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1997 Revised By-LawsSCHERTZ PUBLIC LIBRARY ADVISORY BOARD BY-LAWS As amended February 1997 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 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. Members of the Board will inform the Chairman or another member of the Executive Committee if they are going to 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 two days before the meeting, but any member may waive such notice or accept shorter or less formal notice. No notice of regular meetings shall be required. Section 4. Place. All regular meetings of the Board shall be held in the Library building. When circumstances warrant, the executive committee may change the place of the regular meeting to facilitate the order of business. Section 5. Quorum. A quorum for the transaction of business shall consist of a majority of members appointed and qualified and the action of a majority of those present shall constitute the action of the Board. Section 6. Order of Business. The order of business at the regular meeting shall be as follows: Roll Call Disposition of Minutes of Previous Meeting Treasurer’s Report Report of Librarian Report of Committees Unfinished Business New and Miscellaneous Business Citizens to be heard Adjournment 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 they deem necessary in accordance with the Open Meetings Laws of the State of Texas. Section 2. Work cooperatively with city management, City Council, and Librarian to support the mission of the Library. Section 3. Make periodic reports to the City Manager and City Council concerning the work of the Board; and make such special reports as may be requested by the City Manager or City Council. ARTICLE III. OFFICERS Section 1. The Library Advisory Board shall consist of nine (9) members, seven (7) of which must be residents of the City of Schertz and two (2) of which may be chosen from areas of Guadalupe County serviced by the Library. An alternate four (4) and five (5) members shall be appointed each year by the Schertz City Council for the term of two (2) years. Section 2. A City Council member, designated by the Council, shall serve as an ex-officio member of the Library Advisory Board. Section 3. Nominating committee. The Library Advisory Board Chairman shall appoint a nominating committee of three (3) Board members at the October meeting of the Board. The committee shall recommend for the Library Advisory Board’s approval the persons to be appointed to the Board for the expiring two-year terms. The committee’s nominations shall be submitted to the Board at the November meeting. Additional nominations may be made at this time. In the event that there are more nominees than necessary to fill the expiring terms, a secret ballot will be taken. The required number of persons who receive the most votes shall be approved for appointment to the Board. The Board will then recommend to the Schertz City Council the persons to be appointed to the Board. At the December meeting of the Library Advisory 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. Section 4. Duties of the Officers. The duties and responsibility 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 the representative of the Board to outside persons or other organized bodies whenever necessary. E. Serve as an ex-officio member of all standing committees. F. Appoint all standing and special committees. G. Appoint the Nominating Committee at the October meeting. 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. Serve as an ex-officio member of the Budget and Finance Committee. F. 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. File a copy which has been approved by the Board at the Library. 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 shall have been conducted. A vacancy on the Library Advisory Board shall be filled by a person recommended and voted on by the Board. 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 this meeting. The City Council of Schertz shall approve the selection of Chairman and Vice-Chairman and shall appoint the new members of the Board. When Board members resign in good faith, a letter of appreciation/plaque will be sent by the Executive Committee of the Library Advisory Board. Section 6. New Officers. New officers may be created by the affirmative vote of a majority of the then qualified members of the board. New officers will take office in January. ARTICLE IV. COMMITTEES Section 1. Standing Committees. There shall be the following standing committees of the Library Advisory Board, appointed by the Chairman for one year. 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 addition 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. Any recommendations shall be presented to the Board for appropriate action. They shall recommend to the Board actions necessary to resolve policy matters. Publicity and Public Relations Committee. This committee shall assist with media coverage of library activities and assist the Librarian in planning events which will enhance the position of the Library in the community. This committee shall serve as the Historian of the Schertz Public Library. 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. Sections 3. Special Committees. Special Committees for the study and investigation of special problems or for other special purposes may be appointed by the Chairman, or by the Library Advisory Board. Such committees will serve until the completion of the work for which they are appointed. Section 4. 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 case. 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.