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BY-LAWS FOR LIBRARY BOARD
ARTICLE 1: NAME AND MISSION
Section 1. The organization shall be called the Board of Trustees of the Williamsburg Regional Library ("Board of Trustees"). The organization exists by virtue of the provisions of Title 42.1, Chapter 2 of the Virginia Code and by virtue of the provisions of the contract for library services with the City of Williamsburg ("City") and James City County ("County").
Section 2. The mission of the Williamsburg Regional Library ("Library") is as follows: Free access to information is a foundation of democracy. The Library, a basic government service, provides that access through resources and programs that educate, enrich, entertain, and inform every member of our community.
This mission statement translates into the Library taking an active role in the community’s life, and provides an opportunity to stimulate ideas, to advance knowledge, and to enhance the quality of life for every resident.
The Library encourages the free exchange of ideas among people of a free society.
ARTICLE 2: MEMBERS
Section 1. Pursuant to the contract for library services between the City, the County, and the Board of Trustees, the Board of Trustees shall consist of nine (9) members. Five (5) of the members shall be appointed by the County and four (4) of the members by the City. One member from each locality shall serve as a government representative from senior management.
Section 2. Terms of office for Trustees shall be for four (4) years. No member may serve more than two four-year, consecutive terms. However, a member appointed to fill the un-expired term of another member may at the end of that term be appointed to two full four-year terms of the member’s own.
Section 3. Appointments shall be made to fill vacancies for un-expired terms as soon as possible by the responsible appointing entity.
Section 4. A Trustee shall not receive a salary or other compensation for service as a member, but necessary expenses actually incurred shall be paid from the Library’s budget.
Section 5. The duties of the Board of Trustees include:A. To hire a professional librarian as Director of the Library and to evaluate the Director's performance on an annual basis
B. To review and approve a budget ensuring adequate funds for the Library's operation;
C. To oversee expenditures of Library funds and the condition of physical plant;
D. To establish and review Library policies;
E. To attend Board meetings regularly and to learn what constitutes good library service by reading relevant literature and, when possible, by visiting other libraries.
F. To become familiar with library issues at the state and local level.
Section 6: It shall be the responsibility of the Board of Trustees to make recommendations for removal of a Trustee to the appropriate governmental body as warranted. If a Trustee fails to attend three (3) consecutive meetings in a twelve (12) month period, the Board Chair will speak with the Trustee to inquire about continued service. If a Trustee fails to attend at least five (5) meetings in a fiscal year, the Board Secretary, in consultation with the Board Chair, will prepare a communication for notification to the appropriate governmental body with a recommendation on service.Section 7. Upon appointment and reappointment, the Clerk of the Circuit Court shall administer the oath of office to each member.
ARTICLE 3: OFFICERS
Section 1. The officers of the Board of Trustees shall be a Chair, Vice-Chair, and Secretary.
Section 2. The duties of the Chair will include setting of meeting agendas; presiding during meetings; regularly meeting with the Library Director; representing the Library at special events/meetings; appointing all committee chairs of the Board and members of committees; and appointing of ad-hoc committees, as well as all other responsibilities normally afforded the position of chair.
Section 3. In the absence of the Chair, the Vice-Chair shall preside at meetings. In the absence of both, the secretary shall preside.
Section 4. The nominating committee shall be appointed at the May meeting of the Board of Trustees in the year when terms of office are expiring and consist of three (3) members. The committee will report a slate of officers at the June meeting of the Board of Trustees. The slate will be voted on at the June annual meeting. All terms of office are for two (2) years after the Board of Trustees election. Officers may serve more than two (2) consecutive terms in the same office.
Section 5. The Chair, as needed, may fill officer vacancies. Appointees will hold office until an election can be held at the next regularly scheduled meeting.
