Links to all sections of the TRUSTEES’ POLICY MANUAL
are at the bottom of this page

200.00   BY-LAWS/ORGANIZATION

210.00            Board Vacancies

      An announcement of the resignation of a Trustee would be made in the Winchester Star simultaneously requesting that persons who wished to be considered to fill the vacancy make known their interest to the Chairman. (May 24, 1972)

      Secretary was instructed to notify the Board of Selectmen by letter concerning the resignation of a Trustee, the Trustees' intention to make the existence of a vacancy public and our wish to have a joint meeting with the Selectmen. 
      (May 15, 1973)

      With the pending resignation of a Trustees, the Board agreed that interested parties be invited to submit resumes and present themselves for consideration before the Board. 
      (July 16, 1974)

      To accept the resignation of a Trustee effective September 1, 1999.  An interim vacancy will be advertised and applications solicited for the remainder of the Trustee's term.
      (August 17, 1999)

To accept the legal opinion of Town Counsel that the Library Trustees may proceed to fill a vacancy and that the Selectmen do not have authority to hold up the selection of a Trustee by the Library Board.  (December 2006)

220.00            By-Laws of Board of Library Trustees

      (a)   Composition; Term of Office - There shall be a board of library
            trustees consisting of five members elected for three year terms, so arranged that as nearly an equal number of terms as possible shall expire each year.

      (b)   Powers and Duties - The board of library trustees shall have the custody and management of the library and of all property of the town related thereto.  All money raised or appropriated by the town for its support and maintenance shall be expended by the board, and all money or property that the town may received by gift of bequest shall be administered by the board in accordance with the provisions of such gift or bequest.  The board of library trustees shall have all of the powers and duties given to boards of library trustees under the constitution and the general laws of the Commonwealth, and such additional powers and duties as may be authorized by the charter, by by-law, or by other town meeting vote. 
      (Article 3, Section 3-6, Winchester Home Rule Charter, March 3, 1975)

      The board shall, from its own number, annually choose a chairman and secretary and, if the town so votes, a treasurer, in an amount and with sureties to the satisfaction of the selectmen.  Until the town otherwise directs the town treasurer shall act as treasurer of the board of trustees.
      (Chapter 78, Section 10, Massachusetts General Laws)

     The board of trustees of a free public library in any city of town or in the absence of such a board, the city or town official possessing the appointive powers of such board, shall, except in the case of those employees subject to the provisions of Chapter 150E, execute a written employment contract with an employee of said library outlining the basic conditions of employment, including but not limited to the establishment of a probationary period and the establishment of a procedure for dismissal during this period and the establishment of a procedure which specifies the cause for dismissal after the completion of such probationary period.
      (Chapter 78, Section 34, Massachusetts General Laws)

To add Roberts’ Rules of Order and Parliamentary Procedures to govern actions not covered in the present bylaws.
(June 20, 2006)

230.00            Endowment Fund

      Pursuant to G.L.ch.78,sec. 11, to accept on behalf of the Town of Winchester a gift of the sum of twenty-five thousand dollars ($25,000) from the Friends of the Winchester Public Library, Inc., in trust to the Town, for the benefit of the Winchester Public Library, subject to the terms and conditions of a deed of gift dated October 10, 2000 from the Friends to the Town establishing a trust fund of the Town to be known as the "Winchester Library Endowment Fund." 
      (October 17, 2000)

      In accordance with G.L.ch.180A, sec.7 and paragraphs 4 through 8 of the
      deed of gift from the Friends to the Town establishing the Winchester
      Library Endowment Fund, the Board of Library Trustees, as the governing Board of the Endowment Fund, delegates to the Board of Trust Fund Commissioners, appointed officers of the Town, the authority to act in place of the Library Trustees in making Fund decisions deciding what investments of Endowment Fund funds or property will be made or retained.
      (October 17, 2000)

