Bylaws of the Boulder Junction Public Library Board of Trustees

Bylaws of the Boulder Junction Public Library
Board of Trustees

Adopted May 8, 2003
Amended May 12, 2005
Amended January 14, 2021
Amended April 13, 2023


Article I

This organization is the Boulder Junction Public Library Board of Trustees, located in Boulder Junction, Wisconsin, established by the Wisconsin municipality of Boulder Junction, according to the provisions of Chapter 43 of the Wisconsin Statutes, and exercising the powers and assuming the duties granted to it under said statute.

Article II

Section 1. Appointments and Terms of Office. The Board of Trustees shall consist of five members appointed by the Boulder Junction Town Board to three-year terms, beginning July 1, such that no more than two members’ terms expire in any given year.

Section 2. Meeting Attendance. Members shall be expected to attend all meetings except as they are prevented by a valid reason. After four unexcused absences by a Board member, the Library Board may recommend to the Town Board that it replace that Library Board member.

Section 3. Residence. No more than two members of the Library Board may reside outside the boundaries of the Town of Boulder Junction.

Article III

Section 1. The officers shall be a president, a vice president, a secretary, and a treasurer, elected from among the appointed Board of Trustees at the July meeting of the Board. No Library Board member shall hold more than one office at a time.

Section 2. Officers shall serve a term of one year or until their successors are duly elected. In case of resignation or absence, the president may appoint an officer.

Section 3. The president shall preside at meetings of the Board, authorize calls for special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex-officio voting member of all committees except the nominating committee, and generally perform all duties associated with the office of president.

Section 4. The vice president, in the event of the absence or disability of the president, or of a vacancy in that office, shall assume and perform the duties and functions of the president.

Section 5. The secretary shall keep true and accurate minutes of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with the office of secretary. The Library Director or a member of the staff may be designated by the Board to perform any or all of the above duties.

Section 6. The treasurer shall be the disbursing officer of the Board, co-sign all checks with an authorized Trustee, and perform such duties as generally are associated with the office. The treasurer is bonded under the Town of Boulder Junction Public Officials Bond. The treasurer shall make monthly reports to the Board showing in detail the amount and investment of, and income and disbursements from, the funds in their charge.  In the absence or inability of the treasurer, their duties shall be performed by such other members of the Board or the Library Director, as the board may designate.

Article IV

Section 1. Regular Meetings. The regular meetings shall be held each month on a date and hour to be set by the Board during the prior month’s regular meeting. In compliance with Wisconsin’s Open Meeting law (Wisconsin Statutes Sections 19.81 to 19.98), some or all Board members and guests may attend via teleconferencing technology, if applicable, provided that their participation can be broadcast to all members and guests in attendance at the meeting.

Section 2. Annual Meeting. The annual meeting, which shall be held for the purpose of electing officers, shall be held at the time of the regular meeting in July of each year.

Section 3. Agendas and Notices. Meeting agendas and notices shall indicate the time, date, and place of the meeting, including instructions for participation via teleconference if applicable, and shall indicate all subject matters intended for consideration at the meeting. Meeting notices must be posted at least 24 hours in advance in designated public areas.

Section 4. Minutes. Minutes of all meetings shall, at a minimum, indicate Board members present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken. Current approved Board minutes shall be posted on the Library website.

Section 5. Special Meetings. Special meetings may be called at the direction of the presi­dent, or at the request of two Board members, for the transaction of business as stated in the call for the meeting.  Except in cases of emergency, at least 24 hours notice shall be given.  In no case may less than two hours notice be given.

Section 6. Quorum. A quorum for the transaction of business at any meeting shall consist of three members of the Board present in person or via teleconference.

Section 7. Open Meetings Law Compliance. All Board meetings and all committee meetings shall be held in compliance with Wisconsin’s Open Meetings law (Wisconsin Statutes Sections 19.81 to 19.98).

Section 8. Parliamentary Authority. The rules contained in Robert’s Rules of Order, latest revised edition [or The Standard Code of Parliamentary Procedure by Alice F. Sturgis], shall govern the parliamentary procedure of the meetings, in all cases in which they are not inconsistent with these bylaws and any statutes applicable to the Board.

Section 9. Addressing the Board.  Any person may address the board during the Visitor/Comments section on the agenda. Or they may request, at least 7 days in advance of the meeting, to be placed on the agenda. The request may be submitted to the Board president or the Library Director.

Article V

Section 1.  The president shall appoint committees of one or more members each for such specific purposes as the business of the board may require from time to time.  The committee shall be considered to be discharged upon completion of the purpose for which it was appointed and after the final report is made to the Board.

Section 2.   All committees shall make progress reports to the Library Board at each of its meetings.

Section 3.  No committee shall have other than advisory powers.

Article VI
Duties of the Board of Trustees

Section 1. Legal responsibility for the operation of the Library is vested in the Board of Trustees. Subject to state and federal law, the Board has the power and duty to determine rules and regulations governing library operations and services.

Section 2. The Board shall select, appoint and supervise a properly certified and competent Library Director, and determine the duties and compensation of all Library employees.

Section 3. The Board shall approve the budget and make sure adequate funds are provided to finance the approved budget.

Section 4. The Board shall have exclusive control of the expenditure of all moneys collected, donated or appropriated for the Library fund and shall audit and approve all Library expenditures.

Section 5. The Board shall study and support legislation that will bring about the greatest good to the greatest number of Library users.

Section 6. The Board shall cooperate with other public officials and boards and maintain vital public relations.

Section 7. The Board shall approve and submit the required annual report to the Department of Public Instruction.

Article VII
Library Director

The Library Director shall be appointed by the Board of Trustees and shall be responsible to the Board. The Library Director shall be considered the executive and administrative officer of the Library under the direction and review of the Board, and subject to the policies established by the Board. The Library Director shall recommend to the Board the appointment and specify the duties of other employees. The Library Director shall be held responsible for the proper direction and supervision of the staff, for the care and maintenance of Library property, for adequate and proper selection of materials in keeping with the stated policy of the Board, for the efficiency of Library service to the public, and for its financial operations within limitations of the budgeted appropriation. The Library Director shall act as technical advisor to the Board. The Library Director shall be required to attend all Board meetings (but may be excused from closed sessions) and shall have no vote. The Library Director shall be fully informed of decisions made during closed sessions by the Board president.

Article VIII
Conflict of Interest

Section 1. Board members may not in their private capacity negotiate, bid for, or enter into a contract with the Library in which they have a direct or indirect financial interest.

Section 2. A Board member shall withdraw from Board discussion, deliberation, and vote on any matter in which the Board member, an immediate family member, or an organization with which the Board member is associated has a substantial financial interest.

Section 3. A Board member may not receive anything of value that could reasonably be expected to influence their vote or other official action.

Article IX

Section 1. An affirmative vote of the majority of all members of the 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.

Section 2. Any rule or resolution of the Board, whether contained in these bylaws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which three members of the Board are present and a simple majority of those present so approve.

Section 3. These bylaws may be amended at any regular meeting of the Board by majority vote of all members of the Board, provided written notice of the proposed amendment shall have been electronically mailed to all members at least ten days prior to the meeting at which such action is proposed to be taken.

Adopted by the Board of Trustees of the Boulder Junction Public Library on the 8th day of May, 2003; the 12th day of May, 2005; the 14th day of January, 2021; and the 13th day of April, 2023.