Members Present:<\/strong> David Gould, Pat Fowler, Doreen Aldrich, and Carolyn Frisa. Press:<\/strong> Chris Garofolo from The Eagle Times. Others:<\/strong> None.<\/p>\n Call to Order:<\/strong> Public Comment:<\/strong> Discussion and Review of Draft Library Director Job Description<\/strong> Committee members reviewed and discussed the draft of the library director job description previously presented to the 2013 Board of Trustees. The Library Director Overview and Job Description approved by the Board of Trustees in 2008 was also discussed. These two documents are included at the end of the minutes. Two recent library director job descriptions posted on the Vermont Library Association website were also discussed.<\/p>\n Prepared Library Director Job Description for Review by the RFPL Board of Trustees<\/strong> Other Business<\/strong> Chris Garofolo (The Eagle Times) enquired about the pre-\u00ad-existing director job description documents and the process for review. Garofolo also asked for confirmation of the date of the upcoming legal mediation with the former library director and confirmation of names of trustees serving on the mediation team. Aldrich motioned to adjourn at 1:20, seconded by Fowler. The motion carried. Minutes respectfully submitted, Carolyn Frisa, Secretary 4\/23\/2014 <\/strong><\/em><\/p>\n Library Director Job Description Draft from 2013<\/em><\/p>\n This is highly responsible administrative work involving the direction of a broad range of public library functions.<\/p>\n Work involves responsibility for the management of full public library facility and services and for the provision of library services to patrons and community organizations. Duties include policy recommendation, departmental planning, and direction administration of library activities. The position is also responsible for making the most difficult library management decisions. The work requires that the employee have thorough knowledge, skill, and ability in every phase of the public library field.<\/p>\n Supervision Received <\/strong> Planning and Policy Making <\/strong> Library Services <\/strong> Financial Operations<\/strong> Public Relations<\/strong> Personnel Management<\/strong> Physical Plant Management<\/strong> Board of Trustees Representative<\/strong> Professional Development<\/strong> Knowledge, Skills and Abilities<\/strong> Qualifications<\/strong> Director Overview and Job Description Approved by RFPL Board of Trustees in March 2008<\/strong><\/em> Rockingham Free Public Library <\/strong><\/center> A. Advocacy<\/strong> B. Budgets<\/strong> C. Collections<\/strong> D. Develop Policies & Procedures<\/strong> E. Envision and Plan for Future<\/strong> F. Finances & Fundraising<\/strong> G. General Library Business<\/strong> H. Hiring & Staff Supervision<\/strong> I. Trustees & Collaboration<\/strong> Revised March 2008<\/p>\n","protected":false},"excerpt":{"rendered":" PERSONNEL COMMITTEE SPECIAL MEETING MINUTES Friday,April 18, 2014, 12:00 noon RFPL Youth Department Meeting Room Click here to download a .pdf of these minutes Members Present: David Gould, Pat Fowler, Doreen Aldrich, and Carolyn Frisa. Press: Chris Garofolo from The Eagle Times. Others: None. Call to Order: The chair called the meeting to order at … Continue reading Personnel Committee Special Meeting Minutes: Friday, April 18, 2014<\/span>
\nThe chair called the meeting to order at 12:10p.m.<\/p>\n
\nNone.<\/p>\n
\nCommittee members discussed and made recommendations for the library director job description based on the 2013 draft version. The proposed changes will be made to the electronic version of the document by Secretary Carolyn Frisa and distributed to the Personnel Committee. The Personnel Committee will present the proposed library director job description to the Board of Trustees at the Regular Meeting on May 13, 2014.<\/p>\n
\nDavid Gould reminded committee members that an application to the Union has been made by Emily Zervas and Sam Maskell. He recommended that any potential negotiations should be based on their regular salaries (i.e. excluding the 15% raise given to compensate directorial duties performed while the library director position remains vacant).<\/p>\n
\nWorks under the administrative direction of the RFPL Board of Trustees.<\/p>\n
\nA clear statement of library policies insures that decisions about all aspects of the RFPL are consistent and fair. Working with the Board, the Library Director:
\n\u2022 Works with the Board and staff to develop, implement, track, and evaluate long range plans to support and promote the mission of the library.
