Riverside Regional Library

Riverside Regional Library Board of Trustees

BYLAWS

(Adopted May 22, 1997)

ARTICLE I. - ORGANIZATION

Section 1. NAME:

This organization shall be called "The Board of Trustees of the Riverside Regional Library."

Section 2. BOARD MEMBERS, COUNTY:

The legislative or policy determining body of each county library district shall be the county library board of trustees consisting of five members, none of whom shall be elected county officials. The members shall be appointed by the county court for terms of four years each, except that as to the members of the first board, two shall be appointed for one year, and one each shall be appointed for two years, three years, and four years, respectively, from the first day of July following their appointment; and annually thereafter before the first day of July the county court shall appoint successors.

Vacancies in the board occasioned by removal, resignations or otherwise shall be reported to the county court and shall be filled in like manner as original appointments; except that if the vacancy is in an unexpired term, the appointment shall be made for only the unexpired portion of that term.

No member of the board shall receive compensation as such. No person shall be employed by the board of library trustees or by the librarian who is related within the third degree by blood or by marriage to any trustee of the board.

(Sec. 182.050, MoRS Cum. Supp. 1995)

Section 3. BOARD MEMBERS, REGIONAL:

The Riverside Regional Library board is composed of members of the Cape Girardeau County, Scott County, and Perry County library boards. The legislative or policy determining body of the Riverside Regional Library shall be the combined boards of trustees of the three contracting county libraries.

Section 4. POWERS OF THE BOARD.

The county library district, as a corporate body, by and through the county library board of trustees, may sue and be sued, complain and defend, and make and use a common seal, purchase, or lease grounds, purchase, lease, occupy or erect an appropriate building for the use of the county library and branches thereof out of current funds, if such funds are available above those necessary for normal operations or, as provided in MoRS 182.105, sell and convey real estate and personal property for and on behalf of the county library and branches thereof, receive gifts of real and personal property for the use and benefit of the county library and branch libraries thereof, the same when accepted to be held and controlled by the board of trustees, according to the terms of the deed, gift, devise or bequest of such property. Collectively, the Riverside Regional Board of Trustees shall possess these same powers.

Section 5. OFFICERS, COUNTY BOARD:

Officers of the county library district board shall be a president, vice-president, and treasurer. They shall be elected by the members of the county board of trustees at the regular monthly meeting held in July of each year, and they shall hold their respective offices for the term of one year or, until their successors are elected. A majority of votes cast shall effect election.

Should any county board for any reason, hold a special meeting apart from the time and place of the Riverside Regional Library Board meeting, it shall be the duty of the president of the county board calling the meeting to issue the call for the meeting, and to perform all other usual duties of a presiding officer at the meeting. In the absence of the president, the vice-president shall perform all duties of the president.

In the absence of both the president and the vice-president, the meeting shall be presided over by one of the trustees present, who shall be chosen at the meeting for that purpose.

The county president shall automatically serve on the Executive Committee and, along with the county treasurer, be responsible to sign county warrants to be deposited into the Operations Account monthly. (MoRS 182.073)

The county president shall sign forms and documents in the absence of the county treasurer. The Riverside Regional Board President shall sign forms and documents in the absence of the Riverside Regional Board Treasurer.
(approved 26 August 2004 by the Riverside Regional Library Board)

Section 6. OFFICERS, REGIONAL BOARD.

Officers of the Riverside Regional Library board of trustees shall be a president, vice-president, secretary, and treasurer. The president, vice-president and treasurer shall be elected at the regular monthly meeting held in July of each year, and they shall hold their respective offices for the term of one year (not to exceed five consecutive terms) or, until their successors are elected. A majority of the votes cast shall effect election. (MoRS 182.060.1)
(revised & approved by the Board 11/25/03)

The offices of president and vice-president shall not be filled by members from the same county board in the same year; the offices of president and vice-president shall rotate among the members of the contracting county library boards, no county library board succeeding itself in any of the offices for more than five consecutive years.
(revised & approved by the Board 11/25/03)

The office of secretary shall be permanently filled by the assistant library director. The offices of president, vice-president, and treasurer shall be elected for a term of one year. Vacancies in office shall be filled at the next regular meeting of the board after the vacancy occurs.

