J. Robert Jamerson Memorial Library

Governing Structure

2.4 Levels of Responsibility

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2.4.1 Organizational Chart

• Board of Trustees
  • Library Director
    • Library Assistants
    • Cataloging Assistant
    • Public Relations Assistant

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2.4.2 Division of Responsibility

Under the Code of Virginia, Section 42. 1-35, the Library Board of T rustees “shall adopt such bylaws, rules, and regulations for their own guidance and for the government of the free public library system as may be expedient. They shall have control of the expenditures of all bequests of money, personal property, or real estate for the establishment and maintenance of such free public library systems or endowments for same.” Thus, in defining and delineating the the division of responsibility between the Board and the Library Director, the Board recognizes that the ultimate responsibility to the community rests with the Board. Policy determination is the Board’s power and duty. Management is the Library Director’s responsibility, for which he or she is responsible to the Board. The division and sharing of these responsibilities fall into several categories.

1. Goals and Objectives for the Library
   1. Responsibility of Board - It shall be the duty of the Board to determine the goals and objectives of the Library and the methods of meeting them, to review the goals and objectives annually, and to evaluate progress.
   2. Responsibility of Library Director - The Library Director shall provide assistance and direction in setting goals and objectives and in determining means of evaluation.
   3. Joint Responsibility - The Board shall relate the Library and its program to the community and its needs through systematic study of the community and through systematic analysis of library service with the assistance of the Library Director, who shall participate fully and shall prepare regular reports on current progress and future needs.
2. Written Policies
   1. Responsibility of Board - The Board shall determine and adopt written policies to govern operation, use, and programs of the Library and shall adopt by-laws for Board procedures.
   2. Responsibility of Library Director - The Library Director shall recommend needed policies to the Board and supply samples and sources of information. The Library Director shall carry out the policies as adopted by the Board and shall administer the Library within the framework of the Library’s goals, objectives, policies, and budget.
   3. Joint Responsibility - Both the Board and the Library Director shall know local, state, and federal laws which affect libraries and play an active role in initiating and supporting beneficial library legislation; shall participate fully in the state library system and make use of the consultants of the Library of Virginia; shall attend regional, state, and national library association meetings and workshops when possible and join appropriate organizations working for improved libraries and shall study library publications.
3. Governance and Policy-Making
   1. Responsibility of Board - The Board shall cooperate with other local government officials, keeping in mind the special legal responsibilities of the library board. Board members shall attend all Board meetings and committee meetings to which they are assigned and shall carry out all special assignments promptly.
   2. Responsibility of Library Director - The Library Director shall prepare all needed library reports to the government and the Library of Virginia and shall provide copies to the Board. The Library Director shall attend all Board and committee meetings except those meetings, or parts of meetings, in which the Library Director’s salary and tenure are discussed.
4. Finance
   1. Responsibility of Board - The Board shall keep aware of the financial status of the Library. The Board shall present the Library’s budget to the general public, shall explain and defend it, shall help to secure adequate funds, and shall explore all ways of increasing the Library’s income.
   2. Responsibility of Library Director - The Library Director shall provide a report of budget status and expenditure at each Board meeting. The Library Director shall supply facts and figures to the Board to aid in interpreting the Library’s financial need.
   3. Joint Responsibility - The Board and the Library Director shall make certain that complete and accurate records concerning finances, personnel, and annual reports are on file at the Library. The Library Director shall work with the Board in interpreting budget and financial needs to public officials and the public. The Library Director shall work with the Board in formulating an annual budget which will be adequate to carry out the Library’s goals and objectives.

Adopted by the J. Robert Jamerson Memorial Library Board of Trustees on December 14, 2000 Updated November 05, 2012

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