Governance Options - grgcnnr/LoT GitHub Wiki

This page outlines how the Library of Things could be governed and managed day-to-day. Governance structures will depend partly on the legal structure chosen, but the core model — a steering committee overseeing a volunteer operation with a Librarian — applies across all options.

Nothing is decided yet. This page presents options and considerations for the steering group to discuss.

The Core Governance Model

Regardless of legal structure, the LoT is expected to operate broadly like this:

Steering Committee / Board
        │
        ▼
    Librarian
        │
        ▼
    Volunteers
  • The steering committee / board sets direction, approves budgets, and holds the organisation accountable
  • The Librarian manages day-to-day operations and reports to the committee
  • Volunteers run the library week to week under the Librarian's guidance

Steering Committee / Board

Composition Options

There are different ways to compose the steering committee. The right mix will depend on the legal structure and the skills available in the community.

Option A — Community representatives Members are drawn from the Nelson Tasman community, potentially elected. Emphasises democratic accountability.

Option B — Skills-based Members are selected for the skills they bring (legal, financial, operational, communications, community engagement). Emphasises capability over representation.

Option C — Partner organisations Seats are allocated to key partner organisations (e.g. NEC, Menzshed, Bike Hub, NTCF (Nelson Tasman Climate Forum), NCC). Emphasises buy-in from existing networks.

Option D — Hybrid A mix of skills-based members and partner organisation representatives. Most common in practice.

Recommended Size

Typically 5–9 members for an organisation of this scale. Smaller than 5 makes quorum difficult; larger than 9 becomes unwieldy.

Responsibilities

  • Setting strategic direction and priorities
  • Approving the annual budget and monitoring financial performance
  • Employing and supporting the Librarian
  • Managing risk and legal compliance
  • Approving policies (borrowing terms, volunteer code of conduct, health & safety, etc.)
  • Representing the LoT to funders and the community

Meeting Cadence

Monthly or bi-monthly meetings are typical for a community organisation at this stage. To be determined by the steering group.

The Librarian Role

A Librarian is essential to the LoT's success. Volunteers can run the library day-to-day, but someone needs to be responsible for holding it all together.

Key responsibilities:

  • Managing the volunteer roster and ensuring coverage
  • Maintaining the item inventory and booking system
  • Processing new donations and assessing items for inclusion
  • Building and maintaining relationships with partner organisations, donors, and sponsors
  • Managing social media and community communications
  • Day-to-day financial administration (invoicing, receipts, reporting to treasurer)
  • Reporting to the steering committee

Hours: Part-time — likely 10–20 hours per week depending on the scale of operations. To be confirmed once budget is clearer. See Budget-Overview.

Funding: The Librarian salary is a key budget item and will be central to grant applications.

Volunteer Management

Volunteers are the backbone of the Library of Things. Managing them well is critical to sustainability.

Volunteer roles:

  • Front-of-house (greeting members, processing loans and returns)
  • Inventory management (checking items in/out, condition assessment)
  • Minor repairs and maintenance
  • Cleaning and storage
  • Administration support

Volunteer management considerations:

  • Induction and training process for new volunteers
  • Regular volunteer roster and scheduling
  • Recognition and appreciation (social events, thank-yous)
  • Health and safety responsibilities for volunteers

Connecting with the community: Potential volunteer pools include retired tradespeople (Menzshed), students, community trust volunteers, and people referred through Work and Income or similar pathways.

Partner Organisations

The following organisations have been identified as potential governance or operational partners:

Organisation Potential relationship
Nelson Environment Centre (NEC) Potential umbrella organisation; governance partner; shared values
Menzshed Nelson Volunteer pool; repair and maintenance support; community connection
Bike Hub Nelson Collaboration on cycling/sustainability items; shared audience
NTCF (Nelson Tasman Climate Forum) Community network connections; potential steering group representation. NTCF run repair cafes — an excellent fit for co-locating or partnering on item repair and maintenance
Make/Shift Spaces Potential co-location; shared community economy ethos
Nelson City Council Space, letters of support, grant funding, potential library partnership

Policies to Develop

The following policies will need to be drafted before the LoT opens:

  • Borrowing terms and conditions — loan periods, damage, loss, late returns
  • Damage and loss policy — what happens when items are damaged or not returned
  • Health and safety policy — for volunteers and members
  • Volunteer code of conduct
  • Complaints process
  • Privacy policy (member data)
  • Item acceptance policy — standards for donated items

These can be developed once the legal structure and steering group are in place. Templates from similar organisations (Auckland Library of Tools, London Library of Things) may be useful starting points.