Bylaws of the Board of Trustees
ARTICLE I- Board of Trustees
SECTION 1
The Center Moriches Free Public Library shall be governed by a Board of Trustees, hereafter referred as the “Board”, consisting of five (5) Trustees who are residents of the Union Free School District of Center Moriches, New York.
SECTION 2
Each Trustee shall have one vote, irrespective of office held.
SECTION 3
A Trustee must be present at a meeting to have (His/Her) vote counted.
SECTION 4
A Trustee must be able to read and write; must be a citizen of the United States, at least 18 years of age or older; must have been a resident of the district for a continuous and uninterrupted period of at least one year immediately before the election; may not have been removed from any library district office within the preceding year; may not reside with another member of the Board as a member of the same family; may not be a current employee of the Library Board.
SECTION 5
As per New York State Education Law Section 260 subsection 8, candidates for the office of trustee of a public library shall be nominated by petition which meet the requirements of NY State Education Law Section 2018 subsection a. and b.
SECTION 6
All actions of the Board shall be of the Board as a whole. No Trustee shall act on behalf of the Board, on any matter, without prior approval of the Board. No Trustee by virtue of his/her office shall exercise any administrative responsibility with respect to the library or individual, command the services of any library employee.
SECTION 7
The Board may remove a Trustee for misconduct, incapacity, neglect of duty or refusal to carry into effect the library’s educational purpose as provided in Education Law 226; subdivision 8.
SECTION 8
Any Library Trustee who after being notified, fails to attend three (3) consecutive regular Library meetings, shall be declared to have vacated His/Her seat. Pursuant to paragraph 226.4 of the New York State Education Law, unless a majority of all Library Trustees considers His/Her absences excusable by majority vote at the next regular meeting following the third (3rd) consecutive absence. Such vacancy shall be filled as prescribed under Article I, Section 9.
SECTION 9
If a vacancy should occur prior to the expiration of a Library Trustee’s term, the remaining Library Trustees shall appoint a successor to serve until the election of a successor at the next annual election.
ARTICLE II – Officers
SECTION 1
The officers of the Board shall be as follows: President, Vice President and Secretary.
SECTION 2
The President, Vice President and Secretary shall be elected at the July Reorganizational Meeting, by the Board, by nomination among its members, and shall perform the duties of this office for a period of one (1) year until a successor is elected at the Reorganizational Meeting the following July.
SECTION 3
A Treasurer appointed by the Board, shall serve at the discretion of the Board.
SECTION 4
In the absence of the Treasurer, the President of the Board of Trustees or, any other Officer of the Board of Trustees shall perform all the duties of the Treasurer in His/Her absence.
ARTICLE III – Duties of Officers
SECTION 1
The President shall preside at Meetings of the Board and shall appoint the members of all committees and shall Him/Herself be a Member ex-officio of all Committees.
SECTION 2
The Vice President shall perform all the duties of the President in His/Her absence.
SECTION 3
The Secretary shall be responsible for a true and accurate account of all proceedings of Board Meetings. In the absence of the President and Vice President, the Secretary shall preside over meetings and perform all duties of the President.
SECTION 4
The Treasurer shall see that the Library maintains adequate and appropriate financial records. He/She shall make recommendations to the Board of Trustees on acquisition and disbursements of funds. The Treasurer shall be the Disbursing Officer of the Board; shall sign all checks and shall perform such duties as are generally associated with that office. The Treasurer shall be bonded in an amount as may be required by resolution of the Board.
SECTION 5
The Board at their discretion, may hire a Secretary to the Board record the proceedings of the meetings.
ARTICLE IV – The Director
SECTION 1
The Director shall be the executive officer of the policies adopted by the Board of Trustees and shall have sole charge of the administration of the Library under the direction and review of the Board. The Director shall be responsible for the care of the buildings and equipment; and direction of the staff, for the efficiency of the Library’s service to its patrons, and for an adequate and proper selection of books in keeping with the policy of the Board, and the management of library operations within the budgeted appropriations. He/she shall submit to the board monthly and annual reports and recommendations to the Board of such policies and procedures, which in the opinion of the Director, will improve efficiency and quality of library service. The Director will attend all meetings of the Board of Trustees or designate someone in his/her absence. The Director shall recommend the creation or elimination of positions to the Board and specify the duties of such positions, appointments, promotions and dismissals, as shall be recommended to the Board by the Director.