\n\u2022 Develops short term plans to address specific issues facing the library as they arise.
\n\u2022 Formulates and recommends policies to the Board and implements the procedures to carry out these goals.
\n\u2022 Develops clear descriptions of staff positions including a non-discrimination statement, qualifications for employment, evaluation procedures, and causes for dismissal.
\n\u2022 Prepares narrative and statistical reports for the Town, the Library Board, and the State as appropriate.<\/p>\n
\nThe regular assessment and development of library services is important to fulfilling the RFPL mission. To support these efforts the Library Director:
\n\u2022 Oversees the planning and organization of activities, programs, and services of the Library according to perceived needs of the community, Town departments, and seasonal demand.
\n\u2022 Provides leadership with regard to creation and implementation of “best practices” in library management\/administration, consulting others in the field as appropriate.
\n\u2022 Supervises the development and maintenance of a public library collection of books, periodicals, Library records, films, electronic resources, and a variety of other library materials.
\n\u2022 Supervises the purchase, utilization, and maintenance of technology to deliver, monitor and enhance library services.
\n\u2022 Confers with State agencies, other public libraries, corporations, and community groups in the development of library programs for the Town and assists in coordinating interlibrary program efforts.
\n\u2022 Represents the library on regional and state committees and serves as the Town’s authority on library issues. Performs related work as required.
\n\u2022 Oversees the continual development of the Library’s web site so that it is an instrument for service delivery, information exchange, and public awareness.
\n\u2022 Stays abreast of demographic and usage trends to make efficient and effective use of limited collection resources.<\/p>\n
\nThe coordination of all aspects of fundraising and expenses is vital to insuring the financial stability of the RFPL. In order to insure efficient and responsible management of the library budget the Library Director:
\n\u2022 Prepares the annual budget for Board review and approval in a timely manner.
\n\u2022 Presents budget requests with the Board to the Town Selectboard.
\n\u2022 Administers and monitors expenditure of library funds to stay within approved budget. Works with Treasurer to review monthly reports and keep abreast of various funds and accounts.
\n\u2022 Oversees the collection and accounting of fees and charges.
\n\u2022 Identifies, pursues, and supports all fundraising efforts through grant writing, planned giving, underwriting, and the annual appeal.
\n\u2022 Oversees grant proposals for state agencies, foundations, and other organizations for library funding and administrates grant funds.
\n\u2022 Acts as a conduit between Board, staff, Friends of the Library, and volunteers to ensure smooth implementation of fund-raising activities within the daily operations of the library and events.
\n\u2022 Negotiates non-monetary donations.<\/p>\n
\nThe RFPL Director:
\n\u2022 Supervises internal and external communication of the RFPL including but not limited to brochures, newsletters, fliers, and newspaper articles.
\n\u2022 Identifies and pursues public relations opportunities that engender good will toward and promotion of the RFPL.
\n\u2022 Develops, maintains, oversees, and regularly evaluates cooperative relationships with the Town and Village governments, the WNESU, the Historical Society, and other community organizations.
\n\u2022 Plans and implements procedures to augment library goals and services through Friends of the Library, and in cooperation worth community educational, cultural, civic organizations.
\n\u2022 Supervises a public relations program to promote and publicize the library’s collections, services, and programs within the community.<\/p>\n
\nAs the immediate supervisor of all library personnel, the Library Director:
\n\u2022 Recruits, trains, evaluates, and, when necessary, terminates staff and volunteers.
\n\u2022 Assigns duties, defines staff responsibilities, and administers wages.
\n\u2022 Promotes staff development by providing opportunities for staff to attend workshops and conferences.
\n\u2022 Provides training and development programs for Library and other Town employees.