230.10            Fund Raising

The committee met and drew up a proposed overall fund-raising policy to be used by both the Friends and the endowment Fund including a calendar for solicitations and donor amounts. The suggested recommendations were agreeable to the Trustees and it was voted

To approve the recommended policy for fund-raising with either a $1,000 or $2,000 threshold.
      (October 15, 2002)

240.00            Gifts

      To accept the following Gift Policy:

      In general the Winchester Public Library welcomes gifts of books, materials, equipment, works of art, documents, photographs, property of any kind, and money.  However, not all proposed gifts are of a kind that would be suitable for the Library to accept.  The Board of Library Trustees therefore delegates to the Library Director the right and duty to decline or accept any proposed gift to the Library which is not in accord with the "Director's Guidelines for Appropriate Gifts to the Winchester Public Library," as from time to time approved by the Board.

All gifts accepted by the Library shall be final and unconditional; no restriction on the Library's ownership, possession, use of or disposition of the gift shall be effective other than restrictions approved by the express vote of the Board of Library Trustees and memorialized in writing.
      (August 18, 1998)

      To approve the Director's authority to reject or accept any donation within the parameters of the Gift Policy.  If there is any exceptional donation with special conditions attached to the gift, the Director will consult with the Board.  The policy should also cover the possibility of accepting a potential gift which would be more beneficial to the library after being sold.  Examples of gifts to be rejected could be included.  The policy should be revisited once a year.
      (August 18, 1998)

Director’s Guidelines for Appropriate Gifts to the Winchester Public Library

Gifts accepted by the Library are judged upon the same criteria as purchased materials and are accepted with the understanding that the Library may at any time dispose of them in the way it sees fit and in the best interests of the Library.

Considerations in accepting gifts are the educational, informational, recreational, and cultural needs of the community and the appropriateness of the gift to the Library’s mission.

      Specific criteria include:

1. Permanent value
2. Authority and competence of presentation
3. Importance as an historical artifact or record for the Town of Winchester  
4. Relevance to the existing collection, the Library, and the Town of Winchester
5. Appropriateness of subject, presentation, size
6. Cost to the Library including storage or security requirements
7. Space considerations for display or storage 
8. Local interest including local historic materials or the product of local authors or artists is a factor in considering acceptance of a gift. However local interest is not, in and of itself, sufficient reason for acceptance of a gift. 

(October 16, 2007)

To place the historic map [Mr. Frederick Lyman plans to give to the Town] in the library pending the Board of Selectmen’s acceptance of the gift.
(March 20, 2003)

That a gift of $4,000 should be made for naming a study carrel.
(March 15, 2005)

250.00            Meeting Dates and Times

      That the regular monthly meetings held on the third Tuesday of each calendar month start at 7:15 p.m.
      (January 19, 1993)

      To begin meetings at 6:30 p.m. starting with May 17, 2005.
      (April 12, 2005)

260.00            Minutes of Meetings

      A governmental body shall maintain accurate records of its meetings, setting forth the date, time, place, members present or absent and action taken at each meeting, including executive sessions.  The records of each meeting shall become a public record and be available to the public; provided, however, that the records of any executive session may remain secret so long as publication may defeat the lawful purposes of the executive session, but no longer.  All votes taken in executive session shall be recorded roll call votes and shall become a part of the record of said executive sessions.  No votes taken in open session shall be by secret ballot.
      (Chapter 39, Section 23B, Acts of 1989, General Laws)

270.00            Mission Statement

The Winchester Public Library is a dynamic community resource that endeavors to improve the quality of life for its Library patrons by providing

• General Information to meet the need for information on a broad array of topics related to work, school and personal life.

• Current Topics and Titles to enlarge and improve the opportunities for relaxation, recreation, and restorative reflection.

• Lifelong Learning opportunities for both adults and children that begin by fostering a love of reading and an awareness of the resources available in the public library.

• Community Connections through a welcoming environment where people meet, interact, and have access to information about local government, organizations, and groups.

