Bylaws

Putnam County Libraries Association By-Laws

ARTICLE I. NAME

This organization shall be known as the PUTNAM COUNTY LIBRARIES ASSOCIATION.

ARTICLE II. PURPOSE

The purpose of this association shall be to encourage cooperation among all libraries serving the public in Putnam County, and to promote public interest in and support for appropriate library service in Putnam County.

ARTICLE ID. MEMBERSHIP

  1. Membership in this association shall be open to all libraries serving the public in Putnam County. They are:

Brewster Public Library Mahopac Library

Julia L. Butterfield Memorial Library Patterson Library Association

Alice Curtis Desmond and Hamilton Fish Library Putnam Valley Free Library

Kent Public Library Reed Memorial Library

  1. Mahopac Public Library shall serve as the central site for the filing and storage of all original records and documents pertaining to Putnam County Libraries Association.

ARTICLE IV. REPRESENTATION

  1. All trustees, former trustees, executive officers, librarians and interested members of the public may attend all meetings of this association.
  1. Each member library shall designate a representative who will cast one vote representing the position of his/her library.
  1. Votes may be cast by written proxy.
  1. Officers of the Association may not cast a vote unless they are the designated representative. The President of the Association may not be the designated representative of his/her library. In the event of a tie, the President of the Association may cast the deciding ballot.


ARTICLE V. DUES

Dues shall be determined at each annual meeting.

ARTICLE VI. OFFICERS AND ELECTIONS

  1. The officers of this association shall be a president, a vice president, a treasurer, and a secretary.
  1. Officers shall be chosen from among trustees, former trustees, executive officers and librarians.
  1. The officers shall be elected at the annual meeting and shall take office immediately upon their election. The President shall serve a two-year term and may be elected to one successive two-year term. All other officers serve two-year terms and may be re-elected more than once.. If the office of the president becomes vacant, the vice president assumes the office of president to complete the term.
  1. The officers shall constitute the executive board.

ARTICLE VII. DUTIES

Each officer shall have the responsibilities as enumerated below:

President:

  1. Serve as Executive Officer for the Association, addressing such matters as they may arise.
  1. Oversee budget report and financial records.
  1. Present budget request to the County Executive and Legislators with Association Treasurer.
  1. Plan, implement, and conduct the semi-annual meetings.
  1. May develop a specific project or projects with Association approval.
  1. Appoint interim officers if, for any reason, an officer is unable to fulfill his/her duties of his/her term.

Vice President:

  1. Assist President.
  1. Assume the responsibilities of President in his/her absence.

ARTICLE VII. DUTIES (Cont.)

Secretary:

  1. Follow attached procedures for record keeping.
  1. Record minutes of meetings.
  1. Disseminate minutes prior to next meeting.
  1. Handle external correspondence as appropriate.
  1. File all original records and documents of the Putnam County Libraries Association at the Central site not less than twice per calendar year.

Treasurer:

  1. Follow attached procedures for billing, banking and record-keeping.
  1. Bill and collect annual dues.
  1. Present a report at each meeting.
  1. Pay bills.
  1. Maintain bank account(s).
  1. With the President, prepare and present annual budget request to County (based upon the submitted budgets of the individual libraries).
  1. Name the financial institution of choice at time of election..
  1. File all original records and documents of the Putnam County Libraries Association at the Central site not less than twice per calendar year.


ARTICLE VIII. MEETINGS

There shall be two regular meetings a year, one in October and one in May. The exact date of the meetings shall be determined at the previous meeting. Notices shall be mailed not less than 15 days in advance.

  1. The May meeting shall be the annual meeting.
  1. Special meetings may be called at any time by the president or at the request of any three libraries on ten (10) days written notice. Only such business may be transacted as stated in the call.
  1. A quorum shall consist of representatives of five (5) libraries.
  1. All regular and special meetings shall be open to the public.

ARTICLE IX. COMMITTEES

  1. Committee chairman shall be appointed by the President.
  1. There shall be four standing committees, i.e., budget, by-laws, nominating, and program. Other committees shall be appointed by the President as needed.

ARTICLE X. MID-HUDSON LIBRARY SYSTEM

The Putnam County Libraries Association shall nominate representatives to the Board of Trustees of the Mid-Hudson Library System from the County of Putnam when vacancies occur.

ARTICLE XI. AMENDMENTS

These by-laws may be amended by a majority vote of those libraries present at any regular meeting. Written notice of such proposed amendments shall be sent to the library di,rectors and to the Trustee Presidents of all member libraries at least thirty (30) days before any stated meeting. The Presidents shall communicate all proposed changes in the by-laws to their Boards of Trustees.

ARTICLE XII. PARLIAMENT ARY AUTHORITY

Robert Rules of Order shall govern all procedures not covered in these by-laws at all meetings of this association.

Amended 1995

Amended May 16, 2000

Amended May 15, 2002