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2011 Revised By-Laws SCHERTZ PUBLIC LIBRARY ADVISORY BOARD BY-LAWS Revision approved 05/02/2011 By Resolution #78-R-1 dated January 3, 1978, the Schertz City Council created a City Library to be known as the Schertz Public Library. The object and purpose of the Library Advisory Board is to act as an advisory, policy-recommending board to the City Council, City Manager, Library Director, and Library Manager relating to the establishment and usage of the library, the nature of services rendered or to be rendered by the library, the manner in which the library service may be coordinated with the other municipal services and other such matters as the City Council, City Manager, Library Director and Library Manager may deem beneficial to the City of Schertz. The following are hereby adopted as the by-laws of the Library Advisory Board of the Schertz Public Library. ARTICLE I. MEETINGS OF THE BOARD Section 1. Regular Meetings. The regular meetings of the Library Advisory Board of the Schertz Public Library shall be held on the first Monday of each month, beginning at 7:00 p.m. except when that Monday is a holiday, in which case, the meeting will be on the second Monday. A Board member will inform the Chairman or Library Manager if he/she will be absent from a meeting. Any Board member absent for three (3) consecutive meetings without advance notification and/or sufficient reason shall be considered resigned and shall be notified in writing of said resignation. Section 2. Special Meetings. Special meetings may be called in writing or by telephone by the Chairman, or by any four members of the Board, for the transaction of business stated in the call for the meeting. Section 3. Notices. Notices of all special meetings shall be mailed or telephoned by the Secretary to all members of the Board. No notice of regular meetings shall be required. Section 4. Place. Meetings of the Board shall be held in a designated city facility. Section 5. Quorum. A quorum for the transaction of business shall consist of a majority of members, and the action of the majority of those present shall constitute the action of the Board. Section 6. Order of Business. The order of business at regular meetings shall be as follows: Call to Order Hearing of Residents Minutes Treasurer's Report Librarian's Report Bookstore Committee Report Other Committee Reports Discussion and Possible Action Announcements Adjournment 1 The order of the agenda may be altered by a vote of the majority of members present at any meeting. ARTICLE II. DUTIES OF THE BOARD The duties of the Library Advisory Board shall be to: Section 1. Hold meetings as it deems necessary in accordance with the Open Meetings Laws of the State of Texas, Section 2. Make periodic reports to the City Council and City Manager concerning the work of the Board; submit meeting minutes to the Library Manager and make such reports as may be requested by the City Council and City Manager. Section 3. The Board shall have no power to obligate the City of Schertz in any manner whatsoever. Library finances shall be handled in the same manner as any department of the City government. ARTICLE III. BOARD MEMBERS/OFFICERS Section 1. Board Members. The Library Advisory Board shall consist of up to twelve (12) members, ten (10) of who must be residents of the City of Schertz, Texas; and up to two (2) of which may be chosen from areas outside the city limits of Schertz which are served by the Library. An alternate six 6) and six (6)) shall be appointed each year by the Schertz City Council for the term of two years. Section 2. Alternate Members. Two alternate members shall be appointed by the City Council and shall be designated at Alternate No. 1 and Alternate No. 2. They shall be entitled to receive notice of all Board meetings and may comment on matters coming before the Board in the same manner that regular members may comment. They shall have no authority to vote unless serving in place of an absent regular member and shall not be considered in determining the presence of a quorum. In the absence from a meeting of the Board of up to two regular members, alternate members who are present (in alternating order if there is only one regular member absent) shall, for such meeting, be counted toward a quorum, vote, and have all other rights of the absent regular members (except any absent regular member's office on the Board). If the regular member for whom an alternate member is serving subsequently arrives at the meeting, he or she shall not participate in such meeting, and the alternate member shall continue to serve until the conclusion of such meeting. Alternate members term is for two years. Section 3. Nominating Committee. The Board Chairman shall appoint a nominating committee of three (3) members whose terms are not expiring at the October meeting. At the November meeting of the Board, the nominating committee shall present a slate of officers. Additional nominations may be made at that time. The names of the selected Chairman and Vice-Chairman will be submitted to the Schertz City Council for appointment. 