Metrowest Committee Policy

Bylaws Section 5.10 Committees.

The executive board may create such standing and special committees as it determines to be in the best interest of the corporation. The executive board shall determine the duties, powers, and composition of such committees, except that the board shall not delegate to such committees those powers which by law may not be delegated. Directors and others who are not directors of the corporation may serve on committees of the board and may participate and vote at committee meetings. Each such committee shall submit to the executive board, at such meetings as the board may designate, a report of the actions and recommendations of such committees for consideration and approval by the executive board. Any committee may be terminated at any time by the executive board.

 

Committee Policies

Metrowest committees provide a mechanism for direct member input to decision making within the organization. The President of the Metrowest Executive Board appoints committee chairs. The committee chairs select from those members who volunteer to be on committees. Metrowest committees provide important input to service and policy decisions. Committee members are charged to consider the membership as a whole when making recommendations. With Metrowest’s annual budget of about $1.2 million, this input is quite important in addressing the needs of a large membership of many different types of libraries.

Membership on a committee is for a two-year renewable term. Committee chairs are appointed for a two-year term. Committees meet quarterly (or more often if necessary to address timely issues). Meeting dates are posted on the Metrowest Web site and announced to committee members via e-mail.

Committee participation is composed of at least two (2) representatives from each type of Library (except for the Youth Services Advisory Committee).

Committee membership maximum size is listed below with committee charges. Interested members are invited to attend meetings. Committee members who routinely miss meetings may be asked to resign at the discretion of the chair.

All Metrowest Committee meetings are open to members except when confidential discussions regarding contracts are on the agenda at which time the committee chair may ask non-committee members and members with a vested interest or a conflict of interest to leave the room or refrain from participation in a given discussion. If a member has a question about a vested interest or other conflict of interest, s/he must bring it up to the committee chair.

If a Committee member is unable to complete their term, a volunteer will be appointed to fill out the time remaining, preferably from the same type of library. Committee members that miss three consecutive meetings will be asked to step down from the Committee.

Committee Chair Roles

  1. Chair committee meetings

  2. Work with staff liaison to distribute meeting agendas 10 days prior to meetings
  3. Provide written (and in-person when possible) committee reports/updates to Metrowest Executive Board meetings
  4. Monitor and report on follow through on meeting Plan of Service goals
  5. Advise Metrowest Executive Board and Staff in committee-related areas
  6. Work with liaison in surveying membership on relevant services
  7. Work with committee to recommend annual revisions to future Plans of Service
  8. Attend or assign committee representation to appropriate statewide meetings
  9. Draft appropriate committee section(s) of Metrowest Annual Report
  10. Work with liaison to maintain committee rosters appointing new committee representatives to represent appropriate membership constituencies

 

Committee Charges: Determined by Metrowest Executive Board with input from staff.

 

Operating Committees

 

Operating Committees are charged with reviewing and establishing policies relevant to Metrowest operations and Executive Board activities. All committees provide draft versions of relevant sections of the Metrowest Annual Report.

Budget: A standing Committee to work and obtain input from Metrowest staff and committees in planning the budget and services. The Committee designs an annual budget and plan of service and presents to the Executive Board and the Annual Council of Members each year and works on revising the current budget to meet ongoing needs as required by our contract with the Massachusetts Board of Library Commissioners. (Maximum 9 members)

Personnel: A standing Committee to work with Metrowest staff in recommendations regarding Metrowest staffing levels, position descriptions, and relevant policies, including an annual review of these documents. (Maximum 5 members)

Nominating Committee: A Committee formed each year to determine nominees for the Executive Board members and officers. The Committee recommends a slate of candidates annually to the Executive Board which is then voted on at the Annual Council of Members Meeting. The Committee is chaired by the Past President. (Maximum 5 members)

 

Service Committees

Service committees provide direct member input to make recommendations and assist in the evaluation of Metrowest services and contracts in the areas designated below. The committees provide direct input in drafting the Metrowest annual Plan of Service, evaluation measures, and Annual Report.

Continuing Education: A standing Committee that assists the Region in planning workshops, roundtables, and programs in meeting the needs of member library staff and governing authorities, and in monitoring the effectiveness of Metrowest continuing education. The committee will assist in the development of a continuing education survey as needed. (Maximum 9 members)

Interlibrary Loan: To assist in the review of Interlibrary Loan services provided to Metrowest members provided by the contracting library and other resource sharing efforts, e.g., MassCat, and delivery services. The committee will assist in the development of an ILL survey as needed. (Maximum 9 members)

Reference: A standing Committee that assists the Region in evaluating supplementary reference services provided by the contracting library, electronic databases, and related issues. The committee will assist in the development of a reference survey as needed. (Maximum 9 members)

Youth Services: A standing Committee that assists the Region in identifying areas of concern for children's and young adult librarians working in either public or school libraries. The committee will assist in the development of a youth service survey as needed. (Maximum 9 members)

 

Ad hoc/Task Force Committees

Reference Task Force: To assist in the review of Regional Reference Services provided to Metrowest members and to recommend possible improvements. Includes development of an RFP. The Committee will meet a minimum of 5 times. (This Task Force will be subsumed by the Reference Committee after the RFP is mailed, or at least after a contracting library is selected.)

Delivery Task Force: To assist in the review of bids received for Metrowest Delivery contract. Bid process will occur between March and mid-May, 2003.

Space Study Task Force: To assist in the determination of the best space for Metrowest. Will involve a review of costs for a new five-year contract. Decision will be made prior to June 30, 2003.

Ad hoc Committees: RFP Committees, etc. Ad hoc committee charges are designated by the Metrowest Executive Board. (Maximum as needed and determined by Executive Board)

Approved January 8, 2003

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