Library Board of Trustees

Middletown Public Library Board of Trustees:

The Middletown Library Board of Trustees is composed of 7 (seven) Middletown, Rhode Island residents who are responsible for the governing of the Middletown Public Library.  Board members share a love of libraries, represent a community perspective, and are also expected to represent the Library in the community.

Board members are appointed to three-year staggered terms by the Middletown Town Council.  The Board meets monthly at the Middletown Library – typically on the third Tuesdays of the month at 6:00pm.

Board members serve as library advocates and leaders in developing responsible and creative library services for all members of the public.  The role of each individual Library Board member is to participate as part of the Board team to accomplish the Library’s mission, support the library, and support the library staff.

ACCOUNTABLE TO: The taxpayers of the Town of Middletown, and all people served by the Library.

RESPONSIBILITIES: Establishes policies and strategic goals for the library; oversees the general operation of the library through the library director; initiates and oversees the budget process; negotiates a fair staff contract with the library union; considers the future of the library and supports long term initiatives; promotes and advocates for the library in the community; and, if applicable, hires and evaluates the library director.

DUTIES:
-Attend all board meetings and participate appropriately

-Prepare for board meetings by reading board minutes and other materials sent out before the board meeting 

-Serve on committees as assigned by board chair, and/or serve as a library board officer

-Lend expertise and leadership to the board for the good of the library

-Advocate for adequate funding levels and staffing levels for library operations, assist in budget preparation and in local budget hearings, and regularly review financial reports of current income and expenditures

-Promote sustainable actions for the current library building, and champion a new library building project and/or other long term solutions for the library space

-Work with the library union for good working conditions for all staff members

-Become informed about the services offered by the library and promote these services in the community

-Employ a competent library director who is responsible for the daily operation of the library

-Support basic library tenets such as: Intellectual Freedom, Freedom to Read, Confidentiality of Patron Records, Library Bill of Rights, and the Public’s Right to Information

-Become aware of and adhere to local, state, and federal laws and issues, especially concerning libraries

-Contact local and state elected officials as needed, taking action when appropriate to advocate for legislation, policies, and funding favorable to libraries

-Abide by majority decisions reached by the Board and publicly support these decisions

-Follow the established chain of command for effecting change, working through the library director

QUALIFICATIONS:
-Commitment to provide the best possible library service for the community
-A resident of the Town of Middletown, and a library user in Middletown or Ocean State Libraries

-Readiness to devote time and effort to the duties of trusteeship

-Ability to work with all kinds of people, participate in and lead meetings, and communicate effectively
-BONUS:  Ability to use Google Workspace, or learn how

TIME COMMITMENT:  Monthly board meetings, ability to read and reply to emails promptly, and sub-committee meetings / committee work outside of Board meetings, as necessary

MONETARY COMMITMENT / COMPENSATION:  None, it costs nothing to serve as a Board member, and you will receive no compensation for your service besides gratefulness for your stewardship and support

Library Board of Trustees

By-Laws of the Middletown
Public Library Board of Trustees

NOTE: Laws affecting the governance of public libraries include RIGL Chapter 29-4. In addition, the Office of Library and Information Services exercises regulatory authority over the Library services provided in accordance with the guidelines of the Minimum Approved Library Standards.

ARTICLE I: NAME

This organization shall be called “The Board of Trustees of the Middletown Public Library,” existing by the virtue of the provisions of Chapter 4 of the Laws of the State of Rhode Island, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.

ARTICLE II: OFFICERS

Section 1. The officers shall be a chairperson, a vice chairperson, and a secretary, elected from the appointed trustees at the first meeting of the board following appointment of trustees by the town council.

Section 2. Officers shall serve a term of two years from the meeting at which they are elected and until their successors are duly elected.

Section 3. The chairperson shall preside at all meetings of the board, authorize calls for any special meetings, appoint all committee chairpersons, execute all documents authorized by the board, serve as an ex-officio voting member of all committees, and generally perform all duties associated with that office.

Section 4. The vice chairperson, in the event of the absence or disability of the chairperson, or of a vacancy in that office, shall assume and perform the duties and functions of the chairperson and generally perform all duties associated with that office.

Section 5. The secretary shall keep a true and accurate record of all meetings of the board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office.

ARTICLE III: MEETINGS

Section 1. 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. Provided, however, that when a member of the board shall recuse him/herself from voting due to a conflict of interest, a majority of the disinterested board members shall constitute a quorum, and the affirmative vote of a majority of the disinterested board members present shall suffice to approve any action before the board. The regular meetings of the board shall be held monthly, on the third Tuesday of each month or at such other time as set by the board.

Section 2. The order of business for regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown so far as circumstances will permit:

• • 1. Call to Order,
    2. Disposition of minutes of previous regular meeting and any intervening special meeting,
    3. Correspondence received,
    4. Director’s progress and financial reports on the library,
    5. Committee reports,
    6. Unfinished business,
    7. New business,
    8. Public presentation to, or discussion with, the board, and
    9. Adjournment.

Section 3. Special meetings may be called at the direction of the chairperson or at the request of four members at least 48 hours prior to the meeting for the transaction of business as stated in the call for the meeting. The secretary shall notify all members of the impending meeting.

Section 4. A quorum for the transaction of business at any meeting shall consist of four (4) members of the board present in person, representing a majority of the seven board members.

Section 5. Conduct of meetings: Proceedings of all meeting shall be governed by Robert’s Rules of Order and the Rhode Island Open Meetings Law.

NOTE: Robert’s Rules of Order is available in the Library.

ARTICLE IV: Library Director and Staff

The board shall appoint a qualified library director holding a Masters Degree in Library Science from an accredited institution who shall be the executive and administrative officer of the library on behalf of the board under its review and direction. The director shall be responsible for the care and maintenance of library property, for the adequate and proper selection of books in keeping with the stated policy of the board, for the efficiency of library service to the public, and for its financial operation within the limitations of the budgeted appropriation.

ARTICLE V: Committees

Section 1. The chairperson shall appoint the chairperson for specific committees of one or more members each for such specific purposes as the business of the board may require from time to time. The committee shall be considered to be discharged upon the completion of the purpose for which it has been appointed and after the final report is made to the board. The board shall set a target date by which time the committee shall have completed its charge and have made final report to the board.

Section 2. All committees shall make a progress report to the library board at each of its meetings.

ARTICLE VI: General

Section 1. 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. Provided, however, that when a member of the board shall recuse him/herself from voting due to a conflict of interest, a majority of the disinterested board members shall constitute a quorum, and the affirmative vote of a majority of the disinterested board members present shall suffice to approve any action before the board.

Section 2. The bylaws may be amended by the majority vote of all members of the board present provided written notice of the proposed amendment shall have been mailed to all members at least ten days prior to the meeting at which such action is proposed to be taken.

Section 3. Vacancies on the board occurring by resignation, removal, death or otherwise shall be filled by the Town Council pursuant of RIGL 29-4-5.

Adopted June 21, 1983. Amended July 19, 2005.