2 Section 4. Duties of the Officers. The duties and responsibilities of the Chairman shall be to: A. Preside over the meetings of the Library Advisory Board. B. Vote in case of a tie. C. Sign all acts or orders necessary to carry out the will of the Board. D. Act as representative of the Board to outside persons or other organized bodies whenever necessary. B. Serve as an ex-officio member of all committees. F. Appoint all committees. The duties and responsibilities of the Vice-Chairman shall be to: A. Preside in the absence of the Chairman. B. Assume the duties and responsibilities of the Chairman in the case of absence or incapacity of the Chairman. C. Assist the Chairman as assigned. The duties and responsibilities of the Treasurer shall be to: A. Keep an accurate record of the source of all monies deposited to the Library Fund. B. Keep an accurate record of payment of all bills paid from the Library Fund. C. Be responsible for verifying the monthly financial reports from the City. D. Give a monthly report to the Board, E. Keep records of monies from Bookstore sales. The duties and responsibilities of the Secretary shall be to: A. Keep minutes of the meetings of the Library Advisory Board. B. File a copy at the library which has been approved by the Board. Section 5. Vacancy in Office. A vacancy in the office of Chairman shall be filled by the Vice-Chairman. A vacancy in the office of Vice-Chairman, Treasurer or Secretary shall be filled by the election of another person to serve until the next annual election, A vacancy of the Library Advisory Board shall be filled by City Council. The person will serve the remainder of the term of the member being replaced, The new member shall be notified of his/her appointment following City Council approval. In the event of the death, resignation, or removal of a regular or alternate member, the City Council shall appoint a replacement regular or alternate member to serve for the remainder of such member's term. When Board members resign in good faith, a letter of appreciation and/or a plaque will be sent by the Executive Committee of the Library Advisory Board. Section 6. Terms Served. There shall be no limit on the number of terms an individual may serve on the Board as a regular or alternate member. 3 Section 7. New Officers. New officers may be created by the affirmative vote of a majority of the board. New officers will take office in December pending reappointments by City Council. Section 8. Death of Board Member's Spouse. When a Board member's spouse dies, a memorial donation will be made to the Schertz Library Foundation. ARTICLE IV. COMMITTEES Section I. Committees. The following may be appointed by the Chairman as needed: Budget and Finance Committee. This committee shall aid in financial planning for future needs, for application of grants from foundations, for procurement of funds from individuals, civic organizations, and businesses as well as from city and county governing bodies, and shall work with the Building and Properties Committee on plans for additions to or replacement of the Library's facilities. Building and Properties Committee. This committee shall assist in planning additions to or replacement of the Library's facilities/furnishings. Policy Committee. This committee shall be responsible for periodic review of the policy of the Schertz Public Library and the by-laws of the Library Advisory Board to adhere to the Original Resolution and all Resolution Amendments adopted by the City Council. Publicity and Public Relations Committee. This committee shall assist with media coverage of library activities and assist the Librarian in planning events that will enhance the position of the Library in the community. Hospitality Committee. This committee shall assist in the planning of events at the Library or sponsored by the Library. It shall greet speakers and guests, provide refreshments when necessary, and assist, if needed, with the program. Bookstore Committee. This committee shall oversee the operation of the bookstore and shall establish and enforce bookstore policy. Special Committees. Committees for the study and investigation of special problems or for other special purposes may be appointed. Such committees will serve until the completion of the work for which they are appointed. Section 2. Powers of Committees. No committee, whether standing or special and no member of any committee shall have or exercise any authority to take any action other than to investigate, and to report and recommend to the Board, except when and to the extent that they may be specifically authorized in advance by the Board in a particular ease. 4 ARTICLE V. AMENDMENTS These by-laws may be amended by the affirmative vote of a majority of the members of the Library Advisory Board. However, it shall be necessary that notice of a proposed amendment in writing or by telephone be made to the members of the Library Advisory Board. Revised: January 1979 March 1980 February 1982 February 1984 February 1997 November 2006 February 2010 May 2011 5