Bethany Library Association Prospectus 

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Bethany Library Association Mission

The mission of the Bethany Library Association is to encourage community investment to ensure the people of Bethany the full measure of resources, service, and access befitting a great public library.

History

The Bethany Library Association was founded in 1930 as a non-profit organization made up of Bethany townspeople for the purpose of acquiring and circulating books and other holdings as a service to Bethany residents. The Association operates and maintains the Clark Memorial Library using funds provided by annual grants from the town of Bethany and the state of Connecticut and by income from donations provided by many generous townspeople and local organizations. Noyes Clark donated the Clark Memorial Library in 1936. In 1995, a major addition was built that more than tripled the size of the original building. The building project was made possible by the donations of hundreds of Bethany’s generous citizens, businesses, and organizations. In its objective to provide Bethany residents with information, educational, and recreational literary materials, the library is equipped with several computers and word processing and reference programs as well as internet access for use by the public.

Primary responsibilities of the Library Association

  • Planning for the future of the Library, setting long-term strategic direction and goals.

  • Approving and monitoring the Library’s annual budget, and ongoing fiscal health.

  • Conducting the annual fundraising drive to support the library.

  • Acting as an advocate for the Library and a liaison to the public, organizations, and public officials.

  • Overseeing the maintenance of land and buildings for library purposes.

  • Studying the needs and interests of the community and ensuring they are addressed when considering library services and policies.

Expectations of Library Association Members

  • Serious commitment to the work of a library board member.

  • Dedication to the provision of high quality, contemporary library services.

  • Preparation for, attendance, and active participation in regularly scheduled board meetings, including service on two committees.

  • Attendance at major library events.

  • Contribution to the annual fund drive.

  • An open mind, curiosity, respect for the opinions of others and ability to work cooperatively.

Approved Nov. 2015


 

Bethany Library Association 

Membership Responsibilities  

 The Bethany Library Association is the governing body of the Clark Memorial Library. It was incorporated in 1930 as a non-profit organization made up of Bethany townspeople for the purpose of acquiring and circulating books and other holdings as a service to Bethany residents. The members are cognizant of the changing role of libraries to serve the community.

Primary responsibilities of the Library Association include:

  • Planning for the future of the Library, setting long-term strategic direction and goals.

  • Approving and monitoring the Library’s annual budget, and ongoing fiscal health.

  • Conducting the annual fundraising drive to support the library.

  • Adopting written policies to govern the operation and services of the Library.

  • Acting as an advocate for the Library and a liaison to the public, organizations, and public officials.

  • Hiring the Library Director and evaluating performance.

  • Overseeing the maintenance of land and buildings for library purposes.

  • Studying the needs and interests of the community and ensuring they are addressed when considering library services and policies.

Expectations:

  • Serious commitment to the work of a library board member.

  • Dedication to the provision of high quality, contemporary library services.

  • The ability to prepare for, attend, and actively participate in regularly scheduled board meetings, serve on two committees, and attend major library events.

  • Contribution to the annual fund dive.

  • Membership in the Friends of the Library

  • An open mind, curiosity, respect for the opinions of others and ability to work cooperatively.

Appointment/Term of Office:

  • The Bethany Library Association members serve renewable two-year terms.

Time Commitment:

  • The Bethany Library Association meetings are generally scheduled on the fourth Tuesday of the month from 7:30 – 9 p.m. in the Library meeting room. Special meetings or committee meetings are called as necessary at times convenient to members.

  • Standing committees meet on a regular basis at their scheduled time.

Approved Nov. 2015


 

 

Bethany Library Association 

Board of Director Term

 Members of the Board may serve up to three two year renewable terms.  Membership rotates to encourage the addition of new members.  Each member will know when his/her term is up for renewal and will notify the Governance committee about either renewing or choosing to leave the leave the BLA by the August monthly meeting of the BLA.

After a board member has served, they could continue to volunteer for the Library Association on committees.

 


Bethany Library Association  

 Whistle Blower Policy

Bethany Library Association is committed to operating in furtherance of its tax-exempt purposes and in compliance with all applicable laws, rules and regulations, including those concerning accounting and auditing, and prohibits fraudulent practices by any of its board members, officers, employees, or volunteers.  This policy outlines a procedure for employees to report actions that an employee reasonably believes violate a law, or regulation or that constitutes fraudulent accounting or other practices.  This policy applies to any matter which is related to Bethany Library Association’s business and does not relate to private acts of an individual not connected to the business of Bethany Library Association.