ARTICLE 4: LIBRARY ATTORNEY
Legal counsel to the Board of Trustees shall be the James City County Attorney or the Attorney's designee and shall provide legal advice to the Library of Trustees. Legal counsel shall attend meetings and participate on task forces and committees as requested by the Chair. Legal counsel shall also provide legal opinions to the Library Director.ARTICLE 5: MEETINGS
Section 1. The Board of Trustees shall meet on a regular basis, at least nine (9) times a year, at a time and place convenient to the Board of Trustees. A yearly schedule of proposed meeting times and dates for the coming year shall be set at the September meeting of the Board of Trustees. All meetings are open to the public, and the media notified of the time and place of each meeting.
Section 2. The annual meeting of the Board shall be held in June.
Section 3. Special meetings may be held at any time at the call of the Chair or Vice-Chair or any five (5) members of the Board of Trustees, provided that notice be given to all members, and the media is notified in accordance with the requirements contained within the Virginia Code.
Section 4. A quorum at any meeting shall consist of a majority of Trustees. Proxy voting is not permitted.
Section 5. Proceedings of all meetings shall be governed by Roberts Rules of Order – Revised (newest edition for small groups). Any rule therein may be suspended for any length of time by a unanimous vote of Trustees present. The Chair shall appoint a member of the Trustees or the Library Attorney to serve as paliamentarian.
Section 6. The minimum content of the agenda at regular meetings shall include:
A. Call to Order
B. Minutes of previous meeting
C. Chair's Report
D. Director's Report
E. Finance Committee Report
F. Other
G. Adjournment
ARTICLE 6: LIBRARY DIRECTOR
Section 1. The duties of the Library Director shall include:
A. To administer the Library according to approved Board policies and the mission of the Library.
B. To advise the Board on all matters of Library operation.
C. To attend all Board meetings.
D. To be responsible for hiring, directing and evaluating staff in accordance with James City County personnel policies and practices.
E. To prepare the annual budget in consultation with the Finance Committee.
F. To keep the Board informed of changes in library legislation and standards.
G. To keep abreast of advances in library services by reading relevant literature, by being active in library organizations, and by attending appropriate meetings, workshops, and conferences.
H. To report regularly to the officials of local government and to the general public; to oversee the Library's program of public relations.
I. To prepare goals and objectives for discussion and approval by the Trustees at the September meeting of the Board; to review goals and objectives of the previous year with the Trustees at the June meeting of the Board.ARTICLE 7: COMMITTEES
Section 1. The following shall serve as standing committees of the Board of Trustees: Executive and Finance Committees.
The Executive Committee shall consist of the officers of the Board of Trustees with the Chair of the Board serving as the convening officer. Among its responsibilities shall be to ensure than an annual review of the strategic plan is accomplished and to plan for the annual evaluation of the Library Director. The Executive Committee may exercise its powers and transact the business of the Board between meetings of the full Board as needed. Any action taken by the Executive Committee shall be communicated promptly to the full Board of Trustees at the next Board meeting. At least two (2) members of the Executive Committee must be present for any official action. The media will be notified of all meetings of the Executive Committee in accordance to the requirements found in the Virginia Code.
The Finance Committee Chair shall serve as the Board of Trustees liaison with the Library Director on budgetary and financial matters. The Finance Committee shall consist of at least three (3) members of the Board of Trustees appointed by the Chair, and in coordination with the Library Director, shall be responsible for preparation of an annual budget.Section 2. The Chair of the Board of Trustees may appoint such ad-hoc committees as the Chair determines are necessary to conduct the business of the Board. No such committee will continue in existence beyond the end of the fiscal year in which it was appointed, unless by vote of the Trustees at its June meeting.
ARTICLE 8: FISCAL YEAR
Section 1. The fiscal year of the Library shall begin on the first day of July in each year and shall end on the last day of June each year.
ARTICLE 9: AMENDMENTS
Section 1. Amendments to these By-Laws may be proposed at any regular meeting. Proposed amendments become effective after a favorable vote by two-thirds of the members of the Board of Trustees at the next regular meeting of the Board.
ARTICLE 10: EFFECTIVE DATE
Section 1. Amendments to these By-Laws approved by the Board of Trustees on April 26, 2006 shall become effective July 1, 2006.November 13, 1991
Amended November 8, 1995
Amended April 30, 2003
Amended April 26, 2006
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