To accomplish these endeavors, the Library relies upon a professional staff, a broad collection of current materials in a variety of formats, suitable information technology, and a well-maintained facility for patrons.

Service Responses

The New Planning for Results by Sandra Nelson—a planning guide for public libraries, defines thirteen ways in which libraries serve the public in an effort to meet the needs of the community. These are referred to as Service Responses.  Based on Winchester’s community needs, the Strategic Planning Committee recommended the Service Responses which could reasonably be addressed by the Library and which best meets the needs of Winchester patrons.

CURRENT TOPICS AND TITLES  The library helps to fulfill residents' appetite for information about popular cultural and social trends and their desire for satisfying recreational experiences.

GENERAL INFORMATION  The library helps meet the need for information and answers to questions on a broad  array of topics related to work, school, and personal life.

LIFELONG LEARNING  The library addresses the need for self-directed personal growth and development opportunities for all ages.

COMMUNITY CONNECTION  The library  provides a welcoming environment and the opportunity for people to meet and interact with others in the community. The Library serves as a clearinghouse of information for local organizations and groups and provides the networking skills that help tie the community together.

Library Service Goals

CURRENT TOPICS AND TITLES 

• Patrons will find the materials and programs that will satisfy their interests in popular culture and social trends.

• Library patrons will find materials, in a variety of formats, that meet their recreational needs.

• Patrons will have access to current materials, in sufficient quantity, to meet their need for a dependable source of high demand materials.

GENERAL INFORMATION 

• Patrons will have the information they need and the professional assistance to find answers to questions on a broad array of topics.

• Students through grade 12, will find the information they need to successfully complete homework and research assignments.

• Patrons will have access to the most appropriate technologies and the expert guidance of librarians in the usage of technology,  in order to find the information they need.

LIFELONG LEARNING

• Patrons will find an extensive collection on a wide variety of topics to address their desire for self-directed study as well as intellectual and cultural growth.

• Preschool children and their caregivers will be able to participate in a variety of programs that will foster a love of reading and help sustain that early love of reading and libraries throughout their lives.

• School-age children and young adults will find resources that stimulate and satisfy their interests in self-directed, non-academic, learning.

COMMUNITY CONNECTION 

• Citizens will find one central source of information about Winchester agencies, organizations, clubs, and groups enabling them to connect with the appropriate resources.

• Winchester organizations and agencies will have a clearinghouse for shared information.

• Library patrons will find easy access to a network of community organizations to strengthen the sense of community and inclusiveness.

• The Library will reach out to underserved populations (teens, new residents, seniors, people for whom English is a second language) with cooperative programming and publicity, to help foster an inclusive and connected community.

To accept the goals as described in the draft and set out in the report by the committee on Strategic Planning.
(December 19, 2006)

270.10            The Library Board of Trustees has adopted the American Library Association's Library Bill of Rights.
            (March 30, 1999)

270.20            Long-Range Planning

      To approve the final version of the Long-Range Planning Guide for the Year 2000
      (January 11, 1993)

      To approve the Mission Statement developed by the Long Range Planning Committee and approved by the Board of Trustees.
      (March 30, 1999)

      To accept the Goals and Objectives for FY 2000 as outlined in the Long Range Plan for FY 2000 - FY 2005, and to dissolve the Long Range Planning              Committee.
      (June 22, 1999)

To accept the goals as described in the draft and set out in the report by the committee on Strategic Planning.
(December 19, 2006)

280.00            Open Meeting Law / Executive Session / Meeting Notice

      All meetings of a governmental body shall be open to the public and any person shall be permitted to attend any meeting except as otherwise provided by this section.

      No quorum of a governmental body shall meet in private for the purpose of deciding on or deliberation toward a decision on any matter except as provided by this section.  No executive session shall be held until the governmental body has first convened in an open session for which notice has been given, a majority of the members have voted to go into executive session and the vote of each member is recorded on a roll call vote and entered into the minutes, the presiding officer has stated before the executive session if the government body will reconvene after the executive session . . . .

