Chapter 2.50
LIBRARY ADVISORY BOARD

Sections:

2.50.010    Establishment.

2.50.020    Appointment of library advisory board.

2.50.030    Powers and duties of library advisory board.

2.50.040    Library advisory board by-laws.

2.50.010 Establishment.

The library advisory board of the town of Huachuca City, Arizona, is hereby created. (Ord. 02-001 § 1, 2002; prior code § 3-7-1)

2.50.020 Appointment of library advisory board.

The town council shall appoint six residents of the town as the library advisory board. Members of the board shall hold office for four years; provided, however, that the terms of three members of the library board shall initially be adjusted so that they expire on April 1, 2003, and that the terms of the remaining three members of the board shall expire on April 1, 2005, unless sooner removed. The office of board member shall be honorary and without compensation. (Ord. 02-001 § 1, 2002; prior code § 3-7-2)

2.50.030 Powers and duties of library advisory board.

A. The library advisory board shall meet once a month, and at such other times as they shall appoint, at a place to be provided for this purpose. They may elect from their body a chairperson, vice chairperson, secretary, county liaison, alternate county liaison, and meeting coordinator. The secretary shall keep a copy of proceedings of the board and submit copies to the town clerk and town council.

B. All meetings of the library advisory board shall be in compliance with Arizona state statutes and the Open Meetings Act, including executive sessions. A quorum is necessary to hold meetings and to make decisions. A quorum is defined as a simple majority of members currently serving on the board.

C. The board shall be advisory to the director of library services, the town clerk, and the town council. With the interest of serving the public with adequate quality library service, the board may make recommendations concerning:

1. Such rules, regulations, policies, or procedures governing the operation of the library.

2. Cooperative agreements with other library service providers.

3. Proposed expenditures or improvements for library facilities and services.

4. The development of such long-range plans for the enhancement of library services as it deems necessary. (Ord. 02-001 § 1, 2002; prior code § 3-7-3)

2.50.040 Library advisory board by-laws.

BY-LAWS OF THE LIBRARY
ADVISORY BOARD
FLORA M. JACKMAN PUBLIC LIBRARY
TOWN OF HUACHUCA CITY, ARIZONA

Article I. Creation

The Library Advisory Board of the town of Huachuca City, Arizona, was created by Ordinance No. 02-001 on the 14th day of February, 2002.

Article II. Purpose

The purpose of this Board shall be to advise the Director of Library Services and the Town Council on matters pertaining to the operation of the Library.

Article III. Membership

The Board shall consist of six regular members and one alternate member who shall be appointed pursuant to the laws of the Town of Huachuca City and who shall exercise the responsibilities delegated to them under said laws. The alternate member would attend all meetings in a nonvoting capacity and would only be empowered to vote at a meeting in which there is not a quorum of the regular members. Board members may reside in any area served by the Library District.

Article IV. Officers

Section 1. The Board shall choose from among its members a Chairperson who shall serve for two years and until the election of a successor, and who may stand for re-election.

Section 2. The Chairperson, or designate in the Chairperson’s absence, shall preside at all meetings, call special meetings, appoint committees, sign all documents authorized by the Board, and generally perform all duties associated with that office.

Section 3. The Board shall choose from among its members a Vice Chairperson, County Liaison, Alternate Liaison, Secretary and a Meeting Coordinator; all of whom shall serve for two years and until the election of a successor and who may stand for reelection.

Section 4. The Vice Chairperson shall serve in the absence of the Chairperson.

Section 5. The Secretary shall keep a record of the proceedings of the Board and submit copies of these to the town clerk and the Town Council. The Secretary shall prepare such correspondence as may be directed by the Board.

Section 6. The Meeting Coordinator shall notify Board members of upcoming meetings.

Section 7. The County Liaison and Alternate shall attend all County Library meetings. They shall report to the Board on the content of these meetings.

Article V. New Members

Section 1. The Board shall make recommendations to the Town Council for appointments to the Board. It is desirable that candidates be representative of the diverse elements of the community and interested in providing the best possible services to all citizens. By majority vote, the Town Council makes appointments to the Board.

Section 2. The Director of Library Services shall give each new member a full technical tour of the inner operations of the Library so that members may be better prepared to deal with problems, make recommendations for changes and improvements, and have any questions answered.

Article VI. Meetings

Section 1. The Board shall follow Arizona Statutes and the Open Meetings Act.

Section 2. The Chairperson or acting Chairperson shall recognize members before they are allowed to address the Board.

Section 3. The Board shall meet for business purposes regularly each month and at such other times as it shall deem necessary.

Section 4. Notice of special meetings shall be given to each member at least two days before the meeting, except in emergencies.

Section 5. It shall be the duty of the Director of Library Services to prepare the agenda for each month’s meeting. Any items wanted on the agenda by members or by employees of the Town shall be submitted to the Director of Library Services at least one week before the meeting and shall then be placed on the agenda.

Section 6. The Director of Library Services shall provide the agenda for the upcoming meeting and the secretary shall provide the minutes of the previous month’s meeting to members before the next month’s regular meeting.

Section 7. A Board member who, for whatever reason, cannot fulfill the obligations of a member and fails or is unable to attend meetings regularly, shall be asked to submit a letter of resignation. If a member has three unexcused absences, the member will be asked to resign.

Section 8. A quorum for all business shall consist of a simple majority of the current membership of the Board. Should less than a quorum be present, the meeting shall be adjourned with no business being conducted.

Section 9. The Board shall act by means of an affirmative vote of the majority of members present at a meeting.

Article VII. Director of Library Services

In order that the Board may fulfill its advisory function, the Librarian shall:

Article VIII. Finances

The Director of Library Services shall present rough drafts of the proposed fiscal year’s budget to the Board for review and discussion in advance of presentation to Town Council. The Board shall be given adequate opportunity to review these drafts and make their recommendations.

Article IX. Committees

The Chairperson may appoint committees for such purposes as the Board may deem necessary. These committees shall serve until the completion of the task for which they were appointed.

Article X. Procedure

The order of business at each regular meeting shall be:

This order is subject to rearrangement by the Chairperson at the meeting, if members do not object.

Article XI. Amendments

These by-laws may be amended by a simple majority vote of the Board. Amendments presented at one meeting shall be voted on at the following meeting and shall not take effect until approval by the Town Council. (Res. 02-009, 2002)