MISSION
Ogdensburg Public Library (the “Library”) provides access to a wide range of informational, educational, and recreational resources for all members of our community. We offer a welcoming and inclusive environment where patrons of all ages can learn, grow, and connect with each other. Our professional staff is committed to ensuring that everyone has the opportunity to discover the joys of reading and lifelong learning.
ARTICLE 1 – CHARTER, POWERS & OBLIGATIONS
1.1 The Ogdensburg Public Library is an education corporation created by Charter No. 747 (the “Charter”) granted by the Regents of the University of the State of New York on December 13th, 1893. For ease of reference, the Charter is attached to these Bylaws as “Appendix A.”
1.2 As provided by Education Law Section Sections 216 and 226, and the New York Not-for-Profit Corporations Law, the Library has the powers needed to operate a public library, including: to own property, to enter contracts, to have employees, to borrow and lend money, and to adopt policies consistent with its Charter, the law, and governing regulations.
1.3 As provided by law and governing regulations, the Library has certain obligations, including: to operate per the Charter, to maintain a registration with the New York Education Department, to meet required minimum hours of operation, staffing, and items in its collection.
1.4 The Library has the obligation to maintain certain obligations under the Remington Trust, which includes ownership of the Frederic Remington Art Collection on display at the Frederic Remington Museum, and a Trust that supports its stewardship, per an agreement reached in 1981 (the “1981 Agreement”). For ease of reference and assurance of familiarity, the terms of the Remington Trust set out in the 1981 Agreement are attached as “Appendix B.”
ARTICLE 2 –BOARD OF TRUSTEES
2.1 As set by the Charter, the business and affairs of the Ogdensburg Public Library are managed by a Board of Trustees (the “Board”) that shall number nine (9).
2.2 Unless per these Bylaws or a resolution, all actions of the Board shall be of the Board as a unit per a duly passed resolution.
2.3 Trustees are appointed by the Mayor of the City of Ogdensburg upon confirmation by the Common Council, except trustees filling a mid-term vacancy, who are appointed by a majority vote of the Library Board.
2.4 Trustees are appointed to 5-year terms starting January 1 and ending December 31, except trustees filling a vacancy, who shall serve to the end of the term. Terms are timed to expire so a majority of trustees do not expire at the same time.
2.5 Trustees must be at least 18 years of age and residents of the City of Ogdensburg, in the same year. Trustees are limited to two (2) full consecutive terms of five years each; time spent filling a vacancy does not count toward this limit.
2.6 The Board shall identify and vote to send a list of nominees to the Mayor every October, together with a letter confirming the number of terms expiring in the following December, using the letter attached as “Appendix C”. As part of that process, all trustees eligible for an additional term shall indicate their interest; the Board will review the trustee’s past service and, by majority vote, recommend reappointment for another term;
2.7 When mid-term vacancies exist, the Chairperson of the Board may appoint a Nominating Committee consisting of two members of the Board who shall designate a slate of nominees.
2.8 Any trustee who fails to attend three (3) consecutive regular meetings of the Board without an excused absence being noted in the minutes shall be deemed removed per Education Law 226.
2.9 Any trustee who has not completed and provided certification of three (3) hours of trustee education and Sexual Harassment Training per calendar year, or who engages in misconduct or neglect of duty as determined by the Board after a hearing, may be removed per Education Law 226 (8) after proper notice and consideration as required by law.
2.10 The Trustees shall abide by the Trustee Code of Conduct, attached as “Appendix D.”
ARTICLE 3 –OFFICERS
3.1 The officers of the Board shall be: Chairperson, Vice Chairperson, Secretary, and Treasurer.
3.2 The Chairperson, the Vice Chairperson, and the Secretary shall be members of the Board. It shall not be required that the Treasurer be a member of the Board, as that officer shall be a bonded fiduciary who may be compensated.
3.3 Officers shall be elected to a term of one (1) year from the meeting at which they are elected and until their respective successors are duly elected.
3.4 The Chairperson 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 the Office of Chairperson. The Chairperson shall have a vote in all matters determined by the Board.
3.5 The Vice Chairperson, in the event of the absence or disability of the Chairperson or the vacancy in that office, shall assume and perform the duties and functions of the Chairperson.
3.6 The Secretary shall keep a true and accurate record of all meetings of the Board shall issue notice of all regular and special meetings per the Open Meetings Law, and may perform such other duties as are generally associated with that office. The Secretary’s duties may not be delegated but may be assisted by other trustees, library employees, and contractors.
