[HISTORY: Adopted by the Board of Commissioners of the Township of
South Fayette 8-22-2005 by Ord. No. 7-2005.[1] Amendments noted where applicable.]
[1]
Editor's Note: These Bylaws were also adopted by the Library
Board of South Fayette Township 8-22-2005.
These bylaws, which are consistent with the powers and duties outlined
in the Pennsylvania State Library Code, shall govern the organization and
procedure of the Library Board of the South Fayette Township Public Library.
This organization shall be called "The South Fayette Township Library
Board.".
The purpose of the Library Board shall be to conduct, without profit,
a free library for the residents of South Fayette Township, Allegheny County,
Pennsylvania.
A.
Appointment of Library Board members. The South Fayette
Township Board of Commissioners shall appoint all Board members; provided,
however, that the Library Board shall have the ability to submit a slate of
proposed Library Board members to the Board of Commissioners for the Board
of Commissioners' review.
B.
Membership of Board. The Library Board shall consist
of seven members who are residents of South Fayette Township. Each member
shall be appointed for a three-year term. If a Board member resigns during
the pendency of his or her term, then the Board of Commissioners shall have
the right to appoint someone to serve for the unexpired portion of the resigning
member's term; provided, however, that the Library Board shall have the
ability to submit a slate of proposed Library Board members to the Board of
Commissioners for the Board of Commissioners' review.
C.
Compensation of Board members. No Board member shall
receive any salary or any compensation for their service on the Library Board.
However, the Library Board may pay the Treasurer a stipend for his or her
performing said duties in such capacity. The Library Board may authorize reimbursement
to a Board member for an out-of-pocket expense incurred on Library business.
All reimbursements must be authorized by the Library Board before the Board
member incurs the expenses in order to be eligible for reimbursement.
D.
Board membership criteria. The Board of Commissioners
shall evaluate the qualifications of each Board member or proposed member.
The Board of Commissioners shall take into account the following factors:
(1) does the proposed member have an interest in meeting the objectives of
the library; (2) does the proposed member have a willingness and the ability
to devote the necessary amount of time required to the Library Board to fulfill
these objectives; (3) does the proposed member have the skills and background
to enhance the library's purpose and functions?
E.
Removal of a Board member. Any Library Board member missing
three or more consecutive unexcused meetings or special meetings may be removed
from the Library Board. A Board member may also be removed if that member
has committed an act which is inconsistent with that member's continued
service on the Library Board. Any Board member may make a motion for removal
at a regular meeting, Such motion for removal must be adopted by a majority
of the Library Board members present at the meeting. Upon passage of such
a motion, the Board shall then notify the Township's Board of Commissioners
so that action can be initiated to obtain a replacement.
F.
Conflicts of interest. A Library Board member shall not
vote or participate in any discussion on any agenda item which would directly,
or indirectly, benefit said Library Board member. At the time when an agenda
item concerning such a conflict of interest comes to the floor, the member
shall abstain from voting on the same and shall state for the record the reason
why the member has abstained.
A.
Election of officers. The election of officers shall
be the first order of business at the reorganization meeting. The reorganization
meeting will be the first Library Board meeting following an appointment by
the Board of Commissioners.
B.
Nominating committee. The nominating committee, composed
of three Board members, excluding the President, shall be elected by a majority
vote of the Board at a regular meeting held at least 30 days prior to the
annual meeting. The nominating committee shall propose a slate of officers
at the annual meeting of the Board. Additional nominations may be made from
the floor, with the consent of the nominee.
C.
Duties of officers. The officers of the Library Board
shall be a President, a Vice-President, a Secretary, an Assistant Secretary,
a Treasurer, and an Assistant Treasurer.
(1)
President's duties: to preside at all regular and
special meetings, appoint all committees, serves as an ex-officio voting member
on all committees, and generally perform all duties associated with that office.
(2)
Vice President's duties: to perform the duties of
the President in the absence of the President.
(3)
Secretary's duties: shall keep accurate minutes
of all meetings, shall issue notices of all regular and special meetings,
shall have custody of the minutes, shall send copies of the minutes to each
member, shall conduct all correspondence, and shall notify the Board of Commissioners
of any vacancies on the Library Board.
(4)
Assistant Secretary: to perform the duties of the Secretary
in the absence of the Secretary, or to assist the Secretary in performing
his or her duties.
(5)
Treasurer: will secure all funds; prepare a complete
report at each regular meeting of receipts and expenditures. The Treasurer
oversees the payment of all bills approved by the Board. The accounts of the
Treasurer of the Library Board, as related to the Township funding, shall
be audited as in the case of other municipal entities. A private accountant
will be hired to perform a financial review/audit on an annual basis. The
Treasurer shall be bonded in an amount as may be required by the Board.
