Constitution and By-laws
of the
Mount Caesar Union Library Association
Amended January 8, 2020
Article I -Name
1.1 This association, which was established in 1885, shall be known as the Mount Caesar Union Library
Association.
1.2 The library is located at 628 Old Homestead Highway, Swanzey NH 03446
Article II - Mission Statement and Objective
2.1 The Mount Caesar Union Library enhances the quality of life in our evolving community by providing resources and services for lifelong learning and enjoyment, the space and opportunities to gather, connect,
and collaborate, and by fostering the love of reading.
2.2 The object of the Association shall be the formation and perpetuation of a Public Library and an Historical Museum in Swanzey. Through these channels the Association shall endeavor to preserve our literary and
our historical heritage, and to continually aid our community in its efforts to become better informed, and to encourage independent, constructive thought.
Article III - Membership
3.1 All Swanzey residents, staff of the Mount Caesar Union Library, and staff and students of the Monadnock
Regional School District schools may become members of the Association by application to the Library
Director; membership shall entitle them to free use of the books and materials of the Association subject
to the rules governing the use thereof.
3.2 Only Association members may vote at the annual Association meeting or other special meetings of the
Association. No member under eighteen years of age or living outside of Swanzey shall be entitled to vote
or be elected to office.
Article IV - Meetings
4.1 The Association shall hold an annual meeting during the month of January at a time and place to be
determined by the President. The purpose of this meeting shall be to elect a Board of Trustees in
accordance with Article V, to hear a report from the President of the Association on the state of its
affairs, and to conduct any other business which shall have been identified in the notice. A notice of the
annual meeting shall be posted in the library room and published in the local newspaper at least ten days
prior to the time of the meeting.
4.2 Special meetings of the Association may be called by the President or by a written request signed by ten
or more members of the Association stating the purpose thereof; said notice shall be posted and
published in the same manner as the annual meeting.
4.3 The Board of Trustees shall meet regularly, a minimum of six times a year. Barring special exceptions, the library meetings will be held at the library, time and date to be announced by the President.
4.4 Special meetings of the Board of Trustees may be called by the President or by written request signed by
three or more Trustees stating the purpose thereof and giving each Trustee proper notice of said meeting.
Article V - The Board of Trustees
5.1 The Board of Trustees shall consist of not less than six, nor more than twelve members of the Association
who shall be elected by the Association at the annual meeting. In addition, a special Trustee to represent the public, elected as prescribed by the statues of New Hampshire, shall serve as a full and equal Board
member with those elected by the Association.
5.2 The Trustees shall, immediately following the annual meeting of the Association elect from their own
membership a President, Vice President, Secretary, and Treasurer.
5.3 The Trustees shall have the care, management, and control of all the affairs and business of the Association,
and in all respects see that the property of the Association is well taken care of and its affairs properly
conducted. To that end they may make rules and regulations as may seem to them necessary and
proper. They may by election fill any vacancies on the Board of Trustees or in the offices thereof.
In the event of vacancies and subsequent appointments, a special election of officers or change of positions
may be warranted. They shall select a Library Director and an assistant librarian(s) who by personality,
education, and experience are competent to carry out the policies established by the Board of Trustees. Neither the Library Director nor the assistant librarian(s) shall be members of the Board of Trustees.
5.4 A Trustee who is absent from three of the regularly scheduled meetings in a calendar year may be asked by the Board of Trustees, at its discretion, to submit his or her resignation.
Article VI - Officers
6.1 The President shall preside at all meetings of the Board of Trustees and of the Association, shall exercise
general supervision and management of the affairs of the Association, and shall perform all other duties assigned to them by these bylaws or by the Board of Trustees. They may appoint committees composed of members of the Board, members of the Association, or other volunteers. Ad Hoc committees for the
study of special problems shall be appointed by the Board, to serve until the final report of the work for
which they were appointed has been filed. These committees may also include staff and public
representatives as well as outsiders. No committee shall have other than advisory powers. The President
shall appoint at the January meeting of the Trustees an independent auditor who shall audit the books at the close of the fiscal year.
6.2 The Vice President, in the absence of the President, or in the event of the inability of the President to act,
shall discharge the duties of the President and exercise all authority conferred upon them.
6.3 The Secretary shall keep an accurate record of the meetings of the Trustees and of the Association, shall
give notice of all meetings to the Trustees, shall post and have published all notices of the Association
meetings; and shall perform such other duties as usually pertain to that office.
