Orange Public Libraries Board of Trustees Bylaws
Adopted August 24, 2026
Article I - Name and Authorization
This organization shall be called "The Board of Trustees of the Orange Public Libraries of Orange, Massachusetts," existing by virtue of the provisions of Chapter 78, Sections 10-13, and 21 of the General Laws of Massachusetts (MGL), and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.
Article II - Membership
1. The Board shall comprise six Trustees.
2. The Trustees shall be elected by the people of the Town of Orange at the annual Town Election according to a schedule of 2 Trustees every year for a period of three years each.
3. Trustees are expected to assume their full responsibility as board members. lf a trustee is unable to attend meetings regularly and complete the work delegated to him or her, he or she should resign so that an active member can be appointed.
4. Any member may resign by written notice filed with the Town Clerk, as provided for in MGL, Chapter 41, Section 109. Upon receipt of the notice, the Town Clerk will notify the remaining members of the Board.
5. A vacancy on the Board shall be filled by joint majority vote of the Board of Trustees and the Board of Selectmen in accordance with MGL, Chapter 41, Section 11.
6. In addition to death and resignation, a vacancy will have occurred when an elected member of the Board of Trustees fails to attend three consecutive scheduled meetings of the Board without prior notice. After the second such absence, the Board Chair or other designated officer of the Board will send a registered letter to the individual reminding him or her of the consequence of the third absence without prior notice. The consequence of the third such absence would be a registered letter to the individual from the Chair, or other designee of the Board, accepting the resignation.
7. The Director of the Orange Public Libraries shall be an ex-officio, non-voting member of the board.
Article lll - Responsibilities
1. The Board shall have those responsibilities as provided by MGL, Chapter 78, Section 11 and the Bylaws of the Town of Orange as regards the custody and management of the library and of all property owned by the Town pertaining to the library.
2. 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. Responsibilities delegated by the Board to the Library Director shall include implementation of policies approved by the Board, selection and supervision of personnel, selection of library materials, maintenance of library collections, expenditure of funds within the approved budget, and direction of library operations and provision of services to the public.
3. Prepare a written employment contract for the Library Director, detailing the basic conditions of employment, as provided by MGL, Chapter 78, Section 34.
5. Establish a written policy for the selection of library materials and the use of library materials and facilities which is in accord with the current standards of the ALA, as provided by MGL, Chapter 78, Section 33.
6. Determine, in consultation with the Library Director, policies and maintain a written record of them.
7. Advise the Library Director in preparation of the library budget, adopt the final budget document, participate in its presentation to Town boards and officials and work for its adoption by the municipality.
8. To approve all expenditures from the interest of trust funds and to be responsible for the custody and management of the library and of all property owned by the town pertaining to the library and also to be responsible for all monies appropriated by the town for the library and all money or property received by the town by gift or bequest for the library.
9. To approve all expenditures as presented by the Library Director.
I0. Through the Library Director, monitor the maintenance of buildings and grounds, and regularly review facility needs to see that they meet the requirements of the total library program.
11. Represent the community's needs in an ongoing planning process which assesses the needs of the library and the role of the library in the community; speak and act as an advocate for the library in the community; participate in an active public relations program.
12. Study and support legislation which will benefit the library and the larger library community.
Article lV - Officers
1. The officers of the Board shall be a Chair, Vice-Chair and a Secretary. (MGL, Section 78, Section 10 authorizes the Town to vote to establish an office of Board Treasurer. The legislation specifies that "until the Town otherwise directs, the Town Treasurer shall act as Treasurer of the Board of Trustees.")
2. The Chair or their designee shall post all meetings as required by law, conduct all meetings, appoint all committees, serve as the official representative of the Board, and fulfill all legal functions on behalf of the Board.
3. The Vice-Chair, in the absence of the Chair, shall perform the duties of the Chair.
4. The Secretary shall keep a true record of all meetings of the Board and be responsible for correspondence as directed by the Board.
5. Officers shall be elected from the Board at that regular meeting of the Board which immediately follows the Annual Town Meeting elections. The term of office shall be one year. The officers shall not serve more than three consecutive terms. ln the event of a vacancy in any officers' positions during the year, that vacancy shall be filled by a vote of the Board.
Article V - Meetings
1. Regular monthly meetings of the Board will be held.
2. Special meetings of the Board may be called by the Chair or upon written request of three members, for the transaction of business as stated in the meeting request. Notice stating the time and place of any special meeting and the purpose for which it is called shall be given to each member of the board as soon as possible in advance of the meeting.
3. A quorum for transaction of business shall consist of four members of the Board.
4. The Library Director is a participating but non-voting member of the Board.
5. In the event of a tie vote, the motion will be defeated.
6. AII meetings of the Board shall be subject to the State's Open Meeting Law as contained in MGL, Chapter 39, unless held in executive session under the terms of the law. A notice of meetings except in case of emergency, will be filed with the Town Clerk at least 48 hours beforehand and a copy of the notice will be posted in the Town Hall. Further, all records of minutes of meetings will be available for public inspection.
Article Vl - Library Director and Staff
The Library Director shall select and appoint other employees and shall be responsible for the proper direction and supervision of staff; for the care and maintenance of library property; for the selection of books and other library materials and maintenance of the library's materials collection in keeping with the Collection Development Policy adopted by the Board; for the effectiveness of library services to the public; and for the library's financial operation within the limitations of the approved budget. The Library Director shall attend all Board meetings and shall advise the Board in library matters, including making policy and budget recommendations. The director is welcome to bring library staff MOUs before the trustees for nonbinding votes of confidence.
Article Vll - Committees
1. Appointment - The Chair shall appoint committees of one or more members each for such specific purposes as the business of the Board may require from time to time. The Committee shall be considered to be discharged upon completion of the purpose for which it was appointed and after the final report is made to the Board.
2. Reports - All committees shall make a progress report to the Board at each of its meetings, as required.
3. Powers - No committee will have other than advisory powers unless by suitable action of the Board it is granted specific power to act.
Article Vlll - Collective Authority of the Board
All decisions of the Board are made by the Board as a collective body. No individual member may make decisions or, with the exception of the Chair, act or speak for the Board unless specifically authorized to do so by a vote of the membership of the Board.
Article lX - Parliamentary Rules
Except as provided for by these bylaws, the current edition of Robert’s Rules of Order shall govern.
Article X - Amendments
These bylaws may be amended at any regular meeting of the Board with a quorum present, by a majority vote of the members present, provided that a motion presenting the amendment was duly made and seconded at the previous regular meeting.