Appendix E
Ogdensburg Public Library Committee Descriptions
Policy and Personnel Committee
Purpose
The Policy and Personnel Committee is a standing committee of the Ogdensburg Public Library Board of Trustees. Its purpose is to assist the full Board in fulfilling its responsibilities related to the development, review, and oversight of the library’s governance policies and personnel practices. The committee ensures these areas comply with applicable local, state, and federal laws, and reflect the mission and values of the library.
Article 1: Authority
The Policy and Personnel Committee is authorized by the Board of Trustees to:
- Review, recommend, and draft revised or new library policies.
- Review and recommend personnel-related matters, including but not limited to hiring policies, job descriptions, and performance evaluation processes.
- Advise on matters related to the Executive Director’s employment, including evaluation, contract renewal, and succession planning.
- Ensure alignment of policies and personnel practices with New York State Education Law, Civil Service Law, and other applicable laws and regulations.
The Executive Director shall participate in all aspects of the committee, unless the subject is related to their performance and tenure.
The committee has no authority to act independently of the Board, except as explicitly granted. All recommendations are subject to approval by the full Board.
Article 2: Composition
The committee shall consist of three members of the Library Board of Trustees, appointed by the Board Chairperson as outlined in the Bylaws, plus the Executive Director. The Board Chairperson may serve as an ex officio member. A committee chair shall be designated by the Board Chairperson or selected by committee members.
Article 3: Duties and Responsibilities
- Policy Responsibilities
3.1a Conduct regular reviews of existing library policies to ensure accuracy, relevance, and legal compliance.
3.1b Draft and/or revise policies in response to legislative updates, operational needs, or Board direction.
3.1c Present policy recommendations to the full Board for review and approval.
3.1d Maintain an organized and updated policy manual accessible to staff and the public.
- Personnel Responsibilities
3.2a Collaborate with the Executive Director on personnel-related policies and practices, including equal employment opportunity, employee classifications, benefits, performance evaluations, grievance procedures, and workplace safety.
3.2b Advise the Board on staffing needs and organizational structure, in consultation with the Executive Director.
3.2c Facilitate the annual performance evaluation of the Executive Director, using a transparent and objective process.
3.3d Recommend salary adjustments or contract terms for the Executive Director, based on performance, benchmarks, and fiscal conditions.
3.3e Review any proposed staff restructuring, disciplinary actions, or major changes to employee benefits as needed or recommended by the Executive Director, when those items are outside the Collective Bargaining Agreement.
Article 4: Meetings
The committee shall meet as needed, but no less than twice annually. Additional meetings may be called by the committee chair or Board Chairperson.
Article 5: Reporting
The committee will provide regular reports to the Board of Trustees on its activities, including recommendations for Board action and updates on ongoing policy or personnel issues.
Article 6: Evaluation
The Board of Trustees shall periodically review the effectiveness of the Policy and Personnel Committee and revise its charge as necessary to ensure continued alignment with the library’s strategic goals and legal obligations.
Building and Grounds Committee
Purpose
The Building and Grounds Committee is a standing committee of the Ogdensburg Public Library Board of Trustees. Its purpose is to assist the full Board in overseeing the maintenance, repair, safety, and long-term planning related to the library’s physical facilities and grounds. The committee ensures that the library buildings and property are safe, accessible, well-maintained, and support the library’s mission and services.
Article 1: Authority
The Building and Grounds Committee is authorized by the Board of Trustees to:
- Evaluate and recommend maintenance and repair projects.
- Review and propose capital improvements and renovations.
- Monitor compliance with local, state, and federal regulations regarding building safety, accessibility, and environmental standards.
- Collaborate with the Executive Director on facility-related planning, budgeting, and project management.
The Executive Director shall participate in all aspects of the committee.
The committee has no authority to act independently of the Board, except as explicitly granted. All recommendations are subject to approval by the full Board.
