The Shrewsbury Library, Inc.
Article I. Name
The name of the corporation is The Shrewsbury Library, Inc.
Article II. Organization
1. The corporation shall have no capital stock.
2. The corporation shall be a non-profit corporation; no part of the net profits or the assets of the corporation shall inure to the benefit of any trustee of the corporation except as compensation for services actually rendered. In the even of dissolution or liquidation of the corporation, the net assets shall not be distributed to the trustees but rather, shall be used for purposes consistent with the purposes of the corporation.
3. The corporation shall be politically non-partisan.
4. The corporation shall raise funds by solicitation of gifts and inauguration of fund-raising projects.
5. The corporation may apply for grants and may request funding from the Town of Shrewsbury.
Article III. Purpose
1. The maintenance of a public library for the Town of Shrewsbury.
2. The circulation of and access to books and other materials to patrons and other libraries.
3. To serve as a center for educational, cultural and recreational activities such as film showings, discussion groups, craft classes, natural history projects, etc. for both children and adults.
Article IV. Membership
1. The corporation shall have no members.
Article V. Board of Trustees
1. The business of the corporation shall, be conducted by a Board of Trustees consisting of no more than thirteen (13) members.
2. The initial members of the Board of Trustees shall be elected as follows:
a. Four (4) for a term of three (3) years
b. Four (4) for a term of two (2) years
c. Five (5) for a term of one (1) year.
Thereafter, Trustees shall be elected at the annual meeting for a term of three (3) years.
3. The first annual meeting of the Board of Trustees shall be held on the second Wednesday in April, 1975. Thereafter regular meetings of the Board shall be held at such time as the Board may determine, but there shall be no less than one such meeting per year.
4. Special meetings shall be held whenever called by the president or requested by three (3) trustees in writing.
5. The secretary shall give notice to each trustee in writing of the place, date and hour of every regular and special meeting of the Board not less than seven (7) days prior to the date of such meeting.
6. Notice of special meetings shall include a summary of the business to be considered.
7. At all meetings of the Board each trustee shall have one vote.
a. For general business, more than 50% of the trustees currently in office must be in attendance at a meeting for there to be a quorum. A majority of those in attendance must approve any action conducted at the meeting.
b. A majority vote of the trustees currently in office is required for any changes to the Library’s mission or by-laws, or to suspend Library operations or dissolve the Corporation
8. If, during the course of his term in office, a trustee is unable to participate in the work of the Board or regularly attend meetings of the Board and shall fail to resign his position, the president, upon advance notification to said trustee and with the approval of the Board, may declare the position vacant.
9. Vacancies on the Board of Trustees shall be filled by the Board.
10. Any trustee may choose to share the office with another Board approved individual, either one or both attending the meetings, but having only one vote for that position.
11. There may be not more than three non-Shrewsbury residents serving on the Board of Trustees at one time.
12. Non-trustees may attend Board meetings but shall not vote.
13. The Town Select Board may appoint one individual to the Board of Trustees.
Article VI. Officers
1. The trustees shall elect from the Board a, president, vice-president, secretary, treasurer, and such other officers, as the board may deem appropriate.
2. The election of officers shall take place at the annual meeting of the Board, for a term of one year.
3. The officers shall carry out the policies and programs of the corporation and, except as otherwise provided, their powers, duties and responsibilities shall be such as are assigned to them by the Board.
4. The president shall preside at all meetings of the board.
5. The treasurer shall monitor all monies of the corporation. He/she shall also monitor records of all receipts and expenditures of the corporation.
6. The secretary shall act as such at each meeting of the board.
7. At any meeting, in the absence of any officers, the powers, duties and responsibilities of such officer may be delegated to another person properly in attendance at such meeting.
8. Any officer may be removed from office by a vote of two-thirds, or nine (9) members, of the entire board.
Article VII. Committees
1. The board may establish such standing or temporary committees and assign them such powers, duties and responsibilities as are deem appropriate.