(6)
Assistant Treasurer: to perform the duties of the Treasurer
in the absence of the Treasurer, or to assist the Treasurer in performing
his or her duties.
A.
Fiscal operations. The Board of Commissioners shall annually
appropriate a sum for the operation of the Library. This appropriation, in
addition to Library fund-raising, state grants and appropriations, and private
operating monies shall constitute the Library's revenues for budget purposes.
On or before November 1 of each year, the Library Board shall submit a proposed
budget, detailing revenues and expenses, to the Board of Commissioners for
the Board of Commissioners' review and comment. The Library Board shall
adopt the budget for the following year, taking into account the comments
from the Board of Commissioners, on or before December 31.
B.
Policies and procedures. The Library Board shall determine
and adapt written policies governing the operation of the Library to promote
the Library's services and to provide for appropriate use of Library
facilities and equipment. The Library Board shall also have the authority
to adopt policies and procedures with regard to the duties of its staff.
C.
Annual report. If the Library Board requests the performance
of an audit separate and apart from an audit performed by the Township's
auditor, the Library Board shall submit a report to the Board of Commissioners
of the moneys received by the Library Board from the Township and from all
other sources, and the disposition thereof. In addition to this report, the
Library Board shall provide the Township with a copy of the report which it
files with the State Library in Harrisburg, Pennsylvania, within 30 days of
filing the same.
D.
Filing of report. A copy of the complete annual report
of the Library Board, as submitted to the Township, shall be filed with the
State Library in Harrisburg, Pennsylvania.
E.
Minutes. The Library Board Secretary shall keep minutes
of each meeting. These minutes shall be ratified at the next Library Board
meeting. Upon ratification, the minutes shall be made available to the public.
The President shall appoint special committees, as needed, upon the
request of the Allegheny County Library Association, the Library Board or
the Board of Commissioners. The special committee shall be considered to be
discharged upon the completion of the purpose for which it was appointed and
after its final report is made to the Library Board.
A.
Robert's Rules of Order. All Library Board meetings
shall be operated according to Robert's Rules of Order.
B.
Annual meeting. The annual meeting, which shall be for
the purposes of the election of officers and the adoption of the annual report,
shall be held at the time of the regular meeting in February of each year.
C.
Order of business. The order of business (agenda) for
regular meetings shall include, but shall not be limited to, the following
items, which shall be covered in the sequence as shown below:
(1)
Disposition of minutes of previous regular meeting and
any intervening meetings;
(2)
President's report;
(3)
Treasurer's report;
(4)
Library Director's report;
(5)
Committee reports;
(6)
Unfinished old business;
(7)
New business;
(8)
Any additional items submitted by Board members or the
public;
(9)
Adjournment.
D.
Quorum. A quorum consists of a majority of the Library
Board members for the transaction of business.
E.
Special meetings. The Library Board may call a special
meeting for any purpose by a majority of the Library Board members. Each special
meeting must be held at the time fixed by the Secretary.
F.
All Board meetings are open to the public.
A.
Library Director. The Library Board may appoint a qualified
librarian who shall be the administrative officer of the Library on behalf
of the Board and under its review and direction. The Librarian, also known
as the Library Director, shall implement the policies of the Board as adopted,
and fulfill all duties as outlined by the Allegheny County Library Association.
B.
Background checks. Any employees hired by the Library,
whether they be full or part time, shall have the requisite clearances and
background checks required by Pennsylvania law. In the event that such individual
does not pass said checks, that individual shall not be hired.
A.
Fiscal year. The fiscal year of the Library Board shall
be the calendar year.
B.
Check authorization. At least two Library Board members
must sign all checks or drafts.
C.
Voting. An affirmative vote of the majority of all members
of the Library Board present at the time shall be necessary to approve any
action before the Board. The President may vote upon and may move or second
a proposal before the Board.
D.
Fines and violations. The Library Board shall have the
power and authority to proceed under the penal provisions of No. 4426 of the
Pennsylvania Library Code to prosecute those persons who retain any book,
magazine, pamphlet, newspaper, manuscript, map or other property belonging
in or to or on deposit with the Library, and in addition, to bring any appropriate
proceeding under No. 4426 of the Pennsylvania Library Code in cases where
any person willfully damages or defaces any property belonging in or to or
on deposit with the Library.
E.
Amendment of bylaws. These bylaws may be amended from
time to time by the Library Board. An amendment to the bylaws must be approved
by the Library Board at two successive meetings in order to be effective.
F.
Repealer. All prior bylaws are hereby repealed in whole.
