BY-LAWS OF THE MACEDON PUBLIC LIBRARY BOARD
Revised: March 8, 1993
January 16, 1996
July 16, 1996
July 20, 1998
February 20, 2001
March 24, 2004
May 2, 2005
January 20, 2010
March 26, 2018
Article I - Name
This organization is and shall be known as the Macedon Public Library
(MPL), existing by virtue of the provisions in the Absolute Charter Number
15,368 granted by the Regents of the University of the State of New York
On March 25, 1977, exercising the powers and authority and assuming the
Responsibilities delegated to it under the said charter.
Article II - Organization
shall be managed and conducted by a Board of Trustees (the Library Board) that shall
consist of nine members who are appointed by the Macedon Town Board (the
Town Board) upon the recommendation of the Library Board.
2. Trustees must be adults who reside in the Town of of Macedon.Trustees need
not own property in Macedon. Political party, religious affiliation , age sex, ethnic
background and current employment may not be used as criteria for selection. The
The Library Board may, nevertheless develop, articulate and advertise qualifications
desired in a new trustee.
3. Applicants for library trustee must write a letter to the Macedon Town Supervisor, with
a copy being sent to the Secretary of the Library Board and the Town Board Liaison. The
letter should convey the applicant’s desire to serve, qualifications and commitment to
attend meetings. The letter should specify the applicants’ address and phone number.
4. All regular meetings (ARTICLE IV:1) of the Library Board are open to the public.
5. As prescribed in the Library’s amended Charter, trustees shall serve three year terms.
The term of Library Board members shall end after the third year following appointment
at the regularly scheduled January meeting of the new year unless the member has
agreed to accept a second or third term, resigned or otherwise terminated trusteeship.
Members are eligible for three consecutive terms to be followed by one year off the
Board. Vacancies, which occur for reasons other than expiration of term, shall be filled
for the balance of the unexpired term by the Library Board.
6. Vacancies, which occur for reasons other than expiration of term shall be filled for the
balance of the unexpired term by the library board.
7. If any library trustee fails to attend either three consecutive regular meetings or any three
out of six consecutive (regular and special) meetings then the Library Board by a
majority vote of trustees, may deem that seat vacant and the vacancy shall be filled as
defined in ARTICLE II:6.
8. Tenure of trusteeship shall be limited to one partial term (if applicable) and then followed
by three consecutive three year terms. A trustee will be eligible for reappointment if one
or more years have elapsed since the trustee has served on the Library Board. For
reappointment see ARTICLE II: 3.
Article III - Officers
meeting in January. There shall be a president, a vice-president,a finance officer and a
secretary elected from among the trustees. A slate of officers shall be presented to the
trustees by the President at the last regular meeting of each year. The slate of officers
will appear on the agenda for January. The library board shall select a new officer when
a vacancy of any office occurs.
2. Terms for officers and committees (ARTICLE V) will end at the first regularly scheduled
meeting of the new year following initiation. A trustee may hold a particular office for no
more than three consecutive years, but may be reelected to that same office after an
interval of at least one year.
3. The President shall preside at all meetings of the Library Board, authorize calls for any
special meetings, appoint committees/liaisons, execute all documents authorized by
Library Board, serve as ex-officio voting member of all committees, and generally
perform all duties associated with the office of President. Together the President and
Vice President will evaluate yearly the job performances of the Library Director and the
4. The Vice-President, in the absence or disability of the president or a vacancy in that
office, shall assume and perform the duties and function of the President. The
Vice-president shall also be responsible for the orientation of newly appointed trustees
by providing information and documentation to assure they are quickly made aware of
issues and activities.
5. The Secretary shall keep a true and accurate record of all Library Board meetings,
Issue notice of all regular and special meetings, and perform such other duties as are
generally associated with that office. A Scribe, who need not be a
Trustee, may be selected by the Library Board to assist the secretary in the
performance of these duties. The President may temporarily designate a trustee to act
6. The Finance Officer reviews all financial reports for accuracy, reconciles all bank
statements, acts as a disbursing officer, endorses checks, collaborates with the
Director and Treasurer to create a fiscally responsible budget proposal.
