Dormann Library

Serving the Bath Community Since 1869.

Board of Trustees

Mission Statement
The Dormann Library is a community library that exists to serve the ever evolving and expanding need for knowledge and information. The library provides the opportunity for life-long learning by making resources available to its patrons from local, regional and national sources; from the best-seller list to literature and the arts, to research and data, to hands-on-workshops and cultural events.

Meeting Dates
All meetings of the Board of  Trustees are held on the third Tuesday of the month (except for July and August) unless otherwise noted.

Members
The Board of Trustees of the Dormann Library is comprised of eleven members who reside or work within the boundaries of the Bath School District. Trustees are elected to serve a three-year term. The Board meets on the third Tuesday of each month September through June at 5:00PM in the Empire Room.

Tom Simms, President
Term: 2018
Angie Longwell, Vice President
Term: 2016
Eleata Mitchell, Secretary
Term: 2016
Joanne Sheehan, Treasurer
Term: 2018
Laura Bronson, Trustee
Term: 2016
Jim Deats, Trustee
Term: 2018
William B. Joint, Trustee
Term: 2017
Kate Martin, Trustee
Term: 2017
Mark Schkechter, Trustee
Term: 2018
Ruth Sprague, Trustee
Term: 2018
Cheryl Stephenson, Trustee
Term: 2017

By-laws

Mission Statement

The Dormann Library is a community library that exists to serve the ever evolving and expanding need for knowledge and information.  The library provides the opportunity for life-long learning by making resources available to its patrons from local, regional and national sources; from the best-seller list to literature and the arts, to research and data, to hands-on-workshops and cultural events.

Preamble

The Board of Trustees (hereinafter referred to as the “Board”) of the Dormann Library, located in the Village of Bath, County of Steuben, State of New York, which was incorporated with the Secretary of State pursuant to the General Business Laws of New York on August 13, 1869 and which incorporation/charter has been thereafter amended from time to time, most recently May 20, 2008 to change the number of Trustees from nine (9) to be not less than nine (9) nor more than fifteen (15), shall be governed by the laws of New York State, the regulations of the Commissioner of Education, and by the following By-Laws.

Bylaws

1.  Name of the Organization
a. The name of the organization shall be the Dormann Library.

2.  Purpose
a. The purpose of the organization is to provide superior library service to the residents, adults, and children of the Bath Central School District.

3.  Fiscal Year
a. The fiscal year of the library shall be from January 1 through December 31.

4.  Board of Trustees
a. The library shall be governed by a Board of Trustees.  The Board shall consist of not less than nine nor more than fifteen members; the exact number of trustees to be set by Resolution of the Board, which will be filed with the New York State Education Department and which is currently eleven (11). The term of office of trustees shall be three years and shall be limited to three successive terms.  Election of trustees will be held at the annual budget vote. Newly elected members will take office at the first meeting following the annual meetings.
b. Eligibility for office shall be limited to adults residing or owning property within the geographical limits of the library district.
c. Absence from three consecutive meetings shall constitute automatic dismissal form the Board unless the Board defers this dismissal by majority vote.  The President shall inform the absent Board Members in writing that he/she is no longer on the Board.  If dismissal is deferred by Board action the President shall inform the absent Board Member in writing the conditions of this deferral.
d. No member shall serve for more than three consecutive three-year terms.
e. Any vacancy in the office of any trustee will be filled by a Board appointment until the next annual election of trustees, at which time a person will be elected for the balance of the unexpired term.
f. Each Trustee shall have one vote, irrespective of office held.
g. A Trustee must be present at a meeting to have his/her vote counted.
h. All action of the Board shall be of the Board as a unit.  No Board member shall act on behalf of the Board, on any matter, without prior approval of the Board.  No Board member, by virtue of his/her office, shall exercise any administrative responsibility with respect to the library nor, as an individual, command the services of any library employee.

5.  Officers
a. The officers of the Board shall be a president, a vice president, a secretary, and a treasurer elected annually by the Board at the annual meeting.  These officers shall service for a period of one year or until their successors shall have been duly elected.
b. The duties of such officers shall be as follows:

i.       President
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, serve as an ex-officio voting member of all committees, and generally perform all duties associated with that office.

ii.      Vice President
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.

iii.     Secretary
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

iv.    Treasurer
The treasurer shall be the disbursing officer of the Board and shall perform such duties as generally devolve upon the office.  In the absence or
inability of the Treasurer, his duties shall be performed by such other members of the Board as the Board may designate

v.    Other Officers
The Board may create such other officer positions and fill them by election as from time to time are necessary to accomplish the duties of the
Board, e.g. Assistant Secretary, Assistant Treasurer, etc.

c. Vacancies among the officers shall be filled at an election at a regular meeting and a majority vote of the trustees present shall be necessary for an election.

