The Grafton Community Library is always looking for committed individuals to serve the community as trustees of the Library. The Library board has the final responsibility to see that its library provides the best possible service to its community. A library trustee’s commitment is to both the physical property and resources of the library and the services it provides. A Trustee or board member must act in good faith and exercise the degree of diligence, care, and skill that an ordinary prudent individual would use under similar circumstances in a like position.
Trustee duties include, but are not limited to: Being an advocate for the Library Committee Work—committees such as financial committee, art grant committee, building and grounds committee, policy committee, etc. Fundraising – several fundraiser are held throughout the year Attend Monthly Library Meetings– general meeting once a month, other meetings, such as specific committee meetings are held ad hoc Attend Library Trustee Training conducted by Upper Hudson Library System (can be done online) Some manual labor (if capable), such as painting or routine maintenance For more information see The Handbook for Library Trustees of New York State
If interested in being nominated for Trustee position or if you have any questions, please contact Leanna Sweet at 279-1386 or give your name and phone number to the Librarian on Duty.
Grafton Community Library Bylaws
The Board of Trustees of the Grafton Community Library, a free association library district, hereafter designated as the “Board,” a corporation created by a Provisional Library Charter granted by the State of New York, November 19, 1993, hereby enacts the following bylaws:
The purpose of the Grafton Community Library is to assemble, preserve, and provide printed and other materials that will meet the informational, cultural, and recreational needs of the Grafton community, including maintaining the Library building as a memorial to those Grafton youths who served their country in World War II, in compliance with local, state, and federal laws.
Article I – Membership:
The Board shall consist of ten members. Election of trustees shall be by a majority vote of members of the Board, at the last regular meeting of the calendar year.
- The term of office of trustees shall be three calendar years, to begin immediately following the last regular meeting of the calendar year.
- Vacancies occurring by resignation from the Board of Trustees may be filled by election at any regular meeting, for the balance of the term vacated.
- If a trustee shall fail to attend three consecutive meetings with an excuse accepted as satisfactory by the Board, the trustee shall be deemed to have resigned and the vacancy shall be filled. A trustee may be removed with cause by three-quarters vote of a quorum at any regular meeting.
- Newly elected trustees shall be provided with appropriate orientation by the Board president or co-presidents and the Library director and shall be given copies of the bylaws and a review of the Handbook for Library Trustees in New York State, which outlines the basic information about trustee responsibilities.
Article II – Officers:
The officers of the Board shall be president or co-presidents, vice president, secretary and treasurer. Each officer shall be a member of the Board, shall be elected for a one-year term, and shall serve not more than three successive terms. Officers shall be elected at the last regular meeting of the calendar year by a majority vote of the Board.
- The president or co-presidents shall preside at meetings of the Board, appoint committees, authorize calls for special meetings, and generally perform duties of a presiding officer(s). The president or co-presidents or a representative are expected to attend the Upper Hudson Library System (UHLS) Annual Meeting.
- The vice-president shall perform the duties of the president or co-presidents in case of the absence or disability of the president or co-presidents and shall succeed to the office of the president upon the resignation or death(s) of the president or co-presidents. In case both the president or co-presidents and the vice president are absent from a meeting, any member may call a duly scheduled meeting to order and the members present may elect a chairman pro tem.
- The secretary shall have charge of the records of the Board and shall keep minutes of its meetings. A copy of the minutes shall be kept in the Library and shall be made available to the public.
- The treasurer shall attend to the fiscal affairs of the Library. The treasurer is authorized to receive and disburse funds, and shall keep records of all moneys received and disbursed and shall make a report thereof at each regular meeting of the Board. The treasurer is authorized to receive and disburse funds, and shall keep records of all moneys received and disbursed and shall make a report thereof at each regular meeting of the Board. The treasurer shall submit the finance section of the annual report to the New York State Education Department as required. The treasurer, with the assistance of the other members of the Finance Committee, shall prepare a budget in the form of statements of anticipated revenue and guidelines for expenditures for the forthcoming year, for approval of the Board at the last regular meeting of the year.