3.7 The Treasurer shall be the disbursing officer of the Board and shall perform such duties as associated with that office. The Treasurer shall ensure the Library’s investments are invested and managed per controlling law, and the investment policy set by and from time to time revised by the Board. The Treasurer, in addition to his/her normal duties, shall also have the power when attested to by any other Officer of the corporation with the seal of the corporation to execute, for and in the name of, the corporation any and all sales, contracts, agreements, releases, discharges, satisfactions, assignments, deeds, leases, Powers of Attorney, undertaking and all instruments of any character necessary or coincident to the financial operation of the Library.
3.8 A nominating committee may be appointed by the Chairperson in October to designate a slate of officers for election at the December meeting. Additional nominations may be made by trustees from the floor. At the close of nominations, a vote for the officers shall be held. The vote for officers shall be by secret ballot if two (2) or more persons have been nominated for one (1) office. The elected officers shall take office January 1st.
ARTICLE 4 –MEETINGS OF THE BOARD
4.1 Regular meetings of the Board shall be held on the first Wednesday of each month at 6 pm or as otherwise established by resolution of the Board at the annual January meeting.
4.2 Consistent with Education Law 260-a and the Open Meetings Law, written notice of meetings shall be sent to all Trustees and the media at least one (1) week prior to regular meetings, the public notice shall be posted on a bulletin board in the Library building and on the library’s website, and the agenda and other materials for the meeting shall be made available to the public at least 24 hours prior to the meeting.
4.3 Special meetings may be called by the Chairperson or at the request of three (3) Trustees, for the transaction of business as stated in the call for a special meeting.
4.4 A quorum for the transaction of business at any meeting shall consist of a majority of the entire Board.
4.5 The default order of business for regular meetings shall be:
Call to Order
Attendance & Confirmation of Quorum (note excused absences)
Approval of Agenda
Resolution to Approve of Minutes of Previous Meeting
Public Comments
Executive Director Report
Children and Youth Services Library Report
Chairperson’s Report
Committee Reports
Trustee Roundtable
Old Business
New Business
Adjournment
4.6 An Executive Session may be voted for by a majority of the board at any time, limited to the following reasons per the Open Meetings Law:
4.6a. matters which will imperil the public safety if disclosed;
4.6b. any matter which may disclose the identity of a law enforcement agent or informer;
4.6c. information relating to current or future investigation or prosecution of a criminal offense which would imperil effective law enforcement if disclosed;
4.6d. discussions regarding proposed, pending or current litigation;
4.6e. collective negotiations pursuant to article fourteen of the civil service law;
4.6f. the medical, financial, credit or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation;
4.6g. the preparation, grading or administration of examinations; and
4.6h. the proposed acquisition, sale or lease of real property or the proposed acquisition of securities, or sale or exchange of securities held by such public body, but only when publicity would substantially affect the value thereof.
The trustee(s) making the motion to go into Executive Session shall list the reason in the resolution and the Secretary shall record same in the Minutes.
4.7 The Board may pass a policy per Section 103-a of the Open Meetings Law to meet by videoconference; as provided by law, when so meeting, a majority of the attendees shall attend in person at the public location of the meeting.
ARTICLE 5 – COMMITTEES
5.1 The Board shall use committees to assist with the work of the Board, but such committees shall not have the power to act for the Board. The Board shall maintain a description of committee charges and terms and attach it to these Bylaws as “Appendix E.”
5.2 The Chairperson shall appoint trustees to standing committees of: Building and Grounds, Policy and Personnel, Finance, the Remington Committee, and shall also create ad hoc committees as the business of the Board may require.
5.3 The Finance Committee shall be chaired by the Treasurer and have general supervision over the financial affairs of the Library and shall make policy recommendations to the Board concerning investment of permanent funds received. The Executive Director shall present to the Finance Committee her/his initial recommendation for the annual budget for the maintenance and operation of the Library for consideration by the Board at the October meeting.
5.4 The Policy and Personnel Committee shall oversee policy development, review and revision on a regularly scheduled basis. The Policy and Personnel Committee will conduct an annual written evaluation of the Executive Director in accordance with a Board approved procedure and present the evaluation to the Board and Executive Director. The process will commence in October with Board review in November and presented to the Executive Director.
5.5 The Remington Committee shall meet not less than annually to monitor the Library’s obligations and benefits from the Remington Trust and issue quarterly updates to the board regarding proper management of the collection and endowment.
5.6 The Chairperson may create Ad Hoc committees as necessitated by the Library Board’s goals and objectives, special projects, or other reasons as agreed upon by a majority of the Board. Ad Hoc committees shall include a minimum of one Board Trustee, the Executive Director, and any individuals as designated by the Board or committee membership.
