January 27, 2009

To: RCPL Trustees

From: S. McNeely, Policy Committee Chair

Re: Board Committee Orientation

Recommendation: All new board members would attend an orientation session for each of the Board Committees. The session could be included in a regularly scheduling meeting. All board members are invited to attend the committee orientations. The session would be a review of the committee tasks listed below.

Rapid City Public Library

Board Committee Tasks and Responsibilities

Building Committee

· Monitors activities related to construction and purchase or sale of property

· Provides recommendations to increase the efficiency of building and grounds management. Annual review of utility costs prior to adoption of city budget. Annual review of grounds in midsummer.

· Develops a strategic property plan and supporting budget. Annual review prior to adoption of city budget.

Finance Committee (Budget cycle procedure)

· Oversees development of the RCPL annual budget and strategic budget

· Ensures adequate tracking, monitoring and accountability of funds

· Develops and proposes fiscal policies

· Oversees and reviews monthly financial statements

Policy Committee

• Ensures effective board procedures, structures, roles and responsibilities (board bylaws)
• Manages the nominating process for prospective board members (filling vacancies procedure)
• Assists Director with new board member orientation (as noted in this document and scheduled tour with Director)
• Provides a slate of officers to the board of trustees (nomination procedure to be drafted)
• Ensures Board of Directors update and sign the RCPL Conflict of Interest Form at each annual meeting
• Develops, implements and monitors adherence to board policies (operational policies, union contract and non union employee guidelines)
• Updates bylaws as appropriate
• Works with Director to maintain effective policies and procedures
• Ensures development and implementation of a strategic plan
• Ensures the board’s work is in accordance with its strategic plan
• Conducts an annual board self-assessment prior to every annual meeting and presents results at the annual meeting
• Facilitates the performance review of the Director, including review and revision of Director position description and performance review tools
• Meets monthly or as needed to review and recommend operational and employee policies to the board

EQUAL OPPORTUNITY EMPLOYER