LODI WHITTIER LIBRARY BY-LAWS ARTICLE I: NAME The name of the library is the Lodi Whittier Library Association, which operates under an absolute charter granted May 2, 1912 by the University of the State of New York, the NYS Education Department, and Division of Library Development. ARTICLE II: PURPOSE The purpose of the Lodi Whittier Library Association shall be to provide to the best of their ability library services, books, magazines, materials and related services to the residents of the Town of Lodi. ARTICLE III: MEMBERSHIP IN THE FINGER LAKES LIBRARY SYSTEM The Lodi Whittier Library Association is a charter member of the Finger Lakes Library system, and as a member library agrees to follow the precepts and regulations a set forth by the Finger Lakes Library system, which was grated an absolute charter April 23, 1965, and to share in benefits associated with membership in said Finger Lakes System. ARTICLE IV: BOARD OF TRUSTEES Section A – The governing body of the Lodi Whittier Library Association shall be a Board of Trustees consisting of a minimum of five and up to ten (10) members. Section B – The Board of Trustees shall develop policies, raise and administer funds, appoint the library director, and delegate to the director the authority deemed necessary to manage and operate the Lodi Whittier library Association in a satisfactory manner. Section C – Trustees shall be elected at the annual meeting for two-year terms beginning in January. Section D – Eligibility: any person over the age of 18 who is a resident is eligible to hold the office of trustee, except paid employees of the library, unless they sign a conflict of interest agreement on an annual basis, or a member of the county legislative body. A person should be sincerely interested in the welfare of the library. Section E – Should a vacancy occur during a term of trustee, by resignation or other reason, the trustees shall appoint an eligible person to fill the unexpired term. NYS Education Law 226(4). ARTICLE V: OFFICERS Section 1. The officers shall be a president, vice-president, a secretary and a treasurer, elected from the appointed trustees at the annual meeting of the board. Section 2. A nominating committee shall be appointed by the president three months prior to the annual meeting, which shall present a slate of candidates for trustee to fill an upcoming term of trustee(s). Additional nominations may be made from the floor. Section 3. Officers shall serve a term of one year from the annual meeting at which they were elected, and until their successors are duly elected. Section 4. The president shall preside at all meetings of the Board, authorizing 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. Section 5. The vice-president, in the event of the absence or disability of the president, or a vacancy in that office, shall assume and perform the duties and functions of the president. Section 6. The secretary shall keep a true and accurate record of all meetings of the Board, and shall perform such other duties as are generally associated with the office.Section 7. The treasurer shall be the disbursing officer of the Board, shall sign all checks and shall perform such duties as are generally associated with the office. If required the Board, the treasurer may be bonded. In the absence or disability of the treasurer, those duties shall be performed by such other member or members of the Board as the Board may designate.
ARTICLE VI: COMMITTEES
Section 1. The Executive Committee shall consist of the President, Vice-president, Secretary, Treasurer and the past President.
Section 2. Committees shall be appointed by the President as the Board members consider necessary.
Section 3. The President shall be ex-officio member of all committees.
Section 4. Upon completion of the purpose for which the committee was appointed, the committee shall be considered to be discharged, after a final report is made to the Board. A committee is considered as advisory unless granted specific powers to act.
ARTICLE VII: MEETINGS
Section 1. Meetings of Trustees shall be conducted in accordance with the accepted rules of parliamentary procedure. A majority of the members of the Board shall constitute a quorum. Meetings shall be open to the public, except for those in executive session.
Section 2. The annual meeting of the Lodi Whittier Library Association shall be held in January. Notice of the meeting shall be placed in the local newspaper two weeks prior to the scheduled date. The meeting is open to the public. An annual report shall be given and a trustee shall be elected at this time.
Section 3. The Board of Trustees shall hold a minimum of quarterly meetings each year.
Section 4. Special meetings may be called by President of at the request of three (3) members, for transaction of business as stated in the call for the meeting.
ARTICLE VIII: LIBRARY DIRECTOR
The Board of Trustees shall appoint a person to act as library director, who shall be responsible for the management and operation of the library, under the authority of the Board. The library director shall be responsible for the care and maintenance of the library property, for adequate and proper selection of books and other library materials, in accordance with the policy of the Board, for the efficiency of library service to the public, and for the financial operation within the limitations of the budgeted appropriation. The library director shall delegate and supervise activities of volunteer workers in the library.
ARTICLE IX: DUTIES AND RESPONSIBILITIES OF THE BOARD OF TRUSTEES
1. Employ a competent librarian, a person who has a Masters Degree in Library Science or equivalent degree in library science, OR employ a competent person who shall be designated as library director, with qualifications for managing and operating the library in a satisfactory manner.
2. Develop and adopt written policies to govern the operation and programs of the library.
3. Be aware of library standards and trends.
4. Become acquainted with the services of the Finger Lakes Library system, the NYS library and the laws associated with them.
5. Know the needs of the library to the community and support relevant programs.
6. Attend all meetings of the Board of Trustees and see that accurate records are maintained.
7. Attend the annual meeting of the Finger Lakes Library System and be aware of System workings.
ARTICLE X: GENERAL
Section 1. An affirmative vote of the majority of all members of the Board present at the time shall be necessary to approve any action brought before the Board. The president may vote on, and may move or second a proposal.
Section 2. Any rule or resolution of the Board, whether in these by-laws or otherwise, may be suspended temporarily in connection with the business at hand, but such suspension, to be valid, may be taken only at a meeting at which two-thirds of the members shall be present, and two-thirds of those present shall so approve.
ARTICLE XI: AMENDMENTS
The by-laws may be amended by the majority vote of all members of the Board of Trustees, provide that written notice of the proposed amendment shall have been mailed or e-mailed to all Board members at least ten (10) days prior to the meeting at which such action is proposed to be taken.
ARTICLE XII: TRUSTEE EMERITUS
Retiring Board members may be elected by a unanimous vote of the members present to the position of Trustee Emeritus. Emeritus/Emerita Trustees are invited to attend and participate in meetings of the Board and act in an advisory capacity, but are not entitled to vote.