The regional librarian shall attend all meetings but have no vote. The regional librarian shall be responsible for keeping an accurate account of the proceedings of the board, shall notify all board members of all regular and special meetings, and shall have custody of the records of the board. It shall be the responsibility of the regional librarian or his designate to keep all funds of the respective county libraries, depositing them in the regional library account; to disburse such funds upon the authorization of the board; to be able to report at all times of the condition of all funds; and to perform such other duties as the regional library board may direct. (MoRS 182.060.2)

It shall be the duty of the president to preside at all meetings of the regional library board, to appoint all committees, to issue calls for special meetings, and to perform all other usual duties of a presiding officer. In the absence of the president, the vice-president shall perform all duties of the president. In the absence of both the president and the vice-president, the meeting shall be presided over by one of the trustees present, who shall be chosen by the meeting for that purpose.

Section 7. INDEMNIFICATION.

The Riverside Regional Library will defend, indemnify and hold harmless any one or all of the trustees of the board and the library director for any mistake or judgment or other action taken in good faith by the trustees in performance of their statutory duties unless resulting from willful negligence or bad faith.

The foregoing right of indemnification shall be in addition to and not exclusive of all other rights to which trustees may be entitled. The board of trustees of the Riverside Regional Library may at its discretion authorize the purchase of a policy or policies of insurance against liability of the board to indemnify any person pursuant to the by-laws, which shall contain such items and conditions as the board may deem appropriate to the extent and in the manner permitted by law. (MoRS 182.075)

ARTICLE II. - DUTIES

Section 1. REGIONAL BOARD

As the legislative or policy determining body for the library, the regional library board shall formulate the program of service with the advice and help of the regional librarian. All trustees shall:

1. Attend board meetings regularly. If unable to attend, notify the library office by noon of the meeting date.
(revised by RRL Board 23 June 2005)

2. Be aware of the program and needs of their own community, in the state, and in the national picture.

3. Secure adequate funds to carry on the library program. (MoRS 182.020.4)

4. Employ a qualified regional librarian.

5. Determine policies governing the library program, acting on the advice of the regional librarian.

6. Establish and support a planned program of public relations.

7. Establish rules and regulations governing the use of the library upon the recommendation of the regional librarian.

8. Approve expenditures of non-routine library funds.

9. Study Missouri library laws.

10. Work actively for the improvement of all libraries by supporting library legislation in the state and in the nation.

11. Attend state and regional meetings and be an active member of the Missouri Library Association.

12. Support the library's service program in daily contacts with the public at large:

a. Criticisms of the library service, the librarian or the staff, which are brought to the attention of board members, shall be immediately and directly reported to the librarian.

b. Board members, librarian and staff shall at all times support each other in all their relations with the public.

13. Individual members of the library board shall not entertain complaints from library staff members. Such complainer shall be required to present their grievance to the library board in official session.
(revised by RRL Board 23 June 2005)

Section 2. REGIONAL LIBRARIAN: (MoRS 182.060.2)

The regional librarian shall be considered the executive officer of the regional library board and shall have sole charge of the administration of the regional library, under the direction and review of the regional library board. The regional librarian shall:

1. Be technical adviser to the board and attend all board meetings.
(revised by RRL Board 23 June 2005)

2. Recommend employment of all personnel and supervise their work.

3. Plan and coordinate library services throughout the area served.

4. Point out needed policies for board adoption.

5. Carry out the policy of the library as adopted at board meetings.

6. Prepare an annual budget in consultation with the board.

7. Maintain an active public relations program.

8. Approve expenditures of recurring, budgeted library funds.

9. Maintain records and prepare annual reports.

10. Make regular reports to the board on the library's program of service.

11. Attend state and regional library meetings and workshops.

12. Select and/or supervise the ordering of all books and library materials.

13. Pursue grants which augment the library’s service.
(revised by RRL Board 23 June 2005)

ARTICLE III. - MEETINGS

Section 1. REGULAR MONTHLY MEETING.

