5.1 LIBSR 01-25-2022BY-LAWS OF THE ELK RIVER
LIBRARY BOARD
Article 1 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 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 111 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 to the entire community.
Article IV Responsibilities
The Elk River Public Library Board will be responsible for:
■ Supporting Library staff
■ Ensuring a safe and welcoming atmosphere
■ Promoting the library
■ Representing and advocating for residents
■ Planning physical improvements
■ Connecting with community partners
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.
C. All terms shall end with the calendar year.
Page 1of5
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 V! 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.
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 2of5
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 the months of January,
April, July, and October 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.
■ 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
d 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. S cre
Assumes the duties of the Chair in the absence of the Chair and Vice -
chair. 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.
E. The Library Services Coordinator is the Staff Liaison to the city.
F. Each voting member has the right to make a nomination, including self -nomination,
for an office.
G. 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
At the Spring meeting, the Library Board shall prepare an annual report to include updates
and goals to be presented to the City Council at a later date.
Article X Annual Budget
A. The Library Board shall forecast a list of annual goals and projects at their last
meeting of each calendar year.
B. At their first meeting of each calendar year, the Library Board shall review the goals
and projects recommended and budgeted for by the City Council.
C. The Library Board shall receive and review a goal and project status list at each
ensuing meeting.
Article XI Amendments to Bylaws
A. Any changes to the Bylaws will be reviewed and approved by the Library Board and
filed with the City Clerk's office.
Page 4 of 5
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 submitted in writing at
the previous regular meeting.
Adopted on: January 26, 2021
Chair,
Elk River Public Library Board
Page 5 of 5
0
co
Qd L
4) to U
L
>
AIa m ��y W
m IQ
Q
3cr
u "L
E
0 m
tz
4)
0
as �..r
6) ch do Jo -
2 C 6 en
C7 Q1 0 m
C 3 n � �
• = .C` W tia
t..
o -
Afl C
C
r
vOCi
m
E
10 d
m �
im le
1, >
SL7
0
L+?
CV
q
Ea
E
0)E
d
0
uj�y
d1.1to
117
0
�
JE -Al
SL7
L+?
CV
q
C)
Cl
E
0)E
w
C,
N
c
M,
d
w
CL
x
-
0
n
x
sfi
ICs!
�
m
UJ
W
?
,} ,
ui
...1
Y1
11J 1
}�
L 1
C%.
F!�
The Basics of Parliamentary Procedure
What is Parliamentary Procedure?
A set of rules for conduct at meetings that allows everyone to be heard and to make
decisions without confusion.
Why is Parliamentary Procedure Important?
It's a time tested method of conducting business at meetings and public gatherings. It can be
adapted to fit the needs of any organization. It's important everyone know these basic rules!
Four Basic Types of Motions
1. Main Motions
The purpose of a main motion is to introduce items to the membership for their
consideration. They cannot be made when any other motion is on the floor, and
yield to privileged, subsidiary, and incidental motions. For example: "I move
adoption of the following resolution..."
2. Subsidiary Motions
Their purpose is to change or affect how a main motion is handled. They are voted
on before a main motion. For example: "I move to amend the motion by adding the
following condition..."
3. Privileged Motions
Their purpose is to bring up items that are urgent about special or important matters.
The content does not relate to the main motion or pending business but to the
members and the organization. For example: "I move to recess the meeting..."
4. Incidental Motions
Their purpose is to provide a means of questioning procedure concerning other
motions and must be considered before the other motion. For example: "Point of
order.."
How Motions Are Presented
1. Obtaining the floor.
a. Wait until the last speaker has finished.
b. Address the Mayor/Chair by saying, "Madam/Mr. Mayor or Chair."
c. Wait until the Mayor/Chair recognizes you.
2. Make your motion.
a. Speak in a clear and concise manner.
b. Always state a motion affirmatively. Say, "I move that we..." rather than, "I
move that we do not..."
c. Avoid personalities and stay on your subject.
3. Wait for someone to second your motion.
4. Another member will second your motion or the Mayor/Chair will call for a second.
Page 1 of 2
5. If there is no second to your motion it is lost.
6. The Mayor/Chair restates your motion.
a. The Mayor/Chair will say, "It has been moved and seconded that we..."
Thus placing your motion before the council/commission for consideration
and action.
b. The council/commission then has full and free discussion, or may move
directly to a vote.
c. Once your motion is presented to the council/commission by the
Mayor/Chair it becomes "assembly property," and cannot be changed by you
without the consent of the members.
7. Expanding on your motion.
a. The time for you to speak in favor of your motion is at this point in time,
rather than at the time you present it.
b. The mover is always allowed to speak first.
c. All comments and debate must be directed to the Mayor/Chair.
d. The mover may speak again only after other speakers are finished, unless
called upon by the Mayor/Chair.
8. Putting the question to the membership.
a. The Mayor/Chair asks, "Are you ready to vote on the question?"
b. If there is no more discussion, a vote is taken.
c. The decision is announced.
Voting on a Motion
The standard protocol for voting on a motion is:
■ By Voice --The Mayor/ Chair asks those in favor to say, "aye", those opposed to say
"no". Any member may move for an exact count.
Parliamentary Procedure is the best way to get things done at your meetings. But, it will only
work if you use it properly.
1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.
5. Most importantly, BE COURTEOUSAND l3ESPEC7FUL
Page 2 of 2