Article VIII. Amendment of By-Laws
1. These by-laws may be amended by a majority of a quorum of trustees present at a meeting called for that purpose.
2. Amendments to the by-laws may be proposed by any trustee. All proposed amendments shall be signed by the trustee proposing same and shall be submitted to the secretary and considered by a meeting of the trustees called for that specific purpose no less than thirty (30) days from the receipt of same. The notice of meeting shall include a text of the proposed amendment.
Article IX. Financial Records
1. The Corporation shall keep correct and complete records of account. All such records may be inspected for any proper purpose at any reasonable time.
2. The fiscal year shall begin on January 1st and shall end on December 31st after one full year of operation.
3. The financial records should be made available to the Town Auditors for their examination after the end of the fiscal year and before the next annual meeting.
Article X. Parliamentary authority
All meetings shall be conducted in accordance with the rules of order and parliamentary procedure.
As amended August 13, 2013
Shrewsbury Library’s mission is:
1. To encourage the exchange of ideas and information through the free circulation of books and audiovisual
materials and through events of cultural and informational interest;
2. To bring townspeople together to exchange ideas and work toward common goals;
3. To expand horizons by stimulating the appreciation on new ideas; and
4. To encourage a life-long enjoyment of reading in children and adults.
The Shrewsbury Library, Inc. has endorsed the Library Bill of Rights and the Freedom-To-Read and
Freedom-To-View Statements (see attached). In accordance with Vermont Statutes, 22 VSA §§171 –
173 the Shrewsbury Library, Inc. and its Board of Trustees have adopted a Patron Confidentiality Policy
I. GENERAL POLICIES
The Shrewsbury Library will:
1. provide and maintain an inviting place where members of the public have access to materials for
enlightening and expanding the mind and contributing to the growth of knowledge;
2. provide guidance and assistance to patrons;
3. administer and preserve a collection of books, reference, and audio-visual materials, and access to
electronic materials, and to make these available to the public free of charge;
4. select materials of the highest order of intellectual and artistic endeavor; to respond to the needs and
requests of the community; and to promote their circulation to the public;
5. ensure that no one is denied use of the Library because of religious, ethnic, or cultural affiliation,
residence or citizenship, age, sexual orientation, or physical or mental disability;
6. foster and maintain a close working relationship with area public schools and with State and other
7. work in concert with other community organizations in promoting services in the Town of
Shrewsbury and in working towards common civic goals;
8. meet the Minimum Standards required of Vermont public libraries;
9. provide programs, exhibits and displays of interest to the public without requesting donations or
10. hold fundraising events and conduct other projects and solicitations designed to raise money to
provide support for its ongoing operations, programs, and other needs as determined by the Board;
11. encourage use of the Library by other groups for programs which promote the Mission Statement;
12. promote the available library services and events.
[Approved by the Board on 05/08/12]
BOARD OF TRUSTEES:
1. The Library will be maintained and operated by a Board of not more than thirteen trustees (see By-
Laws), one of whom is appointed by the Town Select Board.
2. Trustees will be responsible for maintenance and repair of the building, policy-making, financial
management, promoting the library to the public, fund-raising, supervision of daily library
operations, and long-range planning.
3. The Board Treasurer and Co-Presidents will complete a full report of financial and operational status
of the Library each January, in time for inclusion in the Town Report.
4. The Treasurer will compile a budget each year for the Board’s approval at the January meeting. The
Treasurer will consult with the Library Director, adult and children’s Librarians and other members
of the Board during the budgeting process. The budget will delineate projected operating expenses,
maintenance or renovation costs, and projected sources of income. The approved budget will be
submitted, along with the financial report described above, to the Town Auditors for inclusion in the
annual Town Report.
5. The Board of Trustees will establish standing committees to oversee various Library functions. The
Committees will work with the Library Director and other volunteers. The Committees will provide
lists of proposed activities, evaluations of past projects, and other reports to the Board on a monthly
basis. The Board will establish other committees as needed for particular projects or activities.
