Bylaws For The Board Of Trustees

BYLAWS FOR THE BOARD OF TRUSTEES OF THE NORTH SHORE PUBLIC LIBRARY

Article I – NAME

1. This organization is and shall be known as North Shore Public Library existing by virtue of the provisions in the Absolute Charter Number 22,392 granted by the Regents of the University of the State of New York on November 14, 1997 and exercising the powers and authority and assuming the responsibilities delegated to it under the said charter.

Article II – MANAGEMENT

1. The business and affairs of the North Shore Public Library shall be managed and conducted by a collective authority of the Board of Trustees that shall be five in number. Library Trustees must be qualified North Shore Public Library District residents and elected by voters of the North Shore Public Library District comprised of voters of Shoreham-Wading River Central School District and Rocky Point Free School District for a term of five years.
2. The term of members of the Board of Trustees shall end on June 30 of the fifth year following election unless the Trustee shall have resigned or otherwise terminated membership on the Board.
3. Vacancies which occur for reasons other than expiration of term shall be filled for the balance of the fiscal year by the Board of Trustees. At the time of the budget vote, election will be held for the balance of the unexpired term. Any Trustee who fails to attend three consecutive regular meetings of the Board shall be deemed to have resigned as a Trustee and the vacancy shall be filled at the next regular meeting.

Article III – OFFICERS

1. The Officers of the Board of Trustees shall be elected at the annual meeting or the first regular meeting each fiscal year, and there shall be a President, a Vice President, and a Secretary elected from among the Board of Trustees. The Treasurer, who is not a board member, is a hired officer and will be contracted annually.
2. Officers shall serve a term of one year from the Annual Meeting at which they are elected and until their successors are duly elected.
3. The vote for Officers can be by secret written ballot if two or more Trustees have been nominated for one office; and/or Slate of Officers to be confirmed by a unanimous motion of the board.
4. The President shall preside at all meetings of the Board, authorize calls for any special meetings, act as liaison between the Board and the Library Director, Board President shall be in regular contact with the Library Director between meetings, cosign with the Treasurer or any other officer authorized by the Board of Trustees, 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.
5. 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.
6. The Secretary shall keep a true and accurate record of all meetings of the Board, shall be a cosigner with Board President or Treasurer on the library bank checks for proper disbursement of payments to vendors.
7. The Treasurer shall be an independent disbursing officer for the Board, shall sign all checks, make monthly reports to the Board, keep accurate financial records, and perform such duties as are generally associated with that office as stated in the contract. The Treasurer shall be bonded and be a contracted paid officer.

Article IV – MEETINGS

1. The Annual Meeting shall be the first regular meeting of the fiscal year; at this meeting the bylaws shall be reviewed and officers elected.
2. Regular meetings shall be held on the fourth Tuesday of each month. Notice thereof shall be sent to all Trustees by the Director prior to each regular meeting and a public notice shall be posted in the library, on the Library Director’s Office page of the library website, in the library newsletters and a legal notice of all board meetings will be sent to the news media.
3. Special meetings may be called by the Secretary at the direction of the President, or at the request of a majority of the Board for the transaction of business as stated in the call for the special meeting. Executive session is convened only as part of a public board meeting, not as a separate meeting. The Board must vote to enter executive session and specifically state the topic for the session minutes. Executive sessions are a portion of the open meeting from which the public and the news media may be excluded.
4. A quorum for the transaction of business at any meeting shall consist of a majority of the whole number of the Board, who shall be present in person. In the absence of a quorum, the Trustees present may adjourn the meeting to a date determined and written notice thereof sent to all Trustees.
5. The rules contained in Robert’s Rules of Order shall govern the Board meetings in all cases to which they are applicable, and in which they are not inconsistent with the bylaws or the special rules or order of this organization.
6. 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 will permit:
   • Call meeting to order
   • Meeting dates
   • Approval of minutes
   • Treasurer’s report
   • Review of bills
   • Visitors’ comments
   • Director’s report
   • Personnel report
   • Correspondence
   • Unfinished business
   • New business
   • Adjournment

7. The Director shall attend all regular meetings and special meetings at the pleasure of the Board. They may participate in the discussion and offer professional advice, but are denied a vote upon any question.

Article V – COMMITTEES

1. Committees shall be appointed, as need arises, by the President or at the request of a majority of the Board. These committees shall consist of one or more members and shall be considered to be discharged upon completion of the term of office of the President.
2. All committees shall make a progress report to the Board at each of its regular 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 VI – DIRECTOR

1. 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.
2. The Administrator shall assist the Board in any collective bargaining negotiations with representatives of employees if so recognized by the Board and shall recommend the form and substance of agreement for action by the Board.
3. The Administrator 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 in keeping with the stated policy of the Board for the efficiency of service to the public, and for operation within the budgeted appropriation.

Article VII – FISCAL YEAR

1. The fiscal year shall begin July 1.

Article VIII – RECORDS AND FINANCIAL ACCOUNTS

1. All records shall be maintained at the Library offices.
2. Records shall be kept according to accepted accounting practice; internally audited monthly and externally annually through outside accounting firms.

Article IX – Trustee Education

In New York State, library trustees are required to complete a minimum of two hours of continuing education annually, as mandated by Education Law §260-d. In addition, all trustees are mandated to annually take the sexual harassment prevention training as per NYS Human Rights Law. This training does not count towards the minimum of two hours of trustee education.

Article X: AMENDMENTS

1. The Board may amend these bylaws by a majority vote of all members. The Bylaws should be reviewed regularly, updated at least every five years, and posted on the library’s website.

Updated 7/29/2025