THE ANNIE PORTER AINSWORTH MEMORIAL LIBRARY
Approved and adopted by the Board of Trustees on July 9, 2015. Amended by the Board of Trustees on April 2, 2020.
The Annie Porter Ainsworth Memorial Library exists to assemble, preserve, and provide printed and digital materials, programs and services that will enrich the community.
The Board of Trustees (hereinafter designated as the “Board”) of the Annie Porter Ainsworth Memorial Library (hereinafter designated as the “Library”), a corporation created under charter granted by the University of the State of New York, June 28, 1928, shall be governed by applicable New York State and local laws, the regulations of the Commissioner of Education and by the following by-laws.
a. The purpose of the organization is to provide superior public library services to the residents of Sandy Creek and its surrounding communities.
a. The Board has all financial powers and responsibilities as provided by statute, establishes funds for the safekeeping of the Library’s finances, and invests the Library’s funds in accordance with New York State law and regulations.
b. The fiscal year of the Library shall be January – December.
c. The preliminary budget for the subsequent calendar year, required for submission to the Sandy Creek Town Board, shall be presented at a regular meeting in September.
d. The final budget for the subsequent calendar year shall be presented for approval at the regular meeting in November.
3. BOARD OF TRUSTEES:
a. The Library shall be governed by a Board of Trustees. The number of trustees shall not be less than five nor more than fifteen. The current number of voting positions on the Board of Trustees is five (5).
b. The term of office shall be five years and shall be limited to two successive terms (a total of ten years).
c. Terms shall be staggered.
d. Eligibility for office is determined by the attached law entitled “Local Law #5 of 2011.”* (see link below)
e. Persons interested in becoming a Board Member shall submit a brief resume and a letter of interest to the Board, and the Board will interview appropriate candidates.
f. Board selected candidates’ information will then be forwarded to the Sandy Creek Town Board. The Town Board of Sandy Creek will make the appointment.
g. If a vacancy occurs, a newly appointed Trustee will fill the unexpired term. This Trustee will be eligible for reappointment for two full terms as described in section 3 (a) on completion of the unexpired term, if the unexpired term is more than two years, the appointed Trustee will serve the remainder of the term and may be reappointed for only one five-year term.
h. A Trustee may be reappointed to the Board after two successive terms, upon completion of a five year waiting period.
i. If a Trustee shall fail to attend three consecutive meetings without an excuse accepted as satisfactory by the Board, the Trustee shall be deemed to have resigned and the vacancy shall be filled. Acceptable excuses include, but are not limited to the following: illness, family emergency, and work related responsibilities.
j. Each Trustee shall have one vote, irrespective of office held.
k. A Trustee must be present at a meeting to have his or her vote count.
l. All action of the Board shall be of the Board as a unit. No Board Member 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 command the services of any Library employee. The Board must work in collaboration with the Director, Staff Member(s), Friends of the Library and volunteers.
m. Newly appointed Trustees shall be provided appropriate orientation by the Board President, Library Director, North Country Library System (NCLS) consultant and are encouraged to attend pertinent NCLS workshops. Each Trustee will be given copy of the Library’s By-Laws and polices and a copy of the Handbook for Library Trustees of New York State.
n. Outgoing Trustees, regardless of manner (such as expiration of term, resignation, or involuntary removal) shall return all items necessary for the execution of their Board position and the operation of the Annie Porter Ainsworth Memorial Library, the Town of Sandy Creek, or the Villages of Sandy Creek and Lacona. Such items include, but are not limited to, keys (external doors, internal doors, cabinets, etc.) original documents pertaining to the Annie Porter Ainsworth Memorial Library, (mail, bank statements, correspondence, etc.), credit or gift cards, Library records or files, and equipment on loan.
