Bylaws of the Board of Library Trustees Calvert County

May 2019

ARTICLE I: NAME

The name of this Board shall be the Board of Library Trustees for Calvert Library,
hereinafter “the Board” and “the Library”.

ARTICLE II: PURPOSE

The Purpose of the Board is to formulate and determine policies and procedures with
regard to management, budgetary, personnel, and other matters, and the proper delivery
of library and informational services to the benefit of the Calvert County community.

ARTICLE III: TRUSTEES

SECTION 1: APPOINTMENT
The Board shall be comprised of seven (7) Trustees, nominated by the Board and appointed
by the Board of County Commissioners of Calvert County, in accordance with the
provisions of Section 23-303, Title 23, Division IV, Education, of the Annotated Code of
Maryland.

SECTION 2: TERM AND VACANCIES
a. A Trustee serves for a term of five (5) years.
b. A Trustee may be reappointed for a second term, but may not serve more than two
(2) terms consecutively.
c. A Trustee appointed to fill a vacancy in an unexpired term is eligible for
appointment to serve two (2) additional consecutive terms.

SECTION 3: COMPENSATION
The Trustees serve without compensation.

SECTION 4: ATTENDANCE
Any Trustee who fails to attend at least half of the scheduled meetings of the Board during any
calendar year shall be considered to have resigned from the Board.

SECTION 5: REMOVAL
The Board, by majority, may recommend to the Board of Calvert County Commissioners that a
Trustee may be removed from the Board for malfeasance or any such activities inimical to the
purpose of the Board.

ARTICLE IV: OFFICERS

SECTION 1: APPOINTMENT
The Officers of the Board shall be chosen by the Board annually. Officers shall be President,
Vice President, and Secretary.

SECTION 2: TERM

The term for an Officer is one (1) year and said Officer may not serve more than three (3) terms
consecutively.

SECTION 3: DUTIES

a. The President shall preside at all meetings, appoint all committees, and authorize calls
for any special meetings, and generally perform all duties of a presiding officer.

b. The Vice President shall perform all duties and functions of the President in the
event of the absence of the President or his/her inability to serve.

c. Secretary: In the absence of the Chair and/or Vice-Chair, the Secretary will perform those
duties. The Secretary shall ensure compliance with the notice and agenda requirements of
the Open Meetings Act; the Secretary shall see that adequate minutes of the meetings of the
Board are prepared and posted; see that all notices of meetings are duly given in accordance
with the provisions of the bylaws or as required by law; shall see that adequate notification of
pending a Trustee term limit is given and complies with both county requirements and library
bylaws, and shall be responsible for the custody of the records of the Board, but may
delegate any of these functions to the Director or other designated library employee.

d. Executive Committee: The Executive Committee composed of the President, Vice President,
and Secretary, is empowered to meet as a body to plan agendas and make recommendations
to the Board and shall exercise the powers of the Board of Trustees between meetings to
address exigent circumstances, subject to the approval of the Board at the next meeting.

SECTION 4: VOTING
Officers shall be elected by a simple majority of votes or by plurality if a proportional voting
system is used.

ARTICLE V: MEETINGS

SECTION 1: FREQUENCY, PLACE AND TIME
a. The Board shall hold a regular meetings at least once every three (3) months.
b. The regular meetings shall take place at the Calvert Library in Prince Frederick,
unless otherwise designated by the President.
c. All regular meetings shall occur at a prescribed time to be designated by the President.

SECTION 2: SPECIAL MEETINGS
Special meetings may be called by the President of the Board or by a quorum of the
Trustees of the Board to transact such special business at a place and time that shall be stated in
the call for said meetings.

SECTION 3: NOTICES
Notices of all meetings of the Board shall be distributed to Board members and appropriate
parties at least seven (7) days prior to the date of the meeting; however the Board reserves the
right to waive when appropriate this notice requirement.

SECTION 4: QUORUM
A quorum for the transaction of business shall be four (4) Trustees of the Board.

SECTION 5: RULES
All meetings of the Board shall be conducted according to the latest revised edition of Robert’s
Rules of Order.

Section 7: Open Meetings
All Board meetings shall be open to the public, according to the Open Meetings Act —
Annotated Code of Maryland, State Government, Title 10 Governmental Procedures
Section 10-505 and Section 10-506. The Board also may have closed sessions according to the
Open Meetings Act.

ARTICLE VI: POWERS AND DUTIES

SECTION 1: POWERS AND DUTIES
The Board is responsible for the formulation and determination of policy for the Library with
regard to management, fiscal and personnel matters, per Sections 23-403 through 23-406 of the
Annotated Code of Maryland.

SECTION 2: LIABILITY
The Board shall ensure that the Library and the Board are adequately insured.

ARTICLE VII: DIRECTOR

SECTION 1: EXECUTIVE DIRECTOR
The Executive Director shall be appointed by the Board and shall serve at the discretion of the
Board.

SECTION 2: DUTIES
a. The Executive Director shall be responsible for the day-to-day administration and operations
of the Library.
b. The Executive Director shall act as secretary to the Board, and as such keep a true account of
the proceedings of the Board, shall issue all meeting notices, shall maintain all
records of the Library, and shall perform such other duties as required by the Board
and Section 23-406 of the Annotated Code of Maryland.
c. The Executive Director shall prepare the Annual Budget for the approval of the Board. Once
the Budget is approved by the Board and the Board of County Commissioners, the
Executive Director shall maintain said Budget and report on it in detail at each regular
meeting of the Board.
d. The Executive Director shall maintain current statistical data with regard to the operations of
the Library and report on such data at the regular meetings of the Board.
e. The Executive Director shall inform the Board of any problems that do or could affect
established policy with regard to the operation of the Library.
f. The Executive Director shall designate an appropriate, qualified member of the Library staff to
act as Director pro tempore should the Executive Director be temporarily incapacitated or
otherwise unable to perform his or her duties. The acting Director shall perform all duties of
the Executive Director.

ARTICLE VIII: AMENDMENTS

These Bylaws and additions thereto may be amended at any regular meeting of the Board by a
vote of four (4) of the Trustees, provided that such amendment shall be stated in the call for the
meeting.