Quor-um: noun the minimum number of members of a board that must be present at any of its meetings to make the proceedings of that meeting valid
Volunteering for your library's Board takes dedication and commitment. Having quorum at meetings keeps the Board's work moving forward and balanced. Regular attendance at board meetings is essential. Education Law SS226(4) states that:
"If any trustee shall fail to attend three consecutive meetings without excuse accepted as satisfactory by the trustees, he shall be deemed to have resigned...."
We suggest including what constitutes a satisfactory excuse in your bylaws.
Boards are not required to allow remote participation.
Attendance and voting through online meeting software must meet certain standards according to OML and be part of a previously passed board policy, after a public hearing, that allows for a trustee to attend a meeting virtually when "extraordinary circumstances" occur.
There are two instances of videoconferencing:
1. Participation at a physical location open to in-person attendance by the public (i.e. the library). In this case, the location must be stated in the meeting notice and on the library's website. Since any member of the public can attend, the trustee's participation can count towards quorum.
2. Participation via videoconference in a location that is not open to the public (i.e. private residence) If there is quorum at a physical location open to the public, the Board may proceed with the meeting. However, the trustee participating virtually may not count towards quorum.
For more details please see p. 42 in the Trustee Handbook
Answer:
The number of trustees that make up your library's board is set forth in your charter. By definition, a quorum is having a simple majority of the total members present to conduct business. Board members must be physically present to count toward quorum.
Answer:
With a few exceptions, any business (votes, motions, etc.) that is conducted without quorum is invalid. The Board President may call to end the meeting.
Answer:
A board meeting with just the members present that make up the quorum of your Board is acceptable. However, every motion at that meeting must pass with a unanimous affirmative vote; otherwise, the motion is not valid. A majority for a vote is always based on the total number of trustees on the Board, not by a majority of those present.
Answer:
With the exception of association libraries, board committees must meet quorum to conduct business.
Answer:
According to NYS Open Meeting Law, anytime enough municipal, school or special legislative library board members are together to constitute quorum the requirement for a public meeting has been met and the public must be notified. Association library board committees do not need to follow this rule.