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Directors' Quick Reference: Local Library Guide
A guide created by current library directors for future library directors. This form is to provide information to incoming library directors about the community, accounts, and practices of their new library. There is no requirement to fill out every questions; answer only what is relevant to your community and position.
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Email
*
Your email
Library Name
*
Your answer
Board Meetings
Who creates the board meeting agenda?
Your answer
Where can one find an example of typical board meeting agenda?
Your answer
Who posts the agenda? When and where is it posted?
Your answer
When are board meetings normally held?
Your answer
Who keeps tracks of board appointments? When do board terms expire?
Your answer
Does your board have subcommittees? What are they?
Your answer
Budgeting
Where can you find an updated annual budget?
Your answer
What system do you use to keep track of bills? Quickbooks? Excel?
Your answer
How and when are bills paid?
Your answer
What happens to donations/faxes/fines/lost funds?
Your answer
Is your library able to maintain carry over funds, or are they expected to return to the municipality?
Your answer
What is the budget process timeline? Can you provide a sample calendar?
Your answer
What funds are available to the library apart from the municipal account?
Donations
Trust
Foundation
Carry over
Other:
Who manages those additional funds? Librarian, Trustee treasurer, community foundation, etc?
Your answer
Friends
Does the library have a Friends group?
Yes
No
Clear selection
What is the director's relationship with the Friends? Is the director expected to participate in Friends meetings? Activities?
Your answer
Is the Friends a 501(c)3?
Yes
No
Other:
Clear selection
Marketing/Social Media
What is the library's relationship with the local paper?
Your answer
If you write a column for the local paper when is it due?
Your answer
Does the library have social media accounts and who manages them?
Your answer
How are programs advertised to patrons? Examples can include: posters, newspapers, social media, etc.
Your answer
Municipality
What is the structure of staff at your City/Village/Town? City Administrator? Village Clerk? Mayor? Financial Officer? Etc.?
Your answer
Does the director attend the City/Village Council Meetings and when are they held?
Your answer
In general is the municipality supportive of the library?
Yes
No
Sometimes
Other:
Clear selection
If the municipality is not supportive, can you explain more?
Your answer
Are library employees expected to follow the Municipal Staff Manual?
Yes
No
Other:
Clear selection
Library Material Collection
Does the Director do the collection ordering?
Yes
No
Clear selection
If yes, is the library a WCTS library and does the library utilize their services?
Yes
No, we are a WCTS library but do our own ordering
No, we are not a WCTS library
Clear selection
If no and the director does the ordering, please describe your ordering process. Where and when are orders placed?
Your answer
If applicable, can you provide a average monthly budget for collections? I.E. Average monthly spending on DVDs, books, audio, etc.
Your answer
How often is your library weeded? What is your process in weeding the library?
Your answer
Programming
Who plans and facilitates the programming at your library?
Director
Staff
Volunteer
Other:
Are there regular events that shouldn't be missed? What does an annual calendar look like for the library? What municipal events does the library take part in?
Your answer
Best attended program?
Your answer
Are there times/days that have been unsuccessful when it comes to programming?
Your answer
Policy
Does your library have updated policies and where are they held?
Your answer
If not, are there general practices one should be aware of? Some examples maybe: food in the library? must a have library card? computer usage?
Your answer
Does your library have updated bylaws and where are they held?
Your answer
Building
Who maintains basic upkeep on the library building? For example: lightbulb replacement, clogged toilets', shoveling and mowing.
Your answer
For larger building issues (leaking roofs, broken furnace, etc) who do you call first? What is the process for getting these issues fixed?
Your answer
How are these larger building projects paid for?
Your answer
Who has keys to your building?
Your answer
Does your building have an alarm system? How does it work?
Your answer
Does your building have security cameras? What is the security camera policy?
Your answer
Accounts
Does the library have accounts with businesses in town and what are they? Examples can be: post office, grocery store, chamber of commerce, etc.
Your answer
What online accounts does your library have? Where can one find login information, including passwords, to these accounts? Examples could be Facebook, Instagram, Staples, Amazon, Canva, Wisconsin Raffle account, magazine subscriptions, etc.
Your answer
What vendors/contractors does your library work with? Examples can be plumbers, photocopier repair, roofers, cleaners, book providers, etc.
Your answer
What is the library's Tax EIN?
Your answer
People
Emergency Contact Information. What are the names and phone numbers of people you would want to contact in an emergency?
Your answer
Trustee Contacts. What are the names and phone numbers of your current board members?
Your answer
Outreach Contacts. What are the names and phones numbers of the businesses/organizations where the library does outreach? Who do you reach out for collaborations? Examples can include: School, Chamber, Historical Society, etc.
Your answer
Friends, Volunteers, Prominent Community Figures. What are the names and phones numbers of anyone else the library might need to get a hold of?
Your answer
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