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2.
LIBRARY BOARD
2.1
BYLAWS OF THE BOARD OF TRUSTEES
Article I -
Organization | Article II -
Duties | Article III - Members
and Officers |
Article IV - Meetings | Article
V - Amendments | Article VI
- Rules of Order |
Article VII - Prior Bylaws
ARTICLE
I
ORGANIZATION
NAME
AND AUTHORITY
The name and authority of the Library Board
of Trustee of the Poplar Bluff Public Library
is derived from General Statues of the state
of Missouri (RSMO. 182), and Municipal Code
of Poplar Bluff, Missouri, 1971, Chapter 17,
Section 1 through 27.
ARTICLE
II
DUTIES
The
Board of Trustees shall:
-
Adopt such bylaw, rules and regulations for
its own guidance and for the government of
the library as may be expedient and conformable
to law;
- Perform
all duties as set forth by City Ordinance
No. 3676;
- Make
such reports as required by State Statute;
- Attend
all Board meetings;
- Secure
adequate funds for the library's administration,
staff, materials, and programs;
- Know
the programs and needs of the library in relation
to the community, know the local and state
laws, keep abreast of standards and library
trends and support action to improve the library
program;
- Approve
expenditures of library funds;
- Receive
gifts to the library when appropriate;
- Appoint
one of its members as a liaison to the Friends
of the Poplar Bluff Public Library;
- Devise
standards and policies for the operation and
use of the Library, selection and acquisition
of materials and equipment, as well as the
implementation of these policies.
ARTICLE
III
MEMBERS AND OFFICERS
Section
1. TRUSTEE MEMBERS
Members'
qualifications, appointment and terms are set
forth in RSMO 182.170 and by City Ordinance
3676.
In summary these statutes and ordinance outline
the following:
Nine
trustees shall be appointed by the Poplar Bluff
City Council for three (3) years to serve until
their successors are appointed and qualified.
All vacancies shall be immediately reported
by the Board of Trustees to the Poplar Bluff
City Council, such vacancies being filled by
appointment by the Mayor with the approval of
the City Council. No member of city government
shall be a member of the board, RSMO. 182.170.
Trustees
are appointed by July 1 of each year for a three-year
term to fill needed vacancies, RSMO. 182.180.
Trustees appointed to begin their service at
the first regular meeting in July. The Board
membership is established according to RSMO182.170
to allow for three members to see reappointment
for a maximum service period of nine years.
No
trustee shall receive compensation as such,
and no person shall be employed by the Board
who is related either by blood or by marriage
to any Trustee of the Board.
Absence
at regular Board meetings may result in the
recommendation to the City Council for removal
from the Library Board. Such recommendation
from the Board must be a result of a roll call
vote with a quorum present. Recommendation will
be in writing from the Board Secretary or his/her
designee to the City Council before the next
regular meeting of the Library Board.
If
a member of the Board misses three consecutive
meetings for any cause other than illness or
travel, the Secretary of the Board shall notify
the member of the intention to remove the member
from the Board by certified letter. The trustee
has the right of appeal to the Board at the
next regular meeting.
Vacancies
created during midterm will be appointed within
90 days to fill expired terms.
Section
2: ELECTION OF OFFICERS
The
President shall appoint a nominating committee
of three (3) members of the Board at the June
meeting. Such committee shall present its recommendations
at the July meeting, listing the names of one
or more candidates for each office, provided
the consent of such candidates shall have been
obtained. Additional nominations may be made
from the floor with the consent of nominees.
At
the regular meeting in July of each year the
Board shall elect from the Board Members, a
President, Vice-president, Secretary, and Treasurer
who shall hold office for one year until their
successors are elected and qualified, unless
otherwise removed.
At
the July meeting, the highest-ranking officer
present from among the previous officers shall
call the meeting to order. The Board shall then
elect a Chairman pro tem who shall conduct the
roll call and election of officers. The terms
of newly elected officers shall begin immediately
after the election.
It
shall require a majority of all members of the
Board to elect any officer. Any vacancies occurring
shall be filled in like manner.
In
the event of failure to elect any or all officers
as above provided, said election shall be held
at any time thereafter, on a call as provided
for special meetings.
Section
3: DUTIES OF OFFICERS
President:
The president of the Board shall preside at
all meetings: sign all vouchers approved by
the Board: appoint all standing committees and
such others as may be authorized by the Board,
and all other duties properly belong to the
presiding officer of an executive body.
Vice-president:
The vice president shall perform the duties
of the President in case of his/her absence.