6.4 The Treasurer shall keep the funds of the Library in a banking institution in the name of the Library and shall render at each regular business meeting a report setting forth the receipts, disbursements, and the balance of the funds so held. The Board may employ a non-trustee as a bookkeeper, and other sub- contractors, as deemed necessary to be used to track accounts, for expenditure reconciliation, audit
purposes, and payroll.
Article VII. – Standing Committees and Their Duties
7.1 The President shall annually appoint the following standing committees whose members must be Trustees unless otherwise specified in this article. No committee shall have other than advisory powers.
7.2 The Budget Committee shall consist of three members, one of whom shall be the Treasurer, which shall have charge of all finances of the Association. This committee shall prepare an annual proposed calendar year budget of the Association for presentation and approval of to the Board of Trustees prior to the town deadline.
The committee may be authorized by vote of the Trustees to purchase or sell securities or other investments on behalf of the Association. The Library Director shall have input in the formulation and submission of the budget.
7.3 The Building and Grounds Committee shall consistent of three members who shall have charge of the library building and all other real property owned by the Association. They shall be authorized to see that the property of the Association is well taken care of and maintained.
7.4 The Antiquarian Committee shall consist of three or more members, at least one of whom shall be a member of the Board of Trustees. They shall have charge of the Antiquarian property and shall be knowledgeable of the care, handling, and preservation of the Antiquarian relics, loaned or given to the Association. They may accept and shall acknowledge all artifacts given by Swanzey residents and their families, by former residents and their families, and all other gifts given to the Antiquarian. They shall see that such wishes of the donors are complied with. They shall keep a current inventory of the contents of the Antiquarian.
7.5 The Personnel Committee shall consist of three or more members and shall examine issues affecting staff and forward recommendations to the Trustees. They shall make recommendations to the Trustees regarding policies, job descriptions, training, salaries, and benefits. They shall review and recommend job candidates and oversee performance. They shall act as a grievance board for employee complaints.
Article VIII - Library Director and Assistant Librarians and Their Duties
8.1 The Association shall employ a Library Director and assistant librarian(s).
8.2 The Library Director shall carry out the policies established by the Board of Trustees. They shall submit
a written annual report at the annual meeting to be placed on file and shall submit such reports as may be requested by the Board of Trustees. The Director shall prepare and submit to the board at each regular meeting a report of matters concerning the library and of the activities of the library during the prior month(s). The Director is expected to attend all Board meetings and may participate in the discussion and offer professional advice but may not vote upon any question. The Director may seek to be excused from attendance by the Board in advance of the meeting at which the Director does not anticipate being able to attend.
8.3 The Director shall recommend to the Board the appointment of and specify the duties of other employees and shall be responsible for the proper direction and supervision of the staff, for the daily care and maintenance of library property, for an adequate and proper selection of books, for maintaining efficient library service to the public, for its financial operation within the limits of the budgeted appropriation, and for adhering to all applicable library policies. The Director shall have input in the formulation and submission of an annual budget.
8.4 The assistant librarian shall act as Director in the absence or inability of the Director to serve and may perform such additional duties as may be necessary or helpful to the Director.
8.5 The Director and assistant librarian shall be appointed and their salaries determined by the Board of Trustees.
Article IX
Quorums
9.1 Ten legal voting members of the Association shall constitute a quorum for the transaction of business at all Association meetings.
9.2 A majority in number of the members of the board of Trustees shall constitute a quorum for the transaction
of business at all Trustee meetings.
Article X - General Rules
10.1 Nothing shall be done or be allowed to be done by the Association restricted in the deed conveying
the Library Building to the Association, dated May 16, 1885.
10.2 Only the Library Director, assistant librarians, and subcontractors shall receive any compensation for their satisfactory services.
10.3 No member of the Association shall be assessed by the Association for money for any purpose whatever.
10.4 The Library shall be open for the loan of books and for other activities at such a times as the Board of Trustees deem it advisable.
10.5 If any money or property shall be given to or come into the possession of the Association and is accepted and acknowledged by the Association or Board of Trustees, it shall be their duty to see
that the wishes of the donors are complied with.
10.6 Any matter that involves an employee who is also an immediate family member of a Trustee shall be considered to create a conflict of interest.
Article XI.
The Constitution and By-laws may be altered or amended at any meeting of the Association by a two-thirds vote of the legal voting members present provided a quorum is present and the proposed alteration or amendment has been read at a previous meeting or a copy of the proposed alteration or amendment has been posted in the Library Room fifteen days prior to the meeting at which such changes are to be considered.
of the
Mount Caesar Union Library Association
Amended January 8, 2020
Article I -Name
1.1 This association, which was established in 1885, shall be known as the Mount Caesar Union Library
Association.