ARTICLE V – Meetings
SECTION 1
The regular monthly meeting of the Board shall be held on the third (3rd) Monday of each month at 7:00 P.M. or at such other time and place as may be determined by a majority of the Trustees present at a preceding meeting, and public notice of all board meetings shall be published prior to these meetings as required by Section 103 Open Meetings Law of the State of New York.
SECTION 2
Special Meetings of the Board may be called by the President at his/her discretion or upon the request of at least three (3) Trustees directed to the President.
SECTION 3
Notice of the time and place of a special meeting should be mailed or emailed no later than five (5) days nor more than ten (10) days to each Trustee. Notice requirements may be waived by a written acknowledgment of all Trustees.
SECTION 4
Notice of Special Meetings shall state the business to be transacted.
SECTION 5
The Annual Reorganization of the Board shall be held between July 1st and July 10th each year during which the By-Laws shall be reviewed; a report from the Director as described in Article IV shall be reviewed; salary schedules shall take place; and, any other business as may be properly considered by the Board to be
discussed.
SECTION 6
A quorum for Board Meetings shall be three (3) Trustees.
SECTION 7
The order of business at the regular meetings of the Board shall be as follows:
- Call to order
- Pledge of Allegiance
- Review and approval of agenda
- Review and approval of minutes of previous meeting
- Period of Public Expression
- Financial report
- Reports
- President’s report
- Trustees’ reports
- Director’s report
- Additional reports
- Executive Session
- Old Business
- New Business
- Adjournment
ARTICLE VI – Committees
SECTION 1
The President may appoint Special Committees at any time from among the Members of the Board.
SECTION 2
The President shall appoint a Chairperson from among their number.
SECTION 3
All Committee appointments expire with the Call to Order of the July Reorganization Meeting.
ARTICLE VII – Fiscal
SECTION 1
The fiscal year of the Library shall begin July 1st and end June 30th.
ARTICLE VIII – Amendments
SECTION 1
Amendments to these bylaws may be made by majority vote of the Board at any regular meeting, provided that the changes shall have been submitted at the preceding Regular Meeting and that a copy of the proposed changes is part of the meeting notice.
ARTICLE X –Ethics
Pursuant to the provisions of Section 806 of the General Municipal Law, the Board of Trustees promulgates these rules of ethical conduct for the members of the Board of Trustees of the Center Moriches Free Public Library. These rules shall be in addition to any prohibition of Article 18 of the General Municipal Law, the Library Trustees Handbook or any other general or special law relating to the ethical conduct of municipal officers and its employees.
SECTION 1
Maintaining the public trust is an essential element to meet the Center Moriches Free Public Library’s mission. Trustees owe allegiance to the Library and must act in good faith with the best interest of the Library in mind. They should not seek to benefit personally from any business derived from the Library without full disclosure to the Board. They must avoid conflicts of interest* or engage in actions that give the appearance of such.
SECTION 2
A Trustee has a responsibility to ensure that the resources of the Library are dedicated to the fulfillment of its mission. A Trustee also has the duty to ensure that the Library complies with all applicable laws and does not engage in any unauthorized activities.
SECTION 3
A Trustee should express individual viewpoints but work harmoniously with the board toward consensus.
SECTION 4
Library Staff and Board members should neither solicit nor accept gratuities, favors or anything of monetary value from contractors/vendors.
SECTION 5
No Staff or Board member of the Library shall participate in the selection, award or administration of a purchase or contract with a vendor where, to their knowledge, any of the following has a financial interest in that purchase or contract:
*A Conflict of Interest is defined as a direct interest by a Library Staff member or Board member in an action that results in, or has the appearance of resulting in, personal, organizational or professional gain. Center Moriches Free Public Library Staff and Board members are obligated to always act in the best interest of the Library. This obligation requires that any Staff or Board member seek only the furtherance of the organization’s mission.
ARTICLE X –Miscellaneous
SECTION 1
For circumstances not covered by these By-Laws, ROBERT’S RULES OF ORDER shall apply to govern matters of parliamentary procedure.
Revised and Approved on August 15, 2022
Reviewed on July 10, 2023
