Get to know how the public library works behind-the-scenes! This year, we’ll highlight different departments and services at the Hamilton East Public Library to give you an inside glimpse into how the library serves our community.
Today, Susan Crandall, Board Secretary, will pull back the curtain on how the Library’s Board of Trustees governs the library by establishing policy and overseeing library operations.
Q: Tell us about what goes on at a typical Board meeting?
A: Our Board consists of seven community volunteers. As a group, we strive to foster an atmosphere of cooperation, exploring the most effective ways our library can serve our community. We meet on the third Thursday of each month and alternate between our two library locations. Each month, our agenda is posted for public view, and we follow that agenda in every meeting. The Board’s main duties are to ensure fiscal responsibility, approve the budget, make decisions on facilities projects, and to hire the library director. We also have break-out committees to do the legwork for specific Board tasks and responsibilities. These committees meet as needed, then bring their findings and recommendations to the full board for discussion and approval.
Q: What’s your favorite part of being on the Library Board?
A: I was appointed to the Board by the Hamilton County Commissioners in November 2023. I’m a lifelong Noblesville resident and have used our library since the olden days when it was on the corner of Tenth and Conner. As a nationally published author, I visit many libraries throughout the country, gathering ideas and learning how other libraries function. I am proud to say, HEPL ranks with the best of the best. I truly enjoy the collaboration with the other Board members and our amazing staff. By working together, we can ensure we are offering the best possible experience to HEPL patrons of every age.
Q: What do people not realize about the role of the Library Board?
A: Many people assume the Board runs all aspects of the library. The Board of Trustees is responsible for setting and approving policy and budget, as well as working with the director on long range planning. While our Board members spend time learning about Indiana library law and the proper handling of public monies, we are not fully educated in library science. Our library director is responsible for the day-to-day management of the library and staff. The Board is kept informed through the director about library business. Our director is well-qualified to manage the library facilities, programs, and staff.
Q: What goes into preparing for the monthly Board meeting and/or any committee meetings?
A: Prior to each month’s Board meeting, we receive an agenda that includes all monthly financial reports, the director’s report, and the minutes of the last meeting, as well as reports regarding whatever specific projects are ongoing. We are responsible for individually reviewing these documents in preparation for discussion and/or approval. Prior to committee meetings, the members often gather information for discussion. No voting is ever done in committee meetings. All voting is done by the full board in public meetings.
Q: How do you take into account the needs and desires of the community and how do you plan to position the library for future success?
A: The long-range planning committee, along with the director, is responsible for preparing a forward-looking view of our library’s needs, in terms of both facilities and services. We currently have engaged a company to conduct a study concerning our library district’s future population growth in order to provide the best execution of services and facilities expansion. Also, library staff is very engaged with the community by offering frequent outreach programs, as well as conducting surveys and studies to ensure we are offering what our community needs from our library system. Our fantastic staff is constantly working to fine tune our programs and offerings to meet the evolving needs of our patrons.
Q: How can people connect with you to share their thoughts or learn more about the Library Board?
A: We welcome all patrons to attend our monthly board meetings to view the process at work. You can always visit our Community portal to see current Board members and committee assignments, as well an email address for each of us. We are here to work on behalf of the wide and wonderful HEPL community. Our collective goal, both Board and staff, is for everyone to have a positive experience with each library interaction.
Thank you, Susan! Over the past year, we’ve dived into what keeps the library running behind-the-scenes. You can review the whole series here. We hope you’ve come away with a deeper appreciation of what the library does for the community and how you can get involved too!