Dexter Free Library

Dexter, NY






The Dexter Free Library exists to provide quality service to the residents of Dexter, New York (coterminous with the Town of Brownville, minus the Villages of Brownville and Glen Park) region(delete) in an open and non-judgmental environment with access to library materials in a variety of formats.



The Board of Trustees (hereinafter designated as the “Board”) of The Dexter Free 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 May 29, 1924, shall be governed by the laws of New York State, the regulations of the Commissioner of Education and by the following by-laws.





a. The name of the organization shall be the Dexter Free Library.





a.     The purpose of the organization is to provide superior library service to the residents of the community of Dexter, New York region and serve the community as a general center for current reliable information.



b.     The library will assemble, preserve and administer, in organized collection, books, non-print materials and related educational and recreational material in order to promote the communication of ideas and the enrichment of personal lives.





a. The fiscal year of the library shall be the calendar year, January 1 to December 31.








a.. The Board shall consist of seven (7) to thirteen (13) members, elected for terms of 3 years each. The trustees selected at the annual (December) meeting shall be elected for staggered terms of three, two and one year.  As the terms of such trustees expire, their successors shall be elected for terms of three years each. Newly elected trustees will take office at the January meeting. There must be at least 3 members of the board present to vote in a quorum. All policies are to be reviewed by the board every 5 years.


b. Eligibility for office shall be limited to adult library members residing or owning property in the Dexter, NY area.


c. Absence from three consecutive meetings shall constitute automatic dismissal from the Board unless the Board defers this dismissal by majority vote. The President shall inform the absent Board Member in writing that he/she is no longer on the Board. If dismissal is deferred by Board action the President shall inform the absent Board Member in writing the conditions of this deferral.


d. Any vacancy shall be filled by special election by the remaining members of the Board for the remainder of the term of that particular position.


e. Each Trustee shall have one vote, irrespective of office held.


f. A Trustee must be present at a meeting to have his/her vote counted.


g. All actions of the Board shall be of the Board as a unit. No Board member shall act on behalf of the Board, on any matter, without prior approval of the Board. No Board member by virtue of his/her office, shall exercise any administrative responsibility with respect to the library nor, as an individual, command the services of any library employee.




a. The officers of the Board shall be the President, Vice-President, Secretary and Treasurer, elected annually by the Board at the December meeting. These officers shall serve for a period of one (1)year .


b. The duties of such officers shall be as follows:


i. 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 ex-officio voting member of all committees, and generally perform all duties associated with that office.


ii. 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.


iii. The Secretary shall keep a true and accurate record of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office.


iv. The Treasurer shall be the disbursing officer of the Board and shall perform such duties as generally devolve upon the office. In the absence or inability of the Treasurer, his/her duties shall be performed by such other members of the Board as the Board may designate.






a.     The Board shall appoint a Library Director who shall be the executive officer of the policies of the Board and shall have charge of the administration of the library under the direction and review of the Board. The Director shall be responsible for the care of the buildings and equipment; for the employment and direction of the staff; for the efficiency of the library’s service to the public; and for the operation of the library under the financial conditions contained in the annual budget. The Director shall render and submit to the Board reports and recommendations of such policies and procedures, which, in the opinion of the Director, will improve efficiency and quality of library service. The Director shall attend all Board meetings except the portion of the meeting at which the director’s appointment or salary is to be discussed or decided.


b.     The director will be evaluated annually. A new director will be evaluated after six (6) months, then annually or at other intervals as deemed appropriate by the board. 







a. A nominating committee shall be appointed by the President in November. They will present a slate of officers and names of candidates for new trustees at the December meeting. Additional nominations may be made from the floor.


b. 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 progress report to the Board at each of its meetings.


d. No committee will have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.


e. The President shall be, ex officio, a member of all committees.







a. Meetings shall be held each month, the date and hour to be set by the Board.

E-mail notice of all meetings shall be sent to each member at least five days before the meeting.


b. A special meeting of the Board may be called at any time by the President or upon request of three Board members for a specific purpose. No business may be transacted at such special meeting except the stated business.


c. The Annual Meeting shall be held in December of each year in conjunction with the regular December meeting. The business transacted at this meeting shall include the election of new trustees and new officers.


d. The operating and financial reports for the previous year shall be presented at the regular meeting in January.


e. The final budget for the subsequent calendar year shall be presented for approval at the regular meeting in December.


f. 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 members may set a date for another meeting to be held within one week, and the presiding officer shall notify the absent members of this specially called meeting.


g. 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 more efficient:


i. Call to order


ii. Secretary’s report


iii. Treasurer’s report


iv. Director’s report


v. Committee reports


vi. Communications


vii. Old business


viii. New business


x. Adjournment







a. Amendments to these By-Laws 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 members at least ten days prior to the voting session. A simple majority of the Board shall be sufficient for adoption of an amendment.


b. Any rule or resolution of the Board, whether contained in these By-Laws or other wise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which two-thirds of the members of the Board shall be present and two-thirds of those present shall so approve.





a. All procedures not specified herein shall be in accord with Robert’s Rules of Order, Revised.


Approved by The Dexter Free Library Board of Trustees, dated December 21, 2009.