Library Board By-Laws

Watertown Regional Library Board By-Laws
Adopted: June 27, 1995
Revised: July 27, 2015; December 3, 2019

Article I.  Name
Section 1.  This organization shall be called "The Board of Trustees of Watertown Regional Library" existing by virtue of the provisions of Chapter 14-2 of the South Dakota Compiled Laws, 1975 revision and 1977 supplement, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.

Section 2.  These rules are supplementary to the provisions of the statutes of the State of South Dakota, the ordinances of the City of Watertown as they relate to the procedures of boards of library trustees.

Article II.  Meetings
Section 1.  The Library Trustees shall meet on the first Tuesday of the month at the library at 5:00pm, unless otherwise specified.

Section 2.  Special meetings may be called by the president or upon the written request of three members for the transaction of business stated in the call for the meeting.

Section 3.  An agenda for each regular meeting of the board of trustees shall be prepared by the Director preceding such meeting and emailed to the trustees along with the previous minutes and a copy of the monthly expenditures.

Section 4.  Robert's Rules of Order shall govern the deliberations of the board of library trustees, except when such rules are in conflict with any of the rules provided herein.  

Section 5.  An executive session may be called by the president for the purpose of discussing personnel matters, contract negotiations or litigation.

Article III.  Appointments, Officers, and Duties
Section 1.  Five board members, plus a City Council liaison, are recommended by the Mayor and appointed by the City Council.  

Section 2.  Officers shall be as follows:  President and Vice-President.  These shall be elected from among the trustees by ballot at the ¬¬meeting of the board following the mayor’s appointment.  Each officer shall serve a term of one year in such office and may be re-elected in subsequent years.

Section 3.  Officer vacancies shall be filled at the next regular board meeting after the vacancy occurs.  If an officer is unable to fulfill his/her term, the board shall vote upon another board member to finish the term.

Section 4.  The president shall preside at all meetings, certify all actions approved by the board, authorize calls for any special meetings, and generally perform the duties of a presiding officer.

Section 5.  In absence of the president, the vice-president shall perform all duties authorized for the chairman.

Section 6.  The president and secretary shall sign the minutes when approved by the Board and sign vouchers for the library's fines fund.  

Section 7.  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 quality to fill the vacancy.

Article IV.  Committees
Special committees for the study and investigation of special problems may be appointed by the president to serve until they have completed the work for which they were appointed.  Nominating committee appointed yearly; Budget committee appointed in March. 

Article V.  Quorum
Four (4) Board members shall constitute a quorum for the transaction of business; and a member shall be deemed present at a meeting if, upon the taking of the roll, they appear in person or participate in the meeting telephonically or by other electronic means approved by the Board. A quorum may be established by any combination of members present, in person or participating telephonically or by other electronic means.  

Article VI.  Order of business
The order of business for regular meetings shall include, but is not limited to, the following items which shall be covered in sequence shown so far as circumstances will permit:

1. Roll call
2. Public comment
3. Approval of previous meeting's minutes
4. Financial report 
5. Approval of expenditures
6. Correspondence and communications
7. Report of the Library Director
8. Reports of committees
9. Old business
10. New business
11. Open
12. Executive Session
13. Adjournment

Article VII.  Duties of the Library Board
Section 1.  The Library Board shall appoint a library director; it shall adopt policies for the selection of public library services and materials, the governance of the library, and the use of public library services and materials; it shall submit an annual budget request to the City and adopt a final annual city budget and Fines Fund Budget; it shall prepare and submit an annual report to the City Council and to the South Dakota State Library.  The Library Board shall annually evaluate the director in the month of the Director's anniversary date and evaluate on specific goals at their discretion.

Section 2.  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.

Article VIII.  Duties of the Library Director
Section 1.  As the board's Secretary, the library director shall issue notices of all proceedings of the board meetings; issue notices of all regular meetings, and have custody of the minutes and the other records of the board.  

Section 2.  The director shall administer the policies adopted by the board of trustees.  His or her duties and responsibilities shall be defined in the current job description of the Director of the Watertown Regional Library.

Article IX.  Amendments
These by-laws may be amended by a simple majority of the members present at any regular board meeting that has a quorum, provided that the amendment was proposed at the previous monthly meeting.