Committees

Responsibilities of all Committees

All committees are advisory to the Board.

Committees shall:

  • ƒSubmit to the board for approval each September, a list of goals, tasks and timeline to be accomplished by the committee in the fiscal year ;
  • Post the date, time and place and agenda of each committee meeting with the library director and distribute such notice to the board via email or by announcement at a meeting of the board;
  • Keep written records of its meeting and activity and file this record with the Board Secretary; (Bylaws, VI. 4)
  • Provide a written record to the board at the meeting immediately following the committee meeting. A copy of this record should be provided to staff seven days prior to the board meeting for distribution in board meeting packets.
  • Identify a spokesperson to answer questions on behalf of the committee at each board meeting;
  • Provide “requests for action” to the board in writing according to accepted procedures;
  • Review the “Perpetual Calendar” each September and make recommendations for change;
  • Encourage full participation and good attendance by committee members and report attendance problems to the Board Chair;
  • Involve non-board members in committees as appropriate. Non-board members will not be invited to attend executive sessions.

From Corporation By-laws, ARTICLE VI: COMMITTEES

Standing Committees. The Board of Trustees may create standing committees by an affirmative vote of the majority of the Trustees. The President shall appoint members of the Board of Trustees to standing committees and designate the Chair for each. The President, in consultation with the Chair of a standing committee, will also appoint non-trustee members of that committee as such additional members are from time to time deemed desirable.

Other Committees. The Board of Trustees may may create other committees or sub-committees by an affirmative vote of the majority of Trustees.  At least one member of each committee or sub-committee shall be a Trustee.  Any such committee or sub-committee may include any other person or persons with needed expertise as seems desirable to the Board of Trustees.

Community & Media Relations Committee Responsabilities

The Community @ Media Relations Committee shall advise and assist library staff and the Board of Trustees on marketing and public relations activities.

The Community and Media Relations Committee shall advise and assist library staff and the Board of Trustees on marketing and public relations activities.

The committee will:

  • Review the mission and goals of the Strategic Plan;
  • Develop both a long-term and short-term comprehensive marketing plan;
  • Submit the marketing plans to the Library Board of Trustees for review;
  • Actively participate in the creation and implementation of marketing tactics;
  • Identify incremental marketing and public relations opportunities;
  • Evaluate the effectiveness of marketing and public relations initiatives;
  • Involve other Library Board members in public appearances;
  • Solicit input from and communicate tactical changes to library staff;
  • Coordinate activities with other committees as needed.

Appropriate skills and characteristics for Committee and Media Relations Committee:

  • At least three members from the Board of Trustees and others from the community as needed
  • Library Director or designee will serve as staff liaison to the Committee
  • Members who have marketing or PR backgrounds

 

Adopted: 2/13/2013

Development Committee Responsibilities

The Development Committee will plan and implement the fundraising program for the library.

The Development Committee will plan and implement the fundraising program for the library.

The Committee will:

  • Review the mission and goals of the Library Board of Trustees;
  • Develop a comprehensive development plan and strategy;
  • Submit the development plan to the Library Board of Trustees for annual review;
  • Participate actively in the selection of prospects, preparation for solicitations, cultivation and actual asking;
  • Develop plans and procedures to involve the entire Library Board of Trustees in fundraising;
  • Develop strategies for involvement and cultivation of major gift prospects;
  • Evaluate potential prospects for increased levels of contributions;
  • Solicit gifts at the various levels required for annual, special and planned giving programs;
  • Involve other Library Board members and volunteers in the cultivation and solicitation processes;
  • Develop a process to involve library staff in important aspects of fundraising.

Appropriate skills and characteristics for Development Committee

  • At least two members from the Library Board of Trustees, others from the community as needed
  • Library Director or designee will serve as staff liaison to the Committee
  • Members who are knowledgeable about the community
  • Those who are interested in financial matters and are comfortable discussing finances
  • Skills and experience needed within the committee:
    • Writing skills
    • Presentation skills
    • Successful experience raising money
    • Knowledge of tax and estate law
    • Interpersonal and listening skills
    • Planning
    • Financial planning
    • Fundraising management
    • Computer systems and data bases
    • Knowledge of and access to grant resources

 

April 10, 2003

Executive Committee Responsibilities

The Executive Committee shall be responsible for organizational assistance to the Board of Trustees and when directed by the Board may act on behalf of the Board between meetings. The Committee shall complement the Board and 


improve the Board’s effectiveness. It shall not compete with or replace the authority of the full Board of Trustees.

The Committee will:

  • Review the agenda and make recommendations for Board consideration.
  • Assist the Board President in the ongoing review and implementation of the strategic plan.
  • Conform to the reporting standards of all Board Committees. Minutes of the Committee shall be recorded by the Board Secretary.

The Committee shall include:

  • Officers of the Board including President, Vice President, Secretary and Treasurer.
  • One additional member of the Board to be approved by the Board as a whole.
  • The Library Director.

Meetings shall be:

  • Called and chaired by the President of the Board.
  • Limited to one meeting per month unless authorized by the Board.

