Whereas, a petition for incorporation as an institution of the University has been duly received, and Whereas, official inspection shows that suitable provision has been made for buildings, furniture, equipment and for proper maintenance, and that all other prescribed requirements have been fully met, Therefore, being satisfied that public interests will be promoted by such incorporation, the Regents by virtue of the authority conferred on them by the law hereby incorporate
Thomas E. Hapgood, Smith Lent, Joshua G. Many
and their successors in office under the corporate name of Sing Sing Public Library with all powers, privileges and duties, and subject to all limitations and restrictions prescribed for such corporations by law or by the ordinances of the University of the State of New York. The first trustees of said corporation shall be the above named incorporators. The number of trustees shall be three and their successors shall be elected one each year to serve for three years. This corporation shall be located at Sing Sing, Westchester County, New York. In witness whereof the Regents grant this charter no. 698 under seal of the University, at the capitol in Albany, February 9, 1893.
George William Curtis, Chancellor
Melvil Dewey, Secretary
Having received a petition made in conformity to law and being satisfied that public interests will be promoted by such action the Regents by virtue of the authority conferred on them hereby amend the charter of the Sing Sing public library by changing the name to Ossining Public Library.
In witness whereof the Regents grant this amendment to charter no. 1454 under seal of the University at the capitol in Albany, July 1, 1901. Recorded and took effect 3:15 p.m. July 1, 1901
Anson Judd Upson, Chancellor
Chas. Wheelock, Secretary
Whereas a petition for reincorporation as an institution of the University has been duly received, and
Whereas official inspection shows that suitable provision has been made for buildings, furniture, equipment and for proper maintenance, and that all other prescribed requirements have been fully met,
Therefore, being satisfied that public interests will be promoted by such incorporation, the Regents by virtue of the authority conferred on them by law hereby incorporate
Samuel Watson, Milton C. Palmer, Romine Williams
Anna M. Underhill, Annie A. Brandreth
and their successors in office under the corporate name of Ossining Public Library with all powers and duties, and subject to all limitations and restrictions prescribed for such corporations by law or by the ordinances of the University of the State of New York. The first trustees of said corporation shall be the incorporators above named. The number of trustees shall be five and their successors shall be elected by the Ossining Board of Education, one each year to serve five years.
This corporation shall be located at Ossining, Westchester County, New York, and this new charter shall take the place in all respects of the charter under which the institution has been operating.
In witness whereof the Regents grant this charter no. 1631 under seal of the University at the capitol in Albany, December 3, 1903
Recorded and took effect 3:20 p.m., December 3, 1903
M. Croswell Doane, Chancellor
James Russell Parsons, Jr., Secretary
The Board of Trustees (hereinafter designated as the "Board") of The Ossining Public Library, a corporation created under a charter granted under Section 253 of the New York State Education Law by the Board of Regents (or Secretary of State) of the State of New York, dated February 9, 1893, shall be governed by the laws of New York State, the regulations of the Commissioner of Education and by the following Bylaws.
1. NAME OF ORGANIZATION
The name of the organization is the Ossining Public Library.
The purpose of the organization is to provide easy and equal access to the broadest range of information and ideas of humanity in order to meet the educational and intellectual needs of the diverse members of our community, while enriching their social and cultural lives.
3. FISCAL YEAR
The fiscal year of the library shall be July 1 — June 30.
4. BOARD OF TRUSTEES
a. The library shall be governed by a Board of Trustees consisting of five to nine Trustees, with the current number being seven (7). Trustees are elected by the voters of the Ossining School District for a term of three (3) years. The candidate(s) with the highest number of votes will fill the seats. Changes in the number of Trustees will take effect by a certified copy of a Board resolution. Newly elected Trustees will take office at the first meeting of the new fiscal year.
b. Trustees must be residents of the Ossining Public Library's chartered service area and be at least eighteen (18) years of age as of the date of appointment.
c. The absence of a Trustee from three consecutive meetings or from 4 of any 12 consecutive regular meetings shall constitute automatic dismissal from the Board. The President shall inform the absent Trustee in writing that he/she is no longer on the Board.
d. Any vacancy caused by an unfinished term may be filled by election by the Board until the next regular election, at which time the remainder of the term shall be filled by public vote.