6. A Nominating Committee, composed of trustees, is charged with providing a slate of officers to the
Board at its annual meeting. It also contacts existing trustees whose terms are expiring to determine
their willingness to continue on the Board. The Committee provides nominations of individuals to
fill vacant positions on the Board.
Details of trustee obligations and duties are included in the Trustees’ Handbook.
The Library Director’s responsibilities include:
1. Legal custodian of all records for the Library;
2. Response to requests for production of records, particularly with regard to patron confidentiality;
3. Assistance with Library compliance with standards established by the Vermont Department of
4. Contact with VT DOL personnel as needed;
5. Attendance at DOL sponsored training and other events, which will enhance the Director’s
knowledge of best practices for public libraries. Costs relating to such attendance will be reimbursed
by the Library;
6. Keeping the Board informed about local library activities, developments, and needs; keeping them
up-to-date on state and national issues;
7. Assisting the Board with recruitment, supervision and training of volunteer staffers;
8. Open and on-going communication with the Board and volunteers;
9. Attendance at Board meetings;
10. Preparation and submission of the annual DOL report with the assistance of the volunteer Librarians
and the Treasurer;
11. The following responsibilities are shared with the Trustees and the adult and children’s librarians
a. Helping the public locate items, find answers, and use technology in the Library;
b. Recruiting, supervising, evaluating, and training volunteer staffers;
c. Developing procedures for circulation, patron registration, and other issues associated with
running the Library;
d. Developing and running programs for all ages;
e. Working with the Board to develop long range plans for the Library;
f. Promoting Library use throughout the community;
g. Collaborating with other community organizations on projects and activities;
h. Keeping statistics about library performance and conveying that information to the Board;
i. Selecting and weeding books and other library materials;
j. Serving as spokesperson for the Library at public meetings, to the press, etc.
[Approved by the Board on 06/19/12]
The volunteer Adult and Children’s Librarians will be responsible for the following:
1. Selection and purchase of materials
a. Purchases of materials will be dictated by budget allotments.
b. The Library Director, Trustees, and the public may make suggestions to the Librarians about
materials of interest to them.
c. Books, audio tapes, vides, DVD’s, music CD’s, magazines, and other materials are selected to
provide a broad spectrum of literature, viewpoints, information, and entertainment which will
contribute to the enrichment and diversified interest of the community.
d. Public interest and specific requests will also influence the selection of materials, in accordance
with the Mission Statement.
e. The Librarians will obtain recommendations for the purchase of new materials from lists of
standard works, literary reviews, professional journals, and other libraries.
2. The Librarians will review library materials on an ongoing basis for use and condition.
Replacements will be purchased when warranted.
3. Weeding the collection
a. Weeding will be done with the assistance of the Library Director and volunteers.
b. Books, audiotapes, videos, DVD’s, and music CD’s (excluding classics, works deemed of
literary or artistic value, standard reference works, and collectors’ items important to the library)
which have not circulated for the 10 previous years may be discarded.
c. Vermont DOL publications will also be consulted for guidance on areas and items to weed or
4. The Librarians have complete jurisdiction over determining which material, by virtue of their
condition, value, age, or nature as a reference work, will not be removed from the Library.
5. The Librarians will determine which, if any, donated materials will be added to the Library’s
6. The Librarians are responsible for inter-library loan requests.
7. The Librarians will work with the Library Director and the Program Committee to develop programs
of interest to the public.
[Approved by the Board on 07/17/12]
III. LIBRARY OPERATIONS
Library operations will include the following:
1. The Library will be staffed by volunteers: Trustees, Friends of the Library, and interested
townspeople. Junior Librarians and other children under 16 will staff only when an adult is present.
2. The Library will be open at least 14 hours a week at times set by the Trustees to include weekend
and evening hours, as well as days.
3. The Board will do its best to ensure that the Library will be open at all publicized hours.
4. We will use our patron email list for notification of library events, programs, overdue materials and
5. The Library will close when driving conditions may be hazardous to staffers and will advise the
public to call the library before setting out in bad weather.
