Committee chairs are appointed for a two year term by the NMRLS President.  In most cases, two consecutive terms should be the maximum to allow participation by the widest possible representation of membership. 

Membership on a committee is for a two-year renewable term by the Committee Chair in consultation with the NMRLS staff liaison.  In most cases, two consecutive terms should be the maximum.  When possible and appropriate, membership on committees should reflect the multitype membership with ratios similar to the Executive Board, that is:

Committee chairs and staff liaisons shall use care in selecting committee members to ensure that the committee is able to make decisions on behalf of the entire multitype NMRLS membership.

However, exceptions may be necessary to allow focused representation for certain committees.  For example the representatives of contracting libraries, automated networks, and other organizations are invited to join relevant committees.  Contracting library representatives are invited to participate in most discussions.  However, there is a need to avoid any conflict of interest and contracting library representatives should avoid any actions that my be seen as a conflict of interest.  Therefore their membership on a committee shall not be counted in the ratios.  The NMRLS President, Vice President, and Past President are ex officio members of all Committees.  Committee members who routinely miss meetings may be asked to resign at the discretion of the chair.

Committees meet quarterly (or more often if necessary to address timely issues).  Meeting dates are posted on the NMRLS Web site and announced to committee members via e-mail.

Committee membership maximum size is listed below with committee charges.  Interested staff from member libraries are invited to attend meetings.   All NMRLS Committee meetings are open except when confidential discussions regarding contracts or personnel issues are under discussion at which time the committee chair may ask non-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.  

Committee Chair Responsibilities

1.      Chair committee meetings

2.      Schedule and announce committee meetings to coincide with NMRLS Administrative Calendar

3.      Work with staff liaison to distribute meeting agendas 10 days prior to meetings

4.      Provide written (and in-person when possible) committee reports/updates to NMRLS Executive Board meetings

5.      Monitor and report on follow through on meeting Plan of Service and Strategic goals

6.      Advise NMRLS Executive Board and Staff in committee-related areas

7.      Work with liaison in surveying membership on relevant services

8.      Work with committee to recommend annual revisions to future Plans of Service

9.      Attend or assign committee representation to appropriate statewide meetings

10.  Draft appropriate committee section(s) of NMRLS Annual Report

11.  Work with liaison to ensure continuity, by maintaining committee rosters, appointing new committee representatives to represent appropriate membership constituencies, and identifying successors.

Committee Charges

Operations Committees

Operations Committees are charged with reviewing and establishing policies relevant to NMRLS operations and Executive Board activities.  All committees provide draft versions of relevant sections of the NMRLS Annual Report.  Maximums listed below exclude ex officio members.

Budget

A standing Committee to work with and obtain input from NMRLS staff and committees in planning the budget and services.  The Committee designs an annual budget and plan of service 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 5 members)

Personnel

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

Board Development

Board Development - Make recommendations and plan for events, training, and materials to enhance the experience and effectiveness of NMRLS Executive Board and Committees.

Nominations - Identify and recommend 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.  (Maximum 5 members)

Service Committees

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

Continuing Education

Includes continuing education and advisory and technical assistance. (Maximum 10 members)

Delivery

Evaluate delivery services and make recommendations to provide optimal services within budget constraints.  (No maximum)

Digital Library
Set goals and objectives, recommend budgetary, standards and policies, and evaluation criteria for a three-year digital library initiative for the region. After the final evaluation the committee will recommend continuation, changes, or elimination of the digital library project. (Maximum 10 members)

Make recommendations on:

• project budget
• continuing education
• NMRLS consulting role
• standards and models for the digital library
• scanning lab policies
• digital library web site development
• grant opportunities for NMRLS and membership
• expanding and enhancing awareness about digital libraries