YEADON PUBLIC LIBRARY BOARD OF TRUSTEE BYLAWS
TABLE OF CONTENTS
- ARTICLE I NAME & PURPOSE
- ARTICLE II BOARD OF TRUSTEES
- ARTICLE III MEETINGS
- ARTICLE IV LIBRARY DIRECTOR
- ARTICLE V COMMITTEES
- ARTICLE VI GENERAL
- ARTICLE VII REVIEW AND REVISION OF BYLAWS
ARTICLE I NAME & PURPOSE
This organization shall be called “The Board of Trustees of the Yeadon Public Library” existing by virtue of the provisions of Section 411 of the Library-Code of the Commonwealth of Pennsylvania and the Code of the Borough of Yeadon and exercising the powers and authority and assuming the responsibilities delegated to it under the said statutes.
ARTICLE II BOARD OF TRUSTEES
To be eligible for the position of board trustee, the individual should display an active interest in the library, a willingness to advocate for library issues, and the capacity to fulfill the duties as outlined in the handbook for library trustees. All trustees shall be persons of at least eighteen (18) years of age. The board shall consist of a maximum of seven (7) members. The library director may not serve as a trustee, but shall attend board meetings to report on library operations.
The officers shall be a President, a Vice-president and/or Co-Vice Presidents, Recording Secretary, Corresponding Secretary and Treasurer, nominated and elected from among the appointed trustees at the annual meeting of the board which shall take place in January of each calendar year.
Officers shall serve a term of two years from the annual meeting at which they are elected and until their successors are duly elected. Officers may serve a maximum of 3 consecutive terms.
(a) The President shall be the chief executive officer of the Board of Trustees. The President shall preside at all meetings and set meeting agenda in consultation with the Library Director. The President shall appoint all committees and will be an ex officio member of all standing committees The President shall call special meetings; act as liaison between the Library Director and the Board between meetings; sign appropriate library documents; preside at all meetings of the Board of Trustees; shall have general and active management of the business of the Board; shall see that all orders and resolutions of the Board are carried into effect subject to the right of the Board of Trustees to delegate any specific powers as allowed by law; and shall execute bonds, mortgages and other contracts.
(b) The Vice President shall in all cases act as the President in his or her absence or incapacity; in emergency situations or in the absence of a Treasurer, he/she will also take over the Treasurer’s duties by cosigning checks; and shall perform such other duties as he or she may be required to do by the Board from time to time.
(c) The Recording Secretary shall keep accurate minutes of all proceedings and shall perform such other duties as are generally associated with that office. The Corresponding Secretary shall issue notice of all meetings to Board members and shall perform such other duties as are generally associated with that office.
(d) The Treasurer shall be bonded in an amount determined by the Board; shall maintain accurate and audited financial records; shall monitor, control, and receipt funds; give a complete report at each regular meeting on receipts and expenditures, and as requested by the Board; shall perform other duties as may be requested by the Trustees or the President, under whose supervision he or she shall be. The Treasurer’s accounts shall be examined annually by an auditor. The auditor shall sign a statement of fact upon completion of the audit and upon satisfaction that the Treasurer’s annual report is correct. The President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer shall be responsible for securing documents and all signatures necessary for the orderly transference of authority to the respective successor immediately following elections.
A Trustee shall attend eight (8) of the regular board meetings annually. Notification of absence must be communicated to the President or any officer of the Board in attendance. A Trustee who misses three consecutive meetings, without explanation, shall be presumed to have resigned and shall be contacted by the President concerning his/her intentions to continue as a Trustee. A Trustee position is declared vacant if the Trustee is absent for three consecutive regular meetings of the Board of Trustees without proper excuse. A majority vote of the Trustees present at any duly convened meeting of the Board of Trustees will address extenuating circumstances if a Trustee is absent for more than three (3) consecutive regular meetings due to health or personal reasons. A Trustee’s absence due to service performed on behalf of the Board or Library must be approved by a majority vote of the Board of Trustees to constitute a proper excuse. If the position of Trustee becomes vacant, by reason of death, resignation, disqualification or otherwise, the vacancy will be filled by a majority vote of the remaining Trustees. A Trustee may resign such position at any time, such resignation to be made in writing and to take effect from the time of its receipt by the Board or Association, unless some later time may be fixed in the resignation, and then from that date. The acceptance of the resignation shall not be required to make it effective.
Any Trustee may be removed from office with the assignment of cause by a 2/3 majority vote of the Board of Trustees at any duly convened meeting of the Board of Trustees, provided that written notice of the intention to consider removal of such Trustee has been included in the notice of the meeting. No Trustee shall be removed without having the opportunity to be heard at such meeting, and no formal hearing procedure shall be required.