e. Each trustee shall have one vote, irrespective of office held.
f. Only Trustees who are present at a meeting may vote.
g. All actions of the Board shall be of the Board as a unit. No Trustee shall act on behalf of the Board on any matter without prior approval of the Board. No Trustee by virtue of his/her office shall exercise any administrative authority with respect to the library nor, as an individual, command the services of any library employee.
h. A Trustee may resign at any time by giving written notice of resignation to the President of the Board of Trustees. If the President resigns, written notice will be given to the Vice President of the Board of Trustees. Unless otherwise specified in the notice, the resignation shall take effect upon its receipt, and the acceptance of the resignation shall not be necessary to make it effective.
The officers of the Board shall be the President, Vice President, and Secretary. They shall be elected by secret ballot by the Trustees at the last regular meeting of the fiscal year to take office for the following fiscal year. Officers shall serve for a period of one year or until their successors shall have been duly elected. The Treasurer shall be appointed by the Board of Trustees. No Trustee may be appointed Treasurer. The duties of such officers shall be as follows:
a. The President shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex officio voting member of all committees, and generally perform all duties associated with that office. The President shall act as Parliamentarian should any procedural issues need to be addressed during a meeting.
b. 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.
c. The Secretary shall keep a true and accurate record of all meetings of the Board, and shall perform such other duties as are generally associated with that office.
d. The Treasurer shall be the disbursing officer of the Board and shall perform such duties as generally devolve upon the office.
6. VACANCIES AND REMOVALS
Should a Trustee resign or become incapable of performing his or her duties, the vacancy will be filled in accordance with the provisions of 4(d).
The Board may remove a trustee for misconduct, incapacity, neglect of duty or refusal or failure to carry into effect the library's educational purpose in accordance with Title 8, Chapter 1, Section 3.31 of the Rules of the Board of Regents.
The Board shall appoint a Director who shall be the executive officer charged with carrying out the policies of the Board. The Director shall be responsible for the services provided to the public, including for their efficiency; for the care of the buildings and equipment; for the employment and direction of the staff; for adherence to all relevant laws and regulations, and for the operation of the library in accordance with the annual budget. The Director shall keep the Board informed about all matters needing the Board's attention or action, and including the state of financial matters. He or she shall also recommend such policies and procedures, which, in the opinion of the Director, will improve the efficiency and quality of library service.
a. There shall be four (4) standing committees: Finance Committee, Personnel Committee, Policy and Bylaws Committee, Building and Grounds Committee.
b. Ad hoc committees for specific purposes may be appointed by the President. Such committees shall serve until the completion of the work for which they were appointed.
c. All committees shall make a report to the Board at each of its regular meetings.
d. No committee shall have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.
a. Meetings shall be held each month, the date and time to be set by the Board and announced on the library's web site.
b. A special meeting of the Board may be called at any time by the President, and must be called upon the request of three Trustees. A special meeting must be announced to the Board and to the public, and such announcement must state the purpose of the special meeting. No business may be transacted at such special meeting except the stated business.
c. The Reorganization Meeting shall be the first regular meeting held after the start of each fiscal year. The business transacted at this meeting shall include administering the Oath of Office to new Trustees, and setting the dates on which:
d. The President shall keep a calendar of recurring events and use this in planning the agenda for meetings
e. A simple majority of the existing Board shall constitute a quorum for the conducting of all business. If a quorum is not present at a regular meeting, the attending Trustees may set a date for another meeting to be held within one week, and the presiding officer shall notify the absent Trustees of this specially called meeting.
f. 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 unless circumstances make an altered order desirable:
Amendments to these Bylaws may be proposed at any regular meeting and shall be voted upon at the next regular meeting. Written notice of the proposed amendment or amendments shall be sent to all absent Trustees at least ten days prior to the meeting at which the vote will be taken. A two-thirds vote of the entire Board shall be required for adoption of an amendment.
All procedures not specified herein shall be in accord with Robert's Rules of Order, Revised.
Approved by the Ossining Public Library Board of Trustees, 53 Croton Avenue, Ossining, NY
First Reading: May 16, 2011
Second Reading: June 8, 2011