\n\u2022 Coordinates training and professional development among the staff.
\n\u2022 Manages personnel issues with individual employees.<\/p>\n
\nThe Library Director oversees all aspects of the physical plant, grounds, and equipment. The Library Director:
\n\u2022 Schedules and supervises contract services, maintenance personnel, and takes appropriate action in emergencies.
\n\u2022 Purchases equipment and furnishings as needed.
\n\u2022 Provides leadership and direction for major development projects including construction and renovation of facilities.
\n\u2022 Directs the development, repair, and maintenance of the Library buildings.
\n\u2022 Oversees and approves scheduled use of library by outside groups.
\n\u2022 Directs maintenance staff on weekly cleaning tasks and special longer term maintenance projects.<\/p>\n
\nThe Library Director informs the Board of Trustees of all relevant library business. As an ex officio member of the board, the Library Director:
\n\u2022 Participates in monthly meetings of the Board of Trustees and provides a detailed report of library operations and developments at each meeting.
\n\u2022 Provides professional expertise and guidance to the board including but not limited to presenting information on pertinent legislation from local, state, and federal agencies, discussing trends in library technology, funding, and management wherever possible.
\n\u2022 Serves as ex officio member on Board committees.
\n\u2022 Provides staff support to the Library Board of Directors by assisting with meetings, preparing reports, and implementing policy decided by the Board.
\n\u2022 Furnishes specific research information and materials to departments upon request.
\n\u2022 Notify Board members of meetings, prepare appropriate public notices, and maintain records of Board meetings in compliance with Vermont State Open Meeting Law.<\/p>\n
\nTo stay aware of new trends in library management and technology, legal issues facing libraries, and new ideas for programming the Library Director:
\n\u2022 Attends meetings, workshops and conferences.
\n\u2022 Maintains membership and participates in professional library associations.
\nThe Library Director\u2019s job also includes any other duties that are requested by the Board of Trustees or that are essential to ensuring that the RFPL provides the best possible library service to the community. The Library Director will be evaluated by the Board annually. <\/em><\/p>\n
\n\u2022 Thorough knowledge of the principles, theories, objectives, and practices of library management and library science
\n\u2022 Committed to excellence in customer service
\n\u2022 Strong oral and written communications skills
\n\u2022 Ability to work independently
\n\u2022 Ability to organize work for efficient use of time
\n\u2022 Ability to prepare administrative reports in a clear, logical manner
\n\u2022 Ability to understand and interpret library policies, procedures, and rules
\n\u2022 Ability to keep records accurately
\n\u2022 Ability to interact courteously and effectively with elected and appointed officials, town employees, library staff and volunteers, the library’s business contacts, and the general public
\n\u2022 Considerable knowledge of supervision, training, and staff utilization principles
\n\u2022 Ability to plan, organize, supervise, and evaluate the work of employees and volunteers in diversified library activities
\n\u2022 Ability to initiate, organize, and follow through on programs, services, and projects
\n\u2022 Solid knowledge of current trends and developments in the library profession
\n\u2022 Thorough knowledge of library resources: print, non-print, and electronic
\n\u2022 Knowledge of library automation
\n\u2022 Working knowledge of public relations procedures
\n\u2022 Ability to represent the library at professional and community meetings<\/p>\n
\nA Master’s Degree in Library Science from an accredited college or university plus five years of progressively responsible library administration experience, including at least three years in a supervisory capacity, OR, an equivalent combination of education and experience substituting on the basis of one year for each year of education.<\/p>\n
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\n65 Westminster Street
\nBellows Falls VT 05101<\/p>\n
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\nThe effectiveness of the Library and the way the Library is viewed by the community are significantly influenced by the ways the Director and staff members advocate and promote the Library within the community. To advocate for and promote the Library, the Director needs to stay informed of what is happening in the community. Effective library advocacy and public relations require ongoing and coordinated efforts by the Director, staff, Trustees, Friends and patrons of the Library. The Director will coordinate publicity, network with and speak at meetings of local civic groups, and provide for a system of receiving suggestions and feedback from library patrons.<\/p>\n