1.2 The library is located at 628 Old Homestead Highway, Swanzey NH 03446
Article II - Mission Statement and Objective
2.1 The Mount Caesar Union Library enhances the quality of life in our evolving community by providing resources and services for lifelong learning and enjoyment, the space and opportunities to gather, connect,
and collaborate, and by fostering the love of reading.
2.2 The object of the Association shall be the formation and perpetuation of a Public Library and an Historical Museum in Swanzey. Through these channels the Association shall endeavor to preserve our literary and
our historical heritage, and to continually aid our community in its efforts to become better informed, and to encourage independent, constructive thought.
Article III - Membership
3.1 All Swanzey residents, staff of the Mount Caesar Union Library, and staff and students of the Monadnock
Regional School District schools may become members of the Association by application to the Library
Director; membership shall entitle them to free use of the books and materials of the Association subject
to the rules governing the use thereof.
3.2 Only Association members may vote at the annual Association meeting or other special meetings of the
Association. No member under eighteen years of age or living outside of Swanzey shall be entitled to vote
or be elected to office.
Article IV - Meetings
4.1 The Association shall hold an annual meeting during the month of January at a time and place to be
determined by the President. The purpose of this meeting shall be to elect a Board of Trustees in
accordance with Article V, to hear a report from the President of the Association on the state of its
affairs, and to conduct any other business which shall have been identified in the notice. A notice of the
annual meeting shall be posted in the library room and published in the local newspaper at least ten days
prior to the time of the meeting.
4.2 Special meetings of the Association may be called by the President or by a written request signed by ten
or more members of the Association stating the purpose thereof; said notice shall be posted and
published in the same manner as the annual meeting.
4.3 The Board of Trustees shall meet regularly, a minimum of six times a year. Barring special exceptions, the library meetings will be held at the library, time and date to be announced by the President.
4.4 Special meetings of the Board of Trustees may be called by the President or by written request signed by
three or more Trustees stating the purpose thereof and giving each Trustee proper notice of said meeting.
Article V - The Board of Trustees
5.1 The Board of Trustees shall consist of not less than six, nor more than twelve members of the Association
who shall be elected by the Association at the annual meeting. In addition, a special Trustee to represent the public, elected as prescribed by the statues of New Hampshire, shall serve as a full and equal Board
member with those elected by the Association.
5.2 The Trustees shall, immediately following the annual meeting of the Association elect from their own
membership a President, Vice President, Secretary, and Treasurer.
5.3 The Trustees shall have the care, management, and control of all the affairs and business of the Association,
and in all respects see that the property of the Association is well taken care of and its affairs properly
conducted. To that end they may make rules and regulations as may seem to them necessary and
proper. They may by election fill any vacancies on the Board of Trustees or in the offices thereof.
In the event of vacancies and subsequent appointments, a special election of officers or change of positions
may be warranted. They shall select a Library Director and an assistant librarian(s) who by personality,
education, and experience are competent to carry out the policies established by the Board of Trustees. Neither the Library Director nor the assistant librarian(s) shall be members of the Board of Trustees.
5.4 A Trustee who is absent from three of the regularly scheduled meetings in a calendar year may be asked by the Board of Trustees, at its discretion, to submit his or her resignation.
Article VI - Officers
6.1 The President shall preside at all meetings of the Board of Trustees and of the Association, shall exercise
general supervision and management of the affairs of the Association, and shall perform all other duties assigned to them by these bylaws or by the Board of Trustees. They may appoint committees composed of members of the Board, members of the Association, or other volunteers. Ad Hoc committees for the
study of special problems shall be appointed by the Board, to serve until the final report of the work for
which they were appointed has been filed. These committees may also include staff and public
representatives as well as outsiders. No committee shall have other than advisory powers. The President
shall appoint at the January meeting of the Trustees an independent auditor who shall audit the books at the close of the fiscal year.
6.2 The Vice President, in the absence of the President, or in the event of the inability of the President to act,
shall discharge the duties of the President and exercise all authority conferred upon them.
6.3 The Secretary shall keep an accurate record of the meetings of the Trustees and of the Association, shall
give notice of all meetings to the Trustees, shall post and have published all notices of the Association
meetings; and shall perform such other duties as usually pertain to that office.