The regular monthly meeting of the Riverside Regional Library Board of Trustees shall be held on the fourth Thursday of each month at 7:00 p.m. at the regional headquarters in Jackson, with one meeting held at each of the branch libraries every two years, the dates and locations to be determined on an annual basis. Regular monthly meetings of the Riverside Regional Library Board of Trustees may be altered as to time and place, or may vary within a year as to time and place, by vote of the board of trustees. (revised & approved by Board 11-25-03)

Section 2. NOTICE OF MEETING.

Notice of regular meetings shall be given either in writing or by telephone to every member of the board at least seven days before the date of said meeting. Public notice shall be posted on the Community Bulletin Board in Jackson twenty-four hours prior to meeting. All meetings will provide public notice in accordance with MoRS 610.020.

Section 3. SPECIAL MEETINGS

May be called by the president at any time; or, by three members of the board of trustees in the absence of the president; or, by the regional librarian, after approval by the president or three members of the board, to bring pressing business before the board. Notice for special meetings shall state the purpose of the meeting, and no other business shall be transacted at the meeting without the unanimous consent of all trustees of the board present. One-day notice shall be given prior to any such special meeting and public notice shall be posted on the Community Bulletin Board in Jackson twenty-four hours prior to the meeting. (MoRS 610.020)

Section 4. QUORUM.

A majority of the filled positions of the board of trustees shall constitute a quorum for the transaction of business.

Section 5. RESIGNATION, VACANCIES, AND REMOVALS.

Vacancies in the board occasioned by resignations or otherwise shall be reported to the appropriate appointing body and shall be filled in like manner as original appointment.

Any board member who is absent for 3 consecutive regular board meetings, without prior board approval, shall be requested by the County Library Board President to tender their resignation to the board for presentation to the county commissioners. (approved 25 May 2006)

A trustee may be removed from the board by a vote of at least ten (10) members of the board, provided such trustee is given at least fourteen (14) days written notice thereof before such vote and is given an opportunity to appear and speak at the meeting before such vote.

Board members upon resigning from the Board shall submit their resignation in writing to the County Commission, with a copy to his/her County Library Board President. (approved 26 August 2004)

Section 6. THE ORDER OF BUSINESS shall be:

1. Call to order and roll call.

2. Open forum for visitors.

3. Reading and approval of minutes.

4. Approval of bills.

5. Correspondence.

6. Report of the library director.

7. Committee reports.

8. Unfinished business.

9. New business.

10. Executive session (as needed).

11. Adjournment.

The foregoing order of business may be suspended or varied at any meeting by a majority vote of those present.

Section 7. CONDUCT OF MEETINGS.

In all matters of the procedures not specifically covered herein, the board shall be guided by Robert's Rules of Order.

ARTICLE IV. - FINANCES & REPORTS

Section 1. FISCAL YEAR.

The fiscal year of the library shall be January 1, to December 31.

Section 2. GIFTS.

The library board is authorized to receive gifts, bequests and donations of money, both for current and capital expenditures of the library.

Section 3. AUDIT.

An audit of the books and accounts of the library shall be made at least annually by a certified public accounting firm appointed by the board and shall be made a part of the annual report to the appropriate governmental bodies.

Section 4. ANNUAL REPORT.

The board with the assistance of the Director shall submit an annual report to the county commissioners by April, stating the condition of the Library on the last day of December of the previous year. A copy of such report shall also be submitted to the Missouri State Library.

ARTICLE V. - COMMITTEES

Section 1. STANDING COMMITTEES.

