I. Trustees are elected for a term of three (3) years on the regular town ballot. Intention to run for the office must be filed with the Town Clerk at the specified time declared by the town office.
A. (RSA 202A:14) No Trustee of any public library shall receive any compensation for services rendered as such trustee…Trustees shall avoid any possibility of conflict of interest.
B. (RSA 669:75) Vacancies in the offices of…library trustee…shall be filled by appointment made by the board of selectmen at the recommendation of the Library Board of Trustees.
C. (RSA 202-A:6) The board shall be composed of five (5) elected members.
D. (RSA 202-A:10) The Library Board of Trustees may recommend to the selectmen the names of no more than three persons who may serve as alternate voting members on the board of library trustees when elected members are unable to attend a meeting. The alternates are appointed for a one year term and have voting rights only when filling in for an absent trustee. Alternates should attend every meeting and have the same commitment to library advocacy as regular trustees (see IV).
E. After an election or appointment, a trustee or alternate trustee must take an oath of office before assuming any responsibilities for the position.
F. (RSA 91-A:2-11) Trustees shall observe the Right to Know Law.
G. The chairman shall be a person serving the last year of the current term unless otherwise voted by the board. Chairman, treasurer, secretary and corresponding secretary shall be elected by the board annually. Elections for officers shall be held at the beginning of the first meeting following the annual town meeting.
H. Upon completion of term of office, return to the library the key to the library as well as all handbooks and related material acquired during the term of office.
II. The trustees shall hold monthly meetings at a definite time set by them: time and place to be announced publicly. Minutes of all meetings, including written reports, shall be kept and open to public inspection. Meetings shall be open to the public except when discussing issues of personnel. A motion to enter non-public session shall then be called. Such sessions shall be conducted according to current state regulations and confined to those matters set forth in the motion.
A. Each trustee is expected to attend at least seventy-five (75) percent of the yearly meetings.
B. The trustees shall act as a board with final vote being duly recorded by the secretary. A quorum for the transaction of business at any meeting shall consist of at least three members of the board being present. A majority vote by members present is necessary for the following: non-budgeted expenditure of over $400.00, change in policy, issues of personnel, and any public statement concerning the library.
C. All minutes of the meetings shall be kept on file in the library as well as on the town website as part of its permanent records.
D. The library director shall attend all board meetings except when the position, salary or performance evaluation is being discussed.
III. The Trustees shall act in accordance with the guidelines put forth by the New Hampshire Library Trustees Association (NHLTA) and New Hampshire Library Association (NHLA). Dues shall be paid from the general appropriation. The Trustee chairperson or designee should attend the annual library trustees association meeting and any other relevant workshops.
IV. A trustee is expected to be active in the community, having the ability to work with other board members, staff and the public. Above all, trustees should be open-minded and forward-looking, seeking all opportunities to best serve the interests of the library in its service to the community. A trustee is willing and ready to devote time and effort.
V. The trustees are the governing body of the library. Their duties shall include:
A. Serving as the direct supervisor of the library director including hiring, firing, providing regular performance evaluations, and setting rates of pay.
B. Formulation, adoption and revision of policies. Policies are to be reviewed by the board on an ongoing basis. Each policy should be reviewed every 3-5 years.
C. Attainment of library standards set by the Library Development Services Section of the State Library.
D. The Trustees are the primary stewards of the library building. As such, Trustees are responsible for working cooperatively with the town to monitor maintenance of the building, for informing the town of maintenance needs, and for planning future development of the library’s physical facilities.
E. Submitting necessary reports to the town and state as required by law.
F. Actively procuring adequate financial support for the library.
G. Expending the town appropriation and all additional funds received for the best use of the library.
H. Overseeing of financial records and bookkeeping.
VI. The trustees with the library director shall make out a budget each year to be presented personally to the selectmen. Trustees shall also be responsible for submitting written articles for inclusion in the town warrant when necessary.
VII. The treasurer shall submit the financial statement for inclusion in the Town Report. The treasurer shall send a copy of the financial statement as well as a copy of the trustees’ investment policy to the State of New Hampshire, Department of Attorney General, Charitable Trusts Unit.
VIII. The chair shall submit the library trustees’ annual report for inclusion in the Town Report, as well as sending a copy to the State of New Hampshire, Department of Attorney General, Charitable Trusts Unit.
IX. The board shall assist the library director in preparing the annual report for the State Library.
X. The foregoing bylaws shall be reviewed every year and revised or amended as needed. In the interim, any changes or deletions deemed necessary may be incorporated by means of appendices.