Article I
Name
This organization shall be known as the Lamont Memorial Free Library, as specified in the charter granted December 17, 1948.
It shall be located in the Village of McGraw, Cortland County, New York.
Article II
Object
The object shall be to promote and encourage the development and maintenance of library services for free public use to the inhabitants of the village of McGraw and vicinity.
Article III
Members
All persons who use the library services and conform to its regulations are considered to be members.
Article IV
Board of Trustees
It shall be the responsibility of the Library Board of Trustees to elect trustees to full terms of membership to the Library Board.
There shall be no more the seven (7) trustees and no less than five (5) trustees.
The term of office of trustees shall be five (5) years, and shall be limited to two (2) successive terms.
Article V
Officers
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- The officers of the Library Board of Trustees shall be a President, Vice President, Secretary, and Treasurer.
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- A nominating committee shall be appointed by the President two (2) months prior to the end of the library year.
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- Officers shall be elected at the first regular meeting of the library year by a majority vote of the Board. The officers term shall be two (2) years, and shall be limited to two (2) successive terms as such officer.
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- Vacancies among the officers shall be filled at an election at a regular meeting, and a majority vote of the Trustees shall be necessary to hold an election.
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- Officers Duties:
- 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 non-voting member in all committees, and generally perform all duties normally associated with the office.
- Vice President: Shall, in the absence or disability of the President, or vacancy in that office, shall assume and perform the duties and functions of the President.
- Secretary: Shall keep a true and accurate record of all meetings of the Board, shall issue notices of all meetings, and shall perform all duties associated with that office.
- Treasurer: Shall receive, review and payout the funds of the Library under the direction of the Trustees.
- Officers Duties:
Article VI
Trustee Education Policy
- Purpose:
- The purpose of the Trustee Education Policy is to comply with New York State Education Law Section 260-D which requires members of library boards of trustees, beginning January 1, 2023, to complete a minimum of two hours of trustee education annually from a provider approved by the Commissioner of Education that addresses the financial oversight, accountability, fiduciary responsibilities and the general powers and duties of library trustees. Each member of the Library Board must demonstrate compliance with this policy by filing evidence with the Board President annually.
- Administration:
- Each year Trustees are required to complete two hours of continuing education during their term on the System Board. According to Section 260-D, each Trustee shall demonstrate compliance with the requirements by filing with the President of the Board of Trustees evidence of completion of Trustee Education from an approved provider. Such evidence shall include one of the following:
- certificates of completion issued by one or more approved providers; or
- a signed self-assurance of completion
- Such assurance shall identify the approved trustee education providers, a description of the format and content of the completed instruction activities, the date and time such member began and completed each instruction activity and an explanation of why a certificate of completion was not available from such approved providers.
- Evidence of completion shall be submitted to the Board President by December 31 of each year.
- Should a Trustee fail to submit evidence of completion by the above date, the Trustee will be suspended from duty until evidence of completion is filed. Should a Trustee in suspension fail to provide evidence of completion within 90 days, they will be assumed to have resigned from the board.
- Compliance will be tracked through the Library’s Annual Report to the State.
- Each year Trustees are required to complete two hours of continuing education during their term on the System Board. According to Section 260-D, each Trustee shall demonstrate compliance with the requirements by filing with the President of the Board of Trustees evidence of completion of Trustee Education from an approved provider. Such evidence shall include one of the following:
Article VII
Meetings
Regular meetings shall be held at least quarterly in March, June, September and December, but may have regular meetings scheduled each month at dates and times to be established by the Board at the beginning of the Library year.
These meetings shall be open to the public, except when individual personnel issues are being discussed.
Special meetings shall be held at the call of the President or any two Trustees.
A Majority of the designated number of the Board shall constitute a quorum.
The order of business shall be as follows:
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- Roll Call
- Approval of Minutes
- Financial report and approval of expenditures
- Report of the Library Director
- Report of standing committees
- Report of special committees
- Nomination and elections, if any
- Correspondence and communications
- Unfinished business
- New Business
- Adjournment
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Article VIII
Committees
The President shall appoint committees of one or more members each for specific purposes as the business of the Board may require from time to time.
Each committee shall report to the Board.
No committee shall have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.
Article IX
Library Director
The Board shall appoint a qualified Library Director who shall be the executive and administrative officer of the library.
The Director shall be held responsible for the proper performance of duties as spelled out in the job description provided by the Board.
It shall be the duty of the Director to attend all meetings of the Board, including budget meetings, or public meetings where action may be taken affecting the interests of the Library.
The Director shall have the right to speak on all matters under discussion at Board meetings, but shall not have the right to vote thereon.
Article X
Limitations
This organization is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.
No substantial part of the activities of the organization shall be on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by section 501(h) of the Code), or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.
Notwithstanding any other provision of these articles, the organization shall not carry on any activities not permitted to be carries on (a) by an organization exempt from Federal income tax under section 501(c)(3) of the internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue Law) or (b) by an organization whose contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue Law.)
Upon the dissolution of this organization assets shall be distributed for one or more exempt purposes within the meaning of Section501(c)(3) of the Internal Revenue code (or corresponding section of any future tax code), or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed by the Supreme Court of the State of New York in the county in which the principal office of the organization is located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Article XI
Amendments
These By-Laws may be repealed, amended, or added to by a majority vote of the whole Board at a regular meeting.
Such action may be taken, however, only after the substance of the proposed repeal, amendment, or addition has been presented in writing at a prior regular or special meeting, and notice thereof has been given of the meeting at which it is to be considered.
Adopted: February 1, 1999
Revised: April 17, 2000
Revised: December 16, 2002
Revised: July 19, 2021
Revised: March 20, 2023