Bylaws

We, being duly elected trustees of The Community Library, do hereby declare this organization to be a Public Library chartered by the State of New York and maintained for the benefit and free use on equal terms of all the people of the Cobleskill-Richmondville Central School District and do hereby establish the following bylaws:

  1. Name
    1. This organization is and shall be known as The Community Library existing by the virtue of the provisions in the Absolute Charter Number 22585 granted by the Board of Regents of the University of the State of New York on October 6, 1999, and exercising the powers and authority and assuming the responsibilities delegated to it under the said charter.
  2. Management
    1. The business and affairs of The Community Library shall be managed and conducted by a Board of Trustees that shall be no less than five and no more than fifteen in number and shall serve for a term of five years. Trustee elections shall take place annually. Ballots may be cast by the registered voters of the Cobleskill-Richmondville Central School District.
    1. The term of members of the Board of Trustees shall end on June thirtieth of the fifth year following election unless the Trustee shall have resigned or otherwise terminated membership on the Board.
    1. Vacancies, which occur for reasons other than expiration of term, shall be filled for the balance of the year by the Board of Trustees. The appointee shall run for the remainder of the unexpired term at the next annual election. Any trustee who shall fail to attend three consecutive regular meetings of the Board without notice shall be deemed to have resigned as a Trustee. The vacancy shall be filled by appointment at the next regular meeting or annual election.
  3. Officers
    1. The Officers of the Board of Trustees shall be elected by its membership at the Annual Meeting in July. The Board Development Committee will present a slate of officers; additional nominations may be made from the floor. The vote for officers shall be by secret ballot if two or more trustees have been nominated for one office. Officers shall be President, Vice President, Secretary, Treasurer and Historian elected from the Board.
    1. Officers shall serve a term of one year.
    1. The President shall: preside at all meetings of the Board; send the agenda to the trustees with announcement of the regular meetings; call special meetings; appoint all committees; execute all documents authorized by the Board; serve as ex-officio voting member of all committees; and generally perform duties associated with that office.
    1. The Vice President shall assume and perform the duties and functions of the President in the event of the absence or disability of the President, or of a vacancy in that office.
    1. 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 that office. An Assistant secretary who need not be a Trustee may be selected by the Board to assist the Secretary in the performance of those duties.
    1. The Treasurer shall be the disbursing officer of the Board providing monthly presentations of current budget financial status, bills to be paid, and shall perform such duties as are generally associated with that office. An Assistant Treasurer will be appointed at the Annual Meeting to assist the Treasurer in the performance of those duties. Both shall be bonded in an amount as may be required by a resolution of the Board.
    1. The Historian shall collect, maintain and preserve such materials as pertain to the history of the library and its facility, the Board of Trustees and library activities.
  4. Meetings
    1. Regular meetings of the Board shall be held on the second Thursday of each month. Exceptions to this may be established by the Board at the annual meeting.
    1. A quorum for the transaction of business at the meeting shall consist of a majority of the existing Board, who shall be present in person. In the absence of a quorum, the Trustees present may adjourn the meeting to a date determined.
    1. 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 as far as circumstances permit:
      1. Determination of Quorum
      1. Call to Order
      1. Guests and Public Comment
      1. Minutes of the previous meeting
      1. Communications
      1. Director’s Report
      1. Treasurer’s Report
      1. Presentation of the Bills & Action
      1. Committee Reports
      1. Ad hoc Committee Reports
      1. Unfinished Business
      1. New Business
      1. Adjournment
    1. The Director shall attend all regular meetings, may participate in the discussion and offer professional advice, but may not vote upon any question.
    1. Special meetings may be called by any Board member for discussion of library business. Meetings convening a quorum are covered by the Open Meetings Law will be publicly announced.
  5. Committees
    1. The President shall appoint the following Standing Committees: Board Development, Facilities, Finance, Personnel and Policy. These committees shall consist of three or more members and shall be for the term of one year each. Standing Committees will report at regular meetings and present actions to the Board for official discussion and vote. Additional committees that act only in an advisory capacity may be appointed outside of the Standing Committee structure to address needs as they arise. These committees may include any number of participants from the library board or the general public.
    1. The Board Development Committee shall:
      1. identify, recruit and nominate officers for election at the annual business meeting in July
      1. develop succession plans for key board leadership positions
      1. develop orientation and ongoing training of all board members
      1. assess the strengths and limitations of the board’s composition and how it contributes to the achievement of our mission and goals on an annual basis
      1. review and propose board and officer job descriptions, expectations and ethical standards.
      1. review and recommend changes to bylaws every other year
    1. The Facilities Committee shall:
      1. conduct regular appraisal of facilities elements to keep the Director and Board aware of current conditions or issues
      1. biannually inspect the physical plant of the Library and report important matters to the Board with recommendations for improvements or correction of any faults found.
      1. periodically update and complete cosmetic repairs.
      1. work collaboratively with the Director to seek and interview vendors for building projects and manage such projects.
      1. work collaboratively with Director to maintain a facility that meets the library’s and community’s needs.
      1. investigate grant opportunities or partnerships for major building work.
    1. The Finance Committee shall:
      1. have general supervision over the financial affairs of the Library
      1. make policy recommendations to the Board concerning financial issues.
      1. prepare the Annual Budget collaboratively with the Director and present for consideration by the Board during the first quarter of the calendar year.
      1. coordinate with the Director regarding income, expense and budget amendments.
    1. The Personnel Committee shall:
      1. recruit, screen and recommend a Director to the Board when needed.
      1. conduct a review of the Library Director by December thirty-first of each year.
      1. keep an up-to-date Personnel Manual for the library staff with Regulations and Procedures concerning all persons employed by the Library.
      1. provide annual recognition for staff and volunteers.
      1. mediate grievances between director and staff, director and board.
    1. The Policy Committee shall:
      1. set policy for the governance of the library
      1. maintain a regular schedule for review of all internal and external library policies
      1. collaborate with the Director on suggested policies
      1. represent the Board’s interest in public discussions of policy matters
  6. Director
    1. The Board shall appoint a qualified Librarian who shall be the executive and administrative officer of the Library under the Board’s review and direction.
    1. The Director shall recommend to the Board the appointment and specify the duties of the Library employees. No appointments, promotions or dismissals shall be made without this recommendation.
    1. The Director shall have the interim authority to appoint employees without prior approval of the Board provided such appointments are confirmed at the next regular board meeting.
    1. The Director is responsible for operation and administration of the library, its staff and resources within the budgeted appropriation. The Director serves the mission of the library in providing public access to information, technology and personal enrichment. Duties and expectations may be revised to meet changing needs of the library.
  7. Amendments
    1. These Bylaws shall supersede any and all other Constitution and/or Bylaws adopted by any previous Board.
    1. The Board may amend these Bylaws by a majority vote of all members providing notice of the amendment has been sent or delivered to each member of the Board thirty days prior to the meeting.

Adopted September 9, 1999.

Amended September 9, 2004

Amended September 10, 2009

Amended May 10, 2012

Amended July 9, 2015