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HomeMy WebLinkAboutLibrary Board - Bylaws - 20049 • FORT COLLINS PUBLIC LIBRARY LIBRARY BOARD BYLAWS Article I. — MEMBERSHIP ON THE BOARD Section 1. Pursuant to the City of Fort Collins Code, the Library Board shall consist of seven members appointed by the City Council. The Director of the Library and Administrative Aide shall provide staff support. Section 2. Prospective Board members shall demonstrate interest in the library and its programs and indicate their intention and ability to attend meetings. Either of the following shall automatically cause a member's appointment to be terminated, and shall create a vacancy on the Board: A. Three consecutive absences from regularly scheduled meetings of the Board, if, prior to the meetings where the absences occurred, no written notification of any such absence has been submitted to the staff liaison or the Chairperson or, if the Chairperson is the person experiencing the attendance problems, then to the Vice Chairperson. B. Four absences from regularly scheduled meetings of the Board in any calendar year, without written notification to the staff liaison or the Chairperson or, if the Chairperson is the person experiencing attendance problems, then to the Vice Chairperson. Section 3. The staff liaison shall officially notify the City Clerk's Office when a member resigns or a vacancy exists for other reasons. The City Clerk's Office will work with the Council liaison to fill the vacancy. Article II — FUNCTIONS OF THE BOARD The Board shall serve in an advisory capacity to the City Council on all issues pertaining to the public library. The Board shall have the following authority: A. To advise the City council and staff on such policies, rules and regulations and other matters as the Board believes necessary and proper for the administration, management and development of the public library and its facilities. B. To take such actions as the Board believes necessary and proper to encourage the making of grants or gifts in support of the public library. • Article III — OFFICERS Section 1. The officers shall be Chairperson and a Vice -Chairperson elected from among the regular members at the February or March meeting of the Board. Officers shall serve for a term of one year. Section 2. The Chairperson shall preside at all meetings by the Board, represent the Board at public meetings, appoint all committees, and generally perform all duties associated with that office. Section 3. The Vice -Chairperson, in the event of the absence or disability of the Chairperson, or of a vacancy in that office, shall assume and perform the duties and functions of the Chairperson. The Vice -Chairperson shall then be filled by election from among the appointed members. Article IV — MEETINGS Section 1. Regular meetings shall be held each month, the date and hour to be set by the Board. The Chairperson may cancel or postpone the regular meeting with notification to the City Clerk. Section 2. Special meetings may be held at any time at the call of the Chairperson, or at the call of any two regular members of the Board, provided notice thereof be given to all members at least twenty-four hours in advance of the special meeting and provided that full and timely notice is given to the public as required by the City Code. Section 3. All meetings of the Board and of any committees of the Board shall be open to the public at all times. Any meeting at which any formal action could occur or at which a majority or quorum is in attendance, or is expected to be in attendance, shall be held only after full and timely notice to the public. For the purpose of this provision, adopting a regular meeting date and the filing of a statement of the same by the Chairperson with the City Clerk shall be considered full and timely notice. In the case of a special meeting, the filing of a notice of meeting with the City Clerk at least twenty-four hours before the time of such meeting shall be full and timely notice. The City Clerk shall make all of such notices available to all interested members of the public. Section 4. A quorum shall consist of four or more of the appointed members. The Chairperson may vote upon and may move or second a proposal before the Board. An affirmative vote of the majority of all voting members of the Board shall be necessary to approve any action before the Board. Section 5. Robert's Rules of Order, Revised Edition, shall govern in the parliamentary procedure of the Board. 0 • Section 6. A true and accurate record of each meeting shall be kept and an official file of such minutes shall be maintained at the library and copies filed with the City Clerk upon approval by the Board. Section 7. An agenda for the regular meeting shall be prepared for each member of the Board in advance of the meeting date. Article V — COMMITTEES Section 1. The Chairperson shall appoint committees of one or more members each for such specific purposes as the business of the Board may require from time to time. The committee shall be considered to be discharged upon the completion of the purpose for which it was appointed and after the final report is made to the Board. Section 2. No committee shall have other than advisory power unless, by suitable action of the Board, it is granted specific power to act. Article VI — AMENDMENTS TO THE BY LAWS Amendments to the by-laws may be proposed at any regular meeting but shall become effective only after a favorable vote at a subsequent meeting and shall be filed with the City Clerk for the use of the City Council, and may be subject to the approval of the City Council. Article VII — REPORTS AND WORK PLANS The Board shall prepare an annual report on or before January 31 of each year for the previous year, and shall file a work plan on or before November 30 for the following year. Annual reports and work plans shall be filed with the City Clerk for distribution to the City Council. Dated: October 14, 2004.