Operational Calendar, etc...

At Wednesday's board officers training, Michael Kumer talked about the importance of an "operational calendar". It reflects board events, activities and deadlines for the upcoming year. It is given to board members and posted on the library's website. It would include:
-the schedule of board meetings for the entire year (no excuse for missing a meeting for "not knowing");
-upcoming fundraisers (get them on the calendare early and PLAN for them);
-committee meetings (finance and governance);
-Audit;
-drafting the 2010 budget;
-date of the budget meeting for adopting the 2010 budget (November);
-deadline for filing the 990.

Some other items noted during the training:

Keep in mind that the annual budget is based on the STRATEGIC PLAN--not on last year's budget. Michael compared it to driving while looking in the rearview mirror (instead of the windshield). The budget is "fluid"; a snapshot of the future and subject to change. The board approves the budget and the library's director and CEO manages the budget. The financial statement given to the board should not include each and every line item, but rather the main headings and an amount for each. The library's director operates within the budget and should be able to move around money within the budget as long as it doesn't exceed the "bottom line".

Michael again mentioned Sarbanes-Oxley and how it applies to nonprofits. Each library should have a "Whistle Blower" policy and a "Document Retention" policy.
Samples of a Whistle Blower policy have been posted to the Wiki.

When proposing a motion (or recording it), don't forget the 3 W's:
What, Who (will carry out) and When.

Those of you needing to work on a Strategic Plan, please let me know. As we work towards the planning process at the District Center and determine our goals and objectives for creating a regional network, each district library's plan should also reflect the goals/objectives of this project. Each library is an important piece in this regional network of libraries. If your board is used to operating in a "vacuum", please remind them that your library is part of a a bigger whole and must look at the "bigger picture".

Our aim is to be the best network of public libraries in the state!