ARTICLE I: MEETINGS OF SCHOOL DISTRICT VOTERS
Section 1. Annual District Meeting. The Board of Trustees (herein the Board) of The Chappaqua Central School District Public Library (herein the Library) is authorized to require the Board of Education of the School District to give notice of and to conduct a special district meeting and election for the purpose of electing Library Trustees and of submitting a resolution for an appropriation for library purposes in accordance with the provisions of subdivision 1 of Section 259 of the Education Law. (Section 260 subdivision 7 of the Education Law.)
Section 2. Other Special Meetings. Other special district meetings for any purpose authorized by law, including authorization of bond issues, are governed by the Education Law.
ARTICLE II: TRUSTEES
Section 1. Powers of Trustees. The business and affairs of the Library shall be managed by a Board of Trustees who shall have all the powers of trustees of other educational institutions of the University of the State of New York as defined in the Education Law (Section 260 subdivision 1).
Section 2. Public Action. All meetings of the Board shall be open to the public. All actions and decisions of the Trustees shall take place at a regular or special meeting of the Board duly called. The Board may close a meeting for an "executive Session" and take actions as specified under New York State Open Government Laws.
Section 3. Number and Election. The Board consists of five members aged 18 or greater, elected by the voters of the Chappaqua Central School District in accordance with Section 260 subdivision 2 of the Education Law.
Section 4. Term of Office. Commencing with the 2024 Annual Election, the term of office for each Trustee shall be three (3) years, each term to begin on July 1 following the Annual Election. (Section 260 subdivision 2 of the Education Law.) Those Trustees who have been elected to five-year terms prior to 2024 shall be entitled to serve out the remainder of their full five-year term. No trustee shall hold office for more than one (1) full five-year term or two (2) full three-year terms. (Section 255 of the Education Law.)
Section 5. Vacancies. Vacancies on the Board may be filled by the majority vote of the Trustees until the next annual election of Trustees at any regular or special meeting called for that purpose (“partial term” or “interim term”). With the exception of terms abbreviated by constructive resignation (as per Article II, Section 12) or resignation, such partial term (or interim term) shall not represent a full term and shall not be counted toward the term restrictions as discussed in Article II, Section 4, supra. (Section 226 of the Education Law.)
Section 6. Regular Meetings. Regular meetings of the Board shall be held at least quarterly and such Board shall fix the day and hour and place for holding such meetings. (Section 260 subdivision 5 of the Education Law.)
Section 7. Special Meetings. Special meetings of the Board of Trustees may be called by the President or two other Board members and must be called at the written request of two members of the Board. No business shall be transacted at any special meeting except that specified in the notice.
Section 8. Notice. Notice of any regular meeting of the Board shall be given by the Secretary or the President or by the Library Director to each Trustee by posting on the Library’s public website or by telephone or email at least three days prior to the meeting. Notice of any regular meeting shall also be given promptly to the public and at least one representative of the local news media. A public notice of each meeting shall be posted prominently on the Library’s public website and community bulletin board. When a meeting is scheduled less than a week in advance, notice must be given to the public and the news media "to the extent practicable" at a reasonable time prior to the meeting via public notice of each meeting posted prominently on the Library’s public website and the community bulletin board.
Section 9. Nominations. Candidates for the office of Trustee shall be nominated by petition in accordance with the provisions of Section 260 subdivision 8 of the Education Law. All such nominations must comply with the requirements of the Education Law.
Section 10. Quorum. A majority of the Trustees shall constitute a quorum at all meetings of the Board.
Section 11. Board Approval. All actions taken by the Board shall require at least three affirmative votes from Board members who are present for passage.
Section 12. Constructive Resignation. Board members are expected to attend all regular Board meetings. Remote attendance is permitted in accordance with the Remote Board Trustee Participation at Meetings Policy. If any Trustee shall fail to attend three consecutive regular meetings of the Board, have excessive absences from meetings without excuse accepted as satisfactory by the Trustees or fail to complete the minimum trustee training required, he/she shall be deemed to have constructively resigned. The vacancy shall be filled in accordance with Article II, Section 5.
Section 13. Liability and Indemnity of Trustees. To the fullest extent permitted by law, each Trustee shall be indemnified and held harmless by the Library against all liabilities, costs and expenses, including reasonable attorney's fees, arising out of or relating to any claim or proceeding against the Library or such Trustee in his or her capacity as a Trustee thereof.
Section 14. Training. Effective January 1, 2023 each Trustee is required to complete a minimum of four hours of trustee education annually from NYS Library approved trustee education providers (with no courses repeated) and present evidence of completion to the President. The Secretary shall ensure trustee training records are retained for 5 years or in accordance with the Retention and Disposition Schedule for New York Local Government Records (LGS-1), located online at https://www.archives.nysed.gov/records/local-government-record-schedule/lgs-1-title-page. Failure to comply by any trustee shall be grounds for Constructive Resignation in accordance with Article II, Section 12.
ARTICLE III: OFFICERS
Section 1. Officers. The officers of the Library shall be a President, a Vice-President, a Finance Officer and a Secretary.
Section 2. Election and Term of Office. The Board shall, at its first meeting in each calendar year, elect the above-named officers from their own number to serve from the date of the meeting at which they are elected until the subsequent January and thereafter until their respective successors are duly elected.
