Wilton Library Association Incorporated

“Wilton library association, inc. (the corporation) has one class of member. Any person who supports the corporation in a current or next preceding fiscal year by one or more contributions of cash or property shall be known as a member of the corporation. Such members shall be known as "friends of the wilton library" and may be so designated in the records and reports of the corporation. The board of trustees may confer life membership in the corporation on any person who has made especially meritorious contributions to the purposes of the corporation by a majority vote at any meeting of the board of trustees. The number of life members shall not be limited. Membership in the corporation shall be nontransferable, and shall be terminated by death, voluntary withdrawal, or expulsion.”

“Each member shall be entitled to one vote on each matter submitted to members for action. At the annual meeting, each member may vote in the election of the board of trustees. The members elect all of the foregoing officers and may elect such other officers as they shall deem appropriate. Officers are elected at the annual meeting of the members for a term extending until the next succeeding annual meeting.”

“Each member shall be entitled to one vote on each matter submitted to members for action. Any trustee may be removed from the board of trustees with or without cause at any time by a vote of two-thirds (2/3) of the members then present at any special meeting of the members called expressly for the purpose of considering such removal. At all times, any modification of the bylaws to change the vote required for member action must be approved by the members at any annual or special meeting at which a quorum is present.”

“The irs form 990, prepared by an independent firm, is sent to the executive director and financial manager of the wilton library who then reviews it, asks any necessary questions of the preparer, and resolves any issues. Before the form is filed with the internal revenue service, it must be submitted electronically to members of the organization's board of trustees, allowing one week for any comments. Resulting comments are immediately grouped, summarized and provided for review to the independent firm (working with management) until the return is finalized and approved by the board of trustees for filing.”

“Disclosure statements will be completed by each trustee and collected by the executive director by september of each year. The executive director and a designated trustee will review the statements to see if there are any items of conflict reported. The executive director will prepare and present to the executive committee for their review, a summary of the findings. The executive committee will inform the board of trustees when the process has been completed.”

“At the september meeting of the board of trustees, the president will describe the process and will present a summary of the director's area of focus for the current year. Prior to the march meeting of the board, a director performance survey will be sent to the trustees, to be returned within ten days to a designated member of the human resources committee, who will collate the results. In the same time period, individual trustees will give to the president any suggestions for the director's areas of focus for the coming year. In april, the president will meet with the director concerning the areas of focus for the current year and to determine those for the following year. Focus areas suggested by individual trustees will be considered but not necessarily included in the director's final list. Prior to the may ec meeting, the members will meet in executive session to receive the report from the chairman of the hr committee. The report will include a summary of the survey results, a summary of the director's achievement in the focus areas, and a recommendation on the director's compensation package. The ec will then determine the compensation package to be proposed to the board. At the may board meeting, in an executive session of the full board, the president will present the ec recommendation for the director's compensation package. Following discussion in executive session, the board will vote on the package in open session, with the results of the vote recorded in the minutes. Following the may board meeting, the president will notify the financial director of any changes in the director's compensation package and will prepare a performance evaluation report for the director to keep on file.”

“Form 1023, form 990s, and form 990-ts are available upon request. Form 990s are available on the library's website and on guidestar.com”

“Governing documents, conflict of interest policy, and financial statements are made available upon request to management.”

“This process has not changed in the curent year.”