ARTICLE 6 – EXECUTIVE DIRECTOR
6.1 The Board shall appoint a qualified Library Executive Director who shall be the executive and administrative officer of the Library to act on behalf of the Board and under its review and direction. The Executive Director shall be responsible for the proper direction and supervision of the staff, for the care and maintenance of the Library and Library Park property, for the selection of Library materials in keeping with the stated policy of the Board and for the efficiency of service to the public of the Library.
6.2 In the absence of the Executive Director, the Children and Youth Services Librarian shall be the person in charge of day-to-day operations. Any time the Executive Director is absent for a period greater than fourteen (14) consecutive calendar days, the Children and Youth Services Librarian shall be the administrative officer of the Library, unless otherwise decided upon by majority vote of the Board.
6.3 The Executive Director shall have the authority to hire and terminate all employees, and the Board shall approve such actions unless there is a bona fide reason to take alternate action. Consistent with this, the Executive Director shall inform the Board prior to any suspension or termination initiated by the Library and shall inform the Board of all personnel changes via reports at regular board meetings. New positions and salary lines must be approved by the Board.
6.4 The Executive Director shall have interim authority to appoint part-time or temporary employees without prior consultation with the Board provided such appointments are reported to the Board at the next regular Board meeting and within the Board approved budget for the current year.
6.5 The Executive Director shall review and advise as to the suitability for payment of all invoices, bills and statements that are properly presented to the Library for approval. The Treasurer or Chairperson of the Board of Trustees shall review and approve all reimbursements to the Executive Director.
6.6 The Executive Director shall assist with developing the annual budget, shall advise the Board when budget modifications are necessary, and shall assist the Treasurer with the regular discussion of financial reports to the Board.
6.7 The Executive Director shall present the draft of the Annual Report to the State Education Department and report to the community for timely approval and publication by the Board.
6.8 It shall be the Executive Director’s responsibility to oversee the day-to-day operation of the Library and to keep expenditures within its annual board approved budget.
6.9 The Executive Director shall have contract signing authority set by Board-approved policy or per a resolution of the Board.
6.10 The Executive Director shall recommend to the Board policies and carry them out as approved by the Board and shall be responsible for upholding all Board approved policies and procedures.
ARTICLE 7 – PROCEDURES FOR MEETINGS
7.1 The Board shall use the procedures in the most recent version of Robert’s Rules of Order to conduct its meetings, however, failure to use such procedure shall not constitute a basis to overturn an otherwise duly approved action.
7.2 When expedient, a trustee may introduce a resolution to dispense with Robert’s Rules for more discussion of a particular item on the agenda.
7.3 The Board shall conduct a review of Robert’s Rule’s at the January meeting to ensure all members are comfortable using that system, and if more training is warranted, same shall be arranged by the Chairperson.
ARTICLE 8 – BYLAWS REVIEW & AMENDMENTS
8.1 These Bylaws may be amended at any regular meeting of the Board by a majority vote following written notice to each member of the Board fifteen (15) days prior to the regular meeting of the Board. Such notice shall include the precise text of the proposed amendment.
8.2 The text of all proposed amendments shall be included in the board materials as required by the Open Meetings Law.
8.3 Changes to ensure these Bylaws comply with the law or a court order may be made without the required notice and revision periods.
8.4 These Bylaws will be reviewed annually, every September, by the Policy and Personnel Committee.
ARTICLE 9 – DISSOLUTION
9.1 In the event of the dissolution of the Library, all of its assets of the Library shall be distributed in accordance with the Statute of New York State governing dissolutions of Not- For-Profit Organizations.
Adopted by the Board of Trustees on July 2, 2025
Appendix A
Ogdensburg Public Library
Charter
ATTACH
Appendix B
Frederic Remington Trust 1981 Agreement
ATTACH
Appendix C
Annual Letter to the Mayor Regarding Appointments
RE: Ogdensburg Public Library Trustee Appointments
To the Mayor and Common Council:
As you are aware, it is the duty of the Mayor of Ogdensburg, upon the consent of the Common Council, to appoint the trustees of the Ogdensburg Public Library (OPL) to five-year terms.
To serve as a trustee, a person must reside within the city of Ogdensburg and must be at least 18 years of age. It is preferred that they make use of the services of the library, and that they are familiar with the needs of the library using public.
However, what is most important is they learn the regulatory requirements of a NYSED (New York State Education Department) -certified Public Library, and are willing to commit to the OPL meeting those requirements.
This year we have # Trustee terms expiring.
