Board Committees

2021 Committee Roster

AUDIT COMMITTEE

Committee Charge: Reviews matters related to financial statements, the systems of internal controls and compliance, and the annual independent audit process, including the recommended engagement of and receiving of all reports from the auditors.

Audited Financial Reports:

BOARD DEVELOPMENT COMMITTEE

Committee Charge: The Board Development Committee reviews and oversees the orientation of MHLS Trustees, as well as staff initiatives that support trustees of member library boards and the MHLS Board. Those initiatives include the MHLS Annual Membership Meeting and trustee workshops. With staff support, the committee also encourages, models and evaluates the advocacy of the MHLS Board and its outreach to member library boards. The committee is preferably comprised of a representative from each county.

Minutes:

2021:
2020: May | November
2019: April | November
2018: April | November

BYLAWS, POLICY AND PROCEDURES COMMITTEE

Committee Charge: Reviews the MHLS Bylaws and presents a report and recommendations at the Board of Trustees May meeting, following which the board may present its recommendations for amendments at the annual meeting. Reviews and recommends MHLS policies and procedures other than those that are explicitly covered by other committees.

Minutes:

2021: March  |
2020: December
2019: April | December
2018: April | November

EXECUTIVE COMMITTEE

Committee Charge: “The Executive Committee, consisting of the officers and the immediate Past President, if the immediate Past President is still a member of the Board, and otherwise in conformance with New York State Law, shall transact such business as may be necessary between meetings of the Board. If the Past President is no longer seated on the Board, the Nominating and Elections Committee will nominate an additional member” -MHLS Bylaws

Minutes:

2021: January  |

2020: May | June

2019: February 5  | February 21 |  April 2 , 11 |May 1 | June 51626 |

FACILITIES COMMITTEE

Committee Charge: Provides oversight for the maintenance and management of MHLS facilities and grounds, including facility infrastructure, such as communication and I.T. systems. Meets at least twice a year, including an annual physical inspection and review of the MHLS facilities.

Minutes:

2021:

2020: April | November

2019: April | October
2018: June | October

FINANCE COMMITTEE

Committee Charge: Reviews the system budget for the forthcoming year, makes modifications to the current year, and monitors financial performance. Preferably one trustee from each county.

Minutes:

2021:
2020: April | May | August | December
2019: February | March | August | November
2018: August | November

INCENTIVES COMMITTEE

Committee Charge: Responsible for the continuing review of the MHLS grants program. Presents its recommendations for the following year’s grants program to the board prior to the review of the next year’s budget.

Minutes: 

2021: March  |

2020: March | August

2019: March | July | September
2018: February | August

NOMINATING AND ELECTIONS COMMITTEE

Committee Charge: Presents, at the September meeting, a slate of officers for the following year’s board of trustees. The slate is voted on at the December meeting. The Chair of this committee will also prepare and conduct the election of trustees at the annual meeting. The committee is preferably comprised of a representative from each county.

Minutes:

2021:

2019: March | May
2018: April

PERSONNEL AND PLANNING COMMITTEE

Committee Charge: Works to prepare and review the System’s formal long-range Plan of Service. Also sets goals for the System and monitors the progress being made by the System in connection with such plans and goals and, where necessary, seeing what adjustment in either plan or performance may be appropriate. Reviews and makes recommendations regarding the executive director’s job description and evaluation procedure, salaries, benefits, and other matters pertaining to staff and employment conditions. Reviews and negotiates the contract with the MHLS unit of the CSEA.

Minutes:

2021:

2020: June | September | November

2019: JulyDecember

2018: June | August | October | November

COVID-19 Response & Recovery Working Group

Purpose Statement: To raise funds to address gaps in MHLS operational and programmatic funding caused by the COVID-19 pandemic, in a way that respects existing funding commitments from our primary funders and does not interfere with local fundraising efforts of member libraries so that MHLS services are maintained to ensure member library services are not compromised due to economic, environmental or societal disruption.

Minutes:

2021: March  |
2020: September

Equity, Diversity, and Inclusion Working Group

Purpose Statement: To review Mid-Hudson Library System (MHLS) policies, procedures and practices in the areas of governance, human resources and system service design and recommend new approaches, in a way that promotes equity, diversity and inclusion as a core value of the institution, so that MHLS is authentically improving its commitment to racial and social equity and serving as a model for our member libraries.

Minutes:

2021: January | March  |