6. Staffers will be trained on opening and closing procedures and to use the Library’s automation
system “Koha” to check books in and out. A manual on operating/Koha procedures will be available.
7. Library hours will be posted outside in full view of the road and will be publicized at every
opportunity (i.e. The Times of Shrewsbury, the Town Report)
[As amended by the board on 7/14/15]
IV. LIBRARY PRIVILEGES
The privilege of using the Library:
1. Shall be available to all members of the public (including residents of towns other than Shrewsbury)
and shall not be denied without due cause.
2. Shall be denied if there is “due cause,” which will:
a. Include misuse of library materials or of the building.
b. Include extreme negligence in the care and return of library materials.
c. Include disrespect and abuse towards staff and patrons of the Library.
d. Include failure to follow reasonable instruction and/or direction.
e. Be determined by the Library Director.
3. If the Library Director determines there is “due cause” to deny use of the Library to a group or
individual, an appeal may be directed to the Board of Trustees.
[Approved by the Board on 11/12/13]
V. LIBRARY USE
Library use includes the following:
1. Materials may be borrowed from the Library for periods established by the Trustees, currently 4
weeks for books and tapes, 2 weeks for CD’s, 3 weeks for inter-library loans, and 1 week for videos
and DVD’s. Only books and audiotape may be renewed for 4 more weeks.
2. Fines will not be levied for overdue books, but borrowers who do not respond to reminders or who
have lost or damaged materials will be asked to replace them at full cost.
3. Trustees will establish a policy for reminders of overdue materials that is reasonable and consistent.
[Approved by the Board on 11/12/13]
VI. RESTRICTIONS ON THE USE OF MATERIALS
Restrictions include the following:
1. The Librarians and Trustees will respect copyright laws and refrain from making copies without
2. Some materials, by virtue of their condition, value, age, or nature as a reference work, will not be
removed from the Library. The Librarians have complete jurisdiction over which materials fit this
3. The responsibility for children’s reading and audio-visual material will rest with parents or legal
guardians. The Library Trustees and staffers on duty will accept no responsibility for minors
borrowing or perusing and materials in the Library.
4. Selection of materials for use in the Library will not be restricted on the basis that they may be seen
VII. INTER-LIBRARY LOAN
1. The Librarians will loan materials to other libraries in the State on request, for the use of their
borrowers, without charge, subject to the rules of Shrewsbury Library. The borrowing library will
be responsible for the safe return of the loaned materials.
2. The Library will fill requests promptly and will be responsible for notifying borrowers of the arrival
of Inter-Library Loan materials or of information from Midstate Regional Library.
3. Inter-Library Loan materials will be borrowed from Shrewsbury Library for a 3-week period, so that
they can be returned by the date due. Shrewsbury Library is responsible for the safe return of all
such materials. The cost of lost books, as determined by the State Library will be borne by the
VIII. PROCEDURES FOR PATRONS’ COMPLAINTS ON SELECTED MATERIAL
A patron’s complaints will be treated with courtesy, respect, and promptness. The staffer on duty will
ask a complainant to complete a Book Reconsideration Form (attached), which will then be submitted to
the Board of Trustees for discussions and a decision at the next regular Board Meeting. The Board will
re-examine the material in question and answer the complaint in writing with reasons cited from Library
1. With the exception of annual operating reports submitted to the Town Auditors and printed in the
Annual Report, and monthly reports to the Times of Shrewsbury, all other records maintained in the
Library are held in strict confidence.
2. Patrons shall be assigned a borrower identification number to preserve confidentiality in the
circulation of materials. These numbers shall replace names in all circulation records and inter-
Library loan requests.
3. The Library will not make any circulation or other records available to any agency of government –
whether State, Federal, or local – unless compelled to do so under due process of law – i.e. a
subpoena or search warrant.
Internet Computer-Use Policies:
1. Mission Statement:
a. To encourage the exchange of ideas and information through the free circulation of books, audiovisual
materials, and access to the World Wide Web.
b. Internet access at the Shrewsbury Library Inc. is an extension of the Library’s commitment to
meeting the community’s informational needs.
c. The Shrewsbury Library subscribes to and supports the Library Bill of Rights and its
interpretation, particularly access to electronic information, services, and networks.
