5.2.b LIBSR 10-27-2020BY-LAWS OF THE ELK RIVER
LIBRARY BOARD (In progress as of 10-14-20)
Article I Name
The name of this organization shall be the Elk River Public Library Board. This Board is
established under the authorization of the Elk River City Council.
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 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.
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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 Services Coordinator and the Patron Services Supervisor from the Great
River Regional Library will serve as ex -officio members.
F. A member of the City Council can serve as a voting member of the Elk River
Library Board or can serve as a non-voting Council Liaison to the Board.
G. Not more than one Library Board member shall at any time be a member of the City
Council.
H. 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.
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:
Regularly scheduled monthly commissions — missing three (3)
meetings (including regular and special meetings) scheduled during a
calendar year.
All other commissions — missing two (2) meetings (including regular
and special meetings) scheduled during a calendar year.
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 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.
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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
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 5:30
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. Chair
• Calls meetings to order.
• Presides and maintains order throughout the meeting.
• Assists in compiling the meeting agenda.
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* 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.
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. Secreta3i
Assumes the duties of the Chair in the absence of the Chair and Vice -
chair.
E. A city appointed staff person will distribute the minutes and agenda to all members
prior to the next meeting, 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.
G. Each voting member has the right to make a nomination, including self -nomination,
for an office.
H. A vacancy in the office of Chair, 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 Annual Budget
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 to Bylaws
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5.2.b
A. Any changes to the Bylaws will be reviewed and approved by the Library Board and
filed with the City Clerk's office.
B. These bylaws may be amended at any regular meeting by a majority vote of the
membership provided that the amendment(s) has (have) been s
the previous regular meeting. ubmitted in writing at
Adopted on _
Chair,
Elk River Public Library Board
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BYLAWS OF THE ELK RIVER
LIBRARY BOARD
Article 1
Name
The name of this organization s
be
established under the authorization This
of the Flk River Public Lib
rary BoarMinnesota Statute Sec. 13 07--134.15.. Board is
Article 11
Facility
The Elk River Public i
Library is located in
is a branch of Great River Regional the city of Elk River at 13020 Orono Par
Library System, headquartered in St Cloud. may` It
Article 111
Purpose
The purpose of the Elk River Public -Lib
rarygroundsehoousing the Elk Rivurces.er Public Lib B d to promote Overseeoard is to theh physical facility and
library
est possible use of all
Article 1V Responsibilities
The Elk River Public Library Board will be responsible for:
' Monitoring, revig and analyzing ' l g monthly expenditures of the
E� � at an adequate physical facility and � Romer Librazy,
g that heat, fishings are provided.
' Overseeingwater and other utilities are
the physical maintenance of provided (excluding telephone).
services and repairs. the facility and grounds, including
Development and int janitorial
■ R v e� local special
of
policies Pekining to carnn� use.
■ win Pedal Programrrung u�ty room
Reviewing and approving the ElkRiver Lib
Council, Member(s) of the Lib �y budget before it is presented to City
the Library Services Coot Board way attend the Ci
dina.tor presents the ro ty Council meeting when
p posed budget.
Article V Membership
A• The voting membership shall consist of five members each
B• each of the Library serving a three-year tern.
members must be cityryo Bio end ents.Sherburne Co majority of
ty and a
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C. All terms shall end with the calendar year
Council, shall appoint a sufficient number
p roval of the Cityexpired. Members will be
D The Mayor, with the
P
of persons to fill the positions of those whose t emen�°n the 1�� newspaper-
of
recruited bye but not limited to, adverbs
eligible to serve more than three consecutive
E.
rhe Library Board member shall not be
three year terms per MinnesotaStatute 134.09 Subd.2.
s Coordinator and the Patron Services Supervisor from the Great
F. The Library Service
Win as ex -officio members.
River Regional Library
Of the City voting voting member of the Far River
Council can serve as a
G. A member o
Council Liaison to the Board.
Library Board or can serve as a non
H• one Library
Board member, shall at any time be a member of the City
Not more than
Council services but JnIY
e
members shall receive no compensation forme discharge of Library
I, Library Board �curxed in
reimbursed for actual and necessary expenses
Board duties and activities.