Secretary:
The secretary or his/her designee shall be responsible
for maintaining a permanent record of all the
proceedings of the Board: conduct and file correspondence:
attest all bills, and warrants authorized by
the Board, and perform such duties as the Board
may direct.
Treasurer:
The treasurer position according to RSMO 182.143
shall have custody of the monies and accounts
of the Board, paying the same out on warrants
authorized by the Board and signed by the President
and Secretary, and shall make annual report
to the Board and Mayor of the City. These duties
as listed under state statute are awkward and
result in confusion with the method of bill
processing and revenue collecting by the City
of Poplar Bluff. The Director acts as liaison
with the city to maintain records of invoices,
revenues and other financial records and reports
the state of the budget monthly to the Board.
The treasurer shall sign needed state statistical,
budget and grant documents.
Director:
(ex-officio member) The Librarian shall execute
all the orders of the Board: shall be held responsible
for all the property of the library entrusted
to his/her care and perform such duties and
observe such regulations as the Trustees may
establish. The specific duties of the Librarian
shall be in the official position description
of the Library Director. (See Appendix A). It
is contemplated that the Library Director shall
consult and advise the Board of Trustees at
each regular and special meeting of the Board
of Trustees to enable the trustees to perform
their duties as set forth herein and as changed
by applicable state law and local ordinance.
The Director will develop necessary procedures
for the daily operation of the library in accord
with library policies set by the Board and regulations
as are in force in the best-regulated and most
efficient libraries.
It
is essential that each member of the Board be
knowledgeable about any legislation - national,
state or local - that has library implications.
The Poplar Bluff Public Library Board of Trustees
will not hesitate to take a position on such
legislation and to make this position known
to the appropriate legislators or governing
bodies.
The
Board of Trustees shall formally evaluate the
performance of the Library Director once a year
and report the results of the performance evaluation
at the next regular Board meeting following
the completion of the evaluation.
ARTICLE
IV
MEETINGS
Regular
meetings of the Board shall be held on the first
Monday of each month at 4:00 p.m., and five
members shall constitute a quorum for the transaction
of all business that was not otherwise specifically
provided for. In the absence of a quorum, the
president or vice-president may reschedule the
meeting for a later date and time. In the absence
of the president and vice-president, two other
board members may agree on an alternate date
and time for the monthly board meeting. (Rev.
11/1/2004)
The
regular meeting in January of each year shall
be the annual meeting at which yearly financial
reports shall be made to the Board. The annual
budget will be set no later than the September
regular Board meeting.
Special
meetings may be held at anytime on a call of
the President, and shall be called on the written
request of at least two members of the Board.
No other business shall be transacted at such
meetings other than for which the meeting was
called.
Library
meetings fall under the Missouri Sunshine Law
governing public meetings and will meet the
criteria for the public posting of all meetings
of the Board.
As
part of its agenda, the Board shall provide
a period not to exceed fifteen (15) minutes
at the beginning of the order of business of
citizen comment. Interested citizens should
indicate their desire to speak to the President,
who will allocate the 15-minute period equally
among those the citizen speakers.
An
affirmative vote of the majority of all members
of the Board present at the time shall be necessary
to approve any action before the board. The
President may vote upon and may move or second
a proposal before the board.
A
motion is not before the Board until it has
been seconded.
The
originator of a motion may withdraw his/her
motion at any time before a vote is called.
Voice
votes may be taken on all motions except where
a roll call is specifically called for by rule
of the Board. All authorizations to spend money
shall be passed only by a roll call vote duly
recorded.
An
amendment to modify an original motion shall
be in order, but no amendment shall be made
that changed the intent of the original motion.
A substitute for any original motion may be
entertained and, if adopted by the Board, shall
supersede the original motion.
A
motion to adjourn the Board shall always be
in order except while a vote is being taken.
A motion to adjourn cannot be amended or debated,
but a motion to adjourn to a specific date or
time may be amended and debated.
Order
of Business
The
order of business at regular meetings shall
be:
Calling
the roll
Citizen participation
Approval of previous minutes
Approval of monthly bills
Monthly statistical reports
Communications
President's Report
Unfinished Business
New Business
Report of the Director
Adjournment
ARTICLE
V
AMENDMENTS
Amendments
may be made to the foregoing bylaws by a majority
vote of the members of the Board, provided notice
in writing of such amendments shall have been
filed at a previous meeting of the Board.
ARTICLE
VI
RULES OF ORDER
The
rules contained in Robert's Rules of Order (
newly revised) shall govern the business of
the Board in all matters not covered by the
bylaws.
ARTICLE
VII
PRIOR BYLAWS
All
prior bylaws are hereby repealed.
Adopted
May 1, 2000
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