New Berlin Library and Museum Bylaws
I. Corporate Title and Object
This organization shall be known as the New Berlin Library. Its objects shall be to maintain a circulating library, reading room and museum free for the public. It exists by virtue of the provisions of the Absolute Charter (number 1592) granted by the Regents of the State University of New York on May 21, 1903, and exercising the powers and the authority and assuming the responsibilities delegated to it under said Charter.
The New Berlin Library shall serve the residents of the Unadilla Valley School District, the Village of New Berlin, Town of New Berlin, Town of Columbus and Town of Pittsfield in the Counties of Chenango and Otsego.
ll. Membership
The benefits and privileges of this library shall be open to the residents of the Unadilla Valley School District, Village of New Berlin, Town of New Berlin, Town of Columbus and Town of Pittsfield in the Counties of Chenango and Otsego.
Any person over eighteen years of age may become a voting member of the New Berlin Library during any calendar year. The trustees of the library shall be members thereof by virtue of and during their continuance in such office and any person who is a resident of or own property in the Village of New Berlin, New York and/or Columbus, and/or Pittsfield, is eligible to membership and may become a member by signing the membership book agreeing to abide by the by-laws and rules of the corporation. No membership fee shall be required of such persons.
lll. Trustees and Officers
1. The governing body of the library shall be a Board of Trustees consisting of five members. They shall be elected by the Members of the library in an annual election to begin with nominations of and from the membership during the first two weeks of October and only at that time. Nomination Forms will be available at and returned to the front desk. Ballots will be generated from the list of nominees and available for the vote, which will be held the first two weeks of November. Ballots will be distributed and collected at the front desk at that time only. All ballots will be kept in a sealed ballot box until the November Board meeting, where they will be opened and tabulated by the Board. An Absentee ballot may be requested and must be received back postmarked within the first two weeks of November. If more than one seat is vacant at the time of the election, the members receiving the most votes will be named to the longest term, other seats will be filled accordingly.
2. The Term of office of each trustee shall be five years, the term of one expiring each year on the date of the annual meeting. The expiring term shall hold until a successor is elected. The newly elected trustee shall have the shorter term, only in the initial appointment.
3. When a vacancy on the board occurs, otherwise than by expiration of a trustee’s term of office, the vacancy shall be filled by Board appointment until the following annual election.
4. Three trustees shall constitute a quorum.
5. The trustees shall determine the policies governing the operation of the Library in accordance with the provisions of Section 226 and 260 of the Education Law.
6. Officers of the Library shall be chosen by the trustees at the Board meeting following the annual meeting of membership.
7. The Officers shall consist of: President, Vice President, Secretary and Treasurer. The President and Vice President are to be selected from the Board of Trustees.
IV. Meetings
1. Meetings shall take place the final Wednesday of January, March, May, July, September, and November at 6PM.
2 Annual meeting of the Member of the Library shall be held in the Library at 6PM on the first Wednesday of January to receive and consider yearly reports and to elect Trustees in accordance with these by-laws.
3. Special meetings of the Board may be called by the President or upon written request of three trustees for the transaction of business stated in the call for meeting.
4. Notice of all annual and Special meetings of the members shall be given by publication of a notice there of in a newspaper that covers and is available in the Town of New Berlin New York, at least six days before the meeting.
5. Absence from Board meetings requires notification and Board excusal. Three consecutive absences without Board excusal shall constitute presumptive dismissal if there is no deferral of this by Board action. The dismissed Board member shall be informed of this in writing.
V. Fiscal Year
The Fiscal Year shall close December 31, and the necessary reports shall be submitted to the Library Extension Division, State Department of Education and Albany New York.
VI. Duties of Officers
1. The President of the Board shall preside at all meetings, appoint all committees, and generally perform the duties of a presiding officer.
2. The Vice President of the Board shall preside at all meetings in the absence of the President.
3. The Secretary of the Board shall keep a true and accurate account of all proceedings of the Board Meetings; shall issue notices of all regular meetings and on authorization of the President of all special meetings.
4. The Treasurer of the Board shall have charge of the Library funds and income; shall sign checks on the account on the authorization of the Executive Committee, and shall report at each meeting on the state of the funds.
5. The Trustees shall appoint and fix salaries of such officers and employees as they deem necessary, who, unless employed under special contract, shall hold their offices during the pleasure of the Trustees, but no Trustee shall receive compensation as such.
VII. Duties of The Committees
If needed, the board may appoint the following committees:
1. The Book Committee: The Book Committee shall control and supervise the selection, buying and exchange of books and serials subject to the direction of the Board of Trustees. A Book Committee of not more than five members shall be appointed by the President.
2. Museum Committee: A Museum Committee consisting of three members to be appointed by the President each year. They shall have charge of the arrangement and display of the items in the Museum.
VIII. Staff and Employees
1. The Trustees shall appoint and affix salaries of the Librarian.
2. A contract with the Librarian shall be renewed annually.
3. The Librarian shall, under the direction of the Board of Trustees, have charge of the Library and be responsible for the care and safety of the books and library furnishings; classify, arrange and catalog all books; keep an accurate and detailed account of all monies received from fines and other sources and pay all monies received to the Treasurer at least monthly and render a yearly report at each annual meeting. The Librarian shall not incur any debt or liability without the authority of the Board of Trustees.
IX. Amendments
These By-Laws may be amended at any regular meeting of the Board of Trustees with a Quorum present, by majority vote of the members present, provided a copy of the proposed amendment was furnished to each Trustee at the time of the call for the meeting.
1. Dissolution Policy: Upon the dissolution of the Library, assets shall be distributed for one or more exempt purposes within the meeting section 501 (c) (3) of the Internal Revenue Code, or Corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for the public use.
05/28/25