Category Archives: Trustees and Foundations

Find Ideas and Examples for Updating Your Library Policies

Colorado Library Consortium logo with large CLiC acronymPolicies need updating? Save your wordsmithing for your holiday greetings and use the Colorado Library Consortium’s (CLiC) Public Library Policy Collection for inspiration and ideas.

The collection was established to provide small, rural libraries with easy access to a clearinghouse of policies. The database is easily searchable by keyword and has more than140 policy samples, as well as personnel manuals, job description samples, and forms/guidelines.

Recently added policies include:

  • Tool lending waiver from the Lake County Library in Leadville, Colorado
  • North Liberty Account Reconciliation Template from North Liberty, Iowa
  • Circulation, Computer and Internet Use, and the Library Access for Sex Offenders Convicted of Sex Offenses Against Minors, all submitted from Dubuque County Iowa
  • The recently-updated Request for Reconsideration of Library Materials, Resources, or Programs from the Lone Cone Library in Norwood, Colorado
  • Succession Plan for Director changes from the Red Feather Mountain Library District in Colorado.

Bonus round: Everyone loves a good policy on open records requests! The one from Grand County Library District (Colorado) includes the appendices for charges for staff time and copies.

One of the most important responsibilities of library board members is the development of policies, so make updating yours a resolution for the New Year! And share your hard work with your colleagues by submitting your wordsmithed policies to CLiC for the collection.

For additional trustee resources, see the Wyoming Public Library Board Members’ Handbook.

Learn Board Fundamentals from Wyoming Nonprofit Network

Diverse group of people at board meetingThe Wyoming Nonprofit Network (WNN) is offering Board Fundamentals workshops. This is a three-hour, low cost training offered in person at locations around the state. These workshops are for new and experienced nonprofit board members, individuals interested in serving on boards, and staff in leadership roles.

Topics include:

  • Board roles and responsibilities
  • Purpose driven board leadership
  • The constructive partnership: board and executive
  • Structuring a high performing board and the board building cycle
  • Meetings that matter

Library trustees and Friends and Foundation board members may find this a good opportunity to learn and mingle with their counterparts from other Wyoming nonprofits and engage in team building. These workshops are Wyoming-focused, starting with a review of the obligations found in Wyoming Statutes.

The cost to attend the training is $60 for the first person from each organization and $40 for each additional. For WNN member organizations, that price drops to $45 and $25. Learn how to join.

Get the details and register here. Upcoming dates and locations currently planned are:

  • Cheyenne: December 7, 2022, in the Cottonwood Room at Laramie County Library, 2200 Pioneer Avenue
  • Rock Springs: January 4, 2023, at Wyoming Machinery Company, 1940 Elk Street
  • Casper: February 1, 2023, at Wyoming Community Development Authority, 155 N. Beech Street
  • Laramie: March 1, 2023, in the conference room at Wyoming Game & Fish, 1212 S. Adams Street

More dates and locations will be added. If you are interested in bringing to this to your community, contact Anna Wilcox at

Library Foundations, Friends Raise Funds on WyoGives Day

Logo with blue two-toned buffalo head and text reading WYO GIVESFour Wyoming libraries benefited from the 3rd annual WyoGives, an initiative of the Wyoming Nonprofit Network.

WyoGives brings the state together as one community to raise awareness and funding for Wyoming’s nonprofits. This 24-hour online day-of-giving celebrates the work of organizations that provide essential services and build vibrant and healthy communities.

Among the more than 250 organizations participating were three library foundations and a friends group who collectively raised nearly $40,000:

  • Goshen County Library Foundation raised $19,375 from 113 donors.
  • Laramie County Library Foundation raised $13,510 from 71 donors.
  • Park County Library Foundation raised $1,682 from 22 donors.
  • Friends of Sheridan County Library raised $4,980 from 29 donors.

All four organizations are eligible for matching funds from a $1 million fund provided by the Hughes Charitable Foundation. This is a shared pool among all WyoGives participants, and match amounts have not yet been announced.

This year’s WyoGives raised more than $3 million from more than 5,500 donors. Learn more at

Wyoming Board Member Handbook Makes Top Ten List

Better Boards Better Communities compiled a list of their top ten recommended library board handbooks — and Wyoming’s is on the list!

See the full list.

The Wyoming State Library’s Library Development Office created both the Wyoming Public Library Board Members’ Handbook and the Wyoming Public Library Directors’ Handbook. These two valuable resources and their additional resources links provide information on topics vital to the good management and governance of libraries.

