Article I – Name
This organization shall be known as the Sunshine Hall Free Library.
Article II – Purpose
The organization aims to be a valuable resource and benefit to the Towns of Highland and Lumberland community members.
Article III – Board of Trustees
Section 1. The governance of the library shall be under the direction of a Board of Trustees of seven members elected to serve one, two, three, four, five, six, and seven years, respectively, and thereafter, one trustee shall be elected by the Board members at each annual meeting to serve seven years.
Section 2. The seven trustees shall have governance of the library and have such other powers and duties as are prescribed by Education Law 260
Section 3. In the event of a vacancy on the Board of Trustees, the vacancy will be filled by nomination and approval by the Board of Trustees to fill the remaining term of the vacancy.
Section 4. Any trustee who fails to attend three consecutive regular meetings of the Board without notification shall be considered resigned; the Secretary is obliged to inform the Board of the foregoing so that this vacancy may be filled. The Secretary shall notify the vacated trustee of such action by the Board.
Section 5. A trustee’s change in residence out of the district or resignation shall automatically create a vacancy for a library trustee.
Article IV – Officers
Section 1. The officers of said Board of Trustees shall be a President, Vice President, Secretary, and Treasurer, who shall be selected from the Board members.
Section 2. Officers shall serve a term of one year from the annual meeting at which they are elected until the next annual meeting (May).
Section 3. The President shall preside at all meetings, authorize calls for special meetings, execute all documents approved by the Board of Trustees, and perform all duties associated with that office.
Section 4. The Vice President, in the event of the absence of the President or of a vacancy in that office, shall assume the duties of the President.
Section 5. The Secretary shall keep a record of all library meetings and of all official actions of the Trustees and shall conduct the correspondence relating to the business of the Board.
Section 6. The Treasurer shall ensure that financial policies set by the board are followed and perform such duties as devolved upon the office.
Section 7. An officer may be removed from office for just cause and after fair hearing by a two-thirds majority vote of the Board.
Article V – Meetings
Section 1. The Board shall meet at least four meetings a year at a time agreed upon by the Board of Trustees during their annual meeting.
Board meetings comply with the Open Meetings Law by publicly posting advance notice, posting the board agenda and packets before the meeting on the library website and making them available in hard copy upon request, allowing remote attendance and posting on the website or otherwise making available the draft minutes within one week of a meeting.
Section 2. A simple majority of the Board shall constitute a quorum for conducting all business.
Section 3. The order of business for regular meetings shall consist of, but not be limited to, the following items:
a. The minutes of the previous meeting and any other special meetings
b. The financial report
c. The library’s director report
d. Communications
e. Unfinished business
f. New business
g. Adjournment
Article VI – Suspension and/or Removal
The Board may suspend and/or remove a Trustee upon due proof of misconduct, incapacity, or neglect of duty per Education Law 226. As required by law, removal or suspension of a trustee shall be upon a written complaint by another trustee. Notice of the complaint and the contemplated suspension or removal shall be received by all trustees at least seven days before the vote. Suspension or removal shall be by a majority vote of the entire Board.
Article VII – Library Director
The Library Director shall be responsible for the effective operation and management of the Library and its Staff in accordance with the board-approved policies. The Library Director is expected to attend all regularly scheduled board meetings and participate in its deliberations but has no vote. The Library Director shall perform duties per a written job description.
Article VIII – Committees
An audit committee, composed of three members, will audit all library bills and accounts. The President will appoint the audit committee, which will report annually to the Board of Trustees.
- Executive Committee – shall comprise the President, Vice President, Secretary, Treasurer, and the immediate Past President, if still a Board member.
- Financial, Building, and Personnel Committee –
- Policies and Bylaws Committee-
Article IX – Amendments
Amendments to these Bylaws 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 by all members at least ten (10) days before the voting session. A simple majority of the Board shall be sufficient to adopt an amendment.
Approved by the Sunshine Free Library Board of Trustees on March 13, 2025
Sunshine Hall Free Library 