Article VI
Vacancies, Attendance, Disqualifications
ort vacancies in the Library Board to the Cite
Board Chair shall rep ohirinent for the remainder of the term -
Council,
The ncbxary�h shall fill the vacancies by app
Council, record. Attendance is
to maintain a suitable attendan�
B. A member shall be expected expectations' Because attendance is
vital to board service and City Council exp attendance policy:
important, the City Council has adopted the following
hall be automatically removed for lack of attendance-. Lack of
Members s
attendance is defined as: in three (3)
Regularly scheduled monthly commissions — missg
including xeguilt and special meetings) scheduled during a
meetings
calendar Year -
(2) (2) meetings (including regular
All other commissions —missing a calendar Year -
and special meetings) scheduled doting
be the same as a
s of a meeting shall
participation for less than three-four s removal shall create a
Members remove
pursuant to this paragraph
failure to attend a meeting• d such
shall not continue to serve on the board an
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vacancy. A member may appeal the
before the City Council a t�nation by requesting a hearin
thin 10 days of notice of termination. g
A standard commission attendance form s
the staff liaison to record a hall be used by all commissions for
forward the atten dance. The Office of the City Clerk shall
and December for the Counrd to the City Council at the end of each June
the staff liaison of cil to review• Con"raission m
planned absences 72 hours embers shall notify
prior to the meeting missed.
C. The Mayor, with the approval
misconduct or negImt. of the City Council' InaY remove any member for
Article VII
Meetings
A. Regular meetings shall be held on
p.rn. at the Elk River Public Library, e fourth Tuesday of every other month at 5:30
B. The January meeting shall be the annual meeting, at which '
Will occur. tune election of of
C• Additional Meetings and committees shall be created as needed by the Chair.
D• Robert's Rules
procedure. of Order, latest r revised
However, the test n edition, shall govern the
g shall be accepted P mentary
P practice:
1 • Three Library Board members shall constitute a quorum.
2. The majority vote of those
upon an ��dationt ers present shall be necessary to act
y motion or reco
E• Meetings are open to the public. The Elk River
Minnesota statutes. Library Board follows all applicable
Article VIII Officers, Elections, Duties
A• Officers of Elk River Library Board shall be: Chair, Vice-ch
B• Officers �� and Secretary.
will be selected by the members of Library Board in January of each
C• An elected officer year.
cannot hold the same office for more than three consecutive on.- terms without aone-year break.
D. Duties of the officers shall be:
I.
Qak
' Calls meetings to order.
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•
• Presides and maintains order throughout the meeting.
Assists in compiling the meeting agenda. Board at a
■ Signs the meeting
minutes after approved by the Library
regular meeting.
Knows and abides by Rob e Rules nd state Policies'
Knows and abides y ty,
II. Vice -Chair
their absence.
■ duties of the Chair sin the office, and serves
Assumes the
• becomes Chair if a vacancy occur
Automatically
out the remainder of the term-
Iu Secre in the absence of the Chair and Vice -
Assumes the duties of the Chair
chair.
Utes and agenda to all members
appointed staff person �smbute the min record minutes of each
E. A city app record attendance at each meeting,
prior to the next meetinge�nent file of all minutes which shall be available to the
meeting and mak F
public on the City of EWRIver website.
The Library Services Coordinator is the Staff j;1aison to the City.
F. d� self -nomination,
G
Each voting member has the right to make a nomination, indu
for an office.
Vice Chair or Secretary shall be filled by a vote at
of the Library Board after the vacancy occur
A vacancy in s•
H, the office of Chair,
the next regularly scheduled meeting
Article 1}C Annual Report
e ort of library activities by the Library
receive an annual rresented, members of the Library Board may
Elk River City Council wshort is p
Services Coordinator. When this rep
attend.
Article %
Library Fund
be cleated a library fund, which shall be kept separate from other be
A. There shall the Elk River Public Library
accounts of the city. All monies received by fund, and paid out only upon
paid into the city treasury, credited to the hbrary olicies.
approval by City Council based on the city's finan F
B. The Library Board is gv hly financial repo en mont� to track the status of budget
line items approved by the City Council
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Article XI Amendments to Bylaws
A. Any changes to the Bylaws
filed with the City Clerk's of Abe reviewed and approved by the Library Board and
B• 'aese bylaws Wap be amended at anp r
membership Provided that the �ndm meeting by a majority vote of the
the previous rem mee t(s) has (have) been submi
g tted in waiting at
Adopted on ��� 7
Chair,
Elk River public Library gid
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