6.4 The Treasurer shall keep the funds of the Library in a banking institution in the name of the Library and shall render at each regular business meeting a report setting forth the receipts, disbursements, and the balance of the funds so held. The Board may employ a non-trustee as a bookkeeper, and other sub- contractors, as deemed necessary to be used to track accounts, for expenditure reconciliation, audit
purposes, and payroll.
Article VII. – Standing Committees and Their Duties
7.1 The President shall annually appoint the following standing committees whose members must be Trustees unless otherwise specified in this article. No committee shall have other than advisory powers.
7.2 The Budget Committee shall consist of three members, one of whom shall be the Treasurer, which shall have charge of all finances of the Association. This committee shall prepare an annual proposed calendar year budget of the Association for presentation and approval of to the Board of Trustees prior to the town deadline.
The committee may be authorized by vote of the Trustees to purchase or sell securities or other investments on behalf of the Association. The Library Director shall have input in the formulation and submission of the budget.
7.3 The Building and Grounds Committee shall consistent of three members who shall have charge of the library building and all other real property owned by the Association. They shall be authorized to see that the property of the Association is well taken care of and maintained.
7.4 The Antiquarian Committee shall consist of three or more members, at least one of whom shall be a member of the Board of Trustees. They shall have charge of the Antiquarian property and shall be knowledgeable of the care, handling, and preservation of the Antiquarian relics, loaned or given to the Association. They may accept and shall acknowledge all artifacts given by Swanzey residents and their families, by former residents and their families, and all other gifts given to the Antiquarian. They shall see that such wishes of the donors are complied with. They shall keep a current inventory of the contents of the Antiquarian.
7.5 The Personnel Committee shall consist of three or more members and shall examine issues affecting staff and forward recommendations to the Trustees. They shall make recommendations to the Trustees regarding policies, job descriptions, training, salaries, and benefits. They shall review and recommend job candidates and oversee performance. They shall act as a grievance board for employee complaints.
Article VIII - Library Director and Assistant Librarians and Their Duties
8.1 The Association shall employ a Library Director and assistant librarian(s).
8.2 The Library Director shall carry out the policies established by the Board of Trustees. They shall submit
a written annual report at the annual meeting to be placed on file and shall submit such reports as may be requested by the Board of Trustees. The Director shall prepare and submit to the board at each regular meeting a report of matters concerning the library and of the activities of the library during the prior month(s). The Director is expected to attend all Board meetings and may participate in the discussion and offer professional advice but may not vote upon any question. The Director may seek to be excused from attendance by the Board in advance of the meeting at which the Director does not anticipate being able to attend.
8.3 The Director shall recommend to the Board the appointment of and specify the duties of other employees and shall be responsible for the proper direction and supervision of the staff, for the daily care and maintenance of library property, for an adequate and proper selection of books, for maintaining efficient library service to the public, for its financial operation within the limits of the budgeted appropriation, and for adhering to all applicable library policies. The Director shall have input in the formulation and submission of an annual budget.
8.4 The assistant librarian shall act as Director in the absence or inability of the Director to serve and may perform such additional duties as may be necessary or helpful to the Director.
8.5 The Director and assistant librarian shall be appointed and their salaries determined by the Board of Trustees.
Article IX
Quorums
9.1 Ten legal voting members of the Association shall constitute a quorum for the transaction of business at all Association meetings.
9.2 A majority in number of the members of the board of Trustees shall constitute a quorum for the transaction
of business at all Trustee meetings.
Article X - General Rules
10.1 Nothing shall be done or be allowed to be done by the Association restricted in the deed conveying
the Library Building to the Association, dated May 16, 1885.
10.2 Only the Library Director, assistant librarians, and subcontractors shall receive any compensation for their satisfactory services.
10.3 No member of the Association shall be assessed by the Association for money for any purpose whatever.
10.4 The Library shall be open for the loan of books and for other activities at such a times as the Board of Trustees deem it advisable.
10.5 If any money or property shall be given to or come into the possession of the Association and is accepted and acknowledged by the Association or Board of Trustees, it shall be their duty to see
that the wishes of the donors are complied with.
10.6 Any matter that involves an employee who is also an immediate family member of a Trustee shall be considered to create a conflict of interest.
Article XI.
The Constitution and By-laws may be altered or amended at any meeting of the Association by a two-thirds vote of the legal voting members present provided a quorum is present and the proposed alteration or amendment has been read at a previous meeting or a copy of the proposed alteration or amendment has been posted in the Library Room fifteen days prior to the meeting at which such changes are to be considered.