7. The Treasurer must not be an appointed trustee and shall be a non-voting member of
the Library Board. The Treasurer shall provide a monthly report to the Library Board
and an annual report to the state of New York. Each report shall identify expenses for
the current fiscal year.
8. In case of emergency, the Library Board shall appoint an acting Treasurer who shall be
bonded and execute the duties of Treasurer.
ARTICLE IV -Meetings
agreed to by the Library Director, Treasurer and trustees (ARTICLES IV,3; IV,5; and
VII).The minutes of the previous meeting shall be sent to each trustee prior to the next
regular meeting. A public meeting notice shall appear in the local newspapers and shall
be posted on the library’s event calendar and website. A trustee who is unable to attend
a meeting should inform the President or the Library Director prior to the meeting.
2. Special meetings may be called at the direction of the President or at the request of
other trustees or of the Library Director. Notice of the date, time and place of the special
meeting should be sent to all participants before the impending meeting. The notice
Shall state the business to be transacted. Supporting materials, if sent, should be read
before the meeting. The meeting will be advertised to the public in a timely manner with
reasonable effort once it has been declared.
3. A QUORUM for the transaction of business at any meeting of the Library Board shall
consist of a MAJORITY of the current number of trustees, including any vacant seats,
but in no case less than five trustees. Unanimous agreement among all trustees is
desirable for any action of the Library Board. A motion is passed when a majority of
trustees, who are in attendance at the meeting, vote in favor.
4. In January the Library Board should approve of a (calendar) list of dates for all the
anticipated meetings in that year. The previously scheduled time and date for one
meeting can be changed by an affirmative vote of a majority of trustees, if adequate
advance notice of change will be given. Any proposal to change dates for two or more
meetings on the approved calendar should be treated as a change in these by-laws
5. The library director should attend all meetings as a non-voting representative,
participate in discussion and offer professional advice.
6. The town liaison is a non-voting resource person appointed by the Town Board from
among persons on the Macedon Town Board.
7. The agenda for regular meeting shall generally include the following items, although the
sequence may vary:
Article V - Committees, Liaisons, Communications
committee, a finance committee, a personnel committee, and other committees as
necessary to conduct the business of the Library Board. Any ad hoc committee can be
appointed by the President to study special problems and concerns. They will serve
until such committee provides a final report or until the end of the term of the residing
president. A new President may choose to extend or discontinue any of these
2. The President may appoint individual trustees as liaisons to various outside groups and
organizations such as Friends of the Library, Macedon Town Board, etc, and with
clear goals and objectives for the appointed trustees. They will serve until such liaisons
provide a final report or until the end of the term of the presiding president. A new
President may choose to extend or discontinue any of the liaison assignments.
3. Board of Trustee members, who are in contact with other community groups or
4. No individual trustee or committee of the Library shall have other than advisory powers
unless the Library Board has delegated specific power to act upon its behalf, pending a
subsequent meeting of the Library Board for confirmation.
5. No action of any committee shall be binding until approved by the Library Board. No
expenditures shall be authorized by committees without prior approval of the Library
6. The building committee shall periodically inspect the physical plant of the library and
report important findings to the Library Board with recommendations conveyed to the
7. During extraordinary times or events, the President of the Library Board, or designee,
must approve any communication of MPL information. This includes, but is not limited
to the following:
Article VI - Library Director
1. The Library Board shall appoint a qualified Library Director who shall be the executive and administrative officer of the library on behalf of the Library Board and under the review and direction of the Library Board.
2. The Director is responsible for:
Article VII - Amendments
The Library Board may amend these by-laws by an affirmative vote of a majority of the
Trustees (but in no case less than five). Notice of an impending revision shall be
discussed at the board meeting prior to commencing the revisions and will be noted in the
library minutes. Before making changes in these bylaws, the Library Board will attempt to
secure input and criticisms from the Library director, Pioneer Library System and if
applicable, the Town of Macedon attorney.
Article VIII - Conflict of Interest