Addendum 9. Bylaws of Fairfax County Public Library Board Of Trustees


ARTICLE I.     Name
The name of this organization shall be Fairfax County Public Library Board of Trustees.

ARTICLE II.     Objectives
The objectives of the Library Board are to provide free public library services to all residents of the contracting jurisdictions in accordance with the Virginia Code; regulations of the State Library System; and local ordinances.

ARTICLE III.     Membership
Section 1
The Library Board shall consist of not less than five members (Va. Code 42.1-35) (1970) and shall include such additional members as may be determined by the Fairfax County Board of Supervisors or by contract entered into by the Supervisors with other jurisdictions to provide regional library service. 1 (Va. Code 42.1-34).
 
Section 2
A member whose term has expired may continue to serve until a successor is appointed.
A member shall be eligible to serve an unlimited number of successive terms.
 
ARTICLE IV.     Duties
The Library Board shall:
  1. Manage and control the Fairfax County Public Library (Va. Code 42.1-35).
  2. Establish and enact such policies as will promote the objectives of the Board.
  3. Approve annually a budget for Fairfax County Public Library services to be submitted to the appropriate governing bodies.
  4. Select and appoint a Director of the Fairfax County Public Library who meets the qualifications recommended by the Virginia State Board for the Certification of Librarians, and in other respects appears to be qualified for the position of Director.
ARTICLE V.     Elections
Section 1   Officals
  1. The officers of the Library Board shall be a Chair, a Vice Chair, and a non-voting Secretary.
  2. The Director of Libraries shall serve as the non-voting Secretary to the Board.
  3. The Chair and Vice Chair shall be elected by voice vote annually at the regular meeting of the Board in the month of June.
  4. The Chair and Vice Chair shall assume their official duties upon their election and shall serve for a term of one year or until their successors take office.
  5. An officer shall not be eligible to serve more than two consecutive terms in the same office, except the Secretary.
Section 2   Foundation Representative
  1. Each year, the Board will elect a member to serve as a Director of the Fairfax County Public Library Foundation, Inc. 2
  2. The term of Foundation Director is for one year.
Section 3   Nominations
  1. Only those persons who have signified their consent to serve, if elected, shall be nominated for election.
  2. Nominations shall be announced at the May meeting of the Board.
  3. Each year at the April meeting, the Chair shall appoint a nominating committee of two Board members whose responsibilities will be to distribute, receive and tabulate nomination forms, and to report the results in the form of nominations at the regular May meeting. Neither the Chair nor the Vice Chair will be eligible for this assignment.
  4. Additional nominations may be made at the May or June meetings.
Section 4   Elections
  1. Each year at the June meeting, elections will be held for officers for the following year.
  2. If a quorum is not present, a special meeting shall be called as soon as possible for the purpose of holding elections.
  3. A vacancy shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Board, five days notice of such an election being given. When a vacancy occurs in the Office of Chair of the Board, the Vice Chair shall serve for the remainder of the term. In the case of a vacancy in the Office of Foundation Director, notice shall be given and an election held.
ARTICLE VI.     Duties of Officers
Section 1

     The Chair shall:
  1. Preside at all Board meetings which she/he attends.
  2. Appoint all committees.
  3. Initiate, with the Director of Libraries (secretary) an agenda for each regular Board meeting.
  4. Sign all documents and communications emanating from Board action.
  5. Be the spokesperson for the Board.
  6. Serve on the Fairfax County Public Library Foundation, Inc.
Section 2
The Vice Chair shall act in the absence of the Chair and shall perform any other duties assigned by the Chair.
 
Section 3

     The Secretary of the Board shall:
  1. Send in writing to each