1.2. Trustees
The Board of Trustees of the Springfield Town Library shall be the governing body of library operations. The Springfield Town Library is also a department of the Town of Springfield, which governs all personnel. “The town manager, town attorney and other officers, departments, and agencies of the town shall assist and cooperate with the library board and upon request of the library board shall furnish information and advice respecting such matters as the board may reasonably require in order to fulfill its purposes[]. The town manager will provide the services of a recording secretary and whatever other clerical support services may be necessary.”
(SPRINGFIELD, VT., Code 1990, § 2-47; Ord. No. O-1976-4, § 4-1007, 11-18-1976)
1.2.1. Composition
The Springfield Town Charter provides that:
● “The Library Board of Trustees shall consist of seven members to be elected at large.” (24 App. V.S.A. ch. 149, § 23.4.A.)
● “Library Trustees shall serve staggered terms of three years.” (24 App. V.S.A. ch. 149, § 23.4.B.)
● “Should a vacancy occur in the Office of Library Trustee, it may be filled by a majority vote of the Selectboard, the appointment to run until the next annual Town meeting at which an election shall be warned to fill any unexpired term.” (24 App. V.S.A. ch. 149, § 23.4.C.)
The Springfield Town Ordinances provide that:
● “Four members shall constitute a quorum. Once a quorum has been obtained, a majority of the quorum shall be sufficient for the conduct of business including the approval and submission of library board studies and recommendations.”
(SPRINGFIELD, VT., Code 1990, § 2-41; Ord. No. O-1976-4, § 4-1001, 11-18-1976)
● “Members of the library board shall serve without compensation.”
(SPRINGFIELD, VT., Code 1990, § 2-43; Ord. No. O-1976-4, § 4-1003, 11-18-1976; Ord. No. O-2003-1, § III, 2-24-2003)
● “If a member is not present without good cause for three consecutive meetings, the chairperson of the library board may request the appointment of a replacement with a majority of the library board members concurring with such request.” (SPRINGFIELD, VT., Code 1990, § 2-42c; Ord. No. O-1976-4, § 4-1002, 11-18-1976; Ord. No. O-2003-1, § II, 2-24-2003)
1.2.2. Powers and Duties
The Springfield Town Library Board of Trustees operate in accordance with the terms and guidelines set forth in the 1976 Agreement Between the Town of Springfield and the Springfield Town Library (Appendix I); the Town of Springfield Charter (Appendix H); and
the Ordinances related to the Library (Appendix G). In the event of a vacancy, the vacancy may be filled in accordance with the same.
It is the responsibility of the Board to ensure that the Library is well managed, in a manner consistent with the law and with the policies that have been established. The Springfield Town Ordinances provide that:
1. “The library board shall develop and recommend to the Selectboard short, intermediate and long-term community goals and objectives regarding the town library and its programs.
2. The library board shall review and report to the Selectboard in such detail as it deems appropriate its recommendations regarding the annual budget of the department of libraries. To that end, the town manager in presenting the budget to the Selectboard in the manner specified in the Charter shall forward to the library board copies of the annual budget including those sections relating to the department of libraries. Such transmittal shall be made in such a manner as to allow reasonable opportunity for the library board to review and recommend to the Selectboard prior to the Selectboard taking final action on the proposed annual budget.
3. The budget report referred to in subsection [2] of this section shall include, but need not be limited to, the following:(1)The adequacy of proposed funding levels to achieve agreed upon goals and objectives of the town library as specified in subsection [1] of this section.(2)The appropriateness and effectiveness of specific programs proposed in the annual and capital budgets.(3)The specific areas, if any, where greater or lesser resources should be invested.
4. The library board shall serve as an ex officio subcommittee of the planning commission and information resource to assist the planning commission in their continuing effort to review and update the town's municipal development plan as defined in 24 V.S.A. § 4382 in all matters relating to the future development of library services and facilities.
5. The library board shall study and recommend from time to time to the Selectboard such new programs as it may deem appropriate and beneficial.
6. The library board shall strive to create and foster an interest and awareness of library services among the citizens of the town and to that end may ct such public information and publicity programs as it may deem appropriate.
7. Nothing set forth herein shall be deemed an authorization to expend municipal funds or obligate the town in any way. Neither the library board nor any of its members shall in any manner dictate the appointment or removal of any town administrative officers or employees whom the town manager or any of the manager's subordinates are empowered to appoint. The library board or its members shall deal with town officers and employees solely through the town manager or the manager's designate, and neither the board nor its members shall give orders to any such officer or employee, either publicly or privately.
8. The operation of the library shall be in accordance with the provisions of the American Library Association Bill of Rights.” (SPRINGFIELD, VT., Code 1990, §2-46; Ord. No. O-1976-4, § 4-1006, 11-18-1976)
In addition, the Library Board of Trustees will:
9. Create and develop the mission of the library;
10. Regularly plan and evaluate the library’s mission and strategic vision based on community needs and set a Strategic Plan that includes short, intermediate and long-term community goals and objectives regarding the town library and its programs every five (5) years;
11. Help secure adequate funding for the library;
12. Adopt policies and rules regarding library governance and use;
13. Help maintain a facility that meets the library’s and community’s needs;
14. Create and foster an interest and awareness of library services among the citizens of the town; and
15. Conduct the business of the library in an open and ethical manner in compliance with all applicable laws and regulations and with respect for the institution, staff and public.
