BOARD OF TRUSTEES
ARTICLE I. NAME, AUTHORITY, AND GOVERNMENT
Section 1. The name of this organization shall be the William K. Sanford Town
Section 2. The Library derives its authority from a charter issued provisionally by
the University of the State of New York Education Department on January
24, 1964 and amended on April 14, 1970, made absolute on October 29,
1976 and amended on June 21, 1979.
Section 3. The Library is governed by Section 260 of the New York State Education
Law, by all other applicable New York State laws, the Rules of the Board of
Regents, the regulation of the Commissioner of Education and these
ARTICLE II. BOARD OF TRUSTEES
Section 1. The governing body of the William K. Sanford Town Library shall be a
Board of Trustees appointed by the Colonie Town Board for terms of office of
Section 2. The Board of Trustees shall adopt and revise bylaws, establish such
policies as will foster and improve library service to the residents of Colonie,
employ a director, supervise the expenditure of the library's funds,discharge
all responsibilities as provided for under Article I., Section 3., and exercise
such other responsibilities as may be appropriate.
Section 3. A trustee who fails to attend three consecutive regular board meetings
without excuse accepted as satisfactory by the Board shall, at the next
regular meeting following the third consecutive absence, be declared to have
Section 4. Each trustee shall have one vote and must be present at the meeting to
have this vote counted.
ARTICLE III. OFFICERS
Section 1. The officers shall be president, a vice‑president, a secretary, and a
treasurer, elected from among the appointed trustees at the annual meeting
of the Board.
Section 2. Officers shall serve a term of one year from the annual meeting at which
they are elected and until their successors are duly elected.
Section 3. 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, and generally perform all duties associated with
Section 4. 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.
Section 5. In the absence of the president and the vice‑president from a board
meeting, the members shall select a temporary president for the meeting.
Section 6. 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.
Section 7. The treasurer shall authorize the disbursement of library funds in
accordance with the budget as prepared by the Board of Trustees, and shall
perform such duties as generally devolve upon the office. The treasurer
shall authorize disbursement of funds for emergency purposes, vouchers for
these disbursements to be presented to the board at the next meeting. The
treasurer shall authorize the disbursement of funds on a regular basis. In
the absence of the treasurer, the trustees in order of the president,
vice‑president, secretary, and other trustees shall authorize the
disbursement of funds. The Comptroller of the Town of Colonie shall be the
disbursing officer with respect to the funds appropriated for the library by
the Colonie Town Board in the annual budget.
Section 8. Should an office become vacant prior to its expiration, the board, at the
first regular meeting held after such vacancy occurs, shall elect one of
its members to fill the unexpired term.
ARTICLE IV. MEETINGS
Section 1. The regular meetings shall be open to the public, shall be held at least
each quarter at the William K. Sanford Town Library, the date and hour
to be set by the board at its annual meeting.
Section 2. The annual meeting shall be for the purpose of the election of officers
and shall be held at the time of the regular meeting in January of each year.
Section 3. Special meetings or executive sessions may be called by the secretary at
the direction of the president, or at the request of 3 members, for the
transaction of business as stated in the call for the meeting.
Section 4. A quorum for the transaction of business at any meeting shall consist of
4 members of the board present in person.
Section 5. Conduct of meetings: Proceedings of all meetings shall be governed by
Robert's Rules of Order.
Section 6. Notice of the time and place of every meeting shall be mailed not less
than five days, nor more than ten days, before the meeting, to the usual
address of every trustee.
ARTICLE V. LIBRARY DIRECTOR AND STAFF
The board shall appoint a qualified library director who shall be the
executive and administrative officer of the library on behalf of the board and
under its review and direction. The director shall recommend to the board
within the purview of the Civil Service law of the State of New York and of
the Town of Colonie the appointment and specify the duties of other
employees and shall be held responsible for the proper direction and
supervision of the staff, for the care and maintenance of library property, for
an adequate and proper selection of books and other library materials in
keeping with the stated policy approved by the board, for the efficiency of
library service to the public and for its financial operation within the
limitations of the budgeted appropriation. The director shall attend all
board meetings, shall have custody of the minutes and other records of the
board, shall present a Director's Report at each regular meeting of the board
and shall present an annual report at the regular April meeting of the
ARTICLE VI. COMMITTEES
Section 1. The president shall appoint committees of one or more members each
for specific purposes as the business of the board may require from time to
time. The committee shall be considered to be discharged upon the
completion of the purpose for which it was appointed and after the final
report is made to the board.
Section 2. No committee will have other than advisory powers unless, by suitable
action by the board, it is granted specific power to act.
Section 3. The president and the director shall be ex‑officio members of all
Section 4. All committees shall make a progress report at each regular meeting of
ARTICLE VII. GENERAL
Section 1. An affirmative vote of the majority of all members of the board present
at the time shall be necessary to approve any action before the board. The
president may vote upon and may move or second a proposal before the
Section 2. The bylaws may be amended by the majority vote of all members of the
board provided written notice of the proposed amendment shall have been
mailed to all members with the notice of the meeting at which such action
is proposed to be taken.
Revised April 2, 1982
Revised March 30, 1983