BYLAWS
Section 1: The name of the body shall be the New Hampshire Library Trustees Association (NHLTA).
ARTICLE II: Aims and Objectives
Section 1: The aims and objectives of this Association shall be to promote and develop better library services in New Hampshire, to present educational opportunities to New Hampshire trustees, and to provide a forum to exchange ideas and experiences among library Boards of Trustees.
ARTICLE III: Officers and Duties
Section 1: The Officers shall be President, Vice President, Secretary, Treasurer, and Assistant Treasurer, and the line of authority shall be in that order.
Section 2: The Officers shall be elected annually by and from the Board of Directors following the Annual Meeting. Terms of office will be effective as of July 1. An officer vacancy shall be filled by and from the Board.
Section 3: The President shall preside at all Board and Membership meetings.
The President shall appoint all Chairs of standing committees, as defined in Article V, and those appointed chairs shall select their committee members.
The President recommends proposed Governance Committee members to the Board for approval.
The President shall appoint representatives to other organizations as needed.
The President shall be an ex-officio member of all NHLTA committees. The President is a member of the Governance Committee.
Section 4: The Vice President shall serve in the absence of the President, and perform any other duties as needed.
Section 5: The Secretary shall keep records of all regular and special Board and Membership meetings as requested, handle all general association correspondence, send notices for meetings, and provide minutes of all meetings to the Board members at least five (5) business days prior to the next scheduled meeting. The Secretary shall perform other duties as needed.
Section 6: The Treasurer shall serve as chief financial officer of the Association, prepare an annual budget with the Finance Committee for approval by the Board, have custody of all Association funds and securities, and keep full and accurate accounts of all monies received and expended for the use of the Association. The Treasurer shall perform other duties as needed.
All funds shall be deposited to the account of the New Hampshire Library Trustees Association in a bank (or banks) designated by the Board, and shall be disbursed by the Treasurer, as authorized by the Board.
The President and Assistant Treasurer shall be second signature on all accounts.
The Treasurer shall make a report at every meeting of the Board, at the annual membership meeting, or when called upon by the President.
A review of the Association’s finances shall be conducted at the close of the fiscal year, and when there is a change in the office of Treasurer.
Section 7: The Assistant Treasurer shall maintain a familiarity with the duties and responsibilities of the Treasurer. In the event of the absence or withdrawl of the Treasurer, the Assistant Treasurer will assume the duties and obligations of the Treasurer. The Assistant Treasurer shall be bonded. The Assistant Treasurer shall perform such duties as assigned by the Treasurer and serve on the Finance Committee.
Section 8: A Past President, recommended by the Governance Committee and approved by the Board, shall serve as a voting member of the Board and the Executive Committee until he or she is replaced by a new Past President.
ARTICLE IV: Board of Directors
Section 1: The Board shall consist of the officers (4), a past president, and not more than ten (10) other Directors. The Board shall meet on a regular basis.
Section 2: The Directors shall be elected to a term of of two (2) years effective as of July 1. The Governance Committee shall recommend a slate of nominees to be approved by the Board of Directors prior to the annual meeting.
Section 3: An Emeritus Director may be appointed by a two-thirds vote of the Directors and shall be considered a lifetime member of the Board without voting rights.
Section 4: Vacancies on the Board shall be filled by appointment to the Board to fill the remainder of the term of the departing director. The Governance Committee shall recommend individuals to fill vacancies, and the Board shall make appointments taking into consideration the Governance Committee's recommendations.
Section 5: All members of the Board shall be dues-paying members of NHLTA.
Section 6: The State Librarian may appoint a non-voting liaison to the Board.
Section 7: The Board shall have the final responsibility for carrying out the aims and objectives of the Association.
Section 8: A simple majority of voting members of the Board shall constitute a quorum at any regular or special meeting of the Board.
Section 9: A special meeting of the Board may be called any time by the President or by two-thirds (2/3) members of the Board, providing notice has been sent to Board members at least ten (10) business days in advance.
Section 10: A Board member, who has been absent from more than three (3) regular meetings of the Board within a twelve-month (12 month) period may be subject to removal for non-attendance at the discretion of the Board.
