Remote Board Trustee Participation at Meetings

Trustees are expected and strongly encouraged to be physically present at all in person regular Board meetings.  

If videoconferencing or online technology is used to conduct a meeting, pursuant to New York State Open Meetings Law § 103-a, the public notice for the meeting shall inform the public that videoconferencing will be used, identify all the locations for the meeting, and state that the public has the right to attend the meeting at any of the locations. Voting may be done through videoconferencing, provided that members can be both seen and heard voting and participating from remote locations. The minutes of the meeting must reflect which members participated by video conference. Any technology used by the Board of Trustees for video conferencing must be compliant with the Americans with Disabilities Act. Should a Trustee be granted a request to participate virtually, members of the public shall be granted the same courtesy at that meeting and a virtual platform shall be provided so that such members of the public may participate to the same extent afforded to those who attend in person. 

The Board of Trustees may use video conferencing without allowing for in-person attend ance at the location of the Trustee by video conference under the following conditions:

• There must be at least one physical location where members of the public can attend in-person; 
• A quorum of the Board must be physically present at the physical location(s);
• The Trustee participating by videoconference must be physically unable to be present due to an extraordinary circumstance, which may include but is not limited to: disabil ity, illness, caregiving responsibilities, personal or business travel and/or any other sig nificant or unexpected factor or event which precludes physical attendance, as defined in the “Hybrid Meeting Procedures” located on the Library’s website; and
• Any Trustee participating through video conference must be able to be heard, seen, and identified at all times (except during Executive Sessions).

Any in-person requirements under Section 103-a of the Public Officers Law shall not apply during any national, State, or locally declared state of emergency, if the Board determines that the circumstances necessitating the emergency declaration would affect or impair the ability of the public body to hold an in-person meeting.

Any Trustee who intends to participate remotely should give prior notice to the President (or VP if the President is unable to attend) as soon as practicable. The Secretary shall note any remote participation at the beginning of the meeting and reflect it in the minutes. A Trustee’s request for remote participation must be approved by the President or with the permission of two other Trustees. 

Adopted: January 23, 2023