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Library Board Bylaws 2016 0726BY-LAWS OF THE ELK RIVER LIBRARY BOARD Article I Name The name of this organization shall be the Elk River Public Library Board. This Board is established under the authorization of Minnesota Statute Sec. 134.07-134.15. Article 11 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 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 will be responsible for: ■ Monitoring, reviewing and analyzing monthly expenditures of the Elk River Library. ■ Seeing that an adequate physical facility and furnishings are provided. ■ Ensuring 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. Member(s) of the Library Board may attend the City Council meeting when the Library Services Coordinator presents the proposed budget. Article V Membership A. The voting membership shall consist of five members each serving a three-year term. B. Members of the Library Board must reside in Sherburne County and a majority of members must be city of Elk River residents. Page 1 of 5 C. All terms shall end with the calendar year. D. The Mayor, with the approval of the City Council, shall appoint a sufficient number of persons to fill the positions of those whose terms have expired. Members will be actively recruited by, but not limited to, advertisements in the local newspaper. E. The Library Board member shall not be eligible to serve more than three consecutive three-year terms per Minnesota Statute 134.09 Subd.2. F. The Library Services Coordinator and the Patron Services Supervisor from the Great River Regional Library will serve as ex -officio members. G. A member of the City Council shall serve as a voting member of the Elk River Library Board or as a non-voting Council Liaison to the Board. H. Not more than one Library Board member shall at any time be a member of the City Council. I. Library Board members shallreceive no compensation for their services but may be reimbursed for actual and necessary expenses incurred in the discharge of Library Board dudes and activities. Article VI Vacancies, Attendance, Disqualifications A. 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. B. A member shall be expected to maintain a suitable attendance record. Attendance is vital to board service and City Council expectations. Because attendance is important, 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 failure 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. A standard commission attendance form shall be used by all commissions for the staff liaison to record attendance. The Office of the City Clerk shall forward the attendance record to the City Council at the end of each June Page 2 of 5 and December for the Council to review. Commission members shall notify the staff liaison of planned absences 72 hours prior to the meeting missed. C. The Mayor, with the approval of the City Council, may remove any member for misconduct or neglect. Article VII Meetings A. Regular meetings shall be held on the fourth Tuesday of every other month at 5:00 p.m. at the Elk River Public Library. B. The January meeting shall be the annual meeting, at which time election of officers will occur. C. Additional meetings and committees shall be created as needed by the Chair. D. Robert's Rules of Order, latest revised edition, shall govern the parliamentary procedure. However, the following shall be accepted practice: 1. Three Library Board members shall constitute a quorum. 2. The majority vote of those eligible voters present shall be necessary to act upon any motion or recommendation. E. Meetings are open to the public. The Elk River Library Board follows all applicable Minnesota statutes. Article VIII Officers, Elections, Duties A. Officers of Elk River Library Board shall be: Chair, Vice -chair, and Secretary. B. Officers will be selected by the members of Library Board in January of each year. C. An elected officer cannot hold the same office for more than three consecutive one- year terms without a one-year break. D. Duties of the officers shall be: I. Chau • Calls meetings to order. ■ Presides and maintains order throughout the meeting. ■ Assists in compiling the meeting agenda. ■ Signs the meeting minutes after approved by the Library Board at a regular meeting. ■ Knows and abides by Robert's Rules of Order. Page 3 of 5 • Knows and abides by city, regional, and state policies. II. Vice -Chair • Assumes the duties of the Chair in their absence. ■ Automatically becomes Chair if a vacancy occurs in the office, and serves out the remainder of the term. III. Secre • Assumes the duties of the Chair in the absence of the Chair and Vice - chair. E. A city appointed staff person will record attendance at each meeting, record minutes of each meeting and make a permanent file of all minutes which shall be available to the public on the City of Elk River website. F. The Library Services Coordinator is the Staff Liaison to the City and distributes the minutes and agendas to all members prior to the next meeting. G. Each voting member has the right to make a nomination, including self -nomination, for an office. H. A vacancy in the office of Chau, Vice Chair or Secretary shall be filled by a vote at the next regularly scheduled meeting of the Library Board after the vacancy occurs. Article IX Annual Report Elk River City Council will receive an annual report of library activities by the Library Services Coordinator. When this report is presented, members of the Library Board may attend. Article X Library Fund A. 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, credited to the library fund, and paid out only upon approval by City Council based on the city's financial policies. B. The Library Board is given monthly financial reports to track the status of budget line items approved by the City Council. Article XI Amendments Page 4 of 5 A. Proposed revisions to the bylaws must be presented to the Library Board through the regular agenda process at two consecutive meetings. B. Proposed revisions to the bylaws shall require a majority vote as defined in Section VII above. C. The executed original of the bylaws must be filed with the City Clerk within 10 calendar days of adoption by the Library Board. Adopted on %/2— bl " Chair, Elk River Public Library Board Page 5 of 5