Ashville Free Library Bylaws

Article 1: Name of organization

This organization shall be called “The Board Of Trustees of the Ashville Free Library” , existing by virtue of the charter granted by the Board of Regents of the State of New York, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute. Charter Date April 27, 1951.

Article 2: Officers

Section 1. The officers shall be as follows; a president, vice president, secretary and a financial officer, elected from among the appointed trustees at the annual meeting of the board.

Section 2. Officers shall serve a term of 3 years from the annual meeting at which they are elected and until their successors are duly elected.

Section 3. 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 ex-officio voting member of all committees, and generally perform all duties associated with that office.

Section 4. 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.

Section 5. The secretary shall keep a true and accurate record of all meetings of the board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office.

Section 6. The financial officer shall be the disbursing officer of the board; shall sign all checks, and shall perform such duties as generally devolve upon the office. In the absence or inability of the treasurer, such other members of the board shall perform these duties as the board designates.

Article 3: Meetings

Section 1. The regular meetings shall be held monthly on the fourth Tuesday at 7:00 p.m. Unless otherwise decided upon by the officers with prior notice given to all board members.

Section 2. The annual meeting, which shall be for the purpose of the election of officers shall be held at the time of the regular meeting in January of each year.

Section 3. The order for 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 will permit:

a. Roll call of members

b. Disposition of minutes of the previous regular meeting and any intervening special meeting

c. Financial officer’s report

d. Library director’s report

e. Committee reports

f. Communications

g. Unfinished business

h. New business

i. Public presentation to, or discussion with, the board

j. Adjournment

Section 4. Special meetings may be called by the secretary at the direction of the president, or at the request of 3 members, for the transaction of business as stated in the call for the meeting.

Section 5. A quorum for the transaction of business at any meeting shall consist of 5 members of the board present in person.

Section 6. Conduct of meetings: Robert’s Rules of Order shall govern proceedings at all meetings.

Article 4. Library Director and Staff

The board shall appoint a qualified library director who shall be the executive and administrative officer of the library on behalf of the library board and under its review and direction. The director shall recommend to the board the appointment and specify the duties of other employees and shall be held responsible for the proper direction and supervision of the staff, for the care and maintenance of the library property, for an adequate and proper election of books, computer software and all other visual and audio media in keeping with the stated policy of the board, for the efficiency of the library service to the public, and for its financial operation within the limitations of the budgeted appropriation. In the case of part-time or temporary employees, the director shall have interim authority to appoint without prior approval of the board provided that any such appointment shall be reported to the board at its next regular meeting. The director also acts as the liaison between the Central Library System and the library. 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.

Article 5. Committees

Section 1. The president shall appoint committees of one or more members each for such specific purposes at the business of the board may require from time to time. The committee shall be considered to be discharged upon the completion of the purpose for which it was appointed and after the final report is made to the board.

Section 2. All committees shall make a progress report to the board at each of its regular meetings.

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

Article 6. General

Section 1. The board shall consist of no less than 9 and no more than 11 members at all times.

Subsection A. Absence from three consecutive meetings 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.

Subsection B. No member shall serve for more than three consecutive three-year terms.

Subsection C. Any vacancy shall be filled by special election by the remaining members of the board for the remainder of the term of that particular position.

Subsection D. 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

{8. Removals and suspensions. Remove or suspend from office by vote of a majority of the entire board any trustee, officer or employee engaged under special contract, on examination and due proof of the truth of a written complaint by any trustee, of misconduct, incapacity or neglect of duty; provided, that at least one week’s previous notice of the proposed action shall have been given to the accused and to each trustee.}

Subsection E. A trustee must be present at a meeting to have his/her vote counted.

Subsection F. 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 or volunteer.

Section 2. An affirmative vote of the majority of all members of the board present at the time shall be necessary to approve any action before the board. The president may vote upon and may move or second a proposal before the board.

Section 3. The bylaws may be amended by the majority vote of all members of the board provided written notice of the proposed amendment shall have been mailed to all members at least ten days prior to the meeting at which such action is proposed to be taken.

Section 4. Any rule or resolution of the board, whether contained in these 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 of the members of the board shall be present and two-thirds of those present shall so approve,