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Policies and Bylaws

The following bylaws were adopted at a Special Membership Meeting of the Stephentown Memorial Library Association on June 4, 1992 to replace the 1946 bylaws. They have since been amended on January 29, 1998, January 31, 2003, October 25, 2005, November 12, 2009, February 20, 2011, April 12, 2015, April 22, 2018, September 1, 2020, and October 19, 2023.


Article I: Name

The name of this library shall be the Stephentown Memorial Library. It shall be located in Stephentown, Rensselaer County, New York.

Article II: Purpose

The Stephentown Memorial Library empowers our community by offering free access to information, programs, and services to all its residents.  As a living memorial to those who have served our country, we aspire to help each generation remember the past, thrive in the present, and fulfill the promise of the future.

Article III: Membership
  1. Membership of the Stephentown Memorial Library is made up of registered borrowers of the Library.
  2. All members 18 years of age and older are eligible to vote for Trustees at the Annual
Article IV: Trustees
  1. The business and affairs of the Stephentown Memorial Library shall be overseen by a Board of Trustees of not less than five or more than twenty-five trustees.
  2. Eligibility to serve as a trustee shall be limited to adults who are 18 years of age and older and are members of the Stephentown Memorial Library.
  3. The Trustees shall establish the policies of the library and shall ensure that the library abides by local, state and Federal laws and regulations.
  4. Two to three trustees shall be elected at each Annual Meeting which is held in April of each year. Trustees shall be elected for four-year terms running May 1st through April 30th. Trustees shall be eligible for nomination and election for two consecutive terms. However, a Trustee may be nominated to a third consecutive term by a majority vote of the Trustees, subject to re-election at the Annual Meeting.
  5. A Nominating Committee shall be appointed by the President at least two months prior to the Annual Meeting. The committee shall prepare a slate of Trustees, recommend the slate to the Board, post the slate in the library at least two weeks prior to the Annual Meeting, and present the slate for voting at the Annual Nominations shall also be solicited from the floor of the Annual Meeting.
  6. Vacancies which occur outside of regular term rotation on the Board shall be filled by a majority vote of the The person appointed shall serve until the next Annual Meeting, when they may be nominated for election to the balance of the vacated term. At the end of the vacated term, the Trustee is eligible for nomination to serve their own two terms.
Article V: Officers
  1. The Board of Trustees, following the election of individual Trustees at the Annual Meeting, shall elect from its members a President, Vice President, Secretary, and Treasurer.
  2. The duties of such officers shall be as follows:
    • The President shall preside at all meetings of the Board, authorize calls for special meetings, appoint members of committees, execute all documents authorized by the board, and generally perform all duties associated with that office.
    • 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.
    • 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.
    • The Treasurer shall be the disbursing officer of the Board and shall perform such duties as generally associated with that office.
  3. Officers shall be elected annually at the Annual Meeting for a term of one year beginning in May and ending in April.
  4. Vacancies among officers which occur outside of regular term rotation on the Board shall be filled by a majority vote of the Trustees. The person appointed shall serve until the next Annual Meeting.
  5. Officers shall serve until a replacement is elected by the Board.
Article VI: Meetings
  1. The Annual Meeting shall be held in April with the time and date to be determined by the Board no less than 30 days prior to the Annual Meeting. The annual reports of the Secretary, Treasurer, and Library Director shall be distributed, elections held, and old and new business transacted.
  2. Regular meeting of the Board of Trustees shall be held on the third Thursday of each month at 7:00. Meetings will be conducted in accordance with New York State Open Meetings Law.
  3. Special meetings may be held at the call of the President or any three Trustees; notice of special meetings shall be posted as soon as possible.
  4. Five seated Board shall constitute a quorum.
  5. Business shall be conducted according to Robert’s Rules of Order.
Article VII: Committees
  1. An executive committee, which shall consist of the officers of the Board of Trustees, shall conduct the business of the organization between regular meetings of the trustees. Members of the Executive Committee shall serve for terms of one year. The Executive Committee shall have all of the powers and authority of the Board, which the Board may delegate to an Executive Committee except the Executive Committee may not do, perform, or authorize any action or inaction which would jeopardize, impair, or alter the existence of the non- profit corporation, the non-profit character of the corporation, or the tax-exempt status of the corporation, including, without limitation, the status of the corporation under the Internal Revenue Code, €501(c)(3); amend or alter the Bylaws or Articles of Incorporation of the corporation; elect officers; elect or remove trustees. The President, or in his/her absence the Vice President, shall preside at all meetings. The executive committee shall report all actions to the Board of Trustees.
  2. Other committees may be appointed as needed to serve or until discharged.
  3. The committee chairpersons shall be appointed by the President.
  4. All members of the Library, including non-trustees shall be eligible to serve on committees as needed.
Article VIII: The Library Director
  1. The Board shall appoint a Library Director who shall be the executive director of the policies adopted by the Board.
  2. The Library Director shall be responsible for the proper performance of duties as spelled out in the job description provided by the Board.
  3. The Library Director shall attend meetings of the Board. The Library Director shall have the right to speak on all matters under discussion at Board meetings and to offer advice, but shall not have the right to vote on any question.
Article IX: Amendments
  1. Amendments, repeals, or additions to these bylaws may be proposed in writing at any regular meeting of the Board of Trustees.