2. Acceptable Use:
a. The Shrewsbury Library does not and has no control over the information accessed through the
Internet and cannot be held responsible for its content. The Internet is a world-wide community
with a highly diverse user population and it is the user’s responsibility to use the resource wisely.
b. Internet resources accessible through the Library are provided equally to all library users.
Parents or guardians, not the Library or its staff, are responsibly for the Internet information
selected and or accessed by their children (minors are defined as children under the age of 18).
c. The Internet workstation must be used in a responsible manner, respecting the rights of others,
taking care of the equipment, computer, and printer and by NOT making any changes to the
d. The workstation cannot be used for any fraudulent or unlawful purpose, including any activities
prohibited under and applicable federal, Vermont, or local laws.
e. Please be aware that material on the Internet and the World Wide Web is copyrighted. It is your
responsibility to be aware of the display of any notices concerning the copyright of the
information on the web and to respect the copyright laws of the United States.
f. The workstations may not be used for commercial activities including the sale or purchase of
goods or services.
3. Guidelines for Public Internet Use:
a. Computer use by a patron may be limited to one half hour if someone is waiting to use the
b. Internet use does not include sending or receiving E-mail, newsgroups, or online chats.
c. Printing may be done. There is a fee per page of printing, which has been set by the Board of
d. Internet access will be denied to anyone breaching this use policy.
e. Save your work on a floppy disk, NOT on the hard drive.
f. Please ask the librarians for help, but remember they are learning too!
XI. LIMITATION ON USE OF THE LIBRARY
The Library will not be used for:
1. Non-Library activities, which interfere with public access to the Library.
2. Sale of products or services, except for fund-raising projects for the Library. Groups and individuals
will be permitted to sell products and services related to their programs at Library sponsored events.
[Added July 13, 2010]
3. Activities that have not been first approved by the Board of Directors.
4. Activities, which violate the laws of the United States and/or of the State of Vermont.
5. Access to the Library’s collection will be limited to [Added November 12th, 2013
a. The hours of operation, or
b. When there is a staff person present.
XII. BULLETIN BOARD POLICY
Our bulletin board is available to Non-profit Organizations for the display of posters and notices. We
are pleased to offer this community notice space.
1. Material displayed is restricted to announcements of:
a. Library-related programs and services.
b. Cultural events of community-wide interest with local community events taking precedence
when space is limited.
c. Non-commercial events of community-wide interest and available to the general public.
d. Items in general support of community service organizations.
e. School and Town Warnings and Announcements.
Gifts will be handled as followed:
1. The Library welcomes all monetary donations from patrons and friends for designated or general
use, and will thank donors promptly, noting that such gifts are tax deductible, since the Library is a
2. The Library will accept donations of books and other materials (DVD’s, music CD’s, magazines,
etc.) according to stated selection policy and as space allows. The Librarians will inform donors that
the Library accepts donated material at the discretion of Librarians and will ask donors for
permission to sell duplicate or otherwise unusable materials to benefit the Library.
XIV. CHANGES TO LIBRARY POLICY AND OPERATION
Changes may be made if the following occur:
1. When public demand, changes in State regulations or other reasons occur which require revision of
Library policies or regulations, such revisions will be made at a warned Board Meeting.
2. Relatively small changes resulting from an annual review may be introduced after the end of a fiscal
year (in January or February), and approved at the next regular meeting.
3. Changes to Library policy must be endorsed by a majority of the Board of Trustees.
SHREWSBURY LIBRARY MEETING AND EXHIBIT POLICIES
FOR NON-LIBRARY SPONSORED GROUPS
The Library offers exhibit spaces and meeting areas free of charge for individual and group use.
Availability for the use of these spaces and areas is provided on an equitable basis, regardless of the
beliefs or affiliations of individuals or groups requesting their use.