Section 3. Powers and Duties. The officers shall have such powers and shall perform such duties as are incident to their respective offices or as may be assigned to them by the Board.
Section 3a. President. The President shall: preside at all meetings of the Board, authorize calls for any special meetings, approve Board meeting agendas, appoint all committees, execute all documents authorized by the Board, serve as ex-officio voting member of all committees, meet regularly with the Library Director, present an end-of-term statement at his/her final Board meeting, and generally perform all duties associated with that office.
Section 3b. Vice-President. 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 and shall act as Board liaison to the Friends of the Chappaqua Library.
Section 3c. Secretary. The Secretary shall keep a true and accurate record of all meetings of the Board, manage the Board email account 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 his/her duties.
Section 3d. Finance Officer. The Finance Officer shall oversee budget presentations, the external audit and claims auditing procedure, investment strategies and accounting procedures.
Section 4. Vacancies. Vacancies on the Board may be filled by the majority vote of the Trustees until the next annual election of Trustees at any regular or special meeting called for that purpose. (Section 226 of the Education Law.)
Section 5. Reimbursement. The Board may reimburse any Trustee, officer or employee for expenses incurred in the performance of his/her duties.
Section 6. Other Officers. The Board may appoint such other officers with such powers and duties as it may deem advisable. Such officers shall serve at the pleasure of the Board.
ARTICLE IV: MISCELLANEOUS
Section 1. Principal Office. The principal office of the Library shall be in its principal library building.
Section 2. Security. The Board requires that any officer or other person authorized to disburse monies of the Library shall be bonded in an amount and with such surety as they may determine.
Section 3. Committees and Task Forces. The Board may appoint such committees and task forces as the Board may deem necessary or advisable for the conduct of its business and affairs. Any such committee or task force may include individuals who are not members of the Board. The duties of any such committee or task force, its size and tenure, shall be determined by the Board. All committees and task forces shall be subject to the control of the Board.
3a. There shall be four (4) standing committees; Finance Committee, Building and Grounds Committee, Personnel Committee and Policy/Bylaws Committee. There shall be two Trustees on each committee appointed by the President of the Board of Trustees. The Board President will appoint the chair for each committee from among the trustees on the committee. Relevant staff members may be appointed to a committee.
3b. Ad Hoc Committees for specific purposes may be appointed by the President. Such committees shall serve for a specified duration determined by the Board or until the completion of the work for which they were appointed.
3c. All committees shall make a progress report to the Board at least twice a year. Committees are expected to meet as needed.
3d. The scope of each committee’s work is limited to information-gathering, analysis of their findings and offering of recommendations to the Board.
3e. No committee shall have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.
3f. The President shall be, ex officio, a member of all committees.
3g. Charter for each committee:
Finance Committee: 1) Oversee development of the budget; 2) Ensure adequate financial controls; 3) Oversee the annual audit process; 4) Oversee investments; 5) Report on the financial condition of the library quarterly or as needed, and make recommendations attendant therewith; and 6) Recommend Treasurer and auditor selection and contracts.
Building and Grounds Committee: 1) Recommend maintenance, repair, replacement, and services; 2) Recommend capital improvement to indoor and outdoor facilities for better functioning of library, enjoyment of patrons, and for cost/energy efficiencies; 3) Ensure purchasing and bidding processes for approved capital projects, repairs and contracts are aligned with Library policy and accepted practice; 4) Monitor Library capital construction, renovation, and repair projects and report on the status of such projects; 5) Maintain a long-term view of the functional status of building, grounds, and its mechanical/electrical systems; and 6) Recommend short term and long term improvements to protect the health and safety of Library patrons and staff.
Personnel Committee: 1) Ensure comprehensive, fair and equitable personnel policies; 2) Provide guidance, oversight and support to management as it develops and implements employee staffing, performance management and compensation systems; 3) Ensure annual staffing analysis and planning in conjunction with budget planning; 4) Ensure that the Employee Handbook is reviewed every 3 years and updated as needed; and 5) Manage the process for mid-year and annual evaluation of the Library Director.
Policy/Bylaws Committee: 1) Review the Policies and Bylaws of the library on a regular basis, and at least every 5 years; 2) Recommend additional policies as needed; 3) Recommend changes and modification for the betterment of the Board’s governance and functioning of the Library; 4) Liaision with the appropriate Board committees relative to related policies; and 5) Oversee the timely posting of approved policies and Bylaws on the Library website.
ARTICLE V: AMENDMENTS
Section 1. Proposal of Amendments. An amendment to these By-Laws may be proposed by any member of the Board by notice in writing given to the other Trustees at least ten days before the proposed amendment is to be acted on.
Section 2. Adoption. An amendment so proposed may be adopted by a majority vote of the entire Board at any regular meeting or special meeting called for that purpose, provided the substance of the proposed amendment accompanies notice of the meeting, whether regular or special.
Adopted: April 13, 1976
Revised: June 21, 1990; July 19, 1994, Dec. 18, 1995, June 18, 2013, October 20, 2020, November 4, 2020, November 16, 2021, September 11, 2023, January 22, 2024.
