Library Board Bylaws 1986 0522Board of Trustees
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The name of this organization shall be the Elk River Public
Library Board of Directors.
The Elk River Public Library Board of Directors is established
as authorized by Minnesota Statutes Bea. 134.07-134.15.
The Elk River Public Library is located in the city of Elk
River at 413 Proctor Avenue and is a branch of the Great River
Regional Library System, headquartered in Bt. Cloud.
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The purpose of the Elk River Library Board of Directors is to oversee
the physical facility housing the Elk River Public Library and to
promote the best possible use of all library resources..-,
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The Elk River Library Board of Directors will be responsible for:
l.
Providing an adequate physical
facility and
furnishings for library service.
2.
Providing heat, light, water and other utilities
(Excluding telephone).
3.
Providing of physical maintenance (including
janitorial service) and repair
of facility.
4.
Development and interpretation
of policies relating
to community room use.
3.
Develpment of additional local
funding (taxes,
giftsv etc.) for supplementary
materials and
equipment.
6.
Encouragement of local special
programming
Membershin
The voting membership shall consist of five members each serving a
three year term.
All terms shall end with the city's fiscal year.
The mayor, with the approval of the city council, shall appoint a
sufficient number of persons to fill the positions of those whose
terms expire.
A Library Board member shall not be eligible to serve more than
three consecutive three year,terms. .
Tho librarian will serve as an ex -officio member.
Not more than one member shall at any time be a member of the city
council. �
Library Board members shall receive no compensation for their
services but may -be reimbursed for actual and necessary expenses
incurred in the discharge of Library Board duties and activities.
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By -Laws
The Library Board Chairperson shall report vacancies in the Board
to.the City Council. The Council shall fill the vacancies by
appointment for the expired term.
Attendance of a minimum qf eight regularly scheduled meetings per
year is required. Less than that will be reason for
disqual-ification. When any board member fails to attend at least
three consecutive meetings the board shall declare the position
vacant. it shall be the duty of the chairperson to notify the
Mayor of the.vacancy and by direction of the Board, suggest names
to the appointing official of persons who may qualify to fill the
position.
The Mayor, with the approval of the City Council, may remove any
member for misconduct or neglect.
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MeetAngq
Regular meetings shall be held on the third Tuesday of every
month at 7:00 pm in the Community Room of the Elk River Public
Library.
The January meeting shall be the annual meeting.
Additional meetings and committees shall be created as needed by
the chairperson. '
Robert's Rules Of Order, latest revised edition, shall govern the
parliamentary procedure, however, the following shall be accepted
practice:
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l. Three Library Board Directors shall constitute a
quorum.
2. A majority vote of those eligible voters present
— shall be necessary to act upon any motion or
recommendation.
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If a regularly scheduled meeting is suspended the Treasurer or the
Chairperson shall sign all bills for payment which are usual and
budgeted. The Board of Directors shall receive at it's next
regularly scheduled meeting a report of all such bills paid.
Any member missing two consecutive regularly scheduled meetings will
be asked for a letter of intent. the Secretary will notify the member
in writing regarding his or her status and request such a letter.
If a member misses a third consecutive meeting and the Library Board
has not received a letter of intent, after requesting one, the library
Board then has the power to remove that person from the Library
Board without further consideration.
Special Meet�in"
Special meetings of the Library Board of Directors shall be called
by the Chairperson or voice vote at a regularly scheduled meeting
for -the transaction of business as stated in the meeting request.
OPEN MEETINGS
Meetings are open to the public.
The Library Board of Directors is a formal governmental body and must
adhere to the Minnesota Open Meeting law. Meetings must be
publicized 24 hours prior or the Board of Directors will be held
accountable as individuals for a $L00 fine.
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Order of Business
Order of Business at regular meetings shall be:
I. Call to order
2.'' Quorum
3. Visitors
4. Petitions to the Chairy Open Forum
5. Adoption/Amendment of Agenda
6. Minutes of previous meetings
7. Treasurer's Report
8" Approval of Bills
9. Librarian's report
10. Committee reports
Communications
12. Old Business
13. New Business
14. Announcements
15. Next meeting
16. Adjournment
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Officers, Duties,, Elections
Officers of the Elk River Library Board of Directors shall be:
Chairperson, Vice -Chairperson, Secretary and Treasurer.
Officers will be selected by the membership of the Library Board
of Directors.
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No elected officer shall hold the same office for more than three
years in succession so as to revolve the leadership.
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By -Laws
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Duties of the officers shall be:
ChAirperson ~- Calls meeting to order, H~esni��s
and Maintains order through the proceedings.
Knows'and abides by Robert's Rules of order and
city; regional and state policies.
- Assumes the duties of the
Chairperson upon the absence of the Chairperson.
automatically becomes the Chairperson if a vacancy
occurs in the office and serves out the remainder
of the term.
- Records minutes of all meetings and
makes a permanent file of said minutes available
to the public at the Elk River Public Library.
with the Librarian's aid will compile and disburse
said minutes to all Board Members prior to their
next meeting.
Work with the Librarian at publicizing Board
meetings according to the Minnesota Open Meeting
Law.
Answer and bring to the Library Board's attention
all pertinent correspondence.
Treasurer - Works with the librarian in presenting
a monthly expense statement to the Library Board
in order to keep the budget up to date.
works with the Elk River financial manager in
keeping Library fund record.
Responsible for starting annual budget talks.
Responsible for filing of an annual report with the
city. '
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Each voting member has the right to make a nomination and a voting
member has the right to nominate himself/herself for office.
Elections shall be held annually at the first regular meeting
following the close of the city's previous fiscal year.
Nominations for each office may vary from one to the total of
voting m�m'bers. Nominations will cease upon a motion, second and
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Vacancies in office
Vacancies in office shall be filled by vote at the next regularly
scheduled meeting of the Board of Directors after the vacancy
occurs.
Elected persons filling the vacant positions will hold office
through the remainder of the present term but will not be charged
as their term of office (except in the vacancy of the Chairperson,
upon which time the Vice -Chairperson will take charge of the
office and duties of the Chairperson).
Annual Report
At the first regular meeting of the Board of Directors following
the end of each fiscal year of the city, the Board of Directors
shall report to the City Council all amounts received during the
preceding year and the sources thereof, the amounts expended and
for what purposes, the number of books on hand, the number
purchased and loaned and other such information as it deems
advisable.
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The Treasurer and Secretary will work with the Librarian in
compiling the Annual Report.
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Library Fund
There shall be created a library fund which shall be kept separate
from other accounts of the city. All monies received by the Elk
River Public Library shall be paid into the city treasury v credited
to the library fund, kept separate from other monies of the city
and paid out only upon itemized vouchers approved by the Board.
The CitY Council may, by separate ordinance, levy an annual tax
of not more than 2.6-2/3 mills on the dollar, of all taxable
property within the city, for the benefit of the Elk River Public
Library, all in accordance with Minnesota Statutues 134.07.
proceeds of any such tax shall be deposited in the library fund.
The Elk River Library Board of Directors shall have exclusive
control of the expenditure of all monies collected for or placed
to the credit of the library fund.
All bills will be reviewed by the Board of Directors and approved
— for payment by majority vote before being sent to City Hall for
payment.
Amendments
These By -Laws may be amended at any regular meeting of the Elk
River Public Library Board of Directors with a quorum present, by
majority vote of the members present providing the amendment was
stated at the previous meeting. '
These B)/ -Laws will be in force upon adoption by the Elk River
Public Library Board of Directors.
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ADOPTED AS AMENDED MAY 22, 1986