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HomeMy WebLinkAboutLibrary Board of Trustees Governance Policies and Bylaws1rWW mm Ufa "4161 Provides governance for the Bozeman Public Library: establishes policy; sets goals; hires the Library Director; establishes and monitors the annual budget; signs necessary contracts; exercises such other powers, not inconsistent with law, necessary for the effective use and management of the Library, RESPONSIBILITIES 1. Participates in the ongoing responsibilities of the governing body, including establishment of library policies and planning for current and future Library services and programs. 2. Determines and adopts written policies to govern the operation and services of the Library. 3. Attends all regular and special meetings of the Board, and participates in committees and activities as necessary; attends appropriate Library functions. 4. Represents the interests and needs of community members. 5. Lends one's expertise and experience to the organization. 6. Sets an annual budget and approves expenditure offends; monitors budget and expenses throughout the year. 7. Maintains an awareness of library issues and trends and the implications for library users. 8. Acts as liaison with the public, interpreting and informing local government, media and public of library services and needs, 9. Hires, set salary and supervises a qualified Library Director to implement Board decisions and directions and to carry out day-to-day provision of library services, 10. Establishes short and long-term goals for the Library. 11. Understands pertinent local and state law; actively supports library legislation in the state and nation. 12. Ensures compliance with open meeting law. 13. Reviews and signs necessary contracts (i.e. contract with Gallatin County). 14. Reports activities to City and County Commissions annually. 43 QUALIFICATIONS Interest in the Library and its services; ability to contribute adequate time for effective participation in Board activities and decision making; ability to represent needs and varied interests of the community at large and the Library; strong interpersonal and communication skills; ability to work with governmental bodies, agencies and other libraries; ability to handle opposition and make decisions in the interest of library service, TIME COMMITMENT The Board of Trustees meets monthly at a time convenient to members. Meetings generally last about one to two hours. Meetings are generally held at the Library and are usually during a weekday. Members are appointed by the Mayor with the advice and consent of the City Commission to a five-year term (or to complete an unexpired term). Members shall serve no more than two fall terms in succession. Special meetings or committee meetings may be called as necessary at times convenient to members as well as complying with open meeting laws. 44 BY-LAWS of THE BOARD OF TRUSTEES OF THE BOZEMAN PUBLIC LIBRARY To comply with Section 22 -1 -101, Et Seq. Of the Montana Code Annotated and Section 2.56-010 of the Bozeman Municipal Code, the following by-laws are adopted, ARTICLE I — Officers Section 1. The regular officers of the Board shall be the Chair, the Vice Chair, and the Secretary. The Board may select other officers if they deem it appropriate. Section 2. Elections and terms of office. Board officers shall be elected at the first regular meeting of the Board following July I of each year. The Chair and the Vice Chair shall be appointed members of the Board and shall hold office for one year or until thei successors are named, The Library Director shall serve at the pleasure of the Board as Secretary, Section 3. Vacancies. A vacancy in the office of Chair, Vice Chair or Secretary prior to the expiration of an office holder's term may be, filled by the Board at any regular or special meeting of the Board by appointment in case of Chair or Vice Chair from the remaining Board members of the duly appointed Board or, in case of the Secretary, by appointing the Library Director. Said appointee shall hold office for the - remaining portion of said current term. Section 4. Duties. The Chair, or in his/her absence the Vice Chair, shall preside at all meetings. The presiding officer at any Board meeting may vote upon and may move or second a proposal before the Board. The Secretary shall keep, or cause to be kept, accurate minutes of the Board meetings, and upon request, make them available to the public, except when decisions are unanimous, the record shall show how each Board member voted on motions put before it, 45 ARTICLE H — Meetings of the Board Section 1. Regular Meetings- The Board shall meet monthly in the Bozeman Public Library. Dates and times of such meetings are set quarterly. Section 2. Special Meetings. Special meetings may be called by the Chair or upon the request ofany two members of the Board for the transaction of business as stated in the call for the meeting. Section 3. Notice. The Secretary shall issue to all Board members written notice of all regular and special meetings. Such notice shall be no less than three days nor more than fifteen days before the meeting and shall include the proposed agenda. Notice to the public shall be made by publishing in a newspaper of general circulation within the area, either as a news item or paid advertisement sufficiently prior to said meeting to pennit public comment. Said notice shall specify the time, date, place and subject matter of the meeting. Section 4. Quorum. A quorum shall consist of three or more members of the Board, one of whom shall be the Chair or the Vice Chair, and shall be empowered to take official action for Section 5. Procedure, Board meetings shall be conducted according to Roberts' Rules of Order, except when they conflict with these By-Laws or the ordinances of the City of Bozeman. %erf this happens, the latter shall prevail. ARTICLE III — Library Director Section 1. The Board of Trustees shall appoint and set the compensation of the Library Director who shall serve at the pleasure of the Board_ Section 2. Accountability. In carrying out his/her duties, the Library Director shall be responsible to both the City Manager in administrative matters and to the Board of Trustees, which sets library policy. Section 3. Reports. The Library Director shall submit periodic reports to the Board not less than monthly on such matters as the condition of the Library, the circulation, budget standing, relations with other agencies and libraries, and shall make such recommendations as he/she deems appropriate to implement Board policies. ARTICLE IV — Membership Section 1. The Board of Trustees of the public library of the city shall be under the Departinent of Public Welfare. The Board shall be composed of five persons, and shall be appointed by the Mayor with the advice and consent of the commission and shall serve without pay. The Trustees shall hold their office for the term of five years, and one Trustee shall be appointed annually at the beginning of each fiscal year for the term of five years, and until his/her successor is appointed and qualifies. Trustees shall serve no more than two full terms i s sion. The powers and duties of the Board shall be those prescribed by the laws of the state and the ordinances of the city. Section 2. When a member fails to attend three successive regularly scheduled meetings or fulfill Board responsibilities without reasonable excuse or explanation, the Chair of the Board of Trustees, in consultation with the remaining Board members, shall advise the Mayor and request prompt appointment of a replacement. The replaced Trustee shall receive written notification of such replacement from the Clerk of the City Commission. Section 3. Vacancies. A vacancy on the Board of Trustees prior to the expiration of his/her term shall be filled by the Mayor with advice and consent of the City Commission. 47 ARTICLE V — Amendments Section 1. These By-Laws may be altered, amended, or repealed by a majority vote of all members of the Board provided that written notice of such intended action shall have been mailed to all members at least 10 days prior to the meeting at which such vote is to be taken. A current copy of the By-Laws shall be filed with the Clerk of the City Commission, M