
• Library Board Recruitment 2003, Trustee Tips #24
• Planning Successful Successions. (.pdf) (Chronicle of Philanthropy) This article describes the experiences with the issue of succession planning of various nonprofit boards and directors.
• Recruiting for Ministerial Nominees for SOLS’ Board
• The Search for an Executive Director. (Charity Channel) By Marion Conway. Describes the work of the search committee and its chair.
• Smooth Transitions: Experts Offer Tips on Hiring New Leaders. (.pdf) (Chronicle of Philanthropy) A a list of six tips to improve the process of hiring a new director.
• Succession Planning: The Elephant in the Room. (Help4NonProfits) Describes the role of the Board in succession planning and the critical pieces of information that need to be document to insure a successful transition.