Hillsboro Community Library Board Bylaws

HILLSBORO COMMUNITY LIBRARY BOARD

BYLAWS

Article I. Name

The name of this agency shall be the Hillsboro Community Library Board, located in Hillsboro, New Mexico. It exists as Members elected by the cardholders of the Hillsboro Library. Anyone can request a library card. The address of the Board is P.O. Box 171, Hillsboro NM 88042.

Article II. Purpose

This Board will be the decision making body that establishes policies, and procedures of the library. It is the Board's objective to see that the library is adequately funded, to promote the best possible use of all library resources, to improve the library, and to extend the library services to those not previously served in the vicinity of Hillsboro. The Board will develop an annual budget and plan.

Article III. Membership

Section 1. Composition
The Board shall consist of 5 Members who will be library card holders capable of participating in regular Board meetings. Three Board Members at Large will be elected by a vote of cardholders. One Board Member will be elected by the Friends of the Library, and one Student Board Member will be selected by the sitting Board after each annual election.

Section 2. Term of Office
Term of office will be 3 years for Members at Large, with one Member at large being elected each year at an annual meeting of the Library Board to be held during the second week of November at the Hillsboro Community Center.

Section 3. Officers and Duties of Board
Officers of the Board shall be President, vice president, and secretary/treasurer. Any Member of the Board can serve in any of the above offices. Board officers will be elected by the Board at the first Board meeting after the annual meeting of the Board at which elections are held.

The president shall preside at all meetings and shall serve as an ex-officio member of all committees.

The vice president shall assume the duties of the president in the absence or disability of the president.

The secretary/treasurer shall keep and make available an accurate record of the proceedings of all Board meetings and shall have charge of any funds coming directly to the Library or Library Board.

The treasurer shall provide a financial report at each Board meeting.

In their dealings with the business or property of the Board or the Library, Members of the Board may not use their relation to the Board for their own personal gain.

Section 4. Meetings
The Board shall establish its meeting schedule, with no less than one meeting each quarter. Meetings will be held at the Hillsboro Community Center or another suitable public place. A regular meeting schedule will be developed each year by the Board at the beginning of the year. Special meetings can be requested by any Board Member or by way of a written request signed by at least 10 cardholders. Robert's Rules of Order shall govern the Parliamentary procedure of the meetings. A quorum for transaction of business shall consist of three Board Members.

Section 5. Removal of Board Member
A Board Member at Large can be removed only through recall by the cardholders, either at the annual meeting, if that Board Member's term has not expired, or at a special election called by a majority of Board Members. Removal of the Friend's representative must be carried out in a manner congruent with the Bylaws of the Friends. The student Member can be removed by a majority vote of the sitting Board. No Board Member shall be removed from the Board except for good and sufficient cause. Failure to attend three consecutive Board meetings without adequate reason can constitute cause for the Board to recommend removal of a Member.

Section 6. Filling Board Vacancies
On the removal, resignation, change of residence to a place outside the Hillsboro Library Service area, or inability to act as a Member of the Board, a vacancy on the Board shall exist. For Board Members at Large and the Student Member such vacancy shall be filled by appointment of the sitting Board until the next annual meeting, at which time a Member will be elected by the cardholders to serve the remainder of the Member's term. The Friend's representative will be replaced by the Friends of the Library.

Article IV. Committees

The Board shall determine the necessity for any committees, either temporary or standing, and shall select Members of these committees from the cardholders. The nominating committee shall prepare a slate of proposed Board Members for the annual election to be held by mail ballot two weeks prior to the annual meeting. Nominations will be posted on the Hillsboro community bulletin Board and at the library two weeks before the election.

Article V. Duties of the Board

Determine the policies of the library.

Coordinate with the Library Volunteer Coordinator in the management and operation of the library.

Coordinate with the Friends of the Library concerning fundraising activities and library purchases using funds raised by the Friends.

Prepare an annual budget and develop adequate funding sources.

Insure maintenance of the library facilities.

Maintain an awareness of services and programs available to the area of service via the Library.

Assume the normal duties of a Library Director until such time as appointing a Director becomes desirable. At such time, modifications of the bylaws may be required.

Maintain the financial records and accounts of the Board in accordance with generally accepted accounting principles. All books and records may be inspected by any Member of the Board for any purpose at any reasonable time.

Establish the depository for the Board, the persons entitled to draw against these funds, the persons to borrow on behalf of the Board. The manner of accomplishing these matters shall be determined by a majority vote of the Board.

Article VI. General Policies

Section 1. Indebtedness
No loans or advances shall be contracted on behalf of the Board and no note or other evidence of indebtedness shall be issued in its name except as authorized by a majority vote of the entire Board.

Section 2. Conflict of Interest
No Member or officer of the Board shall receive at any time any of the earnings of the Board, nor share in any of the Board's assets upon the dissolution of the Board; all such persons by accepting their Membership or office, shall be deemed to have expressly consented to the foregoing.

Section 3. Reimbursement for Expenses
Reimbursement of Board Members for travel or other expenses accrued in carrying out Library business shall be paid upon approval by a majority of Board Members or as a result of policies to be established by the Board.

Article VII. Amendment of Bylaws

These Bylaws may be amended at any annual meeting of the Library Board by a 4/5 majority vote of the attending cardholders, providing the amendment was presented and fully discussed at the previous board meeting.

Article VIII. Dissolution of Board

Dissolution of the library Board will require a 2/3 vote majority of voting cardholders by mail ballot. Any funds held by the Board at time of dissolution will go to the Community Center Board for use by the library, unless the library has been closed. If the Library has been closed, said funds will become a part of the operating funds of the Community Center.

Adopted ______________

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The text of these bylaws is brought to you as a service of the Hillsboro Community Library. Contact breynold at zianet.com with comments concerning these Web pages.
This page is maintained by Betty B. Reynolds in Hillsboro, New Mexico
Created March 6, 2005; last updated March 6, 2005
© 2005 B.B. Reynolds