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BY-LAWS OF “THE TRUSTEES OF THE FREE PUBLIC LIBRARY OF THE TOWNSHIP OF MIDDLETOWN IN THE COUNTY OF MONMOUTH”
Article 1 Name
Section1. This organization shall be called “The Board of Trustees of the Free Public Library of the Township of Middletown in the County of Monmouth” existing by virtue of the provision of Chapter 54, Title 40 of the State of New Jersey, and exercising the responsibilities delegated to it under the said statute.
Article 2 Organization
Section 1. Five members appointed by the Mayor, along with the Mayor, or his/her alternate and the Superintendent of Schools or his/her alternate shall serve as trustees. A vacancy on the Board of Trustees shall be filled by appointment of the Mayor for the balance of the unexpired term.
Section 2. The organizational meeting will be the first regular scheduled meeting after January 1 of each year
Section 3. Monthly meetings will be held on the third Wednesday of each month.
Section 4. Notice of regular meetings shall be mailed to Board members at least five days in advance of the meeting and shall include copies of the minutes of the prior meeting, an agenda to be discussed at the scheduled meeting and any reports considered essential to consideration of the agenda.
Section 5. Special meetings may be called by the President at any time by giving three days notice to each trustee and 48 hours public notice as required by law. Emergency meetings may be held in accordance with the Open Public Meetings Act.
Section 6. To accommodate special circumstances, the date, hour and place of regular and special meetings may be fixed from time to time by the Board of Trustees at any regular meeting.
Section 7. Upon receipt of a written request of any three Trustees, the President shall call a meeting, notice of which must be given as in Section 5.
Section 8. 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.
- Announceme nt of compliance with Open Public Meetings Law
- Call to Order
- Roll Call of Members
- (Public Portion)
- Approval of minutes of prior meetings
- Financial Report
- Director’s report
- Committee reports
- Unfinished Business
- New Business
Section 9. 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. The presence of four Trustees at any meeting shall constitute a quorum. The president may vote upon and may move or second a proposal before the board.
Section 10. Moneys shall be deposited in a bank to be designated annually by the Board of Trustees, and paid out on the signature of the President and Treasurer. The Vice-President will serve as an alternate signatory.
Article III Officers
Section 1. The officers shall be a President, a Vice President, Secretary, and Treasurer, elected from among the appointed trustees at the organizational meeting. Vacancies in any office shall be filled by ballot at the next regular meeting of the Board after the vacancy occurs.
Section 2. A nominating committee shall be appointed by the President one month prior to the annual organization meeting and shall present a slate of officers at the annual meeting.
Section 3. Officers shall serve a term of one year from the annual meeting at which they are elected.
Section 4. The President shall preside at all meetings of the board, authorize calls for special meetings, appoint committees, execute all documents authorized by the board, may serve as a member of all committees, and generally perform all duties associated with that office. In conjunction with the Library Director, the President shall set the agenda for each regular or special meeting of the board.
Section 5. The Vice-President shall preside at a board meeting in the absence of the President, and shall assume and perform the duties and functions of the President.
Section 6. The Secretary shall submit a true and accurate record of all proceedings of board meetings and shall perform such other duties as are generally associated with that office.
Section 7. The Treasurer shall sign all vouchers, shall have charge of the special funds and income outside the appropriations in the charge of the municipal treasurer, shall report on the financial condition of the library and make recommendations for investments.
Article IV Committees
Section 1. The Board of Trustees may create such committees composed of Board members as may be deemed necessary. The President, with the approval of a majority vote of the Board of Trustees, at a regular or special meeting shall appoint all committees.
Section 2. The Board of Trustees may at any time appoint and create committees composed of others outside the Board upon affirmative vote of four members of the Board of Trustees. Such committees shall include at least one Board member.
Section 3. All committee appointments, Board and advisory, will terminate when successors are appointed or the committee is discharged.
Article V Library Director
Section 1. The board shall appoint a qualified library director who shall be the executive and administrative officer of the library on behalf of the board and under its review and direction. The director shall attend all board meetings except those (Closed Sessions) at which the director’s salary or appointment is to be discussed or decided.
Article VI Policies
Section 1. The Board shall establish policies intended to guide the Administration in the operation of the Library.
Section 2. After two readings during two consecutively scheduled regular Board meetings, new policies or policy revisions may be adopted.
Section 3. In order for a new policy or policy revision to be adopted by the Board, it must receive an affirmative vote of four members of the Board of Trustees.
Article VII Amendments
Section 1. Amendments to these by-laws or additional by-laws may be enacted at anytime, by five affirmative votes at any regular monthly meeting of the Board, provided that such amendments do not conflict with the law.
Article VIII The Seal
Section 1. The seal of the Board shall be circular in form and in the outside circle shall be the words “The Trustees of the Free Public Library in the Township of Middletown in the County of Monmouth” and in the inside circle the words “Organized 1920.”