The word Commit means to entrust or to entrust responsibility to something or someone. On the other hand, the legal meaning of the word Committee is the elected persons or associations on whom a responsibility is assigned as a group. The committee is formed to carry out a specific task.
A library committee is a board consisting of a small number of people or responsible for a specific task. The main function of the committee is to supervise and advise on a specific task. The library authorities have a lot of power. But the power of any committee is very limited. The library committee is basically formed by the library authorities.
According to W.H. Newman, “A committee consists of a group of people especially designated to perform some administrative works”.
According to Brian Young,” A library committee is such a body that is responsible for all matters pertaining to efficient library management”.
Types of Library Committees:
Library committees can be of different types. Library authorities usually manage the library through these committees. Library committees can be of different types according to the variety of responsibilities and functions. Edmond V. Corbet first mentioned the permanent committees. They are:
1. Executive Committee
2. Reporting Committee
3. Recommending Committee
4. Advisory Committee
5. Self-appointed Committee
6. Temporary Committee
7. Elected/Nominated Committee
1. Executive Committee:
The library authorities always delegate power to this committee. This committee is empowered to work independently. Such a committee has the ultimate power in making decisions and implementing them. This committee is also free from the responsibility of sending reports to the library authorities.
2. Reporting Committee:
The planning of the reporting committee can somewhat reduce the power of the executive committee. This committee also has the power to take decisions and implement them. However, this committee is obliged to send appropriate feedback to the authorities.
3. Recommending Committee:
Such committees have no power to act. They can only make recommendations. After considering the recommendations received, the library authorities start thinking about implementation.
4. Advisory Committee:
The advisory committee only provides advice. The main objective of this committee is the overall development of library services. The position of this committee is between readers and librarians. Readers can be represented in it. The powers of the advisory committee are limited to the work of advising on the strengths and weaknesses of the library, its development, increasing or decreasing the fines of members, suggesting any other method of book lending system, etc.
5. Self-appointed committee:
Self-appointed committee has the highest power. Because this committee is formed by those who are institutions or officials. As a result, their activities revolve from decision-making to its implementation. Since the undemocratic method is followed in the formation of this committee, there is a possibility of autocratic attitude and here the limitations of the committee are.
6. Adhoc Committee:
A special type of committee for the control and supervision of the library is the Adhoc Committee. This committee is called the Statutory Authority Committee. Since this committee is entrusted with special duties, it is identified as a special committee. The usefulness of this committee in accelerating the library work is immense.
7. Nominated/Elected Committee:
The library authorities form such committees with a small number of members from a larger committee. In forming such committees, nomination or election process is adopted.
Responsibilities and functions of the library committee:
Library committees are of various types. Therefore, the responsibilities and functions also vary. The responsibilities and functions of the executive committee are much more. But the responsibilities and functions of the reporting committee are much less in comparison. However, in most cases, the responsibilities assigned to the library committee are almost the same. The responsibilities and functions of the library committee are described below:
- Library Building: To ensure proper library services, it is necessary to manage the condition of the library building and take measures accordingly. And this work is the responsibility of the library committee. One of the main tasks of the committee is to consider the nature of the library, location, environment, good lighting and ventilation, convenience of users, etc., and to take appropriate measures to maintain the building.
- Library Furniture: The committee is responsible for the procurement and protection of suitable furniture for the library. It is advisable for the committee to always ensure that quality and functional furniture is purchased. In this regard, it is essential to create a balance between size, volume and quality in the furniture. Moreover, the committee should also be careful to prevent waste of money and space.
- Librarian Staff: The quality of work depends on the staff. To ensure modern and high-quality library services, it is necessary to appoint qualified staff. For this, the committee will make arrangements to appoint qualified and talented staff while maintaining the highest integrity and impartiality. If the committee can appoint the required number of qualified staff, the quality of library services will gradually increase and the library will become a successful social institution. Therefore, the committee must always strive to appoint qualified and suitable staff.
