Board of Trustees: 2026-2027
- Roberta Whiting, Chair
- Nancy Lehman, Vice Chair
- Maureen McCarthy, Secretary
- Anthony Andon
- Sherrill Roach
- Kathleen Bligh Yoh
Meetings
Trustee Meetings are usually on the second Tuesday of the month, at 5pm in the Library’s Activity Room. The Town of Topsfield’s website will contain the meeting agenda.
Regulations of the Board of Library Trustees of the Topsfield Town Library
R:2-1. Name and Authorization
This organization shall be called “The Board of Trustees of the Topsfield Town Library”, existing by virtue of the provisions of Chapter 78, Sections 10–13, and Section 20 of the General Laws of Massachusetts, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.
R:2-2. Trustees
R:2-2.1. Number and Qualifications
The governing body of the Library is composed of six members elected by the Town of Topsfield.
R:2-2.2. Term of Office
Each member shall serve a three (3) year term of office, the term of office of two (2) members expiring each year.
R:2-2.3. Resignations
Any member of the Board of Trustees may resign by written notice filed with the Chairperson or Secretary, and the Select Board. The Select Board shall, in consultation with the Trustees, fill any vacancies of a term; this term to expire at the next town election.
Any member who fails to attend three (3) consecutive regularly scheduled board meetings will be advised of this fact in writing by the Chairperson of the Board, and asked to show his/her continued interest in continuing as a board member by faithfully attending board meetings in the future. Any member who misses four (4) consecutive meetings in a row will receive a letter from the Chairperson asking that she/he consider resigning from the board. In the event of illness or other extenuating circumstances, exceptions to this provision may be made by formal vote of the board.
R:2-3. Officers
R:2-3.1. Election of Officers
The officers of the Board shall be Chair, a Vice-Chair, and Secretary. The officers shall be elected by the Board at the first meeting of the Board after the Town elections. They shall hold office until after the next elections.
R:2-3.2. Duties of the Chair
a) To preside at all meetings of the Board.
b) To call special meetings of the Board.
R:2-3.3. Duties of the Vice-Chair
The Vice-Chair shall perform the duties of the Chair of the Board at his/her request or in his/her absence.
R:2-3.4. Duties of the Secretary
The Secretary or a designee in his/her absence, shall keep a true and accurate record of all meetings of the Board. The Secretary or designee shall also issue due notice of all regular and special meetings and perform other duties generally associated with that office.
Editor’s note: This chapter was adopted by the Board of Library Trustees on April 9, 1992 with amendments approved in 2017 and 2023.
R:2-4. Library Director and Staff
The Board shall appoint a qualified library director, following the guidelines set down by the Massachusetts Board of Library Commissioners, who shall be the executive and administrative officer of the Topsfield Town Library on behalf of the Board and under its review and direction.
The director shall:
- Select and appoint employees
- Supervise staff
- Maintain library property
- Select library materials per policy
- Ensure effective public service
- Manage finances within the approved budget
The library director shall attend all Board meetings and advise the Board in library matters, including policy and budget recommendations.
R:2-5. Committees
R:2-5.1. Appointment
The Chair shall appoint committees as needed. Committees are discharged upon completion of their purpose and final report.
R:2-5.2. Reports
All committees shall make progress reports at each Board meeting.
R:2-5.3. Powers
Committees are advisory unless granted specific authority by the Board.
R:2-6. Meetings
R:2-6.1. Regular Meetings
Held monthly at a date/time determined by the Board. The Board reorganizes at the May meeting after Town elections.
R:2-6.2. Special Meetings
May be called by the Chairperson or by two (2) members.
R:2-6.3. Quorum
A quorum consists of four (4) members.
R:2-6.4. Order of Business
a) Call to order, roll call & introductions
b) Approval of minutes
c) Committee reports
d) Budget/Finances
e) Director’s report
f) Unfinished business
g) New business
h) Schedule next meeting
i) Adjournment
R:2-6.5. Open Meeting Law
All meetings are subject to Massachusetts Open Meeting Law (Chapter 30A). Meetings are open to the public unless in executive session. Notice must be filed with the Town Clerk at least 48 hours in advance (except emergencies) and posted in Town Hall. Meeting minutes are available for public inspection.
R:2-7. Duties of the Board of Trustees
a) Conduct ongoing planning for library needs
b) Appoint and evaluate the library director
c) Establish materials selection policies aligned with American Library Association standards
d) Maintain written policies
e) Develop and advocate for the budget
f) Monitor buildings and grounds
g) Advocate for the library in the community
h) Support beneficial legislation
R:2-8. Collective Authority of the Board
All decisions are made collectively. No individual may act on behalf of the Board unless authorized. Trustees must follow all applicable laws.
R:2-9. Parliamentary Rules
Robert’s Rules of Order shall govern unless otherwise specified.
R:2-10. Amendments
By-laws may be amended at any regular meeting with a quorum present and a majority vote, provided the amendment was introduced at the previous meeting.
Revision History
6/2023 – Terminology updates, revisions to duties, order of business, and legal references
8/1992 – Regulations adopted
3/2017 – Updates to roles, references, and added sections R:2-8, 2-9, 2-10
