Bylaws of the Swanton Public Library Board of Trustees
Article I: Name
The name of this Board shall be the Board of Trustees for the Swanton Public Library, respectively referred to in the document as “the Board” and “the Library” or “SPL.”
Article II: Purpose
The purpose of this Board is to supervise and manage the Library and to ensure proper and effective delivery of library services to the community. The Board’s responsibilities include:
*Determination of library policies
*Employment of a competent library director
*Preparation and distribution of the annual library budget
*Maintenance of the library building and grounds
*Oversight of library materials
*Promotion and support of the library within the community
*Facilitation of the library’s interaction with other community organizations
*Establishment of long-term goals for the library and its personnel
*Annual review of the library director and, if necessary, other employees, including an outline of objectives for the coming year
Article III: Membership
The Board shall consist of five members elected by the voters of the Town of Swanton. Since this is a position of public trust, Trustees shall reveal any potential conflicts of interest to the Board and public by submitting a signed Conflict of Interests statement to be kept on file at the library. Trustee terms are staggered, with each board member serving a term of five years. Board members shall receive, as determined by the Town Select Board, an annual stipend of $600 each.
No trustee may serve more than two consecutive five-year terms. After a minimum of one year’s absence, past trustees are eligible to return to the Board.
Article IV: Officers
The Officers of the Board shall be a Chair, Vice-Chair, Secretary, and Treasurer to be elected by a majority decision of the Board at the annual March Board of Trustees meeting.
– The Chair shall preside at all meetings of the Board, authorize requests for special meetings of the Board, prepare and provide each Trustee with a meeting agenda and any other relevant materials in advance of the regular meeting, and perform other duties associated with the office. The Chair shall be an authorized signature on all trustee financial accounts.
– The Vice-Chair shall act in place of the Chair when s/he is absent.
– The Secretary shall keep an accurate account of all Board meetings, deal with Board correspondence as requested, and perform other duties of the office. Meeting minutes shall be kept on permanent file at the library, posted on the official SPL website, and sent to all members of the Board prior to the next regular monthly meeting.
– The Treasurer shall be responsible both for budget contributions from the Town, the library’s endowment funds, and other library income. The Treasurer shall sign all checks, provide month financial reports at regular meetings, and participate with the Board and library director in preparing the annual budget.
Article V: Regular Meeting
Date, time, and place of the regular monthly meetings shall be established annually by the Board at the March meeting. The meetings shall be open to the public and notice posted at least 48 hours in advance of the meeting date.
Trustees are expected to attend all Board meetings. Any Board member who is unable to attend a meeting shall notify the library in advance. Absences shall be considered excused if prior notification is given to the Chair of the Board or the library director. Any trustee with three or more unexcused absences and six or more excused absences is advised to consider resignation from the Board in favor of an appointee who can more effectively fulfill trustee duties.
A quorum at any meeting shall consist of three Board members. An affirmative vote by a majority of a quorum will approve any action before the Board.
Article VI: Order of Business
The Order of Business shall be as follows at regular meetings:
*Welcome and call to order
*Roll call
*Items from the public
*Secretary’s report
*Treasurer’s report
*Library director’s report
*Board issues
*Old business
*New business
*Adjournment
Article VII: Special Meetings
A special meeting may be held at any time at the call of the Chair or any requesting Board member. Notice of the agenda of the special meeting shall be posted at least 48 hours in advance of the meeting.
Article VIII: Library Director
The Library director shall serve as the executive administrative officer of the library, reporting to the Board. S/he shall make monthly reports to the Board regarding the operation and performance of the library, to be submitted to Board members prior to the regular meeting.
The director’s responsibilities include:
*Recommendation for the Board’s approval of candidates for appointment as full-time or part-time employees. Interim employees may be appointed by the director without prior Board approval.
*Direction and supervision of the library staff
*Annual reviews of staff employees, to be submitted to, reviewed, and approved by the Board
*Care and maintenance of library property
*Proper selection of library resources in keeping with policies established by the Board
*Efficient provision of library service to the public
Article IX: Amendments
Amendments to these bylaws, to library policies, and to other procedural documents may be made if approved by a majority of Board members at a regular meeting of the Board.
Accepted by the Swanton Public Library Board of Trustees
August 16, 2017