Establishing committees is an efficient and effective way to delegate the work and make progress toward your library's goals. Committees report their findings to the whole Board. Committee work can be long-term (standing committee) or short-term for a special project. Committees, including the formation of ad hoc committees, should be included in your library's bylaws.
Municipal/public, school district, and special legislative library committees must follow Open Meetings Law.
Most association library committees do not need to follow OML. However, we encourage association libraries to do so.
Committees advise the Board and make recommendations.
Typical library committees include:
See the Trustee Handbook section on Board Organization p. 38 for detailed explanations of these committees.
Answer:
While there is no NYS rule about which ones or how many, it is advisable to have Finance, Personnel, and Buildings and Grounds committees. Your library's bylaws may require certain committees.
Answer:
Yes, it is good practice, especially if a committee makes a decision or votes on something. Remember, minutes are summaries, not word for word recounting of the meeting. Committees report back to the full board about their work. Your board meeting agenda should reflect any reports made. Reports should be included in the Board meeting materials (aka board packets) that are posted on your website 24 hours in advance of the meeting.
Answer:
With the exception of association libraries, Board committees must meet quorum to conduct business. In this case, quorum is a simple majority of the committee members.
Answer:
According to NYS Open Meeting Law, anytime enough municipal, school or special legislative library board members are together to constitute quorum the requirement for a public meeting has been met and the public must be notified. Association library board committees do not need to follow this rule.