LODI WHITTIER LIBRARY BY-LAWS (2021) ARTICLE I: NAMEThe name of the library is the Lodi Whittier Library, 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 Lodi Whittier Library is an essential community service which provides free, safe, and open access to a wide array of services, resources, and programs in order to foster literacy, curiosity, personal growth and enrich community connections.
ARTICLE III: MEMBERSHIP IN THE FINGER LAKES LIBRARY SYSTEM
The Lodi Whittier Library is a charter member of the Finger Lakes Library System (FLLS) and, as a member library, agrees to follow the precepts and regulations as set forth by FLLS, and to share in benefits associated with membership.
ARTICLE IV: BOARD OF TRUSTEES
Section 1 – The governing body of the Lodi Whittier Library Association shall be a Board of Trustees consisting of a minimum of five (5) and up to ten (10) members.
Section 2 – 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 in a satisfactory manner.
Section 3 – Trustees shall be elected at the annual meeting for three-year terms beginning in January.
Section 4 – Eligibility : any person over the age of 18, except paid employees of the library, who is a resident in the town of Lodi, or an adjacent town, is eligible to hold the office of Trustee. A person should be sincerely interested in the welfare of the library.
Section 5 – Should a vacancy occur during the term of a Trustee, by resignation or other reason, the Trustees shall appoint an eligible person to fill the unexpired term as soon as the following meeting of the board.
Section 6 – If a Trustee fails to attend three consecutive meetings, without excuse accepted as satisfactory by the Trustees, the Trustee shall be deemed to have resigned. The Board has the authority to reinstate said Trustee upon acceptance of justification for absences.
Section 7 – If a Trustee fails to complete required training by the required date the Trustee can be removed from the board by a majority vote of the Board of Trustees. The Board has the authority to reinstate said Trustee upon completion of the required training.
Section 8. 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.
ARTICLE V: OFFICERS
Section 1. The officers shall be President, Vice-President, Secretary and Treasurer, elected from the appointed trustees at the annual meeting of the board.
Section 2. 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 3. 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 4. 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 5. 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 6. The Treasurer shall be the disbursing officer of the Board, shall sign checks and shall perform such duties as are generally associated with the office. If required by the Board, the Treasurer may be bonded.
Section 7. In the absence or disability of an officer, 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 immediate past President if still on the board.
Section 2. A nominating committee, appointed by the President three months prior to the annual meeting, shall present a slate of candidates for each officer position and names of candidates to fill the upcoming open trustee positions.
Section 3. As the need arises, the Board will establish committees on an ad hoc basis. A committee is considered as advisory unless granted specific powers to act.
Section 4. The President shall be ex-officio member of all committees except the nominating committee.
Section 5. 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 and approved by the Board.
ARTICLE VII: MEETINGS
Section 1. Meetings of Trustees shall be conducted in accordance with the accepted rules of parliamentary procedure. A quorum is the majority of the whole number of trustees, including vacancies, and is calculated as 50% of the total plus 1.
Section 2. Library board meetings fall under the provisions of the New York State Open Meetings Law and any Governor’s Executive Order that amends the law, which require that meetings be posted, advertised and open to the public. The public may be excluded from executive sessions.
Section 3. An. Executive session is convened only as part of the public board meeting. The board must vote to enter executive session and state the general nature of the session for its minutes. Executive sessions are appropriate for a limited number of specific purposes. Those that apply are a) discussion regarding proposed, pending or current litigation; b) medical, financial, credit or employment history of a particular person or corporation or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation; c) the proposed acquisition, sale or lease of real property when publicity would substantially affect the value thereof.
Section 4. 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 by the President of the Board and the Director of the Library. The Treasurer will provide a proposed budget for the upcoming fiscal year and an end-of-year financial report. Trustees and officers shall be elected at this time.
Section 5. The Board of Trustees shall hold a minimum of quarterly meetings each year.
Section 6. Special meetings may be called by the President or at the request of three members for transaction of business as stated in the call for the meeting.
Section 7: Minutes of all board meetings at a minimum must consist of a record or summary of all motions, proposals, resolutions, and any other matter formally voted upon and the vote thereon. The minutes must be available for public inspection within two weeks. Approved minutes should be kept on file in perpetuity.
ARTICLE VIII: LIBRARY DIRECTOR
The Board of Trustees shall appoint a qualified 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 and for adequate and proper selection of resources and services, in accordance with the policy of the Board. The library director shall operate in the best interest of the library in accordance with the budgeted appropriation. The library director shall delegate and supervise activities of employees and volunteers of the library.
ARTICLE IX: DUTIES AND RESPONSIBILITIES OF THE BOARD OF TRUSTEES
- Select, hire and regularly evaluate a qualified library director.
- Develop and adopt written policies to govern the operation and programs of the library.
- Promote the library in the local community.
- Become acquainted with the services of the Finger Lakes Library System, the NYS library and and adhere to the laws and standards associated with them.
- Understand, regularly evaluate and support the facility and programs that meet the needs of the library and the community.
- Attend all meetings of the Board of Trustees and ensure that accurate records are maintained.
- Create, evaluate and support the vision and mission of the Library.
- Abide by the Public Trustee Ethics Statement. (Attached)
- Ensure compliance with the Minimum Public Library Standards in New York State.
ARTICLE X: GENERAL
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. 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 provided that written notice of the proposed amendment shall have been mailed or e-mailed to all Board members at least ten 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 two-thirds 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.
By-Law Revision History:
Board Approval 3.23.21