5.2. LIBSR 03-22-2016 BY-LAWS OF THE ELK RIVER
LIBRARY BOARD
Article I Name
The name of this organization shall be the Elk River Public Library Board of Directors.
This Board is established under the authorization of Minnesota Statute Sec. 134.07-134.15.
Article II Facility
The Elk River Public Library is located in the city of Elk River at 13020 Orono Parkway. It
is a branch of Great River Regional Library System,headquartered in St.Cloud.
Article III Purpose
The purpose of the Elk River Public Library Board of Directors is to oversee the physical
facility and grounds housing the Elk River Public Library,and to promote the best possible
use of all library resources.
Article IV Responsibilities
The Elk River Public Library Board of Directors will be responsible for:
11 Monitoring,reviewing and analyzing monthly expenditures of the Elk River Library.
• Seeing that an adequate physical facility and furnishings are provided
■ Ensuring_15:.uring that heat,light,water and other utilities are provided (excluding
telephone).
• Overseeing the physical maintenance of the facility and grounds,including janitorial
services and repairs.
• Development and interpretation of policies pertaining to community room use.
■ Encouraging local special programming.
• Reviewing and approving the Elk River Library budget before it is presented to City
Council.
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Article V Membership Alignment:Left+Aligned at: 0.25"+Indent
;'.. at: 0.5"
_The voting membership shall consist of five members each serving a three-year term.. Formatted:Indent:First line: 0.58",Tab
stops: 0.31,Left+ 0.59",Left
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B. Members of the Library Board must reside in Sherburne County and a majority of. Numbering Style:A,B,C,...+Startat: 1+
..........
members must be city of Elk River residents. Alignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
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A - Formatted:List Paragraph,Left, No bullets
(1 All terms shall end with the calendar year. or numbering
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D. The Mayor,with the approval of the CityCouncil, shall a oint a sufficient number••
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Y PP PP Alignment:Left+Aligned at: 0.25"+Indent
of persons to fill the positions of those whose terms have expired. Members will be at: 0.5"
actively recruited by,but not limited to,advertisements in the local newspaper. ;''Formatted:Numbered+Level: 1+
Numbering Style:A,B,C,...+Start at: 1+
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L. The Library Board member shall not be eligible to serve more than three consecutive- at: 0.5"
three-year terms per 'linuuesota statute 134.09 Su hd.2.. Formatted:Numbered+Level: 1+
Numbering Style:A,B,C,...+Start at: 1+
F. The Library Services Coorciiiiator and the Patron Services Supervisor from the Great. Alignment:Left+Aligned at: 0.25"+Indent
River Regional Library iota-will serve as In ex officio members. at: 0.5"
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Numbering Style:A,B,C,...+Start at: 1+
C. 1\. member of the City Council shall serve as a voting member of the bilk River Alignment:Left+Aligned at: 0.25"+Indent
Library Board or as a non voting Council Liaison to t:he Boardm, at: 0.5"
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Not more than one Library Board member shall at any time be a member of the City or numbering
Council. Formatted:Numbered+Level: 1+
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Alignment:Left+Aligned at: 0.25"+Indent
11. Library Board members shall receive no compensation for their services but may be '`. at: 0.5"
reimbursed for actual and necessary expenses incurred in the discharge of Library Formatted:List Paragraph,Left, No bullets
or numbering
Board duties and activities.
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Level: 1+
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Article VI Vacancies, Attendance. Disqualifications at: 0.5"
The Library Board Chair shall report vacancies in the Library Board to the City Council,
which shall fill the vacancies by appointment for the remainder of the term.
A member shall be expected to maintain a suitable attendance record. Attendance is vital to
board service and City Council expectations. Because attendance is iinportant, the City
Council has adopted the following attendance policy:
Members shall be automatically removed for lack of attendance. Lack of attendance is
defined as a uie to attend three (3) meetings or at least two-thirds of the meetings
(including regular and special meetings) scheduled during a rolling 12-month period.
Participation for less than three-fourths of a meeting shall be' the same as a failure to attend a
meeting. Members removed pursuant to this paragraph shall not continue to serve on the
Library Board and such removal shall create a vacancy. A member may appeal the
termination by requesting a hearing before the City Council within 10 days of notice of
termination.
standard commission attendance formshall be used by all commissions for the staff
liaison to record attendance. 'rhe Office of the City Clerk shall forward the attendance
record to the City Council at the end of each June and December for the Council review.
Commission members shall notify the staff liaison of planned absences 72 hours prior to the
meeting missed.
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of intent. 'flit Library Board Secretaii will notify the member tit writing regarding his or her
,Latus and request such a letter. If the member mie ed a third consecutive meeting and the
notified.
