Bylaws of the Charlotte Hobbs Memorial Library

APPROVED AT THE 4/5/2016 PUBLIC MEETING

ARTICLE I - Name

Section 1.

The name of the organization, which shall be a 501(c)(3) nonprofit organization incorporated under Maine law, shall be “Charlotte Hobbs Memorial Library”, hereinafter referred to as the CHML.

Section 2.

The location and principal office of the CHML shall be in Lovell, Maine.

 

ARTICLE II – Purpose

Section 1.

The purpose of the organization shall be to maintain a library open to the greater Lovell community.

Section 2.

The mission of the CHML shall be to bring people, information and ideas together to inspire lifelong learning, advance knowledge and strengthen our community.

Section 3.

The earnings or assets of the CHML shall be used only for purposes permitted to nonprofit organizations qualified for exemption under Section 501(c)(3) of the Internal Revenue Code.

 

ARTICLE III – Voting Membership

Section 1.

All adults (eighteen and older) who have held valid CHML cards for at least 60 days shall be considered members of the CHML. All such members shall be eligible to vote at the CHML’s annual meeting or at any special meeting called by the Board of Trustees.

 

ARTICLE IV – Board of Trustees

Section 1.

The Board of Trustees, hereinafter referred to as the Board, shall consist of twelve (12) Trustees, each of whom shall serve a term of three (3) years, and the Director who is a non-voting member. Board terms shall be staggered so that four (4) Trustees are elected each year. A slate of new Trustees shall be proposed each year in accordance with the provisions of Article VII.

Section 2.

No Trustee shall serve for more than two consecutive three-year terms. Thereafter, at least one full year must elapse before the Trustee is eligible to serve again.

Section 3.

The Board shall meet approximately once each month and shall be responsible for the general management of the CHML’s business. Seven (7) members of the Board shall constitute a quorum and shall be authorized to conduct official business. Actions of the Board shall be final. An annual report of Board actions shall be made to voting membership of the CHML at the annual meeting provided under Article VIII.

Section 4.

Trustees will be expected to make every effort to attend all meeting of the Board either in person or by conference call. Absence from three (3) consecutive meetings, without notifying the President, will be deemed a resignation from the Board.

Section 5.

Annually, the Board will elect officers from the membership of the Board. The officers will be elected for one year terms at the first Board meeting after the annual meeting.

 

ARTICLE V – Duties of the Board of Trustees

Section 1.

Legal responsibility for the operation of the CHML is vested in the Board. Subject to state and federal law, the Board has the power and duty to determine rules and regulations governing library operations and services.

Section 2.

The Board shall select, appoint and supervise a library director, and determine the duties and compensation of all library employees.

Section 3.

The Board shall approve the budget and ensure that adequate funds are provided to finance the approved budget.

Section 4.

The Board shall have exclusive control of the expenditure of all moneys collected, donated or appropriated for the library fund and shall audit and approve all CHML expenditures.

Section 5.

The Board shall oversee the maintenance of the buildings and grounds, as well as regularly review various physical and building needs to see that they meet the requirements of the total CHML program.

Section 6.

The Board shall comply with all the CHML policies.

 

ARTICLE VI – Officers

Section 1.

The Officers of the organization shall be President, Vice President, Secretary, and Treasurer. Officers shall serve a term of one year from the meeting at which they are elected and until their successors are duly elected.

Section 2.

The President shall call and preside at all meetings, appoint standing committees, and perform any other duties incident to that office. The President shall be the Chairperson of the Board.

Section 3.

The Vice President shall perform the duties of the President in the President’s absence.

Section 4.

The Secretary shall record the minutes of each meeting and distribute the minutes within ten days to each Board member. The Secretary shall also keep a list of the officers and trustees and the terms they serve.

Section 5.

The Treasurer, subject to the direction of the Board, will be responsible for the control of the CHML funds, and will keep accurate records of all transactions. The Treasurer will submit monthly and annual financial reports to the Board of Trustees. The Treasurer will prepare the annual budget with the advice and assistance of the Director. Only the Treasurer, the President, or their Board-approved designees shall be authorized to write checks obligating the CHML.

 

ARTICLE VII – Elections

Section 1.

A Nominating Committee appointed by the President shall elect a slate of nominees for trustee positions and present the slate for a vote by the CHML’s voting membership at the organization’s annual meeting. Each voting member shall be entitled to one vote.

Section 2.

Any vacancy on the Board shall be filled for the duration of that term by a vote of the Board.

 

ARTICLE VIII – Annual Meeting

Section 1. The annual meeting of the CHML shall be held in the month of June.

Section 2. Seven (7) voting members of the CHML shall constitute a quorum.

 

ARTICLE IX –  Dissolution of CHML

Section 1.

In the event of dissolution of the CHML, all of its assets shall be turned over to the Town of Lovell for the purpose of continuing a library open to the public to be administered by a board or committee appointed by the town. If the town fails to accept such a transfer at the next town meeting, the CHML’s Board of Trustees shall transfer the CHML’s assets to such organization or entity that they consider most likely to ensure continued use of said assets as a library available to the greater Lovell community. Should the Board of Trustees fail to make such a determination and transfer, on petition of any Board of Trustees member, such determination and transfer shall be made by a court of competent jurisdiction.

ARTICLE X –  Review of Bylaws

Section 1.

These bylaws shall be reviewed by the Board every three years.