The WSL’s Library Development Office provides leadership, partnership, and resources to assist in the development and enhancement of public, academic, school, and special library services throughout Wyoming. Contact LDO Manager Brian Greene for assistance at

‘Keeping Governance on Track’ Webinars for Library Boards

Gavel and eyeglasses on clipboard with paper that reads "Meeting"Library boards are facing an increase in disruptions during board meetings, often making it difficult to conduct necessary board business. With the rise in challenges to library materials and programs, boards can be impacted internally (conflict/dissent among board members) and externally (public comment and disruptions from meeting observers).

A two-part, free webinar series from United for Libraries, ‘Keeping Governance on Track’ addresses these issue. They will be held March 29 and 31.

In “Keeping Governance on Track,” professional parliamentarian Nancy Sylvester will share actions, training, and preparation boards and library directors can take now to be ready for problems and issues, and tips/best practices for handling in the moment problems/issues in board meetings. The March 29 webinar will address actions, training, preparation, etc. boards and library directors take to be prepared for problems/issues. The March 31 webinar will be a mock board meeting. This series is made possible by the Jack Neal Fund and organized by the United for Libraries Intellectual Freedom Task Force.

Register here.

The Wyoming State Library has compiled a number of resources to assist board members in the Wyoming Public Library Board Member’s Handbook. Assistance is also available from the Library Development Office.

New Tip Sheets Provide Guidance in Fight Against Censorship

United for Libraries logoFrom United for Libraries

Two new resources from the United for Libraries Intellectual Freedom Task Force can help library boards prepare for program, material, and access challenges:

  • “Terms and Definitions Related to Intellectual Freedom & Censorship” clearly defines the language used relating to intellectual freedom and censorship challenges.
  • “Materials Challenges: Key Library Policies to Review and Revise” reviews key components of well-constructed and legal policies and describes the policies that a library should review and/or implement to prepare for the possibility of a materials challenge.

Both tip sheets are featured on the United for Libraries resource page “Trustee Resources for Program & Material Challenges.”

The American Library Association’s “Fight Censorship” resource page includes further information on preparing for and responding to challenges, censorship legislation, how to support intellectual freedom, and more.

Effective Board Recruitment for Trustees and Friends

United for Libraries logo

From the Vermont Department of Libraries August 2021 newsletter, originally published February 2020

Need some new blood on your board? United for Libraries – the section of the American Library Association for trustees and friends – has some tips to recruit new trustees and friends.

  • Evaluate Your Current Board: What community connections, qualities, personal styles, and areas of expertise already exist on your board – and what are you missing (and thus should recruit for)?
  • Reduce Barriers: Can the meeting time and place be flexible to accommodate different schedules? Can members participate electronically?
  • Make Meetings Efficient, Productive, and Meaningful: Focus on action items during the meaning that move the work of the board forward in meaningful ways. Make sure everyone is allowed to contribute and is taken seriously.
  • Make it Easy to Join or Donate: Provide ways for members to join and donate online.
  • Develop an Elevator Pitch: Find focused and memorable ways to describe what the board does, the impact of its work, and its future plans so that others can easily understand what you do and envision themselves as part of your work.
  • Invite People Personally: Many people are never approached directly and asked to join library trustee or friends boards. Ask potential members in a way that makes it easy for them to say “yes” by personalizing your request so that it matches what the potential member will value. Example: If they are parents of young children, talk about how the board’s efforts support childhood literacy and community engagement.
  • Use Creative Events/Fundraisers as Recruitment Tools: Look for library events and fundraisers that bring the community together. Use those efforts to emphasize the work of your board and the need for community members to contribute to this important work. Talk about the meaningful engagement these events foster.

For more tips, see the United for Libraries “Toolkit for Engaging New and Active Library and Friends Volunteers.” This Toolkit offers good tips for recruiting trustees, friends, and library volunteers.

Also check out the Wyoming State Library’s resources for library trustees for more ideas on creating an effective board.

Library Trustee Tools: The Yearly Calendar

Calendar event planner with pushpin in one boxFrom the Vermont Department of Libraries

One of the most important (yet often neglected) duties of Library Trustees involves “Succession Planning” — that is, planning for the future governance of your library, no matter who is on the Trustee Board or who is the library director. A good introduction is in this eight-minute video.

Succession planning and the yearly calendar

One element of Succession Planning involves creating a yearly calendar for the Trustees that:

  • Lists what topics the Trustees usually discuss each month of the year,
  • Indicates when the Trustees need to start talking about certain items to make sure those items meet specific deadlines (the budget, for instance), and
  • Shows when the Trustees can fit additional topics into their meeting schedule (for example, reviewing policies or engaging in strategic planning).