Section 11: Any Board member may be removed from the Board in accordance with the disciplinary policy and procedure adopted by the Board.
ARTICLE V: Committee of the Board of Directors
Section 1: Standing Committees shall consist of Executive, Communications, Education, Finance, Legislative, and Governance. The chairs of standing committees appointed by the President shall consist of members of the Board. Any Committee may, at its discretion, seek advisory assistance from the membership or other individuals with relevant knowledge. Annual Committee reports will be available to the membership on the website.
Section 2: Areas of responsibility include, but are not limited to:
A. Executive, consisting of the four officers and the past president shall be the administrative body of the Board, with final responsibility for execution of the policies of the Board. It selects the annual Award recipients.
B. The responsibilities and job descriptions of the Standing Committees (Executive, Communications, Education, Finance, Legislative, and Governance) are part of the NHLTA Operating Manual.
C. The Governance Committee, consisting of a minimum of five members which are approved by the Board, is responsible for organizational oversight and for making recommendations that enhance the quality and effectiveness of the NHLTA. The Committee shall prepare a slate of directors for Board endorsement prior to presentation for membership approval at the Annual Meeting. The Committee shall prepare a slate of officers to be presented for Board approval at the first board meeting following the Annual Meeting and shall recommend appointments to fill interim vacancies on the board as needed.
Section 3: Chairs of all committees may propose activities and submit projects to the Board for approval. Each committee Chair shall prepare a report for the annual meeting.
Section 4: Ad hoc committees shall be all other committees not defined above. Ad hoc committees are created and dissolved by the Board of Directors. Members may come from the general membership. Each committee shall have a Board member as liaison to the Board. Ad hoc committees shall seek advisory help as needed.
ARTICLE VI: Association Meetings
Section 1: The Association shall have at least one membership meeting a year, in the spring, on a date determined by the Board. The purpose of the meeting shall be the election of Directors, and the transaction of other business. Notice shall be sent to all members at least thirty (30) days, but no more than sixty (60) days, in advance. Nominations to the Board may be accepted from the floor with the previous consent of the candidate.
Section 2: A special meeting of the Association may be called at any time by the President or by nine (9) members of the Board provided that notice has been sent to all members at least fifteen (15) days in advance.
Section 3: Fifty (50) members of the Association shall constitute a quorum at any regular or special membership meeting.
ARTICLE VII: Dues
Section 1: The annual dues shall be due and payable July 1 of each year for the ensuing twelve (12) months.
Section 2: A change in dues may be voted upon at any regular membership meeting, provided notice has been sent to all members at least fifteen (15) business days in advance.
Section 3: The fiscal year shall be from July 1 to June 30.
ARTICLE VIII: Parliamentary Authority
Section 1: Robert's Rules of Order shall serve as the reference guide as to parliamentary procedure in the conduct of meetings.
ARTICLE IX: Conflict of Interest
Section 1: The Board shall comply with all requirements of RSA 7:19 regarding conflict of interest.
ARTICLE X: Amendments
Section 1: These bylaws may be amended at the annual membership meeting by a two-thirds (2/3) vote of those members present and voting, provided written notice of the proposal to amend has been included in the notice of the meeting sent to all members at least thirty (30) days, but no more than sixty (60) days, in advance.
Section 2: Changes in the bylaws become effective immediately after ratification by the membership at the annual meeting.
ARTICLE XI: Business Days
Section 1: Business days exclude Saturday, Sunday, and all federal and New Hampshire legal holidays.
ARTICLE XII: Notification
Section 1: Notice of proposed changes shall be sent by United States Postal Service.
Adopted: May 3, 1957.
Amended: November 9 1972; May 12, 1975; October 25, 1975; May 13, 1980; June 16, 1988; June 9, 1988; May 9, 1990; May 25, 1995; May 31, 2000; May 29, 2002; May 26, 2005; May 14, 2008; May 9, 2011; May 21, 2012; May 19, 2014; May 23, 2017; May 29, 2019; May 9, 2023; June 5, 2024
NHLTA Bylaws are also available for download.