6.  Director
a. The Board shall appoint a qualified library director who shall be the executive officer of the policies of the Board and shall have charge of the administration of the library under the direction and review of the Board.  The Director shall be responsible for the care of the buildings and equipment, for the employment and direction of the staff; for the efficiency of the library’s service to the public; and for the operation of the library under the financial conditions contained in the annual budget.  The Director shall render and submit to the Board reports and recommendations of such policies and procedures, which, in the opinion of the Director, will improve efficiency and quality of library service.  The Director shall attend all Board meetings except the portion of the meeting at which the Director’s appointment or salary is to be discussed or decided. The Director shall have the right to speak on all matters under discussion at Board meetings but shall not have the right to vote thereon.

7.  Committees
a. The following will be standing committees: public relations, personnel, buildings, budget and finance and legal.  These committees shall have all the usual powers associated with such committees.
b. A nominating committee shall be appointed by the President three months prior to the Annual Meeting who will present a slate of officers and names of candidates for new trustees.  Additional nominations may be made from the floor.
c. Committees for specific purposed may be appointed by the president with the approval of the Board.  Such committees shall serve until the completion of the work for which they were appointed.  Non-board members may be appointed to such committees to bring special capabilities for the resolution of problems confronting the committee.
d. All committees shall make a progress report to the Board at each of its meetings.
e. No committee will have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.

8.  Meetings
a. Regular meetings shall be held each month at dates and times to be established by the Board.  Meetings shall be open to the public except when individual personnel issues are being discussed.  A reminder notice of all meetings may be mailed/emailed by the Director to each member at least five days before the meeting.  All meetings will be held in accordance with the Open Meetings Law of the State of New York.
b. Special meetings shall be held at the call of the president or upon request of three members for a specific purpose.   No business may be transacted at such special meetings except for the Stated business.
c. The Annual Meeting shall be held in January of each year.  The business transacted at this meeting shall include the election of new trustees and new officers.
d. The operating and financial reports for the previous year shall be presented at the regular meeting in January.
e. The preliminary budget for the subsequent calendar year shall be presented at the regular meeting in November.
f. The final budget for the subsequent calendar year shall be presented for approval at the regular meeting in December.
g. A simple majority of the existing Board shall constitute a quorum for the conducting of business.  If a quorum is not present at a regular meeting, the attending members may set a date for another meeting to be held within one week, and the presiding officer shall notify the absent members of this specially called meeting.
h. E-mail voting may be used if there are time constraints on important issues. The results will be duly noted in the Minutes of the next regularly held Board Meeting.
The order of business shall be as follows:

i. Roll call of members

ii. Disposition of minutes of previous regular meeting and any intervening special meetings

iii. Treasurer’s report and action on warrants

iv. Director’s report

v. Committee reports

vi. Communications

vii. Unfinished business

viii. New business

ix. Adjournment

9.  Amendments
a. These by-laws may be repealed, amended, or added to by a majority vote of the whole Board at a regular meeting.  Such action may be taken, however, only after the substance of the proposed repeal, amendment, or addition has been presented in writing at a prior regular or special meeting and notice thereof has been given in the notice of the meeting at which it is to be considered.
b. Any rule of resolution of the Board, whether contained in these By-Laws or other wise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting which two-thirds of the members of the Board shall be present and two-thirds of those present shall so approved.

10. Procedures
a. All procedures not specified herein shall be in accord with Robert’s Rules of Order, Revised.

Approved by The Dormann Library Board of Trustees, dated March 16, 2011.

These By-Laws supercede and replace in their entirety those By-Laws adopted in November 2002 and all amendments thereto.

Amended February 19, 2013

Strategic Plan
Dormann Library Plan of Service
2013 – 2017

Linking the Past Present and Future

Mission Statement
The Dormann Library is a community library that exists to serve the ever evolving and expanding need for knowledge and information.  The library provides the opportunity for life-long learning by making resources available to its patrons from local, regional and national sources; from the best-seller list to literature and the arts, to research and data, to hands-on-workshops and cultural events.

Purpose
The purpose of this plan is to provide guidance for growth and development during the next 5 years.  The elements of the plan provide the structure by which the library will fulfill its mission to the community it serves.

