2024 Annual Report Guide: 10 - Trustees

Date Alert  Q10-1 - 10.7 - Report information 10.1-10.7 for as of the calendar year end -  Dec. 31, 2024

Q10-1 through 10.5  answers should match your charter documents and/or your bylaws

• If an entry differs from last year, you will be warned in red to add a note.

Q10.6 If answer to this question about trustee training is No, you will have to add a note of explanation. Here are samples of acceptable notes:

Date Alert – List your library’s trustees who are currently serving on FEBRUARY 1, 2025.

Trustees' information has been prefilled with last year’s information. You can make make changes to their information if necessary. The notes did not transfer from 2023 to 2024. To see last year's trustee notes, close 2024 and open your 2023 survey. Print section 10 with annotations and choose PDF. Your notes from last year will print. Use those notes again this year if appropriate.

If the answer to Q13 in each repeating group is No, not a full-term, a note must be added. The note should identify the previous trustee whose unexpired term is being filled, and should identify the beginning and ending date of the unexpired previous trustee’s term. Example: Trustee Jones is filling the remainder of Trustee Smith’s term, which was to run from beginning date to ending date.

•   See examples of good notes below      -

For listed board members that are no longer serving, do not delete the repeating group. Just replace them with the information for person who followed them in their term. That way all terms will stay in the same position from year to year and updates to the board will be much easier to track.

If there was a vacancy last year but it has been filled this year, enter the new trustee in the same repeating group. Do not delete it. Just replace the old vacancy with the new trustee’s information.

If there is a new term added to the board this year, first of all, there should be an update to the bylaws. Add the new term at then end by clicking Add Group. When you Add a Group, it will be inserted into the existing set of groups immediately following the group you were working in.

If a filled term from last year is now vacant, do not delete the repeating group. Just remove the trustee who created the vacancy. Enter a note about when the trustee left the term.

To remove a term that no longer exists, first of all, there needs to have been an update to the bylaws. Click Remove Group below the group you want to delete.

Trustee Spreadsheet Forms are available by clicking the word here in the paragraph that explains how to enter trustees. Send to collectconnect@baker-taylor.com

• Because this method has not worked in the past, please send a copy of your spreadsheet to msullivan@rcls.org so that RCLS can verify the information was received by DLD.
• Be ready to have to enter the information in the survey's repeating groups anyway.

Examples of good Notes: 

Trustee Jones is filling the remainder of Trustee Smith's term, which was to run from July 2022 to July 2025.

Trustee Smith was appointed in January of 2024 to fill year 1, 2024 of the new Jan 2024 - Dec 2026 term that was left vacant after Trustee Martinez finished her term in Dec 2023 and did not continue on the board.

Trustee Sullivan ran in the October, 2023 trustee election to serve the last year of Trustee Blank’s term through December 2024.

Trustee Benson was appointed in Jan 2024 to fill the newly vacated (Jan 2024 - Dec 2026 term) through Dec 2024.