Haverhill Library Association Bylaws

 October 11, 2020 final draft C.Dole

HAVERHILL LIBRARY ASSOCIATION BYLAWS

ARTICLE I The name of this organization shall be the Haverhill Library Association.

ARTICLE II The purpose of this organization is to operate the Haverhill Library Association’s library, 

which is known as “Haverhill Library,” and to enhance the learning, cultural and reading opportunities 

for the community. 

ARTICLE III The members of the Haverhill Library Association shall be persons of voting age who are 

Haverhill Library patrons or who have expressed interest in this organization. 

ARTICLE IV 

Section 1. The organization shall be governed by nine Trustees elected by majority vote of the 

members at the annual meeting. Three trustees shall be elected for a term of one year, three for two 

years, and three for three years, and thereafter three trustees shall be elected annually, each for a term 

of three years. If a position becomes vacant, the Trustees shall appoint a replacement to be confirmed 

by majority vote at the annual meeting. 

Section 2. The Trustees shall elect a President, Vice-President, Treasurer and Secretary, annually. 

Section 3. The affairs of the Association shall be managed by the Trustees. Their duties extend to the 

following areas: (a) Building and grounds: oversight and management, budget for repairs, planning for 

renovations and expansions, contracts; (b) Library collection: develop and approve collection plans, 

authorize purchases by the librarian; (c) Develop and review annual budget: allocate funds, approve 

budget and purchases, maintain audit trails and retain legal authority; monthly review of all financial 

activities; (d) Fund raising: determine and raise total amount of funds necessary to operate and maintain

the library; review funds from available sources, including raising public funds, lobbying at local and 

state levels, applying for funds from grants, legacies and endowments, memorials, gifts, civic 

organizations and service clubs, and lawful fund raising events; (e) Local government: develop and 

maintain relationships with local officials, act as board to speak for library needs; (f) Mission and long-

range planning: develop and implement mission plans; (g) Personnel: Hire and oversee all staff, set 

terms of employment, address grievance appeals with sole dismissal authority; (h) Policies: develop, 

approve and periodically review all Association policies. 

Section 4. The President shall preside at all meetings. The President shall also prepare a report of the 

Association's year's work for the annual meeting. 

Section 5. The Vice-President shall officiate in the absence of the President. 

Section 6. The Secretary shall notify the Trustees and/or members of all meetings and shall keep an accurate report of same.

Section 7. The Treasurer shall receive all monies due the Association and shall pay all operating 

expenses and other bills as approved by a majority of the Trustees. Any spending outside of the annual 

operating budget shall be approved by a majority vote of the Trustees. 

ARTICLE V Meetings 

Section 1. The annual meeting shall be held on the third Monday of January, of each year, at which 

time Trustees shall be elected and the reports of officers shall be submitted. After each such annual 

meeting the officers shall be elected for the ensuing year. 

Section 2. The President may call a special meeting of the Board of Trustees or membership at any 

time. 

Section 3. The Board of Trustees shall meet at least four times a year in addition to the annual 

meeting. 

ARTICLE VI 

Section 1. The Librarian and any other employees shall be appointed annually by the Trustees.

Section 2. The duties of the Librarian shall be to take charge of the library, record circulation, 

manage the collection, give a classified report at the annual and other Trustee meetings, and fulfill any 

other duties as assigned by the Trustees. An assistant librarian, if appointed by the Trustees, shall work 

under the direction of the Librarian and the Trustees.

Section 3. All books shall be loaned free of charge, but subject to such rules as the Trustees 

determine. 

ARTICLE VII The Library Building may be used for other community activities with the consent of the 

librarian in accordance with Trustee policy. The Library Building, or a portion thereof, may be rented for 

purposes as approved by a majority vote of the Trustees. 

ARTICLE VIII These articles shall be subject to amendment following discussion by the Trustees. The 

approved draft shall be posted on the Library website, for 4 weeks for input by members. The amended 

bylaws shall then be approved and adopted by the Trustees.