Warsaw Public Library Board Of Trustees Bylaws
Amended, Approved & Adopted 11/12/2024
PREAMBLE
The Board of Trustees (hereinafter designated as the “Board”) of the Warsaw Public Library, created under charter #1655 under Section 253 of the New York State Education Law by the Board of Regents of the State of New York, dated April 26, 1904 shall be governed by the laws of New York State, the regulations of the Commissioner of Education and by the following bylaws.
1.NAME OF ORGANIZATION
a. The Name of the organization shall be the WARSAW PUBLIC LIBRARY
2. PURPOSE
a. The Warsaw Public Library’s mission is to provide a welcoming destination that supports life-long learning for all ages. The library strives to be a place where the community has access to quality materials, engaging resources and enriching services. The library promotes the joy of reading and strives to foster the pursuit of knowledge to enrich the lives in our community.
3. FISCAL
a. The Fiscal Year of the library shall be January 1-December 31, the calendar year.
4. BOARD OF TRUSTEES
a. The library shall be governed by a Board of Trustees. The Board shall consist of not less than 5 nor more than 15 members with the current number being 5. 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 residing in the town of Warsaw and elected through public election by the residents of the Town of Warsaw. Members of the Board of Trustees shall serve three years with a maximum of two consecutive terms. In the case of an unexpected vacancy the Board of Trustees is empowered, under the State Education Law to appoint a trustee to fill the un-expired term.
b. Newly elected members will take their oath of office as directed by the Wyoming County Board of Elections and thereafter will be eligible to vote at the first meeting of the calendar year.
c. Eligibility for Trustee shall be limited to adults residing within the Town of Warsaw.
d. Absence from three consecutive meetings shall constitute automatic dismissal from the Board unless the Board defers this dismissal by majority vote. The President shall inform the absent Board Member in writing that they are no longer on the Board. If dismissal is deferred by Board action the President shall inform the absent Board Member in writing the conditions of this deferral.
e. Any vacancy shall be filled by special appointment by the remaining members of the Board for the remainder of the term of that particular position.
f. 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.
g. Each Trustee shall have one vote, irrespective of office held.
h. A Trustee must be present at a meeting to have his/her vote counted.
i. A majority of the whole Board (including vacancies) is required for any motion to pass.
j. All actions 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 Board member by virtue of his/her office shall exercise any administrative responsibility with respect to the library nor, as an individual, command the services of any library employee.
5. OFFICERS
a. The Officers of the Board shall be the President, Vice-President and Secretary, elected annually by the Board at the annual meeting in January. The Town of Warsaw accountant shall act as treasurer. All officers shall be elected for a term of one year and shall be elected and assume office at the Annual Meeting in January.
b. The duties of such 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.
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.
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 that office.
iv. The Treasurer is not a member of the Board. The Town of Warsaw accountant shall act as treasurer. The treasurer shall assist the Director in financial matters.
v.The Director of the Library shall be the Fiscal Officer and shall keep detailed accounts of all financial arrangements of the Board. The Treasurer shall provide a financial report for each meeting. The Director shall present bills at each meeting for approval and cause the approved payment of bills to be presented to the Treasurer for payment
6. DIRECTOR
a. The Board shall appoint a Director who shall be the chief executive officer of the library corporation 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.
b. 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.
7. COMMITTEES
a. Committees for specific purposes may be appointed by the President. Such committees shall serve until the completion of the work for which they were appointed.
b. All committees shall make a progress report to the Board at each of its meetings.
c. No committee will have other than 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
8. MEETINGS
a. Meetings shall be held each month at least 10 months per year, the date and hour to be set by the Board.
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 meeting except the stated business.
c. The Annual Meeting shall be held in January of each year. The business transacted at this meeting shall include the election of new officers.
d. The final budget for the subsequent calendar year shall be presented for approval at the regular meeting in November.
e. A simple majority of the whole Board (including vacancies) shall constitute a quorum for the conducting of all business. A majority of the whole Board (including vacancies) is required for any motion to pass. If a quorum is not present at a regular meeting, the attending members may set a date for another meeting to be held within one week, and the presiding officer shall notify the absent members of this specially called meeting.
f. Any board member unable to attend a meeting of the Board shall notify the Director or Board President in order to assure a quorum at each meeting.
9. TRUSTEE EDUCATION
The Board shall comply with New York State Education Law Section 260-d requiring a minimum of two hours of continuing education annually for each year of a Trustee’s term. The local administration of this law shall be dictated by the Library’s Trustee Education Policy.
10. AMENDMENTS
a. Amendments to these Bylaws 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 whole Board (including vacancies) shall be sufficient for adoption of an amendment.
b. Any rule or resolution of the Board, whether contained in these Bylaws 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.
Approved/Adopted by the Warsaw Public Library Board of Trustees Dated: 11/12/2024