Of those positions, # are occupied by trustees who are ready, willing, and able to serve another term; the Board respectfully asks that you consider reappointing those trustees (NAMES).
Of the remaining positions, the Board has identified the following qualified and willing candidates, and hopes you will consider the nomination of same: NAMES
As you know, the current terms expire December 31st so we hope to have approval of the appointments no later than December 15th so we may make arrangements for the appointed trustees to begin their service in January.
Thank you so much for this important work in support of the Ogdensburg Public Library
Sincerely,
NAME
Chairperson
Ogdensburg Public Library
Appendix D
Trustee Code of Conduct
TRUSTEE CODE OF CONDUCT
1. This Board shall strive for civility and respect in its dealings with each other, employees of the Library, and the served public.
2. No Board member shall act on behalf of the Board, on any matter, without prior approval of the Board.
3. No Board member by virtue of their office shall exercise any administrative responsibility with respect to the Library, nor, as an individual, command the services of any library employee.
4. Trustees will strive to attend meetings and be on time and prepared to do the work of the Board.
5. Trustees will alert the Chair, Vice-Chair or Executive Director to request an excused absence. This is important because three consecutive unexcused absences are grounds for automatic dismissal from the Board.
Appendix E
Ogdensburg Public Library Committee Descriptions
Policy and Personnel Committee
Purpose
The Policy and Personnel Committee is a standing committee of the Ogdensburg Public Library Board of Trustees. Its purpose is to assist the full Board in fulfilling its responsibilities related to the development, review, and oversight of the library’s governance policies and personnel practices. The committee ensures these areas comply with applicable local, state, and federal laws, and reflect the mission and values of the library.
Article 1: Authority
The Policy and Personnel Committee is authorized by the Board of Trustees to:
- Review, recommend, and draft revised or new library policies.
- Review and recommend personnel-related matters, including but not limited to hiring policies, job descriptions, and performance evaluation processes.
- Advise on matters related to the Executive Director’s employment, including evaluation, contract renewal, and succession planning.
- Ensure alignment of policies and personnel practices with New York State Education Law, Civil Service Law, and other applicable laws and regulations.
The Executive Director shall participate in all aspects of the committee, unless the subject is related to their performance and tenure.
The committee has no authority to act independently of the Board, except as explicitly granted. All recommendations are subject to approval by the full Board.
Article 2: Composition
The committee shall consist of three members of the Library Board of Trustees, appointed by the Board Chairperson as outlined in the Bylaws, plus the Executive Director. The Board Chairperson may serve as an ex officio member. A committee chair shall be designated by the Board Chairperson or selected by committee members.
Article 3: Duties and Responsibilities
- Policy Responsibilities
3.1a Conduct regular reviews of existing library policies to ensure accuracy, relevance, and legal compliance.
3.1b Draft and/or revise policies in response to legislative updates, operational needs, or Board direction.
3.1c Present policy recommendations to the full Board for review and approval.
3.1d Maintain an organized and updated policy manual accessible to staff and the public.
- Personnel Responsibilities
3.2a Collaborate with the Executive Director on personnel-related policies and practices, including equal employment opportunity, employee classifications, benefits, performance evaluations, grievance procedures, and workplace safety.
3.2b Advise the Board on staffing needs and organizational structure, in consultation with the Executive Director.
3.2c Facilitate the annual performance evaluation of the Executive Director, using a transparent and objective process.
3.3d Recommend salary adjustments or contract terms for the Executive Director, based on performance, benchmarks, and fiscal conditions.
3.3e Review any proposed staff restructuring, disciplinary actions, or major changes to employee benefits as needed or recommended by the Executive Director, when those items are outside the Collective Bargaining Agreement.
Article 4: Meetings
The committee shall meet as needed, but no less than twice annually. Additional meetings may be called by the committee chair or Board Chairperson.
Article 5: Reporting
The committee will provide regular reports to the Board of Trustees on its activities, including recommendations for Board action and updates on ongoing policy or personnel issues.
Article 6: Evaluation
The Board of Trustees shall periodically review the effectiveness of the Policy and Personnel Committee and revise its charge as necessary to ensure continued alignment with the library’s strategic goals and legal obligations.
Building and Grounds Committee
Purpose
The Building and Grounds Committee is a standing committee of the Ogdensburg Public Library Board of Trustees. Its purpose is to assist the full Board in overseeing the maintenance, repair, safety, and long-term planning related to the library’s physical facilities and grounds. The committee ensures that the library buildings and property are safe, accessible, well-maintained, and support the library’s mission and services.