Introduction
The Board of Trustees of the Dormann Library held several discussions about the need for a new plan and in February 2012, the decision was made to begin the process.  Board members Jerry Keeler and Angie Longwell were appointed to serve as co-chairs and Jim Deats, Eleata Mitchell and Tom Simms agreed to serve on the committee.  Carol Berry, Library Director, was selected as the facilitator. A Planning Team was developed that included Board members, library staff and community members.

Planning Team
Louise Barry, Administrative Assistant, Franklin Township Library, CNA at Corning Hospital, Retired
June Bates, former Library Board Member, retired Latin teacher
Bill Caudill, Director, Steuben County Youth Bureau
Chris Congdon, Chief Fiscal Officer, Steuben County Public Health
Jenn D’Abracci, Assistant Principal, Dana L. Lyon Middle School
Georgia Estes, Library Staff
Joyce House, Library Staff
Jerry Keeler, Library Board Member
Robin Lattimer, Steuben County Legislator
Angie Longwell, Library Board Member
Eleata Mitchell, Library Board Member
Jeanne Raish, Science Teacher, Avoca Central School, Director, TDI NY Chapter 249
Kenzie Rusak, College Student
Margaret Thomas, Library Staff

The facilitator determined that the group would conduct its work over a period of three meetings during a one month period.  At the first meeting, the group discussed the strengths, weakness, opportunities and threats (SWOT) relevant to the Bath community  using data collected by the facilitator then prioritized the resulting lists by choosing their three highest priorities (Appendix A).  Their “homework” assignment was to review the Strategic Plan Supplement to the 2003 Plan (Appendix B) which was recently adopted by the Dormann Library Board.

The second meeting involved a discussion of the 18 Library Service Responses (Appendix C) as identified by the Public Library Association and the results of a survey of the library staff regarding those service areas. The facilitator identified how the Strategic Plan Supplement to the 2003 Plan was meeting several of the 18 Library Service Responses. The group discussed the strengths, weakness, opportunities and threats (SWOT) relevant to the library using data collected by the facilitator then prioritized the resulting lists by choosing their three highest priorities (Appendix D).  Their “homework” assignment was to review the document, “Creating the Future: a 2020 Vision Plan for Library Serves in New York State” (Appendix E) which was developed by the New York State Regent’s Advisory Council on Libraries.  At this meeting, group members also identified what they currently valued about the Dormann Library. (Appendix F)

The third and final meeting involved an analysis of the data and establishing goals and objectives for this Plan of Service.  The following is the results of their work

1. Goal
Establish the Dormann Library as a community center.  A facility that becomes more interactive to “check in” versus just “checking out” book

Service Response (Public Library Association)
Visit a Comfortable Place: Physical and Virtual Spaces

Objectives
Provide computers and a reliable network
Create a “quiet” room in the library
Provide an entrance to the café from the outdoor classroom
Complete the education center
Link services through use of the facility by other organizations
Remain open a minimum of 52 hours per week

2. Goal
Utilize technology to expand and enhance all aspects of library service

 Service Response (Public Library Association)
Connect to the Online World: Public Internet Access

Objectives
Update and/or increase number of computers
Increase use of online resources such as databases and eBooks
Use technology to communicate with patrons
Provide training for staff to keep current with technology
Offer computer classes for patrons

3. Goal
Expand and enhance youth services.

 Service Response (Public Library Association)
Succeed in School: Homework Help

Objectives
Provide resources to support students of all ages in programs of formal learning
Create a homework lab
Continue “teen after hours” program
Establish a Teen Trivia Night and/or Family Game Night
Encourage student art displays and musical performances in the library
Dedicate staff time for planning and implementation of youth services

4. Goal
Practice Fiscal Responsibility

Service Response (Public Library Association)Related to all 18

Objectives
Develop an endowment plan
Make finances public
Prioritize projects
Become financially independent of State Aid
Research fund raising opportunities
Find corporate sponsors
Advertize for additional donors
Ensure that individual/small group purchases are recognized as part of a project
Conduct online surveys for feedback

Measurement
Progress towards the achievement of these goals will be measured through the collection of statistical data, wherever possible.

Evaluation
Evaluation will be ongoing and a monthly agenda item for the Board of Trustees. Planning Committee members agreed that it was important to continue to meet (at least twice a year) to ensure that the plan remains a “living” document.

Adopted by the Board of Trustees May 15, 2012

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