The President shall appoint five standing committees annually namely:

(1) Long-Range Planning Committee—The duty of the Long-Range Planning Committee is to develop a long-range plan for library service at Riverside Regional Library in conjunction with the library director. The plan should broadly encompass a direction for library service in all three counties reflecting any individual needs and differences of the counties. The plan should examine individual county and city demographics for all RRL branch locations and squarely address the issue of adequate library support. Citizen input may be requested in various forms. Long-range is defined as up to five years in length. The plan should be examined annually and updated as required.

This committee is also responsible for developing and reviewing as need the Riverside Regional Library Technology Plan and submitting it for certification to the State Library as required and in a timely fashion.

Any changes to the Long-Range Plan and Technology Plan are to be brought before the entire Board for approval. (approved 26 August 2004)

(2) Building and Grounds Committee (each county to serve for itself)—The duty of the Building and Grounds Committees is to assess the continuing condition of library facilities in their counties and to recommend any needed improvements. The committee also oversees the purchase, construction, and remodeling of Riverside library buildings in their respective county. (approved 26 August 2004)

(3) Budget and Finance Committee—The duty of the budget and finance committee is to develop an annual budget in consultation with the library director and present such proposals to the full board for annual approval at the November meeting of the full board. This committee shall also present recommendations on salaries for employees. The President of the Riverside Regional Library Board shall automatically be a member of this committee. Budget recommendations are to be brought before the entire Board for approval. (approved 26 August 2004)

(4) Policy & Bylaws Committee—The duty of the Policy and Bylaws Committee is to conduct an annual review of the Riverside Regional Library Policy Manual and Bylaws, assuring that the bylaws are in compliance with current Missouri library statues and legislation, and that the policies are current and accurately reflect any policy changes or procedures which have been put into effect in the preceding year. Any recommended changes in the policy or bylaws are to be brought before the entire Board for approval. (approved 26 August 2004)

(5) Personnel Committee—The duties of the Personnel Committee are to advise the Library Director and Board on personnel matters:

To annually review the Personnel Manual and made changes as needed to reflect the current operations of the library and the current state and federal employment laws. All recommended changes to the Personnel Manual are to be brought before the entire Board for approval.

To act as an appeal board for hearing grievances from library employees. Committee recommendations are to be brought before the entire Board for approval.

To act as a search committee for selecting and recommending a new library director. All recommendations are to be brought before the entire Board for approval.

To act as a search committee, in conjunction with the Library director, for selecting and recommending a new Assistant Library Director and Office Manager. All recommendations are to be brought before the entire Board for approval. (Authority for the selection and appointment of all other library positions shall be vested in the library director.) (approved 26 August 2004)

STANDING COMMITTEE MEETING SCHEDULE:

January--Long-Range Planning Committee (to review long range plan and technology plans)

March--Personnel Committee (to review Personnel Manual)

May--Policy & Bylaws Committee (to review the Policy & Bylaws Manual)

October: (1^st week)—Budget Committee meets to discuss first draft of proposed budget.

October: (4^th Thursday)--Budget Committee presents recommendations to the entire board and distributes copies to all board members to study before the November meeting.

November--Entire Board votes on budget.

December--Christmas party/ short business meeting. (approved 26 August 2004)

Section 2. SPECIAL COMMITTEES.

The president shall be empowered to appoint special committees, with the approval of the board, to undertake such projects as the board shall determine from time to time.

Section 3. EXECUTIVE COMMITTEE.

The Executive Committee shall consist of the president or vice-president of each county board, plus the president and the immediate past president of the regional board as ex-officio members. Duties of this committee shall be to serve in an advisory capacity and to decide matters of emergency nature.

ARTICLE VI. - REVIEW AND AMENDMENTS

Section 1. REVIEW.

The By-Laws Committee of the library board shall review these by-laws annually and recommend changes to the board when a majority of the committee votes to do so.

Section 2. AMENDMENTS.

These by-laws may be amended at any regular meeting of the board with a quorum present, by majority vote of the members present, providing the amendment was stated in the call for the meeting.