Board Bylaws for Southern Maine Library District


The name of this organization shall be the Board of the Southern Maine Library District Council.


The Purpose of the Board shall be to:

  • Develop, propose, and review district-wide programs of service with approval of the Council.
  • Develop, propose, and review the comprehensive district plan (goals & objectives).
  • Represent the needs of the district to the Maine Library Commission, the State Librarian and other officials and organizations.

ARTICLE III: Membership

Section 1: Composition

The Board shall be composed of nine representatives from District libraries, reflecting the general council membership. Membership shall be distributed among librarians and trustees. The District Consultant, the Director of the Area Reference and Resource Center, the Maine State Library Director of Library Development, and the District's appointed representative to the Maine Library Commission shall sit with the Board in an ex-officio, non-voting capacity.

Section 2: Selection of Representatives

Nominees for board vacancies shall be solicited from the southern Maine library community. An effort shall be made to find nominees that reflect an equitable geographic representation of the region and type of library. Nominees shall be reviewed by the Nominating Committee and the Committee's recommendations shall be presented for Council approval at the Spring Council meeting.

Section 3: Duties of Representatives

  • Attend all Executive Board meetings and District Council meetings
  • Be informed about the SMLD's mission, strategic objectives, and services
  • Review agenda and supporting materials prior to Executive Board meetings and be prepared to discuss
  • Serve on committees and offer to take on special assignments
  • Take minutes of Executive Board meetings
  • Keep constituent libraries and library boards informed about SMLD
  • Suggest to the Nominating Committee possible nominees
  • Keep current on developments affecting Maine libraries
  • Assist the Executive Board in developing its annual district plan
  • Participate in evaluating the Executive Board's effectiveness

Section 4: Terms of Office

Terms of office shall be three years, beginning and ending with the Spring Council Meeting. No member shall serve more than two successive full terms. In case of a vacancy, the Board shall appoint a replacement to serve until the next scheduled election for that position. Section 5: Attendance When a Board member misses three consecutive meetings a vacancy may be declared.

ARTICLE IV: Officers

Section 1: Composition

The officers of the Board shall be a Chair and a Vice-Chair.

Section 2: Terms of Office

Officers shall serve a one year term. No individual shall be eligible to serve more than two consecutive terms in the same office. Officers shall be selected at the annual board retreat.

Section 3: Vacancies

The Board may appoint new members as vacancies occur upon recommendation by the Nominating Committee.

Section 4: Duties of the Officers

Executive Board Chair:

  • Provides leadership to the Executive Board
  • Chairs meetings of the Executive Board after developing the agenda with the District Consultant
  • Leads planning of the Executive Boards' goals and objectives
  • Calls for volunteers to serve as chairpersons of committees, in consultation with other Executive Board members
  • Discusses issues confronting SMLD with the District Consultant
  • Helps guide Executive Board actions with respect to strategic goals and objectives
  • Leads effort to annually evaluate the performance of the Executive Board in achieving its mission and strategic goals and objectives
  • Serves as a member of the District Liaison Committee, when active
  • Performs other responsibilities assigned by the Executive Board.

Executive Board Vice Chair

  • Performs Chair responsibilities in the absence of the Chair
  • Reports to the Executive Board's Chair
  • Works closely with the Executive Board's Chair and other staff
  • Participates closely with the Chair to develop and implement officer transition plans
  • Serves as a member of the District Liaison Committee, when active
  • Performs other responsibilities as assigned by the Executive Board

Section 5: Executive Committee

The elected officers of the Board shall constitute an Executive Committee who shall have all the power of the Board between meetings of the Board but which cannot modify any action taken by the Board.

ARTICLE V: Meetings

Section 1: Regular Meetings

Meetings of the Board may be called by the Chair or any three board members. The board shall meet at least four times per calendar year and meet for an annual retreat in June to develop the district plan for the coming year.

Section 2: Quorum and Voting Procedures

Five voting members constitute a quorum. In the absence of a quorum, motions must be tabled or put out for a vote via email within 10 business days. In an emergency, a board member may attend a meeting electronically and vote if that technical capacity exists at the meeting venue. Motions are passed by simple majority.

ARTICLE VI: Committees

Section 1: Composition

The Board Chair shall appoint the chair of each standing committee at the annual board retreat. Each standing and ad hoc committee chair shall select individuals to serve on their committees for one year. Members of committees may be SMLD Board members or members of the general SMLD membership. Standing committees may include Public Relations, Nominating, and Trustee Forum.

Section 2: Duties of Committee Chairs

  • Ensure that committee members have the information needed to complete their tasks
  • Report to the Executive Board's Chair
  • Report to the full Executive Board on committee decisions or recommendations
  • Assign work to committee members, sets the agenda, and runs the meetings.
  • Oversee the logistics of the committee's work
  • Ensure the distribution of committee communications

Section 3: Committee Formation

The Chair shall appoint such other committees as are necessary with the advice and consent of the Board.

ARTICLE VII: Parliamentary Authority

Meetings shall be conducted in accordance with Robert's Rules of Order, Newly Revised, latest edition.

ARTICLE VIII: Amendments

These Bylaws may be amended by simple majority vote of those members present and voting provided the amendment has been submitted in writing to the Board at least two weeks prior to the meeting.

Approved: January 9, 2015