Collection Development and Sharing Committee

The Collection Development and Sharing Committee is an Advisory Committee of the Capital District Library Council. Advisory committees are formed on behalf of specific programs administered by CDLC to enhance the operation of the Council and its programs and services. This committee was formed in September 2023 after merging two previous committees of the corporation: the Committee on Resource Sharing (CORS) and the Collection Development Committee.

Each advisory committee has a charge, approved by the Board, that addresses the committee's responsibilities, concerns, and composition of membership. Advisory committees may have a Board liaison who is a voting member of the committee, as well as a CDLC staff member liaison who is an ex-officio member of the committee.

The Collection Development and Sharing Committee is a Board-appointed advisory committee and, per CDLC’s bylaws, a Committee of the Corporation.

Purpose

The committee advises the Capital District Library Council (CDLC), the Board, and members on specific aspects of CDLC programs and services relating to collection development and resource sharing. This committee facilitates education, communication, and discussion of collection development initiatives and resource sharing developments, technologies, issues, and concerns among member libraries as outlined in the CDLC Plan of Service.

A responsibility of this Committee is the optimization of New York State Coordinated Collection Development Aid (CCDA).  This committee reviews the CCDA recipient libraries for requests for changes in CCDA grant subject responsibilities.

Composition

This committee comprises up to 15 members appointed by the Executive Director. They represent various library types comprising CDLC’s membership, considering relevant experience and expertise and the type of library represented. 

Liaisons and Ex Officio Members

The Executive Director will appoint a CDLC staff liaison to support the Chair and the committee.

The staff liaison will work with the Chair and the Executive Director to develop a meeting schedule and agenda, maintain the committee roster, alert the Chair of impending vacancies, and communicate current or pending committee business to the Chair and the Executive Director.

The CDLC Board shall appoint a member of the Board of Trustees to serve on the committee.

The Executive Director, staff liaison, Board liaison, and other CDLC staff are ex officio and non-voting members of the committee.

Relationship to the Board and Other Committees 

The new Committee is an advisory committee to the board. The Board, working with the CDLC staff and the committee chairs, will identify projects and priorities for the committees. 

The Board liaison will report committee activities back to the Board and bring any committee requests or recommendations to the Board for discussion and approval. The Executive Director will play this role when the liaison is not present.

The Committee Chair will communicate with the chair(s) of the other Committee(s) of the Corporation to keep each other informed of committee activity. The committee chairs, staff, Board liaisons, and Executive Director will meet at least twice a year. 

Terms

Committee terms are for two years. No committee member shall serve for more than three complete terms, excluding interim appointments to fill a vacancy. Full terms begin on July 1 and end on June 30. 

Interim appointments made before December 31 will count for the entire year. Appointments made from January 1 on will have the term count begin the following July 1. Any exceptions to term limits are at the discretion of the Executive Director.

Chair and Chair-Elect 

The Chair will be elected by the committee before June 30 for a two-year term beginning July 1. The Chair shall serve no more than two consecutive terms.

A Chair-Elect may be elected by the committee before June 30 for a one-year term beginning July 1. The Chair-Elect shall serve no more than two consecutive terms. 

Working Groups

The Chair may appoint working groups from among committee members and from the library community to work on projects and programs relating to the committee's work.

Meetings

Committee meetings will be scheduled five times annually (bi-monthly between September and June), with at least four meetings occurring. Additional meetings may be scheduled as necessary. 

The Chair and staff liaison will produce and distribute an agenda before the day of the meeting. 

Meetings will be held in person or take place virtually (or hybrid) at the Chair's discretion, in consultation with the Executive Director and staff liaison. Virtual meetings are equivalent to being present in person. 

Meetings are open, and meetings will have a written record of the date, time, location, attendees, a summary of discussions, and action items. 

The Chair-Elect will serve as the meeting recorder. If there is no Chair-Elect, a CDLC staff member will serve as the meeting recorder, or the Chair may choose the recorder on a regular or an ad hoc basis. Minutes will be distributed to the committee and posted to the CDLC website after the committee has approved them.

Absences

If a committee member does not attend three consecutive meetings without an excuse accepted by the Chair, it will be considered a resignation from the committee.

Quorum

A majority of the committee will constitute a quorum for conducting a meeting. A majority must approve recommendations and action items of appointed members present.

Other

The Board of Trustees reserves the right to amend and/or clarify the committee charge.