Article 1: Authority
The Building and Grounds Committee is authorized by the Board of Trustees to:
- Evaluate and recommend maintenance and repair projects.
- Review and propose capital improvements and renovations.
- Monitor compliance with local, state, and federal regulations regarding building safety, accessibility, and environmental standards.
- Collaborate with the Executive Director on facility-related planning, budgeting, and project management.
The Executive Director shall participate in all aspects of the committee.
The committee has no authority to act independently of the Board, except as explicitly granted. All recommendations are subject to approval by the full Board.
Article 2: Composition
The committee shall consist of three members of the Library Board of Trustees, appointed by the Board Chairperson as outlined in the Bylaws, plus the Executive Director. The Board Chairperson may serve as an ex officio member. A committee chair shall be designated by the Board Chairperson or selected by committee members.
Article 3: Duties and Responsibilities
- Conduct regular assessments of the library’s physical condition, including the interior and exterior of all buildings and grounds.
- Identify short- and long-term facility needs in collaboration with the Executive Director and recommend actions to the Board.
- Review bids and proposals for maintenance or construction projects, and recommend contractors or service providers to the Board.
- Ensure that the building and grounds meet all applicable health, safety, and accessibility standards, including ADA compliance.
- Support the development and updating of a facilities maintenance plan and capital improvement plan.
- Monitor progress and quality of approved building projects and report status to the Board.
- Assist in planning for emergency repairs and responses to facility-related crises, in coordination with the Executive Director.
Article 4: Meetings
The committee shall meet as needed, but no less than twice annually. Additional meetings may be called by the committee chair or Board Chairperson.
Article 5: Reporting
The committee will provide regular reports to the Board of Trustees on its activities, including recommendations for Board action and updates on building conditions, safety issues, and ongoing or upcoming projects.
Article 6: Evaluation
The Board of Trustees shall periodically review the effectiveness of the Building and Grounds Committee and revise its charge as necessary to ensure continued alignment with the library’s strategic goals, legal obligations, and facility needs.
Finance Committee
Purpose
The Finance Committee is a standing committee of the Ogdensburg Public Library Board of Trustees. Its purpose is to assist the full Board in overseeing the financial health of the library by supporting the development of the annual budget, monitoring financial performance, reviewing financial policies and procedures, and ensuring compliance with applicable financial reporting and accountability standards.
Article 1: Authority
The Finance Committee is authorized by the Board of Trustees to:
1.1 Review and make recommendations on the annual operating and capital budgets.
1.2 Monitor the library’s financial status through regular review of financial reports.
- Review and recommend updates to fiscal policies and internal controls.
1.4 Collaborate with the Executive Director and designated financial personnel on financial planning and projections.
- Prepare for and support the annual audit or financial review.
The Executive Director shall participate in all aspects of the committee.
The committee has no authority to act independently of the Board, except as explicitly granted. All recommendations are subject to approval by the full Board.
Article 2: Composition
The committee shall consist of three members of the Library Board of Trustees, appointed by the Board Chairperson as outlined in the Bylaws, plus the Executive Director. The Board Chairperson may serve as an ex officio member. A committee chair shall be designated by the Board Chairperson or selected by committee members.
Article 3: Duties and Responsibilities
- Assist in the development and review of the annual budget, in collaboration with the Executive Director.
- Recommend the budget to the full Board for approval and help prepare documentation for public presentation, as required.
- Review monthly and quarterly financial reports, including income and expense statements, balance sheets, and investment reports.
- Monitor adherence to the approved budget and highlight any significant variances or concerns.
- Recommend and review financial policies, including those governing purchasing, reserves, fund balance, investment practices, and internal controls.
- Ensure compliance with applicable local, state, and federal financial regulations.
- Participate in the preparation for the annual audit or financial review and meet with the independent auditor as needed.
- Provide input on long-term financial planning, including sustainability, fundraising strategies, and capital funding.
Article 4: Meetings
The committee shall meet as needed, but no less than quarterly. Additional meetings may be called by the committee chair or Board Chairperson.
Article 5: Reporting
The committee will provide regular reports to the Board of Trustees on its activities, including budget recommendations, financial performance updates, and policy proposals.
Article 6: Evaluation
The Board of Trustees shall periodically review the effectiveness of the Finance Committee and revise its charge as necessary to ensure continued alignment with the library’s fiscal responsibilities and strategic goals.
Adopted by the Board of Trustees on: September 3, 2025
Committee Charges
See attached.
Please download the following to view:
Library Charter December 13, 1893
Charter Amendment June 25, 1982
Remington Loan Agreement (Original)