Standing Committees

Database Control Committee

Position:  Subcommittee of the Administrative Council.

Purpose:  Responsible for developing, recommending, and establishing policies, priorities, and procedures for the building and maintaining of the VLC database (from the VLC Bibliographic Database Standards and Procedures Manual, online at www.vlc.lib.mi.us).

Membership: 

One (1) representative with one (1) vote from each member library.  VLC staff will serve as ex-officio members. 

Officers:  Chair, responsible for setting the agenda and conducting the meeting.  Chair-elect,   serves as Chair in the absence of the Chair.

Quorum:  Nine (9) members with all decisions requiring a majority vote of those present.

Meeting Time:  Fourth (4th) Thursday of every month at 10am.

Subcommittees

Acquisitions, Cataloging, Interlibrary Loan.

Position: Subcommittee of the Database Control Committee.

Purpose:  To assist the Database Control Committee in reaching decisions.

Membership:  One (1) representative with one (1) vote from each member library using the software.  VLC staff will serve as ex-officio members.

Officers:  Chair, responsible for setting the agenda and conducting the meeting.  Chair selected by the Subcommittee members.  Quorum:  Five (5) members with all decisions requiring a majority vote of those present.

Meeting Time:  As needed.

 

Finance Committee

Position:  Subcommittee of the Administrative Council.

Purpose:  To assist in the financial planning for the VLC by analyzing the Consortium’s financial needs and making recommendations to the Council.

Membership:

Administrative Council Chair-elect (1 year term)

Academic library representative (2 year term, ends in June of odd number years).  (Bay City Schools, Delta College, Mich. Molecular Institute, Mid-Mich. Comm. C., Northwood University)

Public Library representative with more than 19 seats (2 year term, ends in June of even number years).  (Bay County Library System, Grace A. Dow Memorial Library, Lapeer District Library, Public Libraries of Saginaw)

Public Library representative with less than 20 seats (2 year term, ends in June of odd number years).  (Almont, Bridgeport, Caro, Chesaning, Community Dist., Dryden, Gladwin, Harrison, Iosco-Arenac, Marlette, North Branch, Pigeon, Ruth Hughes, St. Charles, West Branch, White Pine)

Member-at-Large (2 year term, ends in June of even number years). (Any member not filling one of the other positions)

Executive Director (Ex Officio)

Officers:  Chair – the Committee will select the Chair from among its members.

Quorum:  Three (3) members with all decisions requiring a majority vote of those present.

Meeting Time:  Minimum: annually to consider budget.

 

Personnel Committee

Position:  Subcommittee of the Administrative Council.

Purpose:  To consult as needed on changes to the Personnel Policy and to conduct the annual evaluation of the Executive Director.

Membership: 

Past Administrative Council Chair

Present Administrative Council Chair

Board President

At-large Member

Officers:  Chair – the Committee will select the Chair from among its members.

Quorum:  Three (3) members with all decisions requiring a majority vote of those present.

Meeting Time:  Minimum: annually to conduct evaluation of the Executive Director.

Procedures:       

PROCEDURES FOR EVALUATION OF THE VLC EXECUTIVE DIRECTOR (Revised 5-17-06)

The immediate past Chair of the VLC Administrative Council shall serve as the Chair of the Personnel Committee, which shall include the Chair of the Administrative Council, the Chair of the VLC Board and one member representative.

The evaluation instrument shall be based upon the job description of the Executive Director and/or the goals and objectives of the VLC.  The Evaluation Committee will notify the membership of the evaluation process and request input on the Director’s evaluation.  A timeline will be provided for responses.

The Executive Director shall complete a report of VLC activities/accomplishments for the evaluation period. 

The Personnel Committee will meet to review the compiled evaluation forms and decide on a recommendation for the compensation package of the Executive Director for the following budget year.   The recommendation will be presented to the Administrative Council at the November meeting.  The Administrative council recommendation will be considered at the November Board meeting.

The Board will meet with the Executive Director to review the evaluation results and discuss compensation.  The Board will take action on or before the December meeting.  The Executive Director will be excused during the discussion.  All salary adjustments will take effect on July 1st.

 

Nominating Committee

Position:  Subcommittee of the Board.

Purpose:  To provide a slate of candidates for the position of Chair-elect for the Administrative Council, the Board Officers, and the Board positions elected by those members not already represented on the Board.

Membership: 

Two Consortium Board members (from the Bylaws) appointed by the Board President.

Officers:  Chair – the Board President will appoint the Chair.

Quorum:  Two (2) members with all decisions requiring a majority vote of those present.

Meeting Time:  As determined by the Chair for the selection of officers.

Procedures:  The election of the above positions will take place at the last Administrative Council and Board meetings of the fiscal year.  The slate of candidates shall be sent in writing to the Administrative Council/Board thirty (30) days prior to the election.