Silsby Free Public Library
Board of Trustees
Bylaws - DRAFT
October , 2005
ARTICLE I: NAME
This organization shall be called the Board of Trustees of the Silsby Free Public Library of Charlestown, NH existing by virtue of RSA 202 of the Laws of the State of New Hampshire and exercising the powers and authority and assuming the responsibilities delegated to it under this statute.
ARTICLE II: MEMBERSHIP
Section 1. A trustee must be a resident of Charlestown, NH.
Section 2. The Board of Trustees shall be composed of seven (7) members elected according to RSA 202-A:6.
Section 3. No trustee may serve more than three (3) consecutive terms. After a minimum of one year’s absence from the board, past trustees may return to the board.
Section 4. Vacancies on the board will be filled in accordance with RSA 202-A:10.
Section 5. All trustees must take an oath of office in accordance with RSA 42:2.
ARTICLE III: OFFICERS & THEIR DUTIES
Section 1. The officers shall be chairperson, assistant chairperson, treasurer and secretary. The officers of the board of trustees shall be elected at the first board meeting held after town meeting and serve until the next town meeting.
Section 2. The offices should rotate among the members of the board with no officer holding the same position for more than three consecutive years.
Section 3. Any vacancy of office which occurs during the year shall be filled at the next regular meeting or at a special meeting called for that purpose.
Section 4. The chairperson shall preside at all meetings of the board, authorize calls for special meetings of the board, appoint all committees except those made by a motion and passed by a majority, and perform all duties associated with the office. The chairperson shall prepare and send each trustee relevant information before regular meetings. The chairperson may vote only to break a tie on proposals before the board. The chairperson shall be an authorized signature on all trustee accounts.
Section 5. The assistant chairperson shall act in the place of the chairperson when he/she is absent.
Section 6. The treasurer shall be responsible for donations, bequests, and funds with which the library is endowed. As the disbursing officer of the board, the treasurer shall sign all checks, provide written monthly financial reports, an annual report, consult with the director in preparing the next year’s budget, accept the interest due on trust funds handled by the trustees of the trust, and perform such other duties as are generally required of the office.
Section 7. The secretary shall keep true and accurate records of all meetings of the board, see that all minutes are on permanent file at the library within five (5) working days of board meetings, and perform such other duties as are generally associated with the office.
ARTICLE IV: MEETINGS
Section 1. Regular meetings shall be held monthly in least nine months, at a time and place to be determined by the board.
Section 2. Special meetings may be held at any time at the call of the chairperson, or at the call of at least three members of the board with at least twenty-four (24) hours notice prior to the special meeting.
Section 3. All scheduled trustee meetings shall be posted seventy-two (72) hours in advance of the meeting and shall be open to the public in accordance with RSA 91.
Section 4. Trustees are expected to attend all board meetings. Three non-excused absences during the year between town meetings shall be equivalent to a resignation. Absences shall be considered excused if prior notification is given to any other member of the board or to the library director.
Section 5. A quorum for the transaction of business at any meeting shall consist of 4 members of the board. An affirmative vote of the majority of all members present at the time will approve any action before the board.
Section 6. The business at all regular meeting shall be as follows: attendance, minutes of the previous meeting, correspondence, treasurer’s report, library director’s report, committee reports, unfinished business, new business, next meeting, and adjournment.
Section 7. The latest edition of Robert’s Rules of Order should govern the parliamentary procedures of the board.
ARTICLE V: COMMITTEES
Section 1. The chairperson shall appoint committees of one or more members for such special purposes as the business of the board may require from time to time. Each committee will be discharged upon completion of the purpose for which it was established and after it has given a final report to the board.
Section 2. Committees will make regular reports on their progress to the board.
Section 3. The budget committee shall consist of the entire board. The library director will serve ex-officio.
Section 4. No committee shall have other than advisory powers unless granted specific authority to act by suitable action of the board.
Section 5. The chairperson may be a member of any committee.
ARTICLE VI: LIBRARY DIRECTOR
Section 1. The board shall appoint a qualified library director who shall be the executive administrative officer of the library.
Section 2. The director shall recommend to the board the appointment and specific duties of other employees.
Section 3. The director shall be held responsible for the proper direction and supervision of the staff, for the care and maintenance of the library property, for the proper and adequate selection of library resources in keeping with the policies established by the trustees, and for the efficient provision of library services to the public.
Section 4. The director shall make monthly reports to the board regarding the operations of the library in whatever form the board determines; this will consist of a verbal report to the board at monthly meetings and a typewritten copy to the secretary.
ARTICLE VII: BOARD of TRUSTEES’ RESPONSIBILITIES
Section 1. Funding – The trustees are responsible for preparing an annual budget in accordance with RSA 32, presenting and defending the budget to the town finance committee, and supervising and expending the budget. Trustees have complete jurisdiction over these expenditures.
Section 2. Bylaws – The board of library trustees shall have a permanent set of bylaws (RSA 202-A:11,1).
Section 3. Policies – In accordance with RSA 202-A:11,1, the trustees shall establish policies which cover all facets of library operation. The board of Trustees sets policies and the staff carries them out.
Section 4. Personnel – The board is responsible for hiring a library director who is not a trustee and, in consultation with the director, all other employees of the library.
Section 5. Warrant articles – The trustees may need to prepare, present, and defend special warrant articles for consideration at town meeting.
Section 6. Trustees shall make annual reports at the conclusion of the fiscal year to the town and to the state librarian in accordance with RSA 202-A:12, and to the office of the attorney general as required by RSA 202-A:12,a.
Section 7. Trustees should be aware of funds and/or grants that become available from private, state and federal sources.
Section 8. Trustees should carefully evaluate insurance needs.
Section 9. The board studies and implements services consistent with the New Hampshire State Library’s standards and guidelines.
Section 10. The board represents the community in support of the library and its services, and advocates for the library within the community.
Section 11. All trustees will be dues-paying members of the New Hampshire Library Trustees’ Association. Dues shall be paid from general library funds set aside for this purpose.
ARTICLE VIII: AMENDMENTS
These bylaws may be amended by a majority vote of all members of the board provided that a written notice of the proposal amendment, alterations, or repeals shall be issued to all board members at any regular meeting and voted on at a subsequent meeting.
Revised and adopted October, 2005.