(Adopted June, 1979)
(Revised June, 1985)
(Revised October, 1992)
(Revised September 2010)
- Scope of Bylaws: These bylaws govern the general management of the affairs of the Gray Public Library by the Board of Trustees, except where otherwise provided by the laws of the State of Maine and the ordinances of the Town of Gray.
- Library Policy: The Board of Trustees shall adhere to the tenets of the Library Bill of Rights and the Freedom to Read Statement adopted by the American Library Association. Copies of these are attached and deemed an integral part of these Bylaws. The Trustees shall subscribe to the standards established by the Maine Library Association and shall provide an appropriate statement expressing the policies of the Library for the guidance of those concerned.
- Board of Trustees: The management, guidance, and supervision of the Library shall be vested in a Board of five Trustees and two alternates, all of whom shall be residents of the Town of Gray. Trustees shall be appointed by the Gray Town Council.
- Term of Trustees: The term of office of members of the Board of Trustees shall be three years. Vacancies shall be filled for the unexpired term in the same manner as the original appointment.
Any Trustee who shall fail to attend three consecutive regular meetings of the Board without excuse acceptable to the Board of Trustees shall be deemed automatically to have resigned his/her Trusteeship and the vacancy shall be filled by the alternate until expiration of the term.
- Regular Meetings: The Board of Trustees shall meet on a regular basis in compliance with Maine State Library Association standards. Meeting dates will be determined by the existing Trustees with said dates to be publicly announced.
- Special Meetings: Special meetings of the Trustees may be called at any time by the Chairperson at his/her discretion and shall be called at the request of any four members of the Board with proper public notice.
- Annual Meetings: The first meeting of the Board in September shall be deemed the Annual Meeting.
- Meeting Place: The Library shall be the official meeting place of the Board, unless otherwise ordered by the Board and duly publicized.
- Quorum: Three members of the Board of Trustees shall constitute a quorum for the transaction of business.
- Order of Business: The order of business at all regular meetings of the Board shall be as follows:
- Call to order
- Roll Call
- Disposition of minutes of previous meeting
- Report of the Library Director
- Report of the Treasurer
- Old business
- New business
- Rules of Order: The proceedings of the Board shall be conducted in accordance with Robert’s Rules of Order, except as otherwise specified in the Bylaws.
- Annual Report: The Library Director and the Board of Trustees shall present a full report of the affairs of the Library to the Council of the Town of Gray annually within thirty days after the municipal elections.
Officers of the Board
- Officers of the Board: The Board of Trustees shall elect by a majority of their written ballots at each annual meeting, a Chairperson, a Secretary, and a Treasurer from their own number. Each shall hold office until his/her successor is elected and has agreed to serve, except in the case of an officer who presents a resignation and insists upon its immediate acceptance.
- Chairperson: The Chairperson of the Board shall preside at all meetings, appoint all committees, notify the Town Council of any vacancies on the Board, and authorize calls for any special meeting. The Chairperson shall be, a member of all committees. In the absence of the Chairperson from any Board meeting, the Board may select a temporary chairperson for the meeting.
- Secretary: The Secretary of the Board shall keep a true and accurate account of all proceedings of the Board meetings, and shall have custody of the minutes and other records of the Board.
- Treasurer: The Treasurer shall be responsible for accounting of funds held in the Library Reserve Fund.
- Personnel Policy: The Board of Trustees shall provide rules and regulations for the organization and guidance of Library personnel. Such rules and regulations shall conform as closely as practicable to the standards recommended by the Maine Library Association.
- Library Personnel: The Board of Trustees shall recommend of the Library Director. At the request of the Library Director the Board shall assist with the hiring of Library personnel, and the determination of the duties of their positions. They shall have the power to recommend the removal of members of the library staff for cause.
- Library Volunteers: Individual volunteers shall be under the supervision of the Library Director. Volunteer groups may have their own bylaws, and organization. All such groups shall exist under the authority of the Board of Trustees.
Gifts and Donations
- Gifts and Donations: Gifts and donations to the library shall be governed by this article. The library shall not store materials which are not gifts.
- Library Materials: Library materials will be accepted providing the Trustees have the authority to make whatever disposition they choose of the material. All material so acquired shall be designated as a gift.
- Money, Real Property and Stock: Gifts of money, real property stock will be accepted if the conditions attached to the gifts are acceptable to the Board of Trustees.
- Museum Objects: Art objects, portraits, antiques, museum objects and other personal property will be accepted at the discretion of the Trustees.
- Library Reserve Fund: The Library Reserve Fund shall consist of all financial donations made to the library, and all funds raised by the Trustees for the benefit of the library. The use of such funds shall require a majority vote of the Trustees.
Amendment of Bylaws
- Amendment of Bylaws: The Bylaws may be amended by an affirmative vote of the majority of the members of the Board of Trustees at any regular meeting, provided written notice of the proposed amendment shall have been given in the call for said meeting or provided such proposed amendment shall have been filed in writing at the next preceding meeting of the Board. Any amendment of the Bylaws affirmed by a majority vote of the Trustees will be submitted to the Town Council before approval before final adoption by the Trustees.