By-Laws of the Combined Craighead County and Jonesboro Public Library
ARTICLE I – Name and Authorization
The organization shall be called “The Board” for the Craighead County/Jonesboro Library (hereinafter “Library”), which, existing by the virtue of the provision of Library Law of Arkansas, and exercising the powers and authority in assuming the responsibility delegated to and under said laws.
ARTICLE II – Board of Directors
Pursuant to A.C.A. § 13-2-508 (e) and A.C.A. § 13-2-502 (a), The Board shall consist of not less than five (5) trustees, nor more than seven (7) trustees, divided between the Craighead County Library and Jonesboro Public Library, each member having one vote on The Board.
ARTICLE III – Term Limits
Pursuant to A.C.A. § 13-2-502 (c)(1-2), regardless of the term length, no person, whether a current Trustee or being considered for appointment as a Trustee, who has served two (2) or more consecutive terms shall be eligible for appointment or reappointment to serve until at least one (1) year has passed since they last served on The Board. Board appointments after January 1, 1998, shall serve terms for five (5) years, and until their successors are appointed and qualified. City trustees who assume a partial term will also be eligible to serve two consecutive full terms immediately following a partial term.
ARTICLE IV – Officers
Board officers shall be as follows: Chairperson, Vice-Chairperson, and Treasurer. The Librarian or Designee shall serve as Secretary of The Board. All officers shall be elected from among the Trustees by ballot each even numbered year at a regular meeting of The Board, generally held in October. No Chairperson shall be eligible for reappointment until at least one year has passed since the date of last service.
The Board Chairperson shall preside at all meetings; certify all actions approved by The Board; authorize calls for any special meetings; to enforce all laws and regulations relating to the administration for the Library; and generally perform the duties of a presiding officer. In the absence of the Chairperson, the Vice-Chairperson shall perform all duties authorized for the Chairperson. The Chairperson shall advise the Mayor or County Judge of vacancies on The Board (as said vacancy occurs for any reason). Upon ratification of the replacement nominee by the Quorum Court or the City Council, the replacement member will serve out the term of the vacated position.
The Chairperson shall note the absence, without due explanation, of a Board member from four (4) consecutive regular meetings which absence will be considered by the Chairperson and The Board as a resignation from The Board. It shall be the duty of the Business Manager to keep the Chairperson advised in writing with proper information regarding this Section of the By-laws.
Any Board member whose term has expired and has not been renewed, may continue to serve on The Board for sixty (60) days, and until such member’s replacement has been properly ratified and confirmed by the Quorum Court or the City Council.
The Secretary shall keep a true and accurate account of all proceedings of The Board meetings; issue notices of all proceedings at The Board meetings; issue notices of all regular meetings and, with the authorization of the Chairperson, notice all special meetings; and, have custody of the minutes and the other records of The Board.
ARTICLE V – Committees
Regular committees shall be established by The Board to help oversee the operations of the Library. The Chairperson shall appoint all standing and special committee members.
Special committees for the study and investigation of special problems may be appointed by the Chairperson to serve until they have completed the work for which they were appointed.
An executive committee may act on routine matters on behalf of The Board. An executive committee shall consist of the Chairperson, Vice-Chairperson, Treasurer, and one (1) other Board member elected at-large by The Board for one (1) year term.
ARTICLE VI – Finance Committee
There shall be a finance committee which shall be selected by the Chairperson (at the time of the biennial election). The committee shall prepare, after consultation with the Director, and present to The Board an annual budget.
ARTICLE VII – Director of the Library
It shall be the duty of The Board to elect a qualified Library Director in full compliance with State law and State Library Commission regulations and to fix the Director’s salary. It shall be the duty of the Director to act as Head Librarian and to have general charge of the Library and all of its branches under the direction of The Board. The Director shall certify to bills incurred; make a quarterly and annual report to The Board; and, be responsible for the purchase of books and materials for the Library. The Director shall be responsible to The Board for the care of Library property, for the discharge of the duties of all employees and shall, unless absent or incapacitated, attend all Board meetings except executive sessions.
The Director of the Library shall be an ex-officio member of The Board, without vote, and serve as Secretary of The Board, except for executive action. He/She shall enter in proper record form all resolutions and minutes of The Board. He/She shall conduct all correspondence relating to The Board. The Business Manager will perform all clerical duties regarding correspondence to The Board. He/She shall issue all notices of meetings, notify officers of election and perform such other duties this office may require or which may be directed by The Board.
ARTICLE VIII – Quorum
A quorum for the transaction of business shall be a simple majority of The Board members. Proxy votes of any form will not be considered.
ARTICLE IX – Librarian
The Librarian is The Board’s executive officer and shall have charge of administering the Library under The Board’s direction and review. The Librarian shall be responsible for employing and directing the staff in accordance with the Staff Handbook and State and Federal labor laws. The Librarian is responsible for selecting Library materials, for the care of the buildings and equipment, for the efficiency of the Library’s service to the public, for operating the library under the financial guidelines set forth in the annual budget, and in assisting the Library Board of Trustees and its established committees as needed.
ARTICLE X – Regular Meetings
A regular meeting shall be held at least once each quarter and at such time and place as The Board shall from time to time select.
ARTICLE XI – Order of Business
The order of business at the regular meetings shall include, but not be limited to, the following:
Approval of previous meeting’s minutes
Financial report for approval of expenditures
Report of Librarian
ARTICLE XII – Meeting Agenda
The Library Board or any Board member is authorized to place a subject on the agenda of the next regular or special Board meeting by notifying the Business Manager in writing. The Business Manager will prepare the agenda for the forthcoming meeting and a copy of the agenda will be included with the mailed notice to each Board member of the forthcoming meeting (seven (7) days prior to said meeting), if possible.
ARTICLE XIII – Record of Meetings
All Board meetings will be audio-recorded and permanently kept by the Business Manager, who will make proper inserts therein of all substantive matters discussed and/or acted upon into the written minutes of the meeting. A copy of these minutes is sent to each Board member along with the seven (7) days notice of the meeting. At the next meeting, the approval (or disapproval) of these minutes will be at the first order of business, after the calling of the roll of The Board members.
ARTICLE XIV – Succession of Chairperson
In the event of death, incapacity or resignation of the Chairperson, Vice-Chairperson, or any other officer, the remaining members of The Board shall select from among their members a successor to fulfill the unexpired term.
ARTICLE XV – Amendments
Proposed amendments to these By-laws shall be presented in writing to The Board membership thirty (30) days prior to a regular meeting. Amendments may be accepted by a majority vote of The Board.
ARTICLE XVI – Financial Records
The financial records of the Library will be audited at the end of the fiscal year by an independent auditor, who will promptly (upon completion of the audit) give to The Board a written opinion of his/her (its) analysis and the propriety of the audited year expenditures.