The Mayor,with the approval of the City Council,may remove any member for misconduct
or neglect.
Article VII Meetings
Regular meetings shall be held on the fourth Tuesday of every other month at 5:00' Formatted:Numbered+Level: 1+
p.m. at the Elk River Public Library. Numbering Style:A,B,C,...+Start at: 1+
Alignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
B. The January meeting shall be the annual meeting, at which time election of officers' Formatted:Numbered+Level: 1+
will occur. Numbering Style:A,B,C,...+Start at: 1+
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at: 0.5"
C. Additional meetings and committees shall be created as needed by the Chair.
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Ti), Robert's Rules of Order, latest revised edition, shall govern the parliamentary' , " Alignment:Left+Aligned at: 0.25"+Indent
procedure. However,the following shall be accepted practice: at: 0.5"
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•l. Three Library Board members Directors shall constitute a quorum. . Left+Aligned at: 0.25"+Indent
*2. The majority vote of those eligible voters present shall be necessary to act at: 0.5"
upon any motion or recommendation. Formatted:Numbered+Level:2+
Numbering Style: 1,2,3,...+Start at: 1+
. Alignment:Left+Aligned at: 0.75"+Indent
at: 1"
sign all bills for payment which are usual and bud eted. The Board of Directors ._ --_t Level:
_____...... . ..._ ._
g Formatted:Numbered+Level: 1+
shall receive at the next regularly scheduled meeting a report of all such bills paid; Numbering Style:A,B,C,...+Start at: 1+
Alignment:Left+Aligned at: 0.25"+Indent
E. Meetings are open to the public. The Elk River Library Board follows all applicable' at: 0.5"
pertinent Minnesota state statutes. Formatted:Numbered+Level: 1+
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at: 0.5"
Article IX Officers, Elections, Duties
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1_Officers of Elk River Library Board of Directors shall be: Chair,Vice-chair,and Alignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
Secretary.
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B. Officers will be selected by the membership of Library Board of Directors in JanuaryAlignment:Left+Aligned at: 0.25"+Indent
of each year. at: 0.5" _. .
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•
a _ ._ :.. Formatted:
d5 NumberedIeB, Leve 0.25"+
C -Ad elected officer cannot st all•-hold the same office
for=more=than three consecutire one b ear terms without a-oneyear:break.rerr»a- 9 Style: at: 1+
rte Alignment:Left+AlignedIndent
at: 0.5"
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a
s .1 .r Formatted:Font:Bold,Highlight
r: • ' Formatted:List Paragraph, No bullets or
' 4 numbering
(;: .here 1s i min mum or zniiXim` m lii t'on the tiLarnbe"r'of times a m�;irriber may' '�` Formatted:Highlight
ser t:e 1n at iooffice Formatted:Indent:Left: 0.5"
D. Duties of the officers shall be: Formatted:Numbered+Level: 1+
Numbering Style:A,B,C,...+Start at: 1+
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•
I. Chairat: 0.5"
■ Calls meetings to order. '''i Formatted:Numbered+Level: 1+
a Presides and maintains order throughout the meeting. Numbering Style:I,II,III,...+Start at: 1+
Alignment:Right+Aligned at: 0.75"+Indent
■ assists in compiling tile meeting agenda. at: 1"
• Signs the meeting minutes after approved by the Library Board at a
regular meeting.
• Knows and abides by Robert's Rules of Order.
• Knows and abides by city,regional,and state policies.
11. Vice-Chair - Formatted:Numbered+Level:1+
• Assumes the duties of the Chair in their absence.if chairperson is absent. Numbering Style:i,II,III,...+Start at: 1+
Alignment:Right+Aligned at: 0.75"+Indent
• Automatically becomes Chair if a vacancy occurs in the office,and serves at: 1"
out the remainder of the term.
I I.I. Secretary --- Formatted:Numbered+Level: 1+
■ assumes the duties of the Chair in the absence of the Chair and Vice- Numbering Style:I,II,III,...+Start at: 1+
Alignment:Right+Aligned at: 0.75"+Indent
ch:ur. at: 1"
• Recon la minutes of all incetingu,;Intl makes a perm..inent file of the
minutes which shall be available to the public at the Elk River Public
T,ibrarv.
Distributes minutes and agendas to all members prior to the next
meeting.
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correspondence. , Formatted:Numbered+Level: 1+
,,' Numbering Style:A,B,C,...+Startat: 1+
ii. „A. cite appointed staff person will record attendance at each meeting,record nainules.,; Alignment:Left+Aligned at: 0.25.+Indent
of each meeting and make a perm t at: 0.5"
anent Erle of all minute:.«larch shall be available to
the public on tile City of Elk River website.
