ROCKY FORD PUBLIC LIBRARY
Article I: Name, Powers and Duties
Section 1. This organization shall be called The Board of Trustees of the Rocky Ford Public Library (“Board of Trustees”).
Section 2. The Rocky Ford City Council established the Board of Trustees in Rocky Ford Municipal Code chapter 2.06.030. The Board of Trustees manages the Rocky Ford Public Library under authority granted by the Colorado Library Law, C.R.S. § 24-90-108 and the Rocky Ford Municipal Code chapter 2.06.030.
Section 3. The Board of Trustees shall exercise those powers and duties authorized for the Board of Trustees of municipal libraries as set forth in C.R.S. § 24-90-109 and Rocky Ford Municipal Code chapter 2.06.030.
Section 4. The Mission Statement for the Rocky Ford Public Library shall be as follows:
The mission of the Rocky Ford Public Library is to provide its patrons and the community with materials, programs and services to enhance their lives.
Article II: Officers
Section 1. Board of Trustees officers shall consist of a president, a secretary, and a treasurer, elected by the Board of Trustees at its annual meeting.
Section 2. Each officer shall serve a one year term commencing at the annual meeting and continuing until the officer’s successor is duly elected.
Section 3. The president shall preside at all Board of Trustee meetings, authorize calls for special meetings, appoint committees, execute documents authorized by the Board of Trustees, serve as an ex-officio voting member on committees appointed by the Board of Trustees, and generally perform all duties associated with that office.
Section 4. The secretary shall keep a true and accurate record of all Board of Trustee meetings, issue notice of all regular and special meetings, and generally perform all duties associated with that office.
Section 5. The Library Director, also known as the Librarian, in conjunction with the treasurer, shall be the Board of Trustee’s disbursing officers. In the absence or
inability of the treasurer, these duties shall be performed by such other trustee(s) as the Board of Trustees may designate.
Article III. Meetings
Section 1. Board of Trustees’ regular meetings shall be held monthly at a date and time set by the Board of Trustees at its annual meeting. Each meeting shall be posted on the Library bulletin board at least twenty-four (24) hours prior to the meeting. The notice shall contain the following information: time, date, place of meeting, and tentative agenda.
Section 2. The annual meeting, which shall be for the purpose of the election of officers, shall be held at the time and the place of regular meeting in September of each year.
Section 3. The order of business for regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown so far as circumstances permit:
a. roll call of members,
a. presentation of visitors to the Board of Trustees,
b. disposition of minutes of previous regular meeting, and any intervening special meetings,
c. treasurer’s financial report of the Library/action on bills,
d. progress and service report of director/librarian,
e. committee reports,
g. unfinished business,
h. new business,
Section 4. Special meetings shall be called by the secretary at the direction of the president, or upon the request of a board member(s). Only business stated in the call for the meeting may be conducted during the special meeting.
Section 5. A quorum for the transaction of business at any meeting shall consist of five (5) members of the Board present in person.
Section 6. Conduct of meeting: Proceeding of all members shall be governed by Robert’s Rules of Order, Newly Revised, 10th Edition.
Section 7. Committee meetings shall be posted on the Library bulletin board at least twenty-four (24) hours prior to the meeting. The notice shall contain the following information: time, date, place of meeting, and tentative agenda.
Article IV. Committees
Section 1. The president shall appoint committees of one or more members for such specific purposes as the business of the Board of Trustees may require from time to time. A committee shall be considered discharged upon completion of the purpose for which it was appointed and after the committee makes its final report to the Board of Trustees.
Section 2. Each committee shall present a progress report to the Board of Trustees at each Board of Trustees’ regular meeting.
Section 3. Committees shall have advisory powers only unless, by appropriate action of the Board of Trustees, the Board of Trustees grants the committee specific power to act.
Section 4. Minutes shall be kept of each committee meeting. The minutes shall be presented to the Board of Trustees at the Board of Trustees’ next regular meeting.
Article V. Trustees
Section 1. The number and term length for each trustee is controlled by the Rocky Ford Municipal Code §2.06.030.03. The Board of Trustees shall consist of seven (7) members, appointed by the Mayor of the City of Rocky Ford with the consent of the City Council.
Section 2. Each trustee shall be appointed to serve a three (3) year term with a maximum of two (2) consecutive terms being held. Terms of office will commence on the first day of September of the year appointed and shall conclude on the last day of August three (3) years subsequent to the appointment.
Section 3. In case a trustee is unable to fulfill the term of office, the trustee shall write a letter of resignation to the Board of Trustees stating the effective date of the resignation. The resignation is effective upon that date without further action of the Board of Trustees.
Section 4. Where a vacancy occurs for any reason prior to the normal end of the appointed term of office the Mayor shall appoint a trustee with the city council’s consent for the remaining length of the unexpired term of office.
Section 5. Trustees have a duty to attend all meetings. If unable to attend, the trustee shall inform the President of the Board or the Library Director. If two consecutive meetings are missed without notification, the President shall call the trustee to ascertain if the trustee would like to remain on the Board of Trustees.
Section 6. A member of the Board of Trustees may be removed from the Board of Trustees by the Rocky Ford City Council for “good cause” pursuant to C.R.S. §24-90-108(5) and the Rocky Ford Municipal Code §2.06.030.03. The term “good cause” to be applied in the removal of a trustee shall mean: (1) failure to attend two or more consecutive meetings of the Board of Trustees without good cause; (2) inability to attend or participate in meetings of the Board of Trustees; (3) conviction for a felony of any kind or a misdemeanor involving fraud or violence; (4) lack of civility during meetings of the Board of Trustees or toward library staff or patrons at any time. Where the Board of Trustees believes good cause for removal exists, the Board of Trustees shall report the matter to the mayor.
Article VI. Library Director and Staff
Section 1. The Board of Trustees shall employ a qualified Director / Librarian who, together with all other library employees, shall be employees of the City of Rocky Ford and subject to all city personnel rules, regulations and job descriptions. The Director / Librarian shall be responsible for the following:
a. implementation of policies adopted by the Board of Trustees;
b. recommendation of individuals for employment by the Board;
c. supervision and direction of the daily activities of library employees;
d. performance of all other acts necessary for the orderly and efficient management and control of the library as it provides services to the public, including but not limited to the care and maintenance of library property subject to City of Rocky Ford policies;
e. selection of books, publications and services for the library within the stated policies of the Board of Trustees;
f. assuring the appropriate financial operation of the library within the limitations of budgeted appropriations;
g. in the case of budgeted part-time or temporary employees, the Director / Librarian shall have interim authority to hire an employee without prior approval of the Board of Trustees, provided that any such appointment shall be reported to the Board of Trustees at its next regular meeting and approved;
h. any other duties set forth in the librarian’s job description.
ARTICLE VII. General
Section 1. An affirmative vote of the majority of all members of the Board of Trustees present at the time shall be necessary to approve any action before the Board of Trustees except where a greater number is required by these By-Laws.
Section 2. The president shall vote upon each issue before the Board of Trustees. The president shall not move or second a proposal before the Board of Trustees except where the president relinquishes the position of chairman to another trustee during all consideration of that matter.
Section 3. Upon ten (10) days written notice to all Board of Trustee members, the By-Laws may be amended by a two-thirds (5) majority vote of all members of the Board of Trustees.
Section 4. These By-Laws supersede any previous By-Laws.
Date Approved: 04 October 2011