 

Finance Committee Responsibilities

The Finance Committee shall oversee the financial operations of the Corporation.

The Finance Committee shall oversee the financial operations of the Corporation.

The Committee will:

  • Review financial procedures and policies annually and make recommendations to the board for change as needed;
  • Review with the Director the assumptions made in the annual budget and request information as appropriate;
  • Coordinate activities with other committees as needed when those activities may impact budget projections or planning, for example changes in benefits or personnel;
  • Prepare with staff assistance, the annual operating budget and present to the Board for consideration following the time frame in the “Perpetual Calendar” and by the Town of Scarborough;
  • Make recommendations to the board for adjustments to the budget as needed within a fiscal year;
  • Represent the Board at all workshops and meetings with the town as requested during budget deliberations or at other times when financial discussions may occur;
  • Arrange for the annual independent review of the corporation’s internal controls, financial records and reports;
  • Review the annual audit report and address any comments made by auditors;
  • Provide the Board with information and education regarding its fiduciary responsibilities;
  • Select a representative from the Committee to serve on the Investment Committee;
  • Review insurance coverage for adequacy.

Appropriate skills and characteristics for Finance Committee

  • ƒAt least three Trustees one of whom shall be the Treasurer.
  • Those with a background in accounting, banking or business.
  • The Library Director will be the staff liaison and will facilitate communication with the bookkeeper and auditor.

 

 

April 10, 2003

Nominating Committee Responsibilities

The Nominating Committee shall be responsible for presenting nominations of successor Trustees and officers, coordinating board development and continuing education and conducting an annual self-assessment.

The Nominating Committee shall be responsible for presenting nominations of successor Trustees and officers, coordinating board development and continuing education and conducting an annual self-assessment.

The Committee will:

  • Assess the board’s current composition and identify the talents, skills, experience and personal qualities the board needs to function smoothly and effectively at the current stage of the library’s life cycle;
  • Prepare recruitment plan based on assessment and term rotations;
  • Review “Trustee Duties and Responsibilities”;
  • Identify and cultivate prospective members and maintain a list of names for committee consideration;
  • Screen candidates on prospect list and meet with selected candidates to gather information from the candidate and provide information about the organization.
  • Present, in writing, the committee’s recommendation to the full board at least thirty days before or at the regular meeting prior to the meeting at which a decision will be made by the Board;
  • Following board approval, provide contact information to the board chair who issues the formal invitation;
  • Conduct orientation and match new member with experienced member of board;
  • Recommend continuing education and training for board and conduct regular self-assessment of board’s performance both collective and individual;
  • Recommend replacement trustees to fill unexpired terms.

Appropriate skills and characteristics for Nominating committee

  • At least three trustees.
  • Those who are knowledgeable about the organization, have extensive contacts in the community and know where to find the best prospective board members.
  • The Library Director will be the staff liaison, provide advice and administrative support.


April 10, 2003

Personnel Committee Responsibilities

The Personnel Committee shall advise the Board of Trustees on matters pertaining to personnel administration, staffing and benefits.

The Personnel Committee shall advise the Board of Trustees on matters pertaining to personnel administration, staffing and benefits.

The Committee will:

  • Provide overall policy guidance for personnel matters in the library;
  • Review personnel policies once every three years or more often as needed;
  • Submit for approval, recommendations on personnel policy matters to the Board of Trustees;
  • Provide policy advice to the Library Director, when requested, in the areas of employee relations, benefits, training, compensation, recruitment, and retention;
  • Review staff job descriptions once every three years;
  • Review wage and salary ranges and benefits once every three years;
  • Identify, with the Director, changes that may have fiscal implications and report to the Finance Committee regarding these impacts.

Appropriate skills and characteristics for Personnel Committee

  • At least three trustees.
  • Those with a background in human resources, law, insurance.
  • The Library Director or designee will serve as staff liaison to this committee.
  • All participants must ensure matters discussed within this Committee remain confidential.

 

April 10, 2003

Technology Committee Responsibilities

The Technology Committee shall advise the Board of Trustees on matters pertaining to Information Systems policies and planning.

The Technology Committee shall advise the Board of Trustees on matters pertaining to Information Systems policies and planning.

The Committee will:

  • Provide overall guidance for Library information systems policies and long range planning;
  • Review information systems policies and state and federal mandated Technology Plan once every year or more often as needed;
  • Submit for approval recommendations on information systems policy matters to the Board of Trustees;
  • Provide advice to the Personnel Committee, when requested, in the areas of benefits, training, compensation, recruitment, and retention of information systems staff;
  • Provide advice to the Personnel Committee, when requested on information systems staff job descriptions;
  • Identify technology related changes that may have financial implications and report to the Finance Committee regarding these impacts.

Appropriate skills and characteristics for Technology Committee

  • At least one trustee.
  • Those with experience in areas such as transfer of information, management of networks, hardware acquisition and maintenance, software acquisition, end-user support and training.
  • The Library Assistant Director will serve as staff liaison to this committee.

 

July 31, 2003