Article III – Committees:
The president or co-presidents, with the advice of the Board, may create standing or ad hoc committees in addition to those described in this article and shall appoint members and chairpersons of committees for terms made explicit at the time of appointment. The president or co-presidents shall be a member(s), ex officio, of all committees except nomination committees. All committee actions are subject to approval by a majority of the Board.
- The Finance Committee shall lave general supervision of the policies and plans for the fiscal resources of the Library. Its responsibilities include, but are not confined to (1) evaluating and advising the Board on endowment, memorial and other gifts, savings, and financial plans, (2) seeking and receiving public funds and grants on an ongoing basis and reporting to funding authorities on how such funds were spent, (3) preparing budgets as described in Article II, and (4) arranging for an appropriate yearly auditing procedure.
- The Nominating Committee shall be responsible for seeking and presenting to the Board persons interested in serving as members, at any time, but especially when vacancies on the Board occur. The Nominating Committee shall also, immediately following election of trustees at the last meeting of the calendar year, meet (without the participation of any officers serving at the time) and propose a slate of officers to serve for the forthcoming calendar year.
Article IV – Meetings:
- A minimum of six bimonthly meetings shall be held each year, at dates and times to be established by the Board at the beginning of the calendar year and shall be open to the public in accordance with the Open Meetings Law, except when individual personnel issues or other confidential issues as determined by the Board are being discussed.
- Special meetings shall be held at the call of the president or co-presidents or a majority of trustees.
- A majority of the Board shall constitute a quorum and, except as noted, a majority of a quorum constitutes Board action.
- The order of business shall be as follows:
- Roll call
- Review of the minutes of the previous meeting
- Financial report and approval of expenditures
- Report of the Library director
- Reports of committees
- Nominations and elections, if any
- Unfinished business
- New business
Article V – Library Director:
- The Board shall appoint a qualified library director who shall be the executive and administrative officer of the Library and who shall be appointed as specified in New York State Education Commissioner’s Regulation 90.8.
- The director shall be held responsible for the proper performance of duties as described in the job description provided by the Board, including the direction and supervision of the staff and volunteers, and selection of books and materials in keeping with the stated policy of the Board.
- It shall be the duty of director to attend all meetings of the Board and public meetings where action may be taken affecting the interests of the Library. The director shall have the right and is encouraged to speak on matters under discussion at Board meetings, but shall not have the right to vote thereon.
Article VI – Dissolution, Non-Inurement, and Restrictive Provisions:
- Dissolution Provision: In the event of dissolution, all of the remaining assets and property of the organization shall after necessary expenses thereof be distributed to such organizations as shall qualify under section 501(c)(3) of the Internal Revenue Code, or the corresponding provisions of any subsequent federal tax laws; or to the federal government, or to a state or local government, for a public purpose; or to another organization to be used in such a manner as in the judgment of a justice of the Supreme Court of the State of New York will best accomplish the general purposes for which this organization was formed. Distribution of assets will conform to New York State Education Commissioner’s Regulation #220.
- Non-Inurement Provision: No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, or officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization).
- Restrictive Legislation Provision: No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by Internal Revenue Code section 501(h)), or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.
- Restrictive Purposes and Activities Provision: As specified in section 501(c)(3) of the Internal Revenue Code of 1954, the Library shall not carry on any activities not permitted to be carried on by an organization exempt from federal income tax under section 501(c)(3) or corresponding provisions of any subsequent federal tax laws.
Article VII – Directors, Officers, and Staff:
The Grafton Community Library, having its principal office at PO Box H, Grafton NY 12082, in the county of Rensselaer, New Year, from and after the date hereof shall hold harmless any and all trustees, officers, directors and staff from any and all liability, claims, demands, or expenses by reason of acting as a trustee, officer, director, or staff or otherwise by reason of any and all actions performed or omissions to act by reason of being a trustee, officer, director, or staff or otherwise
Article VIII – Amendments:
These bylaws may be repealed, amended, or added to by a three-quarters vote of the quorum 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 in the notice of the meeting at which it is considered.
Article IX – Education Law:
The bylaws do not supersede Regulations of the Commissioner of Education or Education Law that pertain to public/association libraries.