ARTICLE I – Name and Purpose
This organization shall be called The Allenstown Library Board of Trustees, existing by virtue of the provisions of Chapter 202-A of the New Hampshire Revised Statutes Annotated, and exercising the powers and authority and assuming the responsibilities under the said statute. The Library Trustees shall be responsible for the care, maintenance and operation of the Allenstown Library and its associated educational programs and activities and shall also perform such other duties as are prescribed by federal, state and local law.
ARTICLE II – Board of Trustees Qualifications
A trustee shall be a legal resident of the Town of Allenstown and should:
- Have a genuine interest in the library and in the town;
- Have a general knowledge of library operations and procedures;
- Be familiar with the Allenstown Library Policies and New Hampshire Library By-Laws;
- Be ready to devote time and effort;
- Be able to work well with other board members, the library staff, and the general public which the library serves;
- In accordance with the New Hampshire State Library Standards, library trustees should complete twenty (20) contact hours of training over a three-year period. These hours may include seminars, classes, workshops or other library-related activity other than board meetings.
ARTICLE III – Term of Office
- The Allenstown Library Board of Trustees shall be governed by three members.
- Whenever a vacancy shall occur midterm, whether by resignation or otherwise, the existing Trustees shall be responsible for recommending potential Trustees to be considered by the Town Selectmen.
ARTICLE IV – Board of Trustee Officers
Officers of the Board shall consist of a Chairperson, Secretary, and Treasurer.
- Officers shall serve a term of not more than three consecutive years in any one position unless a trustee vote to the contrary unanimously carries at the monthly public meeting.
- Vacancies shall be filled at the next regular meeting of the full Board of Trustees.
- “If a trustee shall fail to attend three consecutive meetings without excuse accepted as satisfactory by the trustees, he/she shall be deemed to have resigned…” Ed Law 226
ARTICLE V – Duties and Responsibilities
- Keeps the board operating effectively and in a timely manner.
- Works closely and cooperatively with the Library Director.
- Serves as diplomatic troubleshooter to help identify potential problems and issues which require board study and action.
- Chief spokesperson representing the Board both orally and in correspondence.
- Plans and conducts meetings to assure productive sessions which steadily move the board toward its internal goals and objectives as well as the library goals and objectives.
- Responsible for advance written agenda.
- Issues and posts for public notice advance agendas of meetings following specific legal requirements for open meetings.
- Prepares board minutes and keeps on public file.
- Handles all official correspondence on behalf of the board.
- Works with the library director to insure that appropriate financial reports are made available to the board on a timely basis.
- Assists the Library Director in preparing the annual budget and presenting the budget to the board for approval.
- Reviews the annual audit and answers board members’ questions about the audit.
Of the Board:
- A trustee is expected to attend all board meetings. If a trustee is unable to attend a regularly scheduled meeting, they should contact the Library prior to the meeting. A majority vote is required for dismissal.
- Prepare an annual budget. The Board and the Library Director are to present the budget to the Town of Allenstown Budget Committee.
- Administer the upkeep and care of the library with the Town of Allenstown Public Works Department, and other vendors as determined appropriate by the Board of Trustees.
- All Trust Fund expenditures must be voted on by the board.
- Except for normal day to day operating expenses, expenditures must be approved in advance by a majority of the Board of Trustees.
- Any of the Board of Trustees, in what he/she deems an emergency, may unilaterally contract for expenditures necessary to preserve the library building and/or contents and the proper functioning thereof. He may delegate, at his discretion, this responsibility to the library director.
- The oath of office must be taken with the Town Clerk of the Town of Allenstown after election or appointment.
- Review monthly adequacy of fiscal record keeping and minutes of Board meetings.
- Establish policy for the Allenstown Library; review and update policies and by laws as required.
- Notify the Town of any vacancy of the Board and see that a qualified person is appointed to fill the vacancy until the next general election.
- Keep abreast of standards and library trends.
- Upon completion of term of office, return to the library all handbooks and related materials acquired during the term of office.
Library Director and Staff:
The Board of Trustees shall appoint a qualified Library Director who shall be the executive and administrative officer of the Library on behalf of the Board and under its review and direction.
- The Library Director is responsible:
- for the day to day operation of the library
- for maintenance of the appropriated budget
- for keeping the Trustees informed of demands made upon the Library
- for making recommendations to the Board of policy changes that should be taken into consideration
- for advertising and preliminary interviewing for all other Library staff positions and bringing recommendations to the Board, who will make the final hiring decision
- The Library Director shall, attend meetings of the Board of Trustees to assist the board in the general operation of the library and implement Board policies.
- The Library Director shall be heard on all matters brought before the Board of Trustees
- The Library Director except for normal day to day operating expenses, expenditures must be approved in advance by a majority of the Board of Trustees unless in an emergency, he/ she may unilaterally contract for expenditures necessary to preserve the library building and/or contents and the proper functioning thereof.
When there is a vacancy in the position of Library Director, it shall be the duty of the Board of Trustees to advertise, interview and select a replacement for this position.
ARTICLE VI – Illegal Actions
All Trustees shall avoid any possibility of conflict of interest. Neither a trustee nor any member of a trustee’s family shall receive any gain by reason of dealings with the library.
ARTICLE VII – Meetings
Regular Meetings: The Board of Trustees shall meet no less than ten (10) times during each calendar year, pursuant to an agreed schedule.
- In accordance with the New Hampshire Revised Statutes Annotated 91-A: 2 all Allenstown Public Library Board of Trustee meetings shall be open to the public.
- All meetings shall be conducted in accordance with Robert’s Rules of Order as follows:
- Call to Order
- Public input
- Approval of minutes
- Treasurer’s report
- Library Director’s report
- Old Business
- New Business
- Any other business to come before the board
- A quorum for the transaction of business at any meeting shall consist of at least three members of the Board being present. An affirmative vote by the majority of all members of the Board present at meeting shall be necessary to approve any action before the Board.
ARTICLE VIII – Amendments to Bylaws
- Amendments made in reference to the “Allenstown Public Library Bylaws”, shall be recorded in the minutes and then have a copies placed in the “Allenstown Public Library Bylaws and Policies” folders (binders).
- Superseded copies of the Bylaws shall be filed for reference.
- Bylaws may be amended by a majority vote of the Board of Trustees at a regular meeting.
- Such action may be taken only after the proposed amendments have been presented in writing to each trustee at a prior meeting, and notice of the pending adoption of such given to each trustee prior to the meeting at which they will be considered.
ARTICLE IX – Bylaws Review
The foregoing by-laws shall be reviewed every two years and revised or amended as needed. In the interim, any changes, additions or deletions deemed necessary may be incorporated by means of appendices. To successfully amend the bylaws a unanimous affirmative vote is required.
Presented for review: June 20, 2013
Christine Frost, Trustee
Pauline Boutin, Trustee