The Library shall be governed by a Board of Trustees consisting of five members, as provided by law. The term of office for a trustee shall be five years. The terms of office shall be so established that one trustee’s term will expire each year. One trustee shall be elected each year at the annual West Hempstead Union Free School District Elections, to fill the vacancy created at that time. The duties of the Board of Trustees shall conform to the provisions and rulings embodied in the New York State Education Law.|
The Board of Trustees (hereinafter designated as the “Board”) of the West Hempstead Public Library, a corporation created under a chartered grant under section 253 of the New York State Education Law by the Board of Regents of the State of New York, dated June 25, 1971, shall be governed by the laws of New York State, the regulations of the Commissioner of Education and by the following by-laws.
- NAME OF ORGANIZATION
- The name of the organization shall be the West Hempstead Public Library.
- The purpose of the organization is to provide superior library service to the residents, adults and children of the community of the West Hempstead Union Free School District.
- The fiscal year of the library shall be July 1 – June 30.
- BOARD OF TRUSTEES
- The library shall be governed by a Board of Trustees. The Board shall consist of five members, elected for terms of five years each. Newly elected officers will take office at the first meeting following the organizational (annual meeting).
- Eligibility for office shall be limited to adults, 18 years and older, residing within the geographical limits of the West Hempstead Union Free School District.
- Absence from three consecutive meetings, without notice, 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 he/she is 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.
- If a Board member is going to be absent for a Board meeting, it is his/her responsibility to call the Board President of the library Director.
- Any vacancy shall be filled by appointment by the remaining members of the Board for the remainder of the term of that particular person.
- Each trustee shall have one vote, irrespective of office held.
- A trustee must be present at a meeting to have his/her vote counted.
- 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.
- The officers of the Board shall be the President, Vice-President, Secretary and Treasurer, elected annually by the Board at the reorganizational (annual) meeting. These officers shall serve for a period of one year or until their successors shall have been duly elected.
- 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, in the absence of the Secretary to the Board, will record the minutes all board meetings. He/she may then submit the recorded minutes to the Secretary to the Board for publication.
iv. The library Directors Secretary shall also act as Secretary to the Board.
v. The Treasurer of the Library shall be hired independently of the Board, and by virtue of his/her office, shall administer the General Account of the Library under the direction of the Board of Trustees.
vi. All checks shall be signed by any two members of the Board of Trustees or by one Board member and the Treasurer.
- 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. 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 or when excused by the Board.
- Such committees as are ruled necessary by a majority of the Board of Trustees shall be established, and the chairman and members shall be appointed by the President.
- Meetings shall be held each month, the date and hour to be set by the Board. Board packets will be delivered to the Board on the Friday preceding the Board meeting.
- 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 a special meeting except the stated business.
- The Annual Meeting shall be held in July of each year. The business transacted at this meeting shall include the election of new trustees and new officers.
- The operating and financial reports for the previous year shall be presented at the regular meeting in October.
- The preliminary budget for the subsequent calendar year, required for submission to the voters, shall be presented at the regular meeting in January.
- The final budget for the subsequent calendar year shall be presented for approval at the regular meeting in February.
- A simple majority of the existing Board 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 to be held within one week, and the presiding officer shall notify the absent members of this specially called meeting.
- 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 – Pledge of Allegiance
- Public comments – 15 minutes total
- Approval of minutes
- Approval of treasurer’s report
- Approval of warrant
- Director’s Report
- Schedule of Personnel Actions
- Unfinished Business
- New Business
- Executive Session
- Date of next board meeting.
- CHECK SIGNING
- The Secretary to the Board shall issue at the annual meeting, a schedule of the months of the year and rotate as to when each Board member will be assigned to come in and sign the payroll and checks for the warrant. If a Board member knows ahead of time that a particular month will be a problem, they will notify the Secretary to the Board on or before June 1.
- BOARD MEETING CALENDAR
- A list of board meeting dates for the fiscal year shall be approved by the Board, at the annual meeting in July. The Board will have the ability to change the monthly board meeting time and date, if deemed necessary. Any meeting changes shall be posted in the library, on the library’s webpage, and published in the official newspaper of the library to the extent possible.
- 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.
- All procedures not specified herein shall be in accord with Robert’s Rules of Order, Revised
Approved by the West Hempstead Public Library Board of Trustees