[Adopted as revised through 1-9-2014]
This organization shall be named: "the Board of Trustees of
the Great Barrington Libraries." The Board exists by virtue of the
provisions of MGL c. 78, §§ 10 through 13 and exercises
the powers and authority and assumes the responsibilities delegated
to it under said statute.
A.
The Great Barrington libraries exist to serve the residents of Great
Barrington and Housatonic Massachusetts and, in accordance with the
requirements of the Massachusetts Board of Library Commissioners,
residents of other Massachusetts towns who hold library cards in good
standing to their home libraries.
B.
The Great Barrington libraries strive to enhance the quality of life
in our diverse communities by providing: free access for all to information;
physical space and opportunities to gather, teach, explore and connect;
and services, materials, programs and classes for life-long learning
and enrichment.
A.
The regular meetings of the Board shall be held on the second Thursday
of each month. Meetings begin at 5:30 p.m. and are open to the public
in accordance with MGL c. 39, §§ 23A to 23C, Open Meeting
Law.[1]
[1]
Editor's Note: MGL c. 39, §§ 23A to 23C,
were repealed by Acts of 2009, c. 28, § 20. For current
provisions, see MGL c. 30A, §§ 18 to 25.
B.
The annual reorganization meeting shall be held the first Thursday
after Town elections at 5:30 p.m. and will serve, in addition, as
the regular meeting for that month.
C.
The Board shall meet in executive session when required in accordance
with Open Meeting Law procedures.
D.
Special meetings may be called by the Chair or upon the request of
four members for the transaction of business stated in the call for
meeting.
E.
Meeting notices shall be filed with the Town Clerk at least 48 hours
prior to the meeting date and time, and a copy of the notice will
be posted in the Town Hall.
F.
Any person adjudged to be unruly may be removed from an open meeting
of the Board by the presiding officer.
G.
All records of minutes will be available for public inspection at
both libraries, the Town of Great Barrington's website and at
the Town Clerk's office.
A.
A majority (four) of the Board members shall constitute a quorum.
B.
"Roberts's Rules of Order" will be the standard reference for
parliamentary procedure.
C.
An affirmative vote of the majority of all members of the Board present
at the time shall be necessary to approve any action before the Board.
The Chair may vote upon and may move or second a proposal before the
Board.
D.
These bylaws may be amended at any regular meeting of the Board or
at any special meeting with a quorum present, provided the proposed
amendment was stated in the call for the meeting. An amendment requires
a majority vote of the members present.
E.
All decisions of the Board are to be made by the Board as a collective
body, and no individual member may make decisions or, with exception
of the Chair, act or speak for the Board unless specifically authorized
to do so by the Chair or a majority vote of the membership of the
Board.
A.
Board mission.
(1)
The Board shall have the responsibility of determining plans, policies
and priorities for the libraries. It shall be responsible for a long-range
plan every five years, with annual updates, for overseeing the municipal
budget requests and co-signing warrants with the Library Director.
The Board will review the Director annually for the Town Manager according
to a procedure set forth in the annual Director review policy created
with the Town Manager.
(2)
All money or property which the Town may receive by gift or bequest
for the library, its services and facilities shall be submitted for
expenditure by the Board in accordance with the provisions of such
gift or bequest. All state aid monies received by the libraries also
shall be submitted for expenditure by the Board.
(3)
The Board will ensure that all services and materials will be provided
in a clean, safe and welcoming environment.
(4)
The Board will establish a written policy dealing with the selection
of library materials in accordance with MGL c. 78, § 33.
(5)
The Board will oversee the Friends of the Great Barrington Libraries
to ensure its continuation and success. In the event the Friends group
lapses, the Board will appoint an initial steering committee. The
Board will receive monthly reports from the Friends and offer support
for its programs, projects and fundraising.
B.
Board selection. The Board is made up of six elected members, two
of whom shall be elected each year at the Annual Town Elections as
provided for in MGL c. 78, § 10. Trustees serve without
compensation for a term of three years.
C.
Board resignation. Any member of the Board may resign by providing
written notice to the Town Clerk, as provided for in MGL c. 41, § 109.
Upon receipt of the notice, the Town Clerk will notify the Board members.
D.
Board vacancies. A vacancy on the Board shall be filled by joint
majority vote of the remaining members of the Library Board and the
Select Board in accordance with MGL c. 41, § 11. Each member
of each Board has one vote.
E.
Board attendance. Any member who misses three consecutive meetings
will receive a letter from the Chair requesting that s/he consider
resigning from the Board. Copies of these letters shall be included
in the minutes of the Board. In the event of illness or other extenuating
circumstances, exceptions to this provision may be made by formal
vote of the Board.
G.
Duties.
(1)
Duties of the Chair:
(a)
Preside at all meetings of the Board.
(b)
Prepare and post the agenda for all meetings.
(c)
Serve as ex-officio member of all committees of the Board.
(d)
Represent the Board in matters dealing with the library.
(e)
Appoint committees of one or more members for specific business
of the Board.
(f)
Call special meetings of the Board.
(g)
Assign the duties of the Chair in her/his absence or at her/his
request to one or more Trustees when needed.
(2)
Duties of the secretary.
(a)
Record and distribute minutes of all meetings of the Board;
once accepted into the record, post minutes of all Trustee meetings
for public inspections at both libraries, ensure that they are posted
in a timely fashion to the Town website and submit a copy to the Town
Clerk.
(b)
Prepare all correspondence as directed by the Board.
(3)
Duties of the treasurer.
(a)
Have charge of the special library funds and incomes and sign
warrants on those accounts with the authorization of the Board and
report at each meeting on the state of those funds.
(b)
Serve as Chair of the budget and fundraising committees.
(c)
Prepare financial reports for the Board.
(d)
The Treasurer, with the Chair and Library Director, will attend
attend all meetings with the Finance Committee in which library business
is discussed and will recommend the annual budget to the Town Manager.
A.
The Library Director shall be responsible to the Trustees for carrying
out the program of the library as a constructive force in the community.
S/he will be responsible for the care of the library buildings and
equipment, for the employment and direction of the staff within the
framework of the personnel guidelines of the office of the Town Manager
of the Town of Great Barrington, for the efficiency of the library's
service to the public, and for the operation of the library under
the financial conditions set forth in the annual budget.
B.
The Library Director shall make monthly reports to the Board of Trustees
and an annual report for inclusion in the Town Report. S/he is responsible
for carrying out plans, policies and priorities as established by
the Board of Trustees. S/he will participate in the Board of Trustees'
annual review of the libraries and yearly action plan.
C.
The Library Director will supervise and train all personnel. S/he
will submit staff evaluations and recommendations for new hires to
the Town Manager.
D.
It is the responsibility of the Director to attend all meetings of
the Board except those at which her/his appointment, salary, or evaluation
is to be discussed or decided.