4. OFFICERS OF THE LIBRARY BOARD OF TRUSTEES
a. The officers of the Board shall be President, Vice-President, Secretary, and Treasurer. The officers will be elected annually at the first regular meeting in January by a majority vote of the Board. These officers serve for a period of one year.
b. Duties of officers shall be as follows:
i. The President shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex-officio voting member of all committees and generally perform all duties associated with that office. The President and/or other Trustees shall attend the North Country Library System annual meeting, local, county, and System meetings as library advocates.
ii. The Vice-President, in the event of the absence or disability of the President, or of a vacancy in that office, shall assume and perform the duties and functions of the President. If both President and Vice-President are absent from a meeting, any member shall call the meeting to order, and the members present (there being a quorum) shall elect a chairman.
iii. The Secretary shall keep a true and accurate record of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with the office.
iv. The Treasurer shall be the disbursing officer of the Board and shall perform such duties as generally associated with the office. In the absence or inability of the Treasurer, the Board may designate other Member(s) of the Board to perform his or her duties. The Board may appoint an Assistant Treasurer as needed.
v. Vacancies among the officers shall be filled by election and a majority vote of the Trustees at a regular or special meeting.
a. Committees for specific purposes may be appointed by the President. Such committees shall serve until completion of the work for which they are appointed.
b. All committees shall make a progress report to the Board at each of its meetings.
c. Committees will have only advisory powers; unless, by suitable action of the Board, it is granted specific power to act.
d. The President shall be, ex officio, a member of all committees.
a. Meetings shall be held monthly, at dates and times to be established by the Board at the final meeting of each Library’s fiscal year for the subsequent year.
b. A special meeting of the Board may be called at any time by the President or upon the request of three members for a specific purpose. No business may be transacted at such special meetings except the stated purpose. Notice of the time and place of a special meeting shall be communicated to each Member at least forty-eight hours prior to the time of the meeting.
c. All meetings of The Board, except executive sessions, are subject to the New York State Open Meeting Law and are open to the public.
d. The latest revision of Robert’s Rules of Order will govern the conduct of all Board meetings.
e. The Annual Meeting shall be the first regular meeting of each year. The business transacted at this meeting shall include the election of officers and new Trustees. The operating and financial reports for the previous year shall be presented.
f. A simple majority of three shall constitute a quorum for the conducting of all business. If a quorum is not present at a regular meeting, the attending members may set a date for another meeting, and the presiding officer shall notify the absent members of this specially called meeting.
g. The order of business for regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown unless circumstances make an altered order more efficient:
- Call to Order/Roll Call of Members
- Approval of the Agenda
- Review of minutes of previous regular meeting and any intervening special meetings.
- Period of Public Expression
- Correspondence and Communications
- Items in need of Official Action and/or Discussion
- Next Meeting Date
7. LIBRARY DIRECTOR
a. The Board shall select, appoint and evaluate a qualified and competent library director, and determine the compensation of all library employees.
b. The Board shall appoint a Director who shall be the executive officer of the policies of the Board and shall have charge of the administration of the Library under the direction and review of the Board. The Director shall be responsible for performing duties defined in the job description provided by the Board. He or she will also be responsible for the efficiency of the Library’s service to the public, and for the operation of the Library under financial conditions contained in the annual budget.
c. The Director shall render and submit to the Board reports and recommendations of such policies and procedures, which, in the opinion of the Director, will improve efficiency, and quality of library service. The Director shall attend all Board meetings except the portion of the meeting at which the Director’s appointment or salary is to be discussed or decided. He/She will have the right to speak on all matters under discussion at Board meetings, but shall not have the right to vote thereon. The Director is encouraged to attend all local and county meetings where action may be taken affecting the interests of the Library, as well as pertinent North Country Library System meetings.
8. AMENDMENTS TO THE BY-LAWS
a. The By-Laws may be repealed, amended or added to by a simple majority vote of the entire Board at a regular or special meeting. However, such action may only be taken after written documentation of the proposed repeal, amendment or addition has been presented and discussed at a prior regular or special meeting.
b. Any rule or resolution of the Board, whether contained in these By-Laws or otherwise, may be suspended temporarily in conjunction with business at hand. In order for the suspensions to be valid, action to suspend may only be taken at a meeting at which at least three of the members of the Board are present and three of those present, approve.