Having a detailed yearly calendar will help ensure that Trustees do not have to rely on institutional memory and can continue to move forward if a Trustee needs to resign due to health or other reasons. It also helps the Trustees decide when to tackle new initiatives, or what topics can be postponed to future meetings when unexpected urgent agenda items arise.

Ideas for how to create a yearly calendar

  • Brainstorm an initial list of to-do items for each month of the year – and assign one Trustee to the task of revising that list throughout the year.
  • Go through a year’s worth of Trustee board meeting agendas and write down what was discussed each month. Revise as needed.
  • Schedule a focused discussion during a Trustee Retreat to brainstorm and agree upon a calendar plan based on external deadlines, Trustee capacity, and board aspirations.

Whichever way the Trustees create their yearly calendar, it’s important to store the document in a place accessible to any current or future Trustee – for example, in a Trustee filing cabinet at the library, in Google Docs, or on the Trustees’ section of the library’s website.

Wyoming resources

The Wyoming State Library offers a handbook for Trustees with supplementary materials and links. The handbook and site are packed with information. You’ll find both general and Wyoming-specific information. Questions? Contact the WSL Library Development Office.

Intellectual Freedom and Public Library Policy

Red book with crisscrossed chains binding itFrom the Colorado State Library

Intellectual freedom is a core value of library work, but what exactly is it? The American Library Association (ALA) defines intellectual freedom as “the right of every individual to both seek and receive information from all points of view without restriction.” Through free access to information representing a range of perspectives, intellectual freedom allows individuals to explore “any and all sides of a question, cause, or movement.” Watch the short video Introduction to Intellectual Freedom for an overview of this important topic.

The ALA Library Bill of Rights addresses intellectual freedom through seven foundational principles that should guide library service. The first of these principles states: “Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.” The Library Bill of Rights goes on to address challenges to library materials, censorship, library access, and patron privacy. The supplemental Interpretations of the Library Bill of Rights provide more detailed analysis of how these principles should be applied in specific library settings, including topics such as Diverse CollectionsLibrary-Initiated Displays, and Visual and Performing Arts. The Freedom to Read Statement is yet another intellectual freedom resource published by the ALA.

The values of intellectual freedom should impact how library policy is set at the local level. Some libraries have directly adopted the Library Bill of Rights and the Freedom to Read Statement as part of their policy set. Intellectual Freedom principles influence policy related to collection development, library card registration, internet use, and programming. These policies then influence the procedures for handling attempts to challenge or censor library materials.  Library policies help protect the rights of library users to read and view information. They also communicate the guidelines the library follows when making decisions about library materials.

For more information on intellectual freedom, take a look at these resources from library professional associations:

Volunteer and Staff Recognition During a Pandemic

The phrase Thank You in cut out letters pinned to a cork notice boardFrom the Vermont Department of Libraries December 2020 newsletter

How can we show our appreciation and recognize efforts during this season of “Saying Thanks,” stay connected while distanced, and continue building essential relationships while gatherings are prohibited?

Even more importantly: How can we ensure that our method of appreciation/recognition will:

  1. be meaningful for volunteers, staff, and trustees,
  2. help them feel appreciated, and
  3. recognize the importance of their work to the success of the library?

Tips and ideas for recognition/appreciation during COVID-times:

If you are planning an online gathering, consider the following recognition ideas:

  • Share success stories (e.g., a volunteer, staff member, or trustee challenge that resulted in triumph)
  • Make space during your event for expressions of appreciation between volunteers, staff, and trustees
  • Mail a thank-you gift to each person with a note to keep it sealed until a specific time during the event when everyone will open their gift together
Volunteer recognition can be public or private and should be appropriate to the person and [their] contribution. Most of all, it should be honest and demonstrate some particular insight into what that person has done. (From Energize)

GetFullyFunded suggests starting with “The Basics”:

  • Handwritten notes with personal notes of appreciation
  • Homemade cards
  • Thank-you video thanking the volunteer for something they did
  • Phone call from a board member

Using your phone, capture a 30- or 60-second video message from one of your patrons thanking the volunteer, trustee, or staff member by name and sharing how their work has personally impacted the patron (From the Nonprofit Leadership Center).

Gather letters or video-messages of support from patrons and share those messages to celebrate the important work of your volunteers, staff, and trustees.

Other ideas:

  • Have an annual “Design the Volunteer T-Shirt” contest
  • Have a “Volunteer/Trustee/Staff Member of the Month” and post their personal story on your webpage or social media
  • Create special edition library swag only available to trustees, staff, and volunteers

Do you have other creative ideas for recognizing and appreciating your staff and volunteers during this time? Share them in the comments!