Article 2: Composition
The committee shall consist of three members of the Library Board of Trustees, appointed by the Board Chairperson as outlined in the Bylaws, plus the Executive Director. The Board Chairperson may serve as an ex officio member. A committee chair shall be designated by the Board Chairperson or selected by committee members.
Article 3: Duties and Responsibilities
- Conduct regular assessments of the library’s physical condition, including the interior and exterior of all buildings and grounds.
- Identify short- and long-term facility needs in collaboration with the Executive Director and recommend actions to the Board.
- Review bids and proposals for maintenance or construction projects, and recommend contractors or service providers to the Board.
- Ensure that the building and grounds meet all applicable health, safety, and accessibility standards, including ADA compliance.
- Support the development and updating of a facilities maintenance plan and capital improvement plan.
- Monitor progress and quality of approved building projects and report status to the Board.
- Assist in planning for emergency repairs and responses to facility-related crises, in coordination with the Executive Director.
Article 4: Meetings
The committee shall meet as needed, but no less than twice annually. Additional meetings may be called by the committee chair or Board Chairperson.
Article 5: Reporting
The committee will provide regular reports to the Board of Trustees on its activities, including recommendations for Board action and updates on building conditions, safety issues, and ongoing or upcoming projects.
Article 6: Evaluation
The Board of Trustees shall periodically review the effectiveness of the Building and Grounds Committee and revise its charge as necessary to ensure continued alignment with the library’s strategic goals, legal obligations, and facility needs.
Finance Committee
Purpose
The Finance Committee is a standing committee of the Ogdensburg Public Library Board of Trustees. Its purpose is to assist the full Board in overseeing the financial health of the library by supporting the development of the annual budget, monitoring financial performance, reviewing financial policies and procedures, and ensuring compliance with applicable financial reporting and accountability standards.
Article 1: Authority
The Finance Committee is authorized by the Board of Trustees to:
1.1 Review and make recommendations on the annual operating and capital budgets.
1.2 Monitor the library’s financial status through regular review of financial reports.
- Review and recommend updates to fiscal policies and internal controls.
1.4 Collaborate with the Executive Director and designated financial personnel on financial planning and projections.
- Prepare for and support the annual audit or financial review.
The Executive Director shall participate in all aspects of the committee.
The committee has no authority to act independently of the Board, except as explicitly granted. All recommendations are subject to approval by the full Board.
Article 2: Composition
The committee shall consist of three members of the Library Board of Trustees, appointed by the Board Chairperson as outlined in the Bylaws, plus the Executive Director. The Board Chairperson may serve as an ex officio member. A committee chair shall be designated by the Board Chairperson or selected by committee members.
Article 3: Duties and Responsibilities
- Assist in the development and review of the annual budget, in collaboration with the Executive Director.
- Recommend the budget to the full Board for approval and help prepare documentation for public presentation, as required.
- Review monthly and quarterly financial reports, including income and expense statements, balance sheets, and investment reports.
- Monitor adherence to the approved budget and highlight any significant variances or concerns.
- Recommend and review financial policies, including those governing purchasing, reserves, fund balance, investment practices, and internal controls.
- Ensure compliance with applicable local, state, and federal financial regulations.
- Participate in the preparation for the annual audit or financial review and meet with the independent auditor as needed.
- Provide input on long-term financial planning, including sustainability, fundraising strategies, and capital funding.
Article 4: Meetings
The committee shall meet as needed, but no less than quarterly. Additional meetings may be called by the committee chair or Board Chairperson.
Article 5: Reporting
The committee will provide regular reports to the Board of Trustees on its activities, including budget recommendations, financial performance updates, and policy proposals.
Article 6: Evaluation
The Board of Trustees shall periodically review the effectiveness of the Finance Committee and revise its charge as necessary to ensure continued alignment with the library’s fiscal responsibilities and strategic goals.
Adopted by the Board of Trustees on: September 3, 2025