Aberdeen District Library

Revised 11-20-06 ABERDEEN DISTRICT LIBRARY BOARD OF TRUSTEES BY-LAWS Article 1 Name

This organization shall be called ABERDEEN DISTRICT LIBRARY BOARD OF TRUSTEES, hereafter referred to as the Board. The Board exists by virtue of the provisions of Chapter 33-2701 of the Laws of the State of Idaho. The Board exercises the powers and authority and assumes the responsibilities delegated to it under the said statute.

Article 2 Membership Section 1 Appointments and Terms of Office

Appointments and terms of office are as provided by Chapter 33-2715 thru 33-2718 of the Laws of the State of Idaho.

Section 2 Term

Library trustees shall hold their office five years from the date of election.

Section 3 Assume Office

Each trustee shall qualify for and assume office at the annual meeting following his/her election. Each newly elected trustee shall be sworn in as stated in the Idaho Library code with the following oath:

I, , do solemnly swear (or affirm) that I will support the constitution of the United States, and the Constitution of the State of Idaho, and that I will faithfully discharge the duties of the office of Aberdeen District Library Board of Trustee, according to the best of my ability.

Section 4 Board Appointments

When a trustee position is vacant, the Board will use the following guidelines to appoint a new member:

<!--[if !supportLists]-->1- <!--[endif]-->Advertise to the public that a position is vacant.

<!--[if !supportLists]-->2- <!--[endif]-->Form a committee to gather names to present to the Board for appointees from public who have expressed interest and those the committee would put forth as good candidates.

<!--[if !supportLists]-->3- <!--[endif]-->Committee will conduct interviews with potential candidates and prepare a summary for board meeting

<!--[if !supportLists]-->4- <!--[endif]-->At regular session, committee will present summary of candidates and discussion will be held to decide the best candidate to fill the vacant position.

<!--[if !supportLists]-->5- <!--[endif]-->Contact the Board's choice and offer the position until the next regular election.

Section 3 Meeting Attendance

Members shall be expected to attend all meetings in their entirety except as per by a valid reason. Valid reasons include:

<!--[if !supportLists]-->1- <!--[endif]-->Family emergency.

<!--[if !supportLists]-->2- <!--[endif]-->Serious personal illness.

<!--[if !supportLists]-->3- <!--[endif]-->Library business.

<!--[if !supportLists]-->4- <!--[endif]-->Work appointments that are unavoidable or cannot be rescheduled.

If a member misses three (3) consecutive meetings and shows lack of valid reason or concern, the other members may request the resignation of the absent member. A board Member may be recalled according to Section 33-2716 of the Idaho code.

Section 4 Orientation of New Board Members The Board Chairman and the Director shall meet with any new member(s) of the Board within one month of appointment in order to review with the new member(s) key operational and policy information. Section 5 Compensation Trustees serve without compensation. Reimbursement for actual and necessary expenditures incurred in the performance of their duties shall be made, subject to Board approval. Article 3 Officers Section 1 Offices and Elections

Officers shall be Chairman, Vice-chairman, Clerk, Treasurer, and Secretary and shall be elected at the annual meeting in June following the May elections. No member shall hold more than one office at a time. Vacancies in office shall be filled by vote at the next regular meeting of the Board after the vacancy occurs.

Section 2 Chairman

The Chairman shall preside at all meetings of the Board, authorize calls for any special meeting, appoint all committees, execute all documents authorized by the Board, serve as an ex-officio voting member of all committees, and generally perform all, duties associated with that office.

Section 3 Vice-Chairman

The Vice-chairman, in the event of the absence or disability of the Chairman or of a vacancy in that office shall assume and perform the duties and functions of the Chairman.

Section 4 Clerk

The Clerk shall conduct library district elections, other than for excision, annexation, consolidation or division; shall prepare and distribute legal notices; and shall have such other duties as the Board may prescribe. A trustee shall not be appointed Clerk if their position is up for election in the next uniform election.

Section 5 Treasurer

The Treasurer shall oversee all financial procedures, approve all investments, and shall perform such duties as generally fall upon the office. He or she shall be bonded in an amount as may be required by state law. In the absence or inability of the Treasurer to continue his or her job, the Board will appoint another Treasurer. The Treasurer will supervise the business manager in reconciling of the finances and all other duties.

Section 6 Secretary

The Secretary will be the Director or one (1) member of the Director team as required by the law and shall be ex-officio without voting rights and shall record all proceedings of the Board. The Secretary shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office.