      Executive sessions may be held only for the following purposes:

      1.    To discuss the reputation, character, physical condition or mental
            health rather than the professional competence of an individual . . . .

      2.    To consider the discipline or dismissal of, or to hear complaints or charges brought against a public officer, employee, staff member, or individual . . . .

      3.    To discuss strategy with respect to collective bargaining or litigation . . . .

      4.    To discuss the deployment of security personnel or devices.

      5.    To investigate charges of criminal misconduct or to discuss the filing of criminal complaints.

      6.    To consider the purchase, exchange, lease or value of real property if such discussions may have a detrimental effect on the negotiating position of the governmental body and a person, firm or corporation.

      7.    To comply with the provisions of any general or special law or federal grant-in-aid requirements.

      8.    To consider and interview applicants for employment by a preliminary screening committee or a subcommittee appointed by a governmental body if an open meeting will have a detrimental effect in obtaining qualified applicants . . . .

      No person shall address a public meeting of a governmental body without permission of the presiding officer at such meeting, and all persons shall, at the request of such presiding officer, be silent.

      (Chapter 39, Section 23B and 23C, Acts of 1989, General Laws)

      . . . a notice of every meeting of any governmental body is to be filed with the clerk of the city or town, and the notice or a copy . . . must be publicly posted in the office of the clerk or on the principal official bulletin board of the city or town at least forty-eight hours (including Saturdays but not Sundays or legal holidays) before the meeting.

      (Chapter 39, Acts of 1989, General Laws)

290.00            Responsibilities of a Library Trustee

      1.    To act upon proposed policies

      2.    To lobby for and secure adequate funding for salaries, operational and capital expenses

      3.    To support the director and staff in their execution of policy

      4.    To support the principles of the "Freedom to Read' statement, the Library's Bill of Rights, and the Library's materials selection policy

      5.    To be involved in the political process and promote the library's services and needs to members of the community

      6.    To interpret community interests to the library director

      7.    To be conscious of the difference between policy and operational responsibilities

      8.    To uphold the library's organizational chart and be mindful of the proper chain of communication

      9.    To maintain open and candid communications with the director

(March 17, 1987)

290.10            Role Definition

      This statement is intended to summarize the independent roles of the Board of Trustees, Director, and Friends of the Winchester Public Library.  Detailed descriptions exist in the Charter, the By-Laws of the Trustees, the Friends' By-Laws, and the job description of the Library Director.

      Trustees:

            Elected representatives who are legally and officially responsible for the operation of the Library.

            Adopt a budget and advocate for the Library within the budget process.

            Set policy and develop goals and objectives.

            Hire and evaluate the Library Director.

            Determine, with the Director, service priorities for Winchester.

      Director:

            Manage the daily operation of the Library, including selection and supervision of personnel, budget management, and facilities management.

            Implement policies, programs, and services as determined by the Trustees.

            Execute Town by-laws and any legislation pertaining to the Library.

      Friends of the Library:

            A volunteer group who represent citizen participation and assistance in the activities and programs of the Library.

            Serve as advocates of the Library and its services within Winchester.

            Enhance Library services by fund raising to provide for those items that are not within the normal operating budget of the Library.

            Promote the Library through special events and public relations efforts.

(April 22, 1992)

POLICY MANUAL COMPLETE TABLE OF CONTENTS

100.00 BUILDING AND GROUNDS

200.00 BY-LAWS/ORGANIZATION

300.00 COOPERATIVE AGREEMENTS

400.00 FEES / FINES / LOAN PERIODS / PRIVILEGES

500.00 HOURS OF OPERATION

600.00 PERSONNEL

700.00 SERVICES

APPENDIX A Freedom to Read Statement (ALA)

APPENDIX B Freedom to View Statement (ALA)

APPENDIX C Library Bill of Rights (ALA)

APPENDIX D Access to Electronic Information (ALA)

Return to top of page