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• < Formatted:Numbered+Level: 1+
. Numbering Style:A,B,C,...+Start at: 1+
I The Library Services Coordinator is the Staff Liaison to the City and distributes the. Alignment:Left+Aligned at: 0.25"+Indent
minutes and agendas to all members prior to the next meeting. at: 0.5"
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G. Each voting member has the r•ight to make a nomination,including self-nomination; . , or numbering
for an office. Formatted:Numbered+Level: 1+
Numbering Style:A,B,C,...+Start at: 1+
Alignment:Left+Aligned at: 0.25"+Indent
11. A vacancy of an office shall be filled by a vote at the next regularly scheduledat 0.5"
meeting of the Library Board of Directors after the vacancy occurs. ' Formatted:Numbered+Level: 1+
l Numbering Style:A,B,C,...+Start at: 1+
Alignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
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Article X Annual Report
The Library Board will report to the City Council on an annual basis as defined in Minnesota
statute 134.13. A member(s) -of the Board canill attend this meeting with the Library
Services Coordinator.ian.
Article XI Library Fund
A_There shall be created a library fund, which shall be kept separate from other. Formatted:Numbered+Level: 1+
accounts of the city. All monies received by the Elk River Public Library shall be Numbering Style:A,B,C,...+Start at: 1+
Alignment:Left+Aligned at: 0.25"+Indent
paid into the city treasury, credited to the library fund, and paid out only upon at: 0.5"
approval by City Council based on the city's financial policies. receipt of it:emi,ecl
vouchers approved by the Board.
B. 'Ile Library Board is given monthly financial reports to track the status of inadget,. Formatted:Numbered+Level: 1+
1_roved by the City Council. Numbering Style:A,B,C,...+Start at: 1+
line items approved PAlignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
The Elk River Library Board of Directors shall have exclusive control of the expenditures of
all monies collected for,or placed to tlic credit of,the library fund.
Article XII Amendments
A. Proposed revisions to the bylaws must be presented to the Library Board through* Formatted:Numbered+Level: 1+
the regular agenda process at rvvo consecutive meetings. Numbering Style:A,B,C,...+Start at: 1+
Alignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
B. Proposed revisions to the bylaws shall require a majority vole as defined in Section Formatted:Numbered+Level: 1+
VII above. Numbering Style:A,B,C,...+Start at:1+
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at: 0.5"
C. The executed original of the bylaws must be filed with the City Clerk within 1() —
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calendar days of adoption by the L,ibraiy Board. or numbering
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TI„
hese by Laws may be amended at any regular meeting - ." Numbering Style:A,B,C,...+Start at: 1+
Board of Directors with a quorum present, by a mafarity vote of the members present, Alignment:Left+Aligned at: 0.25"+Indent
at: 0.5"
pro"vsduig the amendment\vas stated at the previous inecting.
Directors.
l+'irst:considered by the ldk River Public Library Board on I'ebritary 9,2916 and adopted on
March 22,2916 r(Formatted:Font:Garamond,12 pt,Not Bold
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Chair
Elk River Public Library Board
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Officer Term Limits
Minnesota Statute 134.11 Subd. 2. Duties: The library board shall adopt bylaws and regulations
for the government of the library and for the conduct of its business that may be expedient and
conformable to law....
There are no term limits for officers of a Library Board in state statutes.
Practices of City of Elk River Commissions and Boards:
fH
tt- I I n)i� 3. � — %' x� r �-w� .�. €+ ii v',' '
Qa d/Co ISSIQn B agib°'i'b,p .;b'i 670i erTer Te
.. .._e.. x3 ,�`-? 4 ,r_ /,le ber*"1 (bra 4",S�+fi:
Library Board Yes 5 Yes 3 terms
Economic Development Yes 7 No
Authority
Housing and Yes 5 No
Redevelopment
Authority
Energy City Commission Yes 11 Yes No officer shall hold
the same position for
more than two
consecutive years
Planning Commission Rules, not 7 No
bylaws
Parks and Recreation Rules 7 No Current chairman has
Commission been chair for 20 of 28
years served
Elk River Utilities Yes 3 No Current chair has been
Commission chair for 7 years
Article IX Officers, Elections, Duties
Two possible options of new wording based on ideas mentioned at the Feb 9th meeting:
The Elk River Public Library Board shall elect a chair, vice-chair and secretary from its members
in January of each year.
1. There is no minimum or maximum limit on the number of times a member may serve in
any office.
2. An elected officer cannot hold the same office for more than three consecutive years
without a one-year break.