Article I – General Provisions
Section 1: These bylaws are intended to set out the duties of the officers of the board of library trustees, provide procedures by which meetings of the board are to be conducted, set out methods by which the business of the board is to be carried on, to specify the powers and duties of the librarian, and to provide other general rules relating to the government of the board of library trustees.
Section 2: These rules are supplementary to the provisions of the statutes of the State of South Dakota, the ordinances of the City of Sioux Falls as they relate to the procedures of boards of library trustees, and the document, “Bylaws of the Citizen Boards and Commissions” issued by the Sioux Falls City Commission.
Section 3: Any member who has any interest of a personal nature in a matter before the board shall not vote thereon and shall remove him/herself from any meeting or hearing at which said matter is under consideration.
Section 4: The office of the board shall be located at 201 North Main Avenue, Sioux Falls, South Dakota 57102-0386.
Article II – Officers and Duties
Section 1: The officers of the board of library trustees shall be a president, a vice-president, and a secretary.
Section 2: The board of trustees are appointed in accordance with South Dakota Codified Laws 14-2-37.
Section 3: Appointments to the library board are made by the City Council and County Commission at their first regular meetings in January or whenever a vacancy occurs. The term on this board is limited to not more than two consecutive full terms of office or a combination of full terms which shall equal no more than ten years whichever is greater.
Section 4: Any vacancy on the board shall be filled for the unexpired term of the member vacating in the same manner as is required for a regular appointment. When any trustee fails to attend at least two consecutive meetings of the board without explanation, the board shall advise the missing board member of its intent to declare his/her position vacant. Should it become apparent that the board member is unable to fulfill their responsibilities to the board, it shall be the duty of the President to notify the appointing official of the vacancy, and, by direction of the board, suggest two to three names to the appointing official of persons who may qualify to fill the vacancy.
Section 5: The board of trustees shall elect the president and vice-president from among its members. Each of the said officers shall be elected at the regular May meeting of each year, and shall serve for a term of one year. If a vacancy occurs in any of the said offices of the board, the vacancy shall be filled by the board for the balance of the term. As provided in state law the Librarian serves as the board’s secretary.
Section 6: The president of the board shall supervise the affairs of the board of library trustees. He or she shall preside at all meetings of the board, and shall appoint such committees and subcommittees as may be necessary to carry out the purposes of the board. The president shall be an ex officio member of all committees and subcommittees so appointed. The president shall certify all actions approved by the board, sign checks if the Librarian is unable to do so, counter-sign with the Librarian certificates of deposit authorized by the board, and authorize calls for special meetings.
Section 7: The vice-president shall preside at meetings of the board in the absence of the president, and has certain authority as the board annually assigns at its annual or regular meetings.
Section 8: The secretary shall make certain there is a written record and permanent minutes of the board’s proceedings, showing the vote on each question, indication of absence of members or failures to vote or other exceptions; shall keep records of all official actions of the board; shall provide for conduct of the correspondence of the board; shall file the said minutes and shall be the custodian of the files of the board and its records. The secretary is also responsible for providing board members with advance notice of each meeting together with a tentative agenda.
Article III – Meetings
Section 1: The regular meeting of the board shall be held at a time to be determined by the members each year. Special meetings may be called by the president, the secretary to the board or upon the request of two members provided that advance notice be given and that the purpose of the meeting be for the transaction of the business stated in the call for meeting. Notice must be given at least 24 hours in advance of the meeting.
Section 2: The date, place, or time of a particular meeting may be changed by the affirmative vote of a majority of the directors present and voting at the regular meeting prior to the meeting affected.
Section 3: All meetings of the board shall be open to the public, and be conducted in accordance with South Dakota statute.
Section 4: A quorum of the board shall consist of five members.
Section 5: Robert’s Rules of Order shall govern the deliberations of the board of library directors, except when such rules are in conflict with any of the rules provided herein.
Section 6: The rules of order, other than such rules as may be prescribed by statute, may be suspended at any time by the consent of a majority of the members present at any meeting.
Section 7: An agenda for each regular meeting of the board of trustees shall be prepared by the Librarian preceding such meeting. Board members who wish to have items included on the agenda for a regular meeting shall submit such items to the librarian on or before the day preceding such regular meeting. The agenda can be amended at the start of a board meeting, followed by adoption of the official agenda.
Section 8: Within ten days after the beginning of each calendar year, the secretary of the board shall give public notice of the schedule of regular meetings of the board for the ensuing calendar year, stating the regular dates, times and places of such meetings, by posting a copy of the notice in at least three conspicuous places in the library, in one place at City Hall, and distribution of a media release. Whenever any regular meeting of the board is called, public notice of such rescheduled regular meeting shall be given at least 24 hours before such meeting by posting public notice in at least three public locations.
Section 9: Whenever a local newspaper of general circulation, or a local radio or television station has filed an annual request with the secretary of the board for notice of the regular and special meetings of the board, and has provided the secretary of the board with an address within Minnehaha or Lincoln County at which such notice may be given, then a copy of the notice of any special meeting or rescheduled regular meetings shall be mailed to such local newspaper of general circulation or local radio or television station.
Article IV – Committees
Section 1: Ad hoc committees of the board may be created from time-to-time as the board may decide and direct.
Section 2: All committees shall be appointed by the president unless the board shall otherwise direct.
Section 3: Members of committees shall serve for a term of one year or shorter terms as determined by the completion of committee work.
Section 4: The Rural Library Advisory Committee shall exist as provided for in the Cooperative Library Agreement.
Article V – Procedures
Section 1: The order of business at all regular meetings of the board shall be as follows:
(1) Roll call and declaration of quorum
(2) Amendment/adoption of agenda
(3) Reading and approval of minutes of previous meetings
(4) Review of financial and statistical reports
(5) City Librarian and staff reports
(6) Public input
(7) Unfinished business
(8) New Business
(9) Other
(10) Set date for next meeting
(11) Adjournment
Section 2: No vote or action of the board of library trustees shall be rescinded at any special meeting of the board unless there be present at such special meeting as many members of the board of library trustees as were present at the meeting when such vote or action was taken.
Section 3: The procedure for monthly review and approval of bills for payment presumes that the Librarian has already approved for payment those bills that are consistent with the overall budget plan, and that payment, while already having been authorized, has been made in order to expedite payment to vendors, often at a savings to the library through prepayment discounts. It shall be the responsibility of the Librarian to specifically describe bills for items that were not covered by the budget plan or were either above or below bid estimates. The board then reviews the list of bills for the month, then formally approves their payment. This same process shall apply to bills paid from the library’s Fines Account, for which payment has been made by the Librarian.
Article VI – Librarian
The Librarian shall administer the policies adopted by the board of trustees.
Among his or her duties and responsibilities shall be the direction and supervision of staff members in the performance of their duties. The Librarian shall submit to the board monthly reports on the operation of the library and shall recommend to the board such policies and procedures as in the opinion of the librarian will promote the efficiency of the library in its service to the people of Sioux Falls.
Article VII – Amendment of Bylaws
Section 1: These bylaws may be amended by an affirmative vote of four of the members of the board of trustees.
Section 2: A proposed amendment of these bylaws shall be presented in writing at a regular or special meeting preceding the meeting at which the vote is taken.
