NOTTAWA TOWNSHIP LIBRARY BOARD BYLAWS

Authorized by Act 164 of Public Acts of 1877 of the State of Michigan which established Township Libraries and Michigan Compiled Laws 397.201 through 397.217, the following bylaws have been set down to establish, exercise the powers and authority and assume the responsibility of a township library.

 ARTICLE   I - NAME OF LIBRARY

The name of the library shall be “Nottawa Township Library”.

 ARTICLE II – LIBRARY BOARD MEMBERSHIP

Six trustees shall be elected for a four-year term at the primary and general elections.  The Library Board Trustees shall be nominated and elected on nonpartisan ballots.  The Library Board shall fill a vacancy on the Board by appointment of a person to hold office until the next election.

ARTICLE III – LIBRARY BOARD OFFICERS

  1. The Library Board Officers shall be comprised of a President, a Vice-President, and a Secretary selected from among the elected trustees. The officers shall be elected annually at the first meeting of the fiscal year.  

  2. The President shall preside at all meetings of the Library Board, authorize calls for any special meetings, appoint all committees, and generally perform all duties associated with that office.

  3. The Vice-President, in the event of the absence or disability of the President or vacancy in that office, shall assume and perform the duties and functions of the President.

  4. The Secretary shall keep a true and accurate record of all meetings of the Library Board, shall issue notice of all regular and special meetings, and perform such other duties as are generally associated with that office.                                                                     

ARTICLE IV – LIBRARY TRUSTEES’ RIGHTS AND RESPONSIBILITIES

  1. Adopt bylaws and rules for the Library Board’s governance.

  2. Appoint a Library Director and delegate the hiring of other staff to the Director.

  3. Have exclusive control over the building and grounds of the library.

  4. Oversee the expenditure of all funds credited to the library fund.

  5. Adopt an annual library budget.

  6. Work with the director to resolve issues; remove the director if needed.

  7. Adopt rules and regulations regarding use of the library.

  8. Adopt long and short-term goals for the library’s growth.

  9. The Library Board should be concerned with the overall governance of the library, while the Library Director should be concerned with administering the library in accordance with the Library Board’s wishes.

ARTICLE V – LIBRARY DIRECTOR

  1. The Library Board shall appoint a Library Director who will act as the executive and administrative officer of the library on behalf of the Library Board.  The Library Director will be under the Library Board’s review and direction.

  2. The Library Director duties shall include but are not be limited to the following:

    a. Hires, promotes, demotes, trains, supervises and fires library personnel as needed.  Termination of an employee will be with Library Board’s approval.

    b. Maintain knowledge of accepted library principles and practices, concepts of freedom of speech, and other library ethical issues.

    c. Maintain positive public relations with the Library Board, staff, and community.

    d. Evaluate library policies and procedures and update as needed.

    e. Keep records in optimum condition for auditing and state and federal reporting requirements.

    f. Maintain an up to date, well-balanced collection of materials for a broad range of ages, tastes, and needs, both informational and recreational. 

    g. Care for and maintain the library equipment and property.

    h. Oversee all aspects of grounds and building to insure a safe, attractive environment.

    i. Meet with Library Board bimonthly to keep them informed of upcoming events, issues to be resolved, changes that could affect the library, personnel issues, policy needs, financial standing, and long and short-term goals.

    j. Attend workshops or classes to enhance job performance and to maintain library certification.

    k. Prepare bills to be paid twice monthly or as needed.

    l. Prepare monthly library activity reports for the Nottawa Township Board including financial reports.

ARTICLE VI –LIBRARY BOARD MEETINGS

  1. Regular Library Board meetings shall be held bimonthly.  The date and hour to be set by the Library Board at the first meeting of the fiscal year.

  2. Trustees are strongly encouraged to practice good attendance to Board meetings.  Absence from three consecutive meetings shall be cause for the Board to ask a Trustee to resign.

  3. The order of business for regular meetings shall include but not be limited to the following items:

    a. Record present and absent members

    b. Approval of agenda

    c. Disposition of minutes of previous regular meeting and any intervening special meetings.

    d. Financial reports and report of bills paid

    e. Old business

    f. New business

    g. Director’s report

    h. Committee reports

    i. Communications

    j. Public comment (with a time limit for participants)

  4. The Secretary, at the direction of the President, may call special meetings.

  5. The Library Board President shall authorize special committees as necessary.

  6. All business of the Library Board shall be transacted only at legal, scheduled meetings.

  7. No member of the Library Board shall have the power to act in the name of the Library Board except as specifically authorized in advance by the Board at their regular meeting.

  8. A quorum for the transaction of business at any meeting shall consist of four members of the Library Board present in person.

  9. All meetings are open to the public and to the library staff.  Meeting times and dates will be posted in the library and on the library website

  10. When personnel or property transactions are discussed, the Library Board reserves the right to go into a closed session, which allows only the Board members to be present.

  11. All minutes of the Library Board meetings shall be available to the public upon request.  Minutes shall be emailed to the Board trustees prior to the next scheduled meeting and a copy shall be given to the Nottawa Township Board members at their monthly meeting.

  12. Robert’s Rules of Order shall govern proceedings of all meetings.                                            

ARTICLE VII – GENERAL

  1. An affirmative vote by the majority of all trustees of the Library Board present at the time shall be necessary to approve any action before the Board. The Library Board President may vote upon and may move or second a proposal before the Library Board.

  2. Board members will observe the highest ethical standards by avoiding situations in which personal interests would be served over the best interest of the library and abstaining from any vote or decision that could be construed as a conflict of interest. A Board member may not receive anything of value that could be reasonable expected to influence his or her vote or other official action

  3. The bylaws may be amended by the majority vote of all trustees of the Library Board provided written notice of the proposed amendment shall have been emailed to all Library Board trustees at least ten days prior to the meeting at which such action is proposed to be taken.

  4. The Nottawa Township Treasurer shall act as the financial liaison for the Nottawa Township Library. In accordance with Michigan State Law, Nottawa Township will continue to be responsible for the collection of property taxes for the library. Nottawa Township Library will administer its own accounts payable and maintain its own bookkeeping records. The Nottawa Township Board and Nottawa Township Library Board will agree to use the same auditor. The library will provide annual proof of insurance and bonding to the Township Board.

Approved:  October 27, 2004, Ethics statement added (#2 above) 3/22/06, Special meeting 1/7/09: Remove Article III- 5; Article V – k. & l. revised; added Article VII – 4. 6/25/18 amended monthly to bimonthly meetings, mail to email.7/28/22 added Article VI – 2 attendance.