If an employee has a reasonable belief that an employee or Bethany Library Association has engaged in any action that violates any applicable law, or regulation, including those concerning accounting and auditing, or constitutes a fraudulent practice, the employee is expected to immediately report such information to the Library Director.  If the employee does not feel comfortable reporting the information to the Library Director, he or she is expected to report the information to the Association President.

All reports will be followed up promptly, and an investigation conducted.  In conducting its investigations, Bethany Library Association will strive to keep the identity of the complaining individual as confidential as possible, while conducting an adequate review and investigation.

Bethany Library Association will not retaliate against an employee in the terms and conditions of employment because that employee:  (a) reports to a supervisor, to the library director, the Association or to a federal, state or local agency what the employee believes in good faith to be a violation of the law; or (b) participates in good faith in any resulting investigation or proceeding, or (c) exercises his or her rights under any state or federal law(s) or regulation(s) to pursue a claim or take legal action to protect the employee’s rights.

Bethany Library Association may take disciplinary action (up to and including termination) against an employee who in management’s assessment has engaged in retaliatory conduct in violation of this policy.

In addition, Bethany Library Association will not, with the intent to retaliate, take any action harmful to any employee who has provided to law enforcement personnel or a court truthful information relating to the commission or possible commission by Bethany Library Association or any of its employees of a violation of any applicable law or regulation.

Supervisors will be trained on this policy and Bethany Library Association’s prohibition against retaliation in accordance with this policy.

Approved Nov. 2015

 


Bethany Library Association

Conflict of Interest Policy

 Board Members and Employees

Policy Statement

 No Board member, committee member or employee of the Bethany Library Association may engage in activity which is incompatible with the proper discharge of official duties or which may impact independence of judgment or action of such official duties.

Purpose

 It is in the best interest of the Bethany Library Association to avoid the reality or appearance of improper influence, favoritism, and conflicts of interest. The Bethany Library Association establishes this policy to ensure that matters arising from family or personal relationships do not impair an employee or member of the Bethany Library Association’s judgment in acting in the best interest of the Bethany Library Association, and in the management of employees, and in their fiduciary responsibilities.

Definitions

 Conflict of Interest: Any action that, in the opinion of the Bethany Library Association, might interfere with, or appear to interfere with, the independent exercise of judgment of performance of work duties, employee judgment or present the potential of undue influence upon actions by the employee or board member.

Favoritism: Any action that shows partiality or can be interpreted as bias.

 Fiduciary Responsibility: Legal duty to act solely in another party’s interest.

 Improper Influence:  To solicit or demand for the benefit of any person, or accept or agree to accept, anything of value from any person, intending to be influenced or rewarded in connection with any business.

Legal Entities as Relative or Significant Other:  If a Bethany Library Association employee, board member or relative or significant other of such employee or board member has a significant ownership interest, as determined by the Bethany Library Association, in any company doing business with the Bethany Library Association in the capacity of an officer, director, account executive, sales representative or any other individual with authority to price, manage or influence business affairs related to such company’s dealings with the Bethany Library Association, the conflict of interest will be regarded as if such company were a natural person and the conflict were as relative or significant other of the Bethany Library Association employee or board member.

Policy

 No board member or director may use his or her position to obtain financial or other gain for their own benefit, or to benefit of relative or significant other, or any entity in which the board member, employee or their relative or significant other has a significant ownership interest.

No board member or director shall accept or receive, directly or indirectly, any money, anything of value, or any promise for future benefit, from any person or entity that does business with the Bethany Library Association.

 If any board member or director perceives a possible conflict of interest position for themselves or any other board member or director, the possible conflict shall immediately be brought to the attention of the board of the Bethany Library Association.

Remedies

 The board as a whole shall determine whether the issue represents a conflict of interest, and issue a course of action related to the failure to promptly report a potential conflict of interest.

Library Director Responsibilities

 The Director shall define, stipulate, make available, and enforce administrative policies that address conflict of interest for all employees.

This is to certify that I, except as described on the attached sheet, am not now nor at any time during the past year have been:

A participant, directly or indirectly, in any arrangement, agreement, investment, or other activity with any vendor, supplier, or other party doing business with Bethany Library Association that has resulted or could result in personal benefit to me.

Any exceptions to the above are stated on the attached sheet with a full description of the transactions, whether direct or indirect, which I have (or have had during the past year) with persons or organizations having transactions with Bethany Library Association.

Signature: __________________________________________________ Date: _____________

Printed name: __________________________________________________________________

Approved Nov. 2015