Board Committee Terms of Reference - APV
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Three Cities Public Library Paradise Valley Municipal Library Board Policies
Policy #11 – Board Committee Terms of Reference
11.1. Governance Committee
The role of the Governance Committee is to advise the board on matters relating to the board’s
governance structure and processes, policy development, evaluation of board effectiveness,
recruitment, education and evaluation of board members.
11.1.1. Product
11.1.1.1. Review by-laws and recommend revisions as required
11.1.1.2. Review Policies and recommend revisions as required
11.1.1.3. Develop Board Governance cycle
11.1.1.4. Conduct a process for succession, interviewing and recommending candidates for
election to the board
11.1.1.5. Evaluate effectiveness of board governance structures processes and recommend changes
as required.
11.1.2. Authority
11.1.2.1. The committee has no authority to change board policies
11.1.2.2. The committee has authority to spend funds required for travel to meetings if meetings
are required
11.1.2.3. The committee may request money from the entire board for external assistance in
governance
11.1.2.4. The committee has authority to use staff resource time normal for administrative
support around meetings, as well as administrative support included in the overall governance of
the board
11.1.3. Composition
11.1.3.1. The committee shall be composed of 3 board members one of which is the Chair of the
Board, the Chair of the Board shall act as the committee
Chair
11.1.4. Term of Office
11.1.4.1. Members shall be appointed for a 1 year term
11.2 Ownership Linkage Committee
The Linkages committee works to enhance the Board’s effectiveness and efficiency by creating a
program of Board two-way dialogue and deliberation with the patrons of the Three Cities Public Library and the broader public to inform Board policy
development with emphasis on the Plan of Service
11.2.1 Product
11.2.1.1 An initial Plan of Service needs to be developed in accordance with the Cycle set out by
Municipal Affairs
11.2.1.2 An evaluation of the effectiveness of the Plan of Service annually with input from the
board
11.2.1.3 Will search out events to help The Board link with the community these may include but
are not limited to;
• Travel Night
• Developing a Community Planning Committee to assist with Plan of Service Development
• Community Surveys to assist in determining need
11.2.2 Authority
11.2.2.1 The committee has no authority to change board policies
11.2.2.2 The committee has authority to spend funds required for travel to meetings if meetings
are required
11.2.2.3 The committee may request money from the entire board for external assistance in Linkage
and Plan of Service Development
11.2.2.4 The committee has authority to use staff resource time normal for administrative support
around meetings, as well as administrative support included in the overall development of the Plan
of Service as well as Linkage events
11.2.3 Composition
11.2.3.1 The committee shall consist of at least 3 Board Members, one of which will act as the
Chair
11.2.4 Term of Office
11.2.4.1 Members shall be appointed for a 1 year term
11.3 Finance and Audit Committee
The purpose of the Finance and Audit Committee is to ensure that the Board of Trustees fulfills its
legal, ethical, functional and fiscal responsibilities through adequate finance participation in
the development of the budget ensuring that there is adequate security over the organization’s
funds and accounting records, monitoring of finance activities, and liaison with the external
reviewers.
11.3.1 Product
11.3.1.1 Options for board decision re: Selection of external financial reviewer and liaison with
said reviewer on behalf of the board
11.3.1.2 An opinion for the board, based on evidence required of the external reviewer, as to
whether the independent review of the organization was performed in an appropriate manner
11.3.1.3 Current information for the board on significant new developments in accounting
principles or relevant rulings of regulatory bodies that affect the organization
11.3.1.4 A self-monitoring report on the appropriateness of the boards own spending based on
criteria in the board policy on board expenses, which could include a random check of board expense
accounts
11.3.1.5 Conduct direct Inspection of all financial documents relevant to the Three Cities Public
library including the budget, payroll, employee expense reports and necessary Insurance
documentation
11.3.1.6 The Committee can act on behalf of the Treasurer and will work to ensure all payments
including payroll are completed in a timely manner.
11.3.2 Authority
11.3.2.1 The committee has no authority to change board policies
11.3.2.2 The committee has authority to spend funds required for travel to meetings if meetings
are required
11.3.2.3 The committee has authority to use staff resource time normal for administrative support
around meetings.
11.3.2.4 The committee does not have the authority to instruct staff other than to request
information required in the conduct of its duties
11.3.2.5 The committee has the authority to meet independently with the organization’s external
reviewers.
11.3.2.6 The Chair of the committee has authority to act as a second signature for signing
authority if the Chair or treasurer are unavailable
11.3.3 Composition
11.3.3.1
The committee shall be composed of 3 Board members and they will select a chair from amongst
themselves
11.3.4 Term of Office
11.3.4.1 Members shall be appointed for 1 year
Policy #11 Board Committee Terms of Reference – Jan 2024