\nIt is the responsibility of the Director to develop a budget for the next fiscal year and present it to the Library’s Board of Trustees. Additionally, the Director will help present the library budget at the annual Town Meeting. It is also the responsibility of the Director to manage library finances so expenditures stay within the approved budget throughout each fiscal year.<\/p>\n
\nThe Director is responsible for the Library’s collections and historical museum; and the Director will supervise the selection, acquisition, processing, and cataloguing of books and materials meeting the diverse needs of patrons and local community members. This will include books, media, magazines, and other items for the adult and youth collections, as suggested by staff and patrons, with policy guidance offered by the Board of Trustees. Other duties will include the weeding out of unneeded and outdated materials, as well as ensuring participation in interlibrary loans and other ways of sharing materials.<\/p>\n
\nEffective policies and procedures ensure that library services are consistent, fair, in the public’s interest, and in compliance with local, state, and federal laws and regulations. The Director is responsible for the initial development of policies for consideration by the Board of Trustees; and is then responsible for creating procedures which will allow these policies to be administered effectively and efficiently by the library staff. The Director will work with the Board to keep both policies and procedures current and up-to-date.<\/p>\n
\nThe Library and its services constantly change and evolve. To ensure that these changes occur in ways that improve library services, it is essential that the Library and its Director envision and plan for the future. The Director and the Board of Trustees will work together to adapt and adopt long- range plans in conjunction with the local community. The Director will refer often to these long- range plans while overseeing daily, weekly, and monthly library functions.<\/p>\n
\nThe Director is required to maintain accurate and up-to-date financial records and to report the library’s financial position at monthly meetings of the Board of Trustees. The Director will write warrants not less than twice a month for the Town to pay bills, mail checks, file bills, pay and track expenses for the librarian’s account and petty cash, keep the Library’s checking account balanced and up-to-date, as well as track reports of investment accounts and report that information to the Board. The Director will seek grant moneys to support library programs, computers, and collections; and the Director will record and administer those funds appropriately and accurately. In addition, the Director will oversee and evaluate all fundraising activities, establishing and maintaining a working relationship with the Friends of the Library and any other supporting and contributing groups or organizations.<\/p>\n
\nThe Director is expected to offer and honor the library and its patrons a philosophy of service, responding to the varied needs of library patrons in positive, timely, helpful, and friendly ways. The Director will be familiar with laws and guidelines of the American with Disabilities Act as it pertains to library usage; and the Director will bring to the Board’s attention any needs or deficiencies in this area of access and accessibility.<\/p>\n
\nThe Director will be responsible for the hiring and supervising library employees and volunteers, as well as ensuring the implementation of personnel policies established by the Board of Trustees. The Director will be expected to carry out tasks related to staff and personnel in conformity with Town personnel policies, as well as all state and federal laws. The Director is responsible for evaluation and discipline of employees, training staff members, encouraging staff members’ continuing education, and holding staff meetings on a regularly scheduled basis. The Director creates the work schedule, after consulting with the staff, coordinating workflow and accounting for staff work time. The Director will also evaluate day-to-day operations and will plan necessary improvements.<\/p>\n
\nThe Library’s Director reports and is accountable to the Board of Trustees. The nine elected Trustees have the legal responsibility for governing the library, setting policy, hiring and supervising the Library Director. The Director offers assistance to the Board Chair preparing Agendas for Board meetings, compiles necessary materials for Board meetings; and distributes this pertinent information to Trustees three days before scheduled Board meetings. The Director assists the Board directly in developing Library policies; prepares, presents, and helps justify the annual Budget; informs Trustees in a timely manner of any problems and concerns connected with the Library; offers options and recommendations for dealing with Library concerns; and consistently collaborates with the Board of Trustees to help create, support, and maintain the best for the Library.<\/p>\n