By Pennsylvania State law, library trustees receive no salary or other compensation and may receive reimbursement only for approved necessary expenses.
A majority (half plus one) of the Trustees in office shall be necessary to constitute a quorum for the transaction of business and the acts of a majority of the Board of Trustees. Once a quorum is present at a meeting, there shall continue to be a quorum for all purposes of the remainder of the meeting notwithstanding the withdrawal of one or more members.
ARTICLE III MEETINGS
3.1 Meeting Schedule
There are eleven (11) regular annual meetings with no meeting in August. The regular meetings shall be held on the fourth Thursday of each month, and if postponed for any reason, shall be held on a designated date approved by the Board. The regular meetings are open to the public.
3.2 Annual Meeting
The regular meeting in January of each year shall be for the purpose of the election of officers, Board self-evaluation, strategic plan review and the presentation of any pertinent annual reports.
3.3 Conduct of Meetings
The rules contained in Robert’s Rules of Order (RRO) shall govern the Board in all applicable cases. RRO shall not conflict with the Bylaws or any other Board’s special rules or practices.
3.4 Order of Business
The order of business for regular meeting shall include, but not be limited to the following items, which shall be covered so far as circumstances will permit:
- Call to order
- Public presentation to or discussion with the board
- Disposition of minutes of previous regular meeting and nay intervening special meeting
- Treasurer’s financial report of the library
- Director’s report
- Committee reports
- Old business
- New business
3.5 Special Meetings
Special meetings may be called by the Corresponding Secretary at the direction of the President, or at the request of three Board members, for the transaction of business as stated in the call for the meeting. At least twenty-four hours notice shall be required.
ARTICLE IV LIBRARY DIRECTOR
The Board shall appoint a library director. The Director shall be the executive and administrative officer of the library on behalf of the Board. The Director is under the review and direction of the Board. The position will be a paid position on such terms as the Board shall deem appropriate.
The Director shall recommend to the Board the appointment and specify the duties of other employees and shall be held responsible for; the proper direction and supervision of the staff; for the care and maintenance of library property; for an adequate and proper selection of books in keeping with the stated policy of the Board for the efficiency of library service to the public; and for its financial operation within the limitations of the budgeted appropriation. The Director shall attend all regular Board meetings, except those at which his/her appointment or salary is to be discussed. The Director shall be a non-voting, ex-officio member of all committees.
The Library Director may be removed by a two-thirds (2/3) majority vote of the Board of Trustees in accordance with the terms and conditions of the Director’s contract.
If the position of the Director becomes vacant, by reason of death, resignation, disqualification or otherwise, the Board may appoint a new Director by affirmative vote of the majority of the Board. The Board declares vacant the position of Director, if the Director is declared incapacitated by order of court, is convicted of a felony, or does not fulfill such other requirements of qualification as the Board may specify.
ARTICLE V COMMITTEES
5.1 Establishment of the committees
The president shall appoint standing and ad hoc committees of one or more members each for such specific purposes as the business of the board may require from time to time. The president shall appoint the chairperson of such committees and such Chairperson may select additional committee members. The ad hoc committees shall be considered to be discharged upon completion of the purpose for which it was appointed and after the final report is made to the board.
5.2 Procedure for Committee Reports
All committees shall make a progress report to the Board at each regularly scheduled meeting.
5.3 Powers of Committee
No committee will have other than advisory powers unless the Board grants specific power to act. Any committee granted budgeted funds may expend up to the granted limit. At no time shall any committee incur any indebtedness without advance authority from a majority vote of the Board.
ARTICLE VI GENERAL
An affirmative vote of the Board majority shall be necessary to approve any action. The President may vote on all matters.
Any rule or resolution of the Board, other than Bylaws, may be suspended at any meeting by a majority vote, or the rule or resolution may be amended or rescinded by two-thirds of the Board.
ARTICLE VII REVIEW AND REVISION OF BYLAWS
7.1 Amendment of Bylaws
The Bylaws may be adopted, amended, or repealed by a two-thirds majority of the Board of Trustees at any regular or special purpose meeting duly convened after written notice to members of the Board for that purpose. Any such notice shall state the time and place of the meeting and shall contain the complete text of the present Bylaws and the complete text of the proposed amendments.
7.2 Review of Bylaws
Bylaws and policies shall be reviewed in depth in even years and a cursory review in odd years.
- Reviewed on 4/25/02
- Revised on 05/11/06
- Revised on 10/28/2010