- Library Finance and Book Collection: The Library Committee should be allocated sufficient funds to maintain the library. Adequate funds are required for purchasing books on various subjects, collecting recent publications, purchasing newspapers and periodicals, etc. as per the needs of the users. The Library Committee may form sub-committees if necessary to make suitable proposals. In this way, unnecessary books do not become a burden for the library, but it is necessary to take the help of experienced and expert people in selecting appropriate books. If there is a shortage of such people in the committee, someone from outside can be involved. Because if appropriate books are not collected, the real purpose of the library may be hindered.
- Library Rules: Rules are essential for the smooth running of the library and ensuring the expected service to the readers. The committee is responsible for determining the appropriate rules for the library. The foresight and discretion of the committee can provide transparent and appropriate rules. In this case, the committee should be proactive in keeping the readers free from financial liability as much as possible. If the rules are up-to-date, it motivates the reader. Therefore, the committee should always strive to follow modern methods by discarding outdated rules and regulations.
- Accounting: Regular stock taking of collections is necessary to keep the library alive. The library committee is responsible for taking appropriate measures to reconcile the library accounts. In this regard, the committee may form a subcommittee regarding stock taking if necessary. The members of the subcommittee arrange for the examination of the library accounts.
- Policy Setting: The library committee sets a number of policies for the day-to-day administration of the library and the decision-making responsibilities of the librarian. The success of the library largely depends on the policy setting. However, the committee has to be diligent in setting realistic and accurate policies.
- Modern Library Services: Ensuring modern and high-quality library services is one of the main tasks of the Library Committee. The Committee can greatly enhance the quality of library services by using modern information technology, collecting recent and new books, opening new branches of the library, and hiring the required number of qualified staff.
- Library Cooperation: It is not possible for a library to collect all the information according to the needs of the users. Therefore, to meet the complete needs of the reader, one has to depend on other libraries. The work of the committee is to create an environment of cooperation between different libraries and take necessary measures to work together. A library that can work on the basis of mutual cooperation can become a successful social institution.
- Formation of Sub-Committees: The library committee may form various sub-committees as required for smooth and orderly management of the library. For example, a sub-committee for stock taking of books. The sub-committee members report to the committee after completing their work.
Relationship between Librarian and Library Committee:
To make the library a successful social institution, it is desirable to have a good relationship between the librarian and the library committee. The librarian basically carries out all the activities of the library. And the library committee gives directions for the smooth running of the work. The committee is responsible for setting policies for the proper management of the library and the librarian is responsible for implementing them in practice. The librarian strives to achieve the goals according to the instructions of the committee. As the member secretary of the library committee, he performs the secretarial duties. He determines the agenda, date, place and time of the meeting with the approval of the president. He is also responsible for preparing the meeting notice and sending it to the members. In addition, the librarian is responsible for providing all the information for presentation in the meeting, recording the discussions and decisions, preparing the minutes of everyone’s work and later performing the work according to the decisions.
The librarian is the chief officer in the library. He acts as the chief executive of the library administration. He has full control over his colleagues. The general committee does not interfere in the internal administration of the library. If any information or book is needed, the chairman or members of the committee will ask the librarians and the librarian will arrange for its supply. In order to maintain discipline among the employees, no employee is allowed to approach the committee directly. The committee is vigilant in this regard. The librarian makes arrangements to meet the official and job-related needs of the employees. Such steps are very commendable in maintaining internal discipline. The librarian is fully responsible for the maintenance of all library property. If any exception occurs, it is necessary to inform the committee immediately. The librarian is responsible for informing the library committee about almost all aspects of daily activities through reports. The librarian may invite the committee chairperson and members to visit the library. During the visit, the librarian will go around and show them different activities. In this way, the members will be familiar with each activity. As a result, if any problem of the library is presented in the committee meeting, the members will be able to easily understand it and, if necessary, the committee can give librarian advice on various activities of the library. His advice is considered as expert advice. The librarian’s advice on the repair of the library building, furniture, financial management, budgeting, etc. is very important to the committee. The librarian should not hide any information. He will make his committee trustworthy. For this, he should be made dutiful, disciplined, punctual, polite, efficient and competent. Then a good relationship can be established between the librarian and the library committee. Through the respectful efforts and mutual cooperation of the librarian and the library committee, the library can easily become a successful social institution.