In keeping with the Library’s mission and strategic initiatives to create welcoming spaces that serve as
public commons and to encourage civic engagement by offering people opportunities to connect and
The Shrewsbury Library meeting room areas are available for use by groups or individuals for
informational, educational or cultural meetings and programs when not needed for Library purposes.
The Library Board encourages the use of Library meeting rooms and exhibit spaces as long as this use
does not interfere with the normal functions of the library.
Use of the Library meeting rooms does not imply endorsement by the Library of the viewpoints
All events shall be free of charge and open to the public; no attendance or entry fee may be charged by
groups or individuals making use of public commons areas.
The Mitch Spencer Room is the Library’s largest public commons area and is available for larger groups
and/or exhibits. The Mitch Spencer Room also serves as a Library collection area.
Groups or individuals who use the Mitch Spencer Room or any other meeting area are prohibited from
interfering with the general public’s ability to access the Library’s collection.
A meeting/exhibit area may be reserved for use during or after the Library’s hours of operation. After
hours of operation, access will be granted to the kitchen and bathroom, but access to the Library’s
collection is off-limits. Reservation and Board approval is required for after-hours use of the Library.
Reservations are made on a ‘first-come, first-serve’ basis and may not be scheduled for more than one
month in advance of the event.
Out of consideration for other patrons during the hours-of-operation, larger groups may be requested to
use the Mitch Spencer Room.
During the after-hours, a fee may be charged to any non-Library related group for operating expenses,
such as heat and electricity, based on use. The Board on an annual basis establishes the rate.
Groups wishing to use the Library should complete a meeting room application, which will be reviewed
by the person appointed by the Board. The person who signs the application may pickup a key for entry
to the building during library hours, on the day before or on the day of the event.
Programs involving the sale, advertising, or promotion of either commercial or not-for-profit products or
services are prohibited except for those covered by the Library policy which allows groups or
individuals with pre-approval, to sell materials related to their program at Library sponsored events.
Programs shall not focus on the sale of products or services.
Limited space and seating are available throughout the Library. The Mitch Spencer Room can
accommodate up to 45 people.
The Library Director and/or the assigned scheduler reserve the right to cancel any prescheduled use of
the room due to unforeseen circumstances.
Charges to cover the cost of materials (such as craft supplies) may be levied if the person or group has
the permission of the Library Director or the Board of Trustees in advance.
Private parties are prohibited from using the Library meeting and exhibit areas.
Users agree to abide by all regulations of the Library relating to the use of the facilities and accept
responsibility for all damages caused to the building and/or equipment beyond normal wear.
Fees may be charged to groups or individuals if the Library incurs damages from non-Library sponsored
Groups only with prior permission may use library audio-visual equipment.
Wireless Internet access is available in the meeting room. Groups will need to bring their own laptops.
The facility must be cleaned up and left in the same condition as it was prior to the event.
If applicable, the lights shall be turned out, doors (and windows) shall be locked, and the key shall be
returned promptly to the outside drop-box. A fee of $15 per day will be assessed will be assessed if the
key(s) are not returned promptly.
Groups using the Library may serve refreshments, with the exception of alcohol, which is not permitted.
There will be no smoking in the Library at any time.
SPONSORED PROGRAMS COMPENSATION POLICY
Individuals and/or organizations are invited to apply for Shrewsbury Library program sponsorship.
There are two categories of program sponsorship - Community Sharing programming, which involves a
member of the public offering a program/presentation on a volunteer basis; and other programming
which involves compensation to an individual or organization for services rendered.
Compensation shall be made available to all sponsored programs, and shall be determined by the
Shrewsbury Library Board of Trustees based on the following criteria:
1. normal fees charged by a presenter,
2. community interest,
3. program materials provided,
4. program related travel expenses,
5. a presenter’s qualifications and,
6. available Library funding.
Compensation paid to a presenter will be outlined in an agreement signed by all parties.
The Shrewsbury Library Board of Trustees may at its discretion vote to pay an honorarium to a
presenter in lieu of compensation.