Tully Free Library Board of Trustees
President: Pete Cardamone
Secretary: Heather Estey
Treasurer: Jack Salisbury
Board Members: Denise Van Dyne, Louise Benedetto, Patricia Quinlan, Johanna McKenna
The Tully Free Library Board of Trustees meets at 9 AM on the third Saturday of the month in all months except for December and June. The meetings are open to the public.
The Tully Free Library Board of Trustees is composed of ten members, who serve for a maximum of two consecutive terms of three years each. Officers of the board include the board President, Vice-President, Treasurer and Secretary. Click below to download the meeting minutes for previous board meetings, or read the complete by-laws below.
ARTICLE I NAME
1. This organization is and shall be known as the Tully Free Library, existing by virtue of the provisions in the Absolute Charter Number 9520, granted to the Regents of the University of the State of New York on September 29, 1967, and exercising the power and authority and assuming the responsibilities delegated to it under the said charter.
ARTICLE II MANAGEMENT
1. The business and affairs of the Tully Free Library shall be managed and conducted by a Board of Trustees that shall be nine (9) in number elected by the Trustees at the Annual Meeting or the first meeting of the year.
2. The responsibilities of the Board of Trustees shall be as follows:
a. Determine the library policies
b. Select the director who is responsible for the internal management of the Library
c. Advise in the preparation of the budget. Approve the budget. Work to obtain necessary funds.
d. Provide for new buildings, if necessary. Through the director, supervise and maintain building and grounds.
e. Attend trustee workshops
f. Attend local board meetings
g. Firmly advocate financial growth. Fund raising is the duty of trustees, not the director.
h. Be of service to the director
i. Devote time to work for the library. Serve on at least one committee each year.
j. Attend trustee training.
3. The term of members of the Board of Trustees shall end on the fourth Thursday in January of the third year following the appointment unless the Trustees shall have resigned or otherwise terminated membership on the Board. Tenures of members of the Board should be limited to two (2) consecutive full terms of three (3) years each. The expiration of their terms of office shall be staggered so that not more than three shall be replaced at any one meeting unless due to resignation or death. Exceptions to the two-term tenure of Board members shall require the affirmative vote of two-thirds of all trustees, not just a quorum.
4. Vacancies which occur for reasons other than expiration of term shall be filled for the balance of the unexpired term by the Board of Trustees. Any Trustee who shall fail to attend at least two-thirds of the regular meetings in a year shall be considered for removal from the Board at the discretion of a majority of the Board.
ARTICLE III OFFICERS
1. The officers of the Board of Trustees shall be elected at the first regular meeting each year, and they shall be a President, Vice-President, Secretary and Treasurer, elected from among the Board of Trustees.
2. Officers shall serve a term from the organizational meeting at which they are elected and until their successors are duly elected.
3. The term of office for Secretary and Vice-President is a minimum of 1 year.
4. The term of office for President and Treasurer is a minimum of 2 years.
5. The Vice-President should work closely with the President to learn the responsibilities of the position and to assist the President in any way possible.
6. The candidate for Treasurer should state his/her intentions early enough to spend at least 3 months working with the current Treasurer before assuming the role of Treasurer.
7. An Officer wishing to step down from his/her position should notify the President 3 months before the term ends.
8. A Trustee interested in holding an officer position should notify the Board President 3 months before the end of the year. The President should announce potential candidates for each office at the next scheduled meeting.
9. A nominating committee may be appointed by the President 3 months prior to the final meeting of the year, to designate a slate of trustees to replace retiring members for the next year. Additional nominations may be made from the floor. If there are more nominations than positions available, those candidates receiving the most votes shall be elected.
10. The President shall issue notice and preside at all meetings of the Board, authorize calls for special meetings, appoint all committees, execute all documents authorized by the Board and may serve as a voting member of committees, and generally perform all duties associated with that office.
11. 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.
12. The Secretary shall keep a true and accurate record of all meetings of the Board, shall issue notice of all regular and special meetings at the request of the President, and shall perform 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 those duties.
13. The Treasurer shall be the disbursing officer of the Board, shall perform such duties as are generally associated with that office and shall make a monthly itemized account to the Board. The Treasurer shall keep records which adequately reflect the operating financial condition of the Library at any time. An Assistant Treasurer, who need not be a Trustee, may be selected by the Board to assist the Treasurer in the performance of these duties.
ARTICLE IV MEETINGS
1. The regular meetings shall be held monthly except for June and December, unless otherwise ordered by the Board of Trustees. Notice thereof shall be sent to all Trustees by the President or Secretary at least one week prior to each regular meeting.
2. Special meetings may be called by the President or Secretary, or at the request of at least one-third of the Trustees, for the transaction of business as stated in the call for the special meeting.
3. In the event a special meeting cannot be attended by a quorum, the Trustees may be polled by telephone and may vote by telephone or electronic device on significant or controversial issues.
4. A quorum for the transaction of business at any Board of Trustees meeting shall consist of five (5) of the Board members present. In the absence of a quorum, the Trustees present may adjourn the meeting to a date determined, and notice thereof sent to all Trustees. If it is determined prior to the meeting that a quorum will not be present at the meeting, arrangements can be made to reschedule to an agreed upon date.
5. 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 permit:
a. Determination of quorum
b. Approval of minutes of previous meeting(s)
c. Treasurer’s report d. Director’s report e. Other reports
f. Old Business g. New Business
h. Announcements and Adjournment
6. The Library Director shall attend all meetings, may participate in the discussions and offer professional advice, but shall not vote on any question.
ARTICLE V COMMITTEES
1. Committees shall be appointed by the President as the business of the Board may require from time to time. These committees shall consist of one or more members. Committees shall be discharged upon the completion of duties.
2. All committees shall make a progress report to the Board at each of its meetings.
No Committee shall have other than advisory powers unless the Board has delegated specific power to act upon its behalf.
ARTICLE VI AMENDMENTS
1. The Board may amend, repeal or add to these By-Laws by a majority vote of all members provided notice of the proposed amendment, repeal or addition has been sent or delivered to each member of the Board two weeks prior to the meeting.
Ratified by the Board of Trustees on 23-Aug-2011
Appendix to the TULLY FREE LIBRARY BY-LAWS
Code of Ethics
The Board of Trustees of the Tully Free Library serves the Community without compensation. The Board subscribes to a code of ethics that has as its base a belief that every citizen deserves free and equal access to Library services.
The following standards shall be adhered to by the Trustees:
1. No Trustee shall engage in any business transactions with the Library which might affect his/her judgment in any official act.
2. No Trustee shall knowingly invest or hold investment or interest, local or beneficial for personal profit in any property real or personal in conflict with the Trustees’ official duties.