Washington Township Free Public Library

Board of Trustees Bylaws

Approved December 2019

Table of Contents

• Article I. Name
• Article II. Purpose
• Article III. Board Membership
• Article IV. Board Responsibilities
• Article V. Officers
• Article VI. Meetings
• Article VII. Committees
• Article VIII. Library Director and Staff
• Article IX. Parliamentary Authority
• Article X. Amendment to Bylaws

Article I – Name

This organization shall be known as the Board of Trustees of The Washington Township Free Public Library, existing under Chapter 54, Title 40 of the laws of the State of New Jersey. The Board exercises the powers, authority, and responsibilities delegated under state statute.

Article II – Purpose

The Library was created following approval by the citizens of Washington Township on November 6, 1984. The purpose of the Board is to supervise the administration of the Washington Township Free Public Library and ensure the provision of free public library service to all residents of Washington Township in accordance with New Jersey state law, regulations, and local ordinances.

Article III – Board Membership

The Board of Trustees consists of nine members, including:

• Seven members appointed by the Mayor
• The Mayor of Washington Township, or the Mayor’s alternate
• The Superintendent of Schools, or the Superintendent’s alternate

Article IV – Board Responsibilities

The Board of Trustees shall:

• Hold in trust and manage all library property
• Determine the purposes of the library
• Secure adequate funding for library programs
• Employ a qualified Library Director and necessary personnel and determine compensation
• Stay informed about library programs, community needs, standards, and trends
• Establish policies governing library use, operations, and programs
• Establish policies related to the selection of books and materials
• Support and participate in library public relations efforts
• Work with the Library Director to prepare and present the annual budget
• Attend all Board meetings

Article V – Officers

The Board officers shall include:

• President
• Vice President
• Secretary
• Treasurer

These officers are elected annually from among the appointed trustees during the January organizational meeting and serve one-year terms.

Officer Responsibilities

President

The President shall:

• Preside over meetings
• Authorize special meetings
• Appoint committees
• Execute documents authorized by the Board
• Serve as an ex-officio voting member of all committees
• Perform duties associated with the office

Vice President

The Vice President assumes the duties of the President in the President’s absence or disability.

Secretary

The Secretary shall:

• Maintain accurate records of Board proceedings
• Conduct roll call
• Perform duties associated with the office

Treasurer

The Treasurer shall:

• Be bonded in an amount approved by Board resolution
• Sign vouchers for library disbursements
• Sign checks authorized by the Board
• Perform duties associated with the office

Article VI – Meetings

Regular Meetings

Regular meetings shall be held monthly, with dates and times established during the annual organizational meeting. July and August meetings may be combined into a single meeting.

Meeting notices shall comply with the Open Public Meetings Act and will be posted in the library, on the library website, filed with the Township Clerk, and sent to the official newspaper.

Annual Organizational Meeting

The Board shall hold an organizational meeting in January to:

• Elect officers
• Approve official financial institutions
• Approve newspapers and auditors
• Address organizational matters

Special Meetings

Special meetings may be called by the President or upon written request of three Board members.

Quorum and Voting

• A majority of the Board constitutes a quorum
• If a quorum is not present, the meeting will be canceled and rescheduled
• A majority vote of members present is required to pass motions or resolutions

Additional meeting procedures include:

• Voice votes unless a roll call vote is requested
• The President may require written motions
• The President may make motions and vote
• Motions may be written, reviewed, and restated before voting
• Trustees may request written motions be placed on the next regular meeting agenda for formal vote

Order of Business

The regular meeting agenda generally includes:

1. Roll Call
2. Compliance with the Open Public Meetings Act
3. Approval of previous meeting minutes
4. Public portion
5. Public portion on agenda items
6. Correspondence
7. Treasurer’s report
8. Action on bills
9. Library Director’s report
10. Committee reports
11. Unfinished business
12. New business
13. Closed session for personnel matters
14. Action on closed session items
15. Board comments
16. Adjournment

Article VII – Committees

The President may appoint committees as needed for specific purposes.

• Special committees are dissolved upon completion of their work and final report
• Committee progress reports shall be presented at Board meetings
• Committees serve in an advisory capacity unless specifically authorized otherwise by the Board

Article VIII – Library Director and Staff

The Board appoints a qualified Library Director to serve as the executive and administrative officer of the library. The Director attends all Board meetings except when matters involving the Director’s salary, appointment, or performance are discussed.

Director Responsibilities

The Library Director is responsible for:

• Care and maintenance of library property
• Selection of library materials in accordance with Board policy
• Efficient public service
• Financial operations within budget appropriations
• Personnel actions consistent with the Personnel Policy Manual
• Conducting annual employee performance appraisals prior to April 1 each year
• Recommending salary adjustments based on evaluations
• Certifying the correctness of bills according to Board procedures

The Board of Trustees reviews and acts upon the Director’s salary recommendations.

Article IX – Parliamentary Authority

All meetings shall be governed by Robert’s Rules of Order together with these bylaws. In the event of a conflict, the bylaws shall prevail.

Article X – Amendment to Bylaws

These bylaws may be amended by a majority vote of all Board members, provided written notice of the proposed amendment has been sent to all members at least ten days before the meeting at which the amendment is considered.