1.2.3. Officers
The Springfield Town Ordinances provide that “[t]he library board shall elect from its members a chairperson, a vice-chairperson and such other officers as it may deem advisable to serve for one year. Elections shall be held at the first meeting following the town meeting each year. This shall be referred to as the organizational meeting.” (SPRINGFIELD, VT., Code 1990, § 2-44; Ord. No. O-1976-4, § 4-1004, 11-18-1976)
1.2.4. Procedures
The Springfield Town Ordinances provide that:
“1. At the annual organizational meeting the library board shall adopt and may later change or alter rules and regulations of procedure consistent with the ordinances and Charter. The library board shall keep written records of its proceedings referred to as minutes which shall be approved by a majority of the board and shall be kept and maintained by the town clerk and the library director. Such minutes shall be open to public inspection during normal business hours of the department of records and the town library.
2. Library board meetings shall be public, publicized in advance and shall be held with such frequency and at any reasonably accessible place as the library board deems proper and helpful to its purpose.” (SPRINGFIELD, VT., Code 1990, § 2-45; Ord. No. O-
1976-4, § 4-1005, 11-18-1976)
3. All meetings are duly warned, in accordance with Vermont Open Meeting Law. (1V.S.A. § 310-314)
1.2.5. Committees
The Springfield Town Library Board of Trustees maintains the following standing Committees that meet on an as-needed basis:
1. Finance and Audit: Oversees the annual capital and operating budgets and monthly budget vs. actual progress; develops long-term project and future capital budget needs; and is composed of the Library Director and at least one other Trustee.
2. Policy: Prepares and revises library policy for submission to the Board of Trustees for approval. The Policy Committee regularly reviews Library policies following the schedule (attached as Appendix J) and is composed of the Library Director and at least one other Trustee.
3. Public Relations/Advocacy: Develops ongoing campaigns and supports the Library Director with targeted marketing campaigns to promote the library and its offerings in the local community and in society in general. This Committee is composed of the Library Director and at least one other Trustee.
4. FOSTL Liaison: Attends monthly FOSTL meetings to act as a liaison between our two boards. This committee can be considered a shared position among several Trustees.
Each Board member shall be asked to join at least one standing committee.
Additional Ad Hoc Committees, such as a Nominating Committee or Strategic Planning Committee, may be formed on an as-needed basis.
1.2.6. Strategic Planning
The Library shall adopt a long-range Plan of Service, identifying users and their needs and establishing goals to meet those needs. The Library shall adopt annual objectives during the life of the planning cycle to implement those goals and evaluate its
performance. The most up-to-date Strategic Plan can be located in Appendix (XXX) and on the Springfield Town Library website.
1.2.7. Sustainability
As part of the Sustainable Libraries Initiative and American Library Association’s strategic direction of sustainability, the Springfield Town Library Is committed to minimizing environmental impact and maximizing future generations’ ability to live, work, and play in our shared natural environment.
Library staff support sustainable principles that follow the triple-bottom line methodology to ensure a resilient, sustainable community and Library, through its collection, programs, and community services. To meet the “triple bottom line” definition of sustainability, an organization must embody practices that are environmentally sound, and economically feasible, and socially equitable.
The principles of reduce, reuse, recycle will be incorporated into all aspects of Library operations. The library will engage in green purchasing whenever possible, as long as it isn’t a financial burden upon the organization.
1.2.8. Calendar
The Springfield Town Library Board of Trustees meets monthly on a schedule and time that best meets the needs of the current Board.
The Springfield Town Library Board of Trustees follows an annual cycle (Appendix J) in addition to conducting any necessary business as it arises.
1.2.9. Code of Ethics
The Springfield Town LIbrary Board of Trustees adheres to the principles and values of intellectual freedom embraced by the American Library Association. As such, the Board adopted and abided by the Public Library Trustee Ethics Statement crafted by United for Libraries, which is a division of the American Library Association, and the Town of Springfield LIbrary Board of Trustees. (The full statement is attached as Appendix K.) As public officials of the Town of Springfield, the Springfield Library Board of Trustees also abide by the Conflicts of Interest and Ethical Conduct Policy for the Town of Springfield
1.2.10. Indemnification
As elected officials of the Town of Springfield, the Springfield Town Library Board of Trustees is protected by the Property and Casualty Intermunicipal Fund, Inc. (PACIF) insurance policy provided by the Vermont League of Cities and Towns to the Town of Springfield. More specific information about this coverage can be found in Appendix L.
Initial Adoption Date: Portions adopted at least as early as February 11, 1971, prior to becoming a town department
Modified Date(s):
September 12, 2023: Added new sections: Summary statement for Trustee policies, Composition, Powers and Duties, Officers, Procedure, and Committees. Deleted roles of the library from the Strategic Planning section.
Added Calendar, Code of Ethics, and Indemnification.
March 13, 2024 - Added new section 1.2.7 - Sustainability to meet a requirement of the Sustainable Library Certification.