This organization is and shall be known as the Stamford Village Library.
Its object shall be to maintain a circulating library, music collection, a reading room, and an historical room for free, public use to the inhabitants of Stamford and the surrounding towns and villages.
Any person, eighteen years of age or older, who desires to vote at the annual meeting, must be a member of the Library Association and have paid the designated annual fee. Lifetime memberships are also available at a fee set by the board. A listing of members and lifetime members will be maintained and a document acknowledging a lifetime membership will be issued to the member.
The business and affairs of the Stamford Village Library shall be managed and conducted by a Board of Trustees that shall be nine in number, elected by members of the Library Association at the annual meeting, for a term of three years. Association members must be present to vote.
The term of members of the Board of Trustees shall end immediately before the organizational meeting at the end of their term of office, unless the trustee shall have resigned or otherwise terminated membership on the board. Tenure of members of the board shall be at the discretion of the board.
The Board of Trustees shall fill vacancies that occur for reasons other than expiration of term; these appointments will be for the remainder of the unexpired term. Any trustee who fails to attend three consecutive regular meetings of the board, unless excused, shall be deemed to have resigned as a trustee, and the vacancy shall be filled by appointment in a timely fashion.
The officers of the Board of Trustees shall be elected at the organizational meeting, for a one-year term beginning at the organizational meeting the following January. They shall be a President, a Vice-President, a Secretary, and a Treasurer, where applicable, from among the Board of Trustees.
The President shall be limited to 3 consecutive terms, but there is no limit to the number of terms the other officers may serve. The President shall preside at all meetings of the board, authorize calls for special meetings, appoint all committees, execute all documents authorized by the board, and generally perform all duties and functions associated with that office.
The Vice-President, in the event of the absence of the President, or of a vacancy in that office, shall assume and perform the duties and function of the President.
The Secretary shall keep a true and accurate record of all meetings of the board. These minutes will be sent to the board for review within a month of the meeting to allow for prompt consideration and correction; this applies to regular and annual meetings. A copy will be kept at the library. Voting to approve minutes will occur at the next scheduled meeting. The Secretary shall issue a written notice of all regular and special meetings, and perform such other duties as are generally associated with that office. An assistant, who need not be a trustee, may be selected by the board to assist the Secretary in the performance of that office.
The Treasurer shall be the disbursement officer of the board, will sign all checks, and shall perform such other duties as are associated with that office. An assistant, who need not be a trustee, may be selected by the board to assist the Treasurer in the performance of duties of the office. Both will be bonded in an amount as may be required by a resolution of the board.
The regular meetings shall be held on the third Thursday of each January, March, May, July, September, and November, unless an alternate date is agreed to by the board. The Secretary shall notify all trustees at least five days prior to such regular meetings. A written notice announcing the annual meeting in September shall appear in the legal section of a local paper two weeks prior to the meeting and a public notice shall be placed on the library bulletin board.
Special meetings may be called by the Secretary at the discretion of the President, or at the request of at least one-third of the trustees.
A quorum for the transaction of business at any meeting shall consist of a majority of the entire board. In the absence of a quorum, the trustees present may set a new date for that bimonthly meeting. In that case, all trustees shall be notified of the action.
The fiscal year of the library shall be from January 1st to December 31st, inclusive.
The Director or Librarian shall attend all meetings, may participate in the discussion, and offer professional advice, but is not entitled to vote upon any question.
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:
Call to order
Approval of minutes
Director or Librarian Report
Management and Oversight Committee (MOC)
Programs and Rules Committee (PARC)
Resources and Infrastructure Committee (RIC)
The President shall appoint committees to conduct the business of the library, such as:
Management and Oversight Committee (MOC), Programs and Rules Committee (PARC), Resources and Infrastructure Committee (RIC), and such other committees as the business of the board may require from time to time.
These committees shall consist of one or more members and shall be dissolved upon the completion of the term of the President.
MOC will be responsible for nominating new board members, personnel matters, conducting an annual audit of library accounts, interpretation of library policies, and other such oversight duties as determined by the President.
PARC will be responsible for library programming, fund-raising, the drafting of library policies and by-laws.
RIC will have financial responsibility including budget creation, recommending and monitoring investment strategies, and act as liaison to the school board in regard to building and maintenance issues.
All committees shall make a progress report to the board at each of its meetings. No committee shall have other than advisory powers unless the board has delegated specific power to act upon its behalf, pending a subsequent meeting of the board for confirmation.
Article VIII—Director or Librarian
The Board shall appoint a qualified library director or librarian, who shall be the executive and administrative officer of the library, on behalf of the board, and under its review and direction, according to a signed contract.
The Director or Librarian shall have interim authority, under an emergency situation, to appoint temporary employees, who have been pre-approved by the board.
The Director or Librarian shall recommend to the board the appointment, and specify the duties of, library employees; no appointments, promotions, or dismissals shall be made without this recommendation.
The Director or Librarian may recommend rules for readers and employees, with the approval of the board.
The Director or Librarian is responsible for the proper direction and supervision of the staff, for the care and maintenance of library property, for an adequate and proper selection of books and other media, in keeping with the stated policy of the board, for the efficiency of service to the public, and for operation within the budget appropriations.
Article IX—Conformity with the Internal Revenue Code
No part of the income of the library shall benefit any member, trustee, director, officer of the library, or any private individual (except that reasonable compensation may be paid for the services rendered to or for the library affecting one or more of its purposes), and no member, trustee, officer of the library or any private individual shall be entitled to share in the distribution of any of the library’s assets on dissolution of the library.
The library is required to file Form 990 with the IRS Section 501(c)(3).
No part of the activities of the library shall be involved in propaganda, or otherwise attempting to influence legislation, or participating in, or intervening in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.
In the event of dissolution, all of the remaining assets and property of the library shall, after necessary expenses thereof be distributed to such organizations as shall qualify under Section 501(c)(3) of the Internal Revenue Code of 1954, as amended, subject to an order of a Justice of the Supreme Court of the State of New York.
The Board may amend these by-laws by a majority vote at any legal, authorized meeting, provided that a copy has been sent or delivered to each member of the board, at least ten days prior to the meeting, and a notice of the by-laws changes are posted on the library bulletin board and can be reviewed by all members.
Article XI—Adoption of By-Laws
The Board may adopt these by-laws by a majority vote at any legal, authorized meeting, provided that a copy of the proposed by-laws has been sent or delivered to each member of the board at least ten days prior to the meeting.
Drafted Tuesday, May 8, 2007
Revised June 13, 2007
Approved: July 12, 2007
Revised: July 16, 2009
Revised: September 14, 2010