Sherman Free Library Bylaws

Sherman Free Library

20 Church Street

Port Henry, NY  12974

Institutional Bylaws

Created by Library Director Kristopher Jarrett, August, 2023

Approved by the Board of Directors September 3rd, 2023
Amended October 26th, 2023

LIBRARY MISSION STATEMENT: Sherman Free Library welcomes and supports all people in their enjoyment of reading and pursuit of lifelong learning. Working together with our community, we strive to provide equal access to information, ideas and knowledge through books, online resources and other media. We believe in the freedom to read, learn, and discover.

PREAMBLE: The Board of Directors (hereafter designated at “the Board”) of Sherman Free Library, created under a charter granted by the State of New York, dated December 13, 1893, shall be governed by the laws of New York State, the regulations of the Commissioner of Education, and by the following bylaws.

BYLAWS: 

1. Name of Organization

   1. The name of the organization shall be Sherman Free Library.
      
      

2. Purpose

   1. The purpose of this organization is to provide superior library services to the permanent residents – adults and children – of the Town of Moriah, (which includes the communities of Mineville, Moriah Center, Moriah Corners, Port Henry and Witherbee), as well as to summer residents, and visitors to the environs.
      
      

3. Fiscal Year

   1. The fiscal year of the library shall be concurrent with the calendar year, running from January 1 to December 31.
      
      

4. Board of Directors

   1. The Library shall be governed by a Board of Directors. The Board shall consist of nine (9) members, elected for terms of three (3) years each. Newly-elected members will take office at the first quarterly meeting of the year.

      1. Eligibility for board membership shall be limited to adults residing or employed within the geographical limits of the Town of Moriah.

      2. Any vacancy shall be filled through a special election, voted on by the remaining Board members, and shall extend only to the end of the term left unfilled by the departing member.

      3. The Board may remove a member 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).

      4. Each Board member shall have one vote, irrespective of office held.

      5. A Board member must be present at a meeting in order to have his or her vote counted and recorded in meeting minutes or voting by email as described in section 8, paragraph g.

      6. 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.
         
         

5. Slate of Officers

   1. The officers of the Board shall be the President, Vice President, Secretary and Treasurer, elected annually by the Board at the first quarter meeting.

   2. These officers shall serve for a period of one (1) year, or until their successors have been duly elected.

   3. The duties of such officers shall be as follows:

      1. 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.

      2. 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.

      3. The Secretary: shall keep a true and accurate record of all meetings of the Board, shall provide the President, Board members and Director with copies of meeting minutes upon request, and shall perform such other duties as are generally associated with that office.

      4. The Treasurer: shall be the disbursing officer of the Board. He or she shall also maintain the accuracy, veracity and integrity of the institutional checkbook, checking account, and Sherman Trust account, and provide the final reconcilement of proceeds and expenditures from Library fund-raising events.
         
         

6. Director

   1. The Board shall appoint a Director, who shall be the executive officer of the policies of the Library.

      1. The Director shall have charge of the administration of the Library, under the direction and review of the Board.

      2. The Director shall be responsible for managing vendors and contractors to oversee the care and upkeep of the physical plant of the building, as well as its mechanical, electrical, heating, plumbing and fire safety systems. Decisions involving capital expenditures in these areas will require approval from the Board.

      3. The Director will oversee the employment and management of the staff, the efficiency of the library’s service to the public, and the operation of the library under the financial conditions contained in the annual budget.

      4. 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.

      5. 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

   1. 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.

   2. Active committees shall make progress reports to the Board at meetings.

   3. No committee will have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.

   4. The President shall be, ex officio, a member of all committees.
      
      

8. Meetings

   1. Meetings shall be held quarterly at a minimum, the date and hour to be set by the Board.

   2. The first meeting of each calendar year, held in the first quarter, shall include the election of new trustees and officers. The operating and financial reports for the previous year shall also be presented at the first quarter meeting.

   3. The preliminary budget for the subsequent calendar year shall be presented for approval at the fourth quarterly meeting. If no changes or amendments are proposed, the budget will be voted on and finalized by the Board at this same meeting.

   4. A special meeting of the Board may be called at any time, by the President or upon the request of another member, for a specific purpose.

   5. 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, and the presiding officer shall notify the absent members of this specially-called meeting.

   6. A copy of the Director’s Report and the Previous Meeting’s Minutes shall be emailed to all Board members at least one day prior to each upcoming meeting, so that they may review items to be discussed.

   7. When necessary, votes may be called by email. The vote must be unanimous (less any legitimate recusals or abstentions, such as for conflict of interest), allowing the President to declare the motion passed by unanimous written consent. The board shall affirm the email vote at the next board meeting so it is recorded in the minutes.

   8. 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:

      1. Call to Order

      2. Roll Call

      3. Approval of Previous Meeting’s Minutes

      4. Director’s Report

      5. Treasurer's Report

      6. Old Business

      7. New Business

      8. Adjournment
         
         

9. Amendments

   1. Amendments to these Bylaws may be proposed at any regular meeting, and shall be voted upon at the next regular meeting or by email. Written notice of the proposed amendment or amendments shall be sent to all absent members prior to the voting session. A simple majority of the Board shall be sufficient for adoption of an amendment unless voted by email in which case unanimity is required. 

   2. Any rule or resolution of the Board, whether contained in the 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 or the members of the Board shall be present and two-thirds of those present shall so approve.
      
      

10. Procedure

    1. All procedures not specified herein shall be in accord with Robert’s Rules of Order, Revised.

Approved by the Sherman Free Library Board of Trustees

Dated: September 3rd, 2023