Board of Trustees
The Warsaw Public Library Board of Trustees meets on the 2nd Tuesday of each month at 6:00 PM
Upcoming meetings (subject to change at Board’s request)
No meeting January (Board will meet 1/9/2018) or July as per current ByLaws
1/9/2018, 2/13/2018, 3/13/2018, 4/10/2018, 5/8/2018, 6/12/2018, 7/10/2018?, 8/14/2018, 9/11/2018, 10/10/2018, 11/13/2018, 12/11/2018
Travis Jones, Trustee & Board President (1/2016-12/2018)
Janice Kelsey, Trustee & Board Vice President (1/2017-12/2019)
Lynda Wick, Trustee & Board Secretary (1/2018-12/2020)
Sally Smith, Trustee (1/2017-12/2019)
Deborah Gillen, Trustee (1/2018-12/2020)
Shani Jones, Town Board Liaison
Warsaw Public Library Board Of Trustees Bylaws
The Warsaw Public Library, established by the Town of Warsaw, was granted Charter # 1655 under the seal of the University of the State of New York on April 26th, 1904. The charter, amended on December 14th, 2010 provides that there shall not be less than five nor more than fifteen board members, with the current number being five elected by the Town of Warsaw. Members of the Board of Trustees shall serve three years with a maximum of two consecutive terms. In case of unexpected vacancy the Board of Trustees is empowered, under the State Education Law to appoint a trustee to fill the un-expired term.
Article I Organization Amended Thursday, August 9, 2012 accepted Resolution
# 2012-04 that amends Article 1 of the Bylaws. This changes the number of trustees for the board from six (6) to five (5).
- The Officers of the Board shall be a President, Vice-President, and Secretary and Treasurer. All officers shall be elected for a term of one year and shall be elected and assume office at the Annual Meeting in February. The Town of Warsaw accountant shall act as treasurer.
- 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 ex-officio voting member of all committees, and generally perform all duties associated with the office.
- The Vice-President shall act as President in the absence of the President and in the absence of any other officer, shall be responsible for the function of that office.
- In the event both the President and Vice-President are absent from any meeting, the Trustees present shall elect a temporary President for the meeting.
- The Secretary shall record the minutes of the meetings and send copies to Board members prior to the following meeting.
- The treasurer shall assist the Director in financial matters.
- The Director of the Library shall be the Fiscal Officer and shall keep detailed accounts of all financial arrangements of the Board. The Director shall present a financial report at each meeting and the Annual State Report at the Annual Meeting of the Board in February. The Director shall present bills at each meeting for approval and cause the approved bills to be presented to the Town Clerk for payment. In the months of January and July, when the Board is not in session, the Executive Committee shall meet for review and approval of bills. This shall also apply when the board is meeting without a quorum.
- The regular meeting of the Library Board of Trustees shall be held on the second Tuesday of each month (omitting January and July) at 6:00 p.m. A different time may be set at the convenience of the Board. These meeting shall be held in the Warsaw Public Library Meeting Room or at any such place as may be prescribed by the Board. The New York State Open Meetings Law governs all Warsaw Public Library Board of Trustee meetings.Article III Meetings Amended Tuesday, March 8, 2016 accepted resolution #16-01 that amends article III (1) of the bylaws. This changes the time of the regular meetings from 7:00 pm to 6:00 pm
- The regular February meeting of the Board shall also be the Annual Meeting, at which time the Annual State Report shall be submitted and officers elected.Article III Meetings Amended Tuesday, March 8, 2016 accepted resolution #16-01 that amends article III (2) of the bylaws. This changes the submission of the Annual State Report from the regular February meeting to the regular March Meeting
- The Regular August meeting shall also be the budget meeting at which time a budget for the following calendar year shall be prepared for submission to the Town Board.
- Special meetings may be held on the call of the President or any three members.
- Four trustees shall constitute a quorum at each meeting and a majority vote shall be necessary for the transaction of business.
- Any board member unable to attend a meeting of the Board shall notify the Director in order to assure a quorum at each meeting. If any trustee shall fail to attend three consecutive meetings without excuse accepted as satisfactory by the Trustees, he or she shall be deemed to have resigned and the vacancy shall be filled.
- Proceedings shall be conducted in the manner usual in deliberative bodies as follows:
- Minutes of previous meeting
- Old business
- New Business
- Committee reports
- Director’s report including financial report
This order of business may be changed or suspended during any meeting of the Board with unanimous consent of the Trustees present.
- The President may appoint permanent or temporary committees.
- All reports of committees, if requested shall be presented in writing.
- No action of any committee shall be binding until approved by the Board, unless the Board has previously given full authority.
- No committee shall authorize any expenditure without authority of the Board.
- Amendments to these By-Laws may be proposed at any regular meeting and shall be voted upon at the next regular meeting. Written notice of the proposed amendment or amendments shall be sent to all absent members at least ten days prior to the voting session. A simple majority of the Board shall be sufficient for adoption of an amendment.
- Any rule or resolution of the Board, whether contained in these By-Laws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which two-thirds of the members of the Board shall be present and two-thirds of those present shall so approve.
The Warsaw Public Library Board of Trustees encourages interested citizens and groups to provide input and comments to the Board on library-related issues. In order to provide these opportunities in an orderly manner that is fair to all points of view, the following guidelines have been established:
•A maximum of 15 minutes will be set aside for public input at each library board meeting.
•Individuals or groups wishing to address the Board shall contact the Library Director, or his/her designee, in advance of the meeting and provide the name of the individual(s) wishing to speak and the topic(s) they wish to address.
•Speakers shall limit their comments to three minutes* in order that the Board will have the opportunity to hear all parties who wish to make comments.
*The three-minute time limit per individual presentation and the 15-minute time limit for all presentations may be waived by the President of the Board at the start of the public comment period.
Duties and Responsibilities of the Library Trustees
The following are the major duties of the Library Board of Trustees.
- To employ a competent and qualified Library Director.
- To determine the purpose of the library and to adopt written policies to govern the operation and program of the library.
- To determine the program needs of the library in relation to the community and to keep abreast of standards and library trends.
- To secure adequate funds to carry on the library program.
- To assist in the preparation and presentation of the annual budget and approve the final document.
- To actively support library legislation in the state and nation.
- To establish among the library policies those dealing with book and material selections.
- To attend all Board Meetings and see that accurate records are kept on file at the library.
- To serve on standing and/or ad-hoc committees of the Library Board.
- To attend regional, state and national trustee meetings and workshops and to affiliate with appropriate professional organizations.
- To report regularly to governing officials and the general public.
- To have the Library Director present at all Board Meetings.
- To be responsible for the security of the library building and the safety of library employees and patrons.
Duties and Responsibilities of the Library Director
- 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 the care of the buildings and equipment; for the employment and direction of the staff; for the efficiency of the library’s service to the public; and for the operation of the library under the financial conditions contained in the annual budget.
- 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.
Approved by the Warsaw Public Library Board of Trustees on 10/12/10
Amendment approved by the Warsaw Public Library Board of Trustees on 8/9/2012