Article 4 Committees Section 1 Appointments

Committees shall be appointed by the president promptly after the annual meeting and shall make recommendations to the Board as pertinent to board meeting agenda items.

Section 2 Term

No Trustee shall serve more than three (3) years on the same standing committee.

Section 3 Notices

All committee meetings, because there exists the potential for a quorum of the full Board to be present, shall have written notice posted and shall be open to the public in accordance with the Laws of the State of Idaho. The Chairman and Library Director shall be invited to all committee meetings at the time regular committee members are notified.

Section 4 Standing Committees

Standing committees shall consist of the following:

Personnel Committee

<!--[if !supportLists]-->1. <!--[endif]-->Review Personnel policies

<!--[if !supportLists]-->2. <!--[endif]-->Review positions.

<!--[if !supportLists]-->3. <!--[endif]-->Act as consultant to the Director in matters of personnel.

<!--[if !supportLists]-->4. <!--[endif]-->Act as advisory to the Budget & Finance Committee in matters of personnel.

<!--[if !supportLists]-->5. <!--[endif]-->Formulate and implement evaluation of the Director.

<!--[if !supportLists]-->6. <!--[endif]-->Act as advisory to the Director in creating a Staff Training Manual.

<!--[if !supportLists]-->7. <!--[endif]-->Review Staff Training Manual when it is in place.

Budget & Finance Committee

<!--[if !supportLists]-->1. <!--[endif]-->Develop budget calendar with key dates for completion.

<!--[if !supportLists]-->2. <!--[endif]-->Review and present salary recommendations to the Board.

<!--[if !supportLists]-->3. <!--[endif]-->Review and evaluate programs to determine needed changes, establishing priorities.

<!--[if !supportLists]-->4. <!--[endif]-->Review budget and prepare draft budget including all library funds.

Long-range Planning Committee

<!--[if !supportLists]-->1. <!--[endif]-->Review Long-range plan and recommend updates as needed.

<!--[if !supportLists]-->2. <!--[endif]-->Research, discuss, and make recommendations on any items that are referred to this committee by the Board.

Section 5 Ad Hoc Committees

Ad hoc committees shall be appointed by the president, with the approval of the Board, to serve until the final report of the work for which they were appointed has been filed. These committees may also include staff and public representatives, as well as outside experts.

Section 6 Committee Powers

No committee shall have other than advisory powers.

Article 5 Purpose and Responsibilities Section 1 Role of the Library Board The responsibility of the Library Board of Trustees is <!--[if !supportLists]-->1. <!--[endif]-->To determine the mission of the library in the community and to develop appropriate goals for service <!--[if !supportLists]-->2. <!--[endif]-->Be completely informed about the financial status of the library and to seek adequate funding to achieve the goals of the library <!--[if !supportLists]-->3. <!--[endif]-->To adopt written policies to govern the operation of the library <!--[if !supportLists]-->4. <!--[endif]-->To authorize plans of expenditure to allow implementation of the library's service program <!--[if !supportLists]-->5. <!--[endif]-->To know the programs and needs of the library <!--[if !supportLists]-->6. <!--[endif]-->To be aware of issues in library service and legislation affecting libraries <!--[if !supportLists]-->7. <!--[endif]-->To communicate actively with local government and the general public <!--[if !supportLists]-->8. <!--[endif]-->To employ a competent and qualified library administrator. Section 2 Expectation Trustees who accept library board responsibilities are expected to perform all of the functions of library trustees. Section 3 Role of the Library Director The library Director is not a member of the Board, but is employed to act as the professional advisor to the Board and have full charge of the administration and operations of the library in accordance with the goals and policies adopted by the Board and under the direction and review of the Board. In this capacity, the library Director is responsible for: <!--[if !supportLists]-->1. <!--[endif]-->Planning programs and services <!--[if !supportLists]-->2. <!--[endif]-->Working with the Board on budgeting <!--[if !supportLists]-->3. <!--[endif]-->Recommending and implementing policies <!--[if !supportLists]-->4. <!--[endif]-->Acquisition and disposition of books and non-book materials <!--[if !supportLists]-->5. <!--[endif]-->Employing and managing the library staff <!--[if !supportLists]-->6. <!--[endif]-->Enacting the adopted plan of service. The library Director reports directly to the Library Board and participates actively at all board meetings, but without a vote. Section 2 Assistant Director

The Assistant Director shall assistant the Director and shall be responsible for such duties as may be delegated by the Director in accordance with the policies established by the Board. In the absence or unavailability of the Director, the Assistant Director shall act for and perform the functions of the Director.

Section 3 Evaluation

On an annual basis, the Board of Trustees shall evaluate the job performance and compensation of the Director. The Director shall evaluate the performance of the Deputy

Director annually and shall recommend to the Board a salary compensation.

Article 6 Meetings Section 1 Regular Meeting

Regular meetings be held as much as once a month, no less than every two months with special meetings to be determined as needed. The date and hour to be set by the Board at its annual meeting.

Section 2 Annual Meeting

The annual meeting shall be the first regular meeting following each trustee election. The purposes of the annual meeting are:

<!--[if !supportLists]-->1. <!--[endif]-->To administer the oath of office to newly elected or re-elected trustees

<!--[if !supportLists]-->2. <!--[endif]-->To establish a regular meeting date

<!--[if !supportLists]-->3. <!--[endif]-->To review, amend, repeal or adopt bylaws, policies and procedures

Section 3 Notice of Meetings

Meeting agendas and notices shall indicate the time, date, and place of the meeting and indicate all subject matters intended for consideration at the meeting.

Written notice of each meeting of the Board together with an agenda of the meeting shall be mailed or otherwise delivered by the Secretary to each member of the Board with a packet containing previous meeting minutes, budget and financial statements for the previous month, Directors report, and any other material pertinent to the meeting. Members are expected to read the packets thoroughly before meetings.

The Secretary shall cause a written notice of the time and place of each Board meeting and committee meeting to be posted on the library door at least 48 hours before the meeting, except that in the event of an emergency requiring immediate official action the notice shall be posted promptly after the meeting is called. Each posted notice of a special meeting of the Board shall state the purpose or purposes of the meeting. Whenever the place or time of a board meeting is changed, the Secretary shall cause a written notice of the change or adjournment, including the new time and place of the meeting, to be promptly posted on the library door. No notice of a meeting so posted shall be removed until the meeting is either concluded or canceled.

Section 4 Quorum

A quorum for the transaction of business at any meeting shall consist of three (3) members of the Board present in person.

Members unable to attend a regular or special meeting of the Board shall notify the Chairman in advance.

Section 5 Public Records

The Secretary shall maintain the official copies of the minutes, and any appended documents, including financial reports.

All documents that are public records shall be available for review and inspection, during normal business hours, by any person upon reasonable request to the Secretary. Upon request, copies of public records will be mailed at a reasonable cost.

Section 6 Order of Business The order of business for regular meetings shall include, but not limited to, the following items; Call to order Roll call Disposition minutes Financial report Report of Director Report of standing and special committees Unfinished business New business Public Comments Adjournment Section 7 Special Meetings

Special meetings may be called at the direction of the presi­dent or at the written request of three (3) members, for the transaction of business as stated in the call for the meeting. Except in cases of emergency, at least 48 hours notice shall be given. In no case may less than two hours notice be given.

Section 8 Executive Sessions

Executive Sessions may be held for those purposes specified in Chapter 67-2345 of the Laws of the State of Idaho. The Director shall attend all board meetings except those Executive Sessions at which the Director's appointment, salary or evaluation is to be discussed or decided.

Section 9 Public Participation

The Board welcomes residents attending board meetings. Those wishing to address the

Board are asked to limit their remarks to no more than five minutes and that their name and address be included since board meetings are tape-recorded and are a matter of public record. Because agendas are set in advance, no discussion of a presenter's topic will take place at that meeting. However, the Board will give careful consideration to residents' concerns and will respond.

Section 7 Open Meeting Law Compliance

All board meetings and all committee meetings shall be held in compliance with Idaho's open meetings law.

Article 7 General Section 1 Action Approval

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 Chairman may vote upon and may move a proposal before the Board. No second shall be required for the Board to consider a motion.

Section 2 Audit At the intervals of once every two years the Board shall cause to be made a full and complete audit of the books and accounts of the district. There will be an audit every year but not full and complete. The audit shall be made by and under the direction of the Board by an independent auditor, in accordance with the generally accepted industry audit guide, generally accepted governmental audit standards, as applicable. Within ten (10) days of acceptance of the audit report by the Board two (2) copies thereof shall be filed with the legislative council. Section 3 Rule or Resolution Suspention Any rule or resolution of the Board, whether contained in these by­laws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which three members of the Board shall be present and two-thirds of those present shall so approve. Article 8 Amendments Section 1 Amendments

These bylaws may be amended at any regular meeting of the Board by majority vote of all members of the Board, provided written notice of the proposed amendment shall have been mailed to all members at least ten days prior to the meeting at which such action is proposed to be taken.