Knowledge Base: NLLS Policies

1. Purpose

Northern Lights Library System (NLLS) provides honoraria and expense reimbursement to Board-authorized members for attending committee meetings, conferences, and other Board-approved functions. This policy ensures transparency, fairness, and compliance with NLLS governance priorities.

2. Honoraria for Board Members

1. Regular Board Meetings: No honoraria are provided.
2. Committee Meetings: Honoraria are provided for Board-authorized members attending:
   • Executive Committee – $100 per meeting
   • Board Standing Committees – $100 per meeting
   • Board Ad Hoc Committees – $100 per meeting
   • Committee Chairs – $150 per meeting
   • Online Meetings Under 60 Minutes – $75 per meeting
   • Online Meetings Over 60 Minutes – Follow regular committee honoraria rates ($100 per meeting)
3. Maximum Daily Honorarium Cap:
   • When a Board member attends multiple paid meetings in the same day, the total honorarium shall not exceed $250 per day.
4. Library Managers’ Council (LMC) Chair and Executive Honorarium:
   • The Chair of the Library Managers’ Council will receive $100 per Board meeting attended, to a maximum of $250 per day.
   • The library of LMC Executive members will receive a $100 honorarium for participation in up to 3 meetings annual with NLLS administration.
5. Board Chair Honorarium:
   • The NLLS Board Chair will receive an honorarium of $100 per month, paid annually at the AGM or upon resignation.

3. Expense Reimbursement

• NLLS reimburses Board members for expenses incurred when attending:
  • Committee meetings
  • Board-authorized functions, including conferences
• Meals, mileage, and accommodation expenses will be reimbursed as outlined in the NLLS Travel Policy (Sec 1, 4B).

4. Claim Submission Process & Deadline

• Board members must submit honoraria and expense claims within 30 days of the meeting or event.
• Claims must include receipts for eligible expenses where required.

5. Preapproval for Conference & External Meeting Expenses

• Board members must obtain Executive Committee approval before incurring expenses for:
  • Conferences
  • External meetings
  • Other professional development opportunities
• NLLS does not pay honoraria for attending conferences or meetings unless preapproved by motion of the Executive Committee.

6. Professional Development Funding for the Board Chair

• NLLS allocates up to $2,500 per year for the Board Chair (or their designate) to attend professional development opportunities.
• Funding must be approved by motion of the Executive Committee before expenses are incurred.

7. Transparency & Conflict of Interest

• The Board Chair must report all meeting attendance and expense claims in their regular report to the Executive Committee.
• Board members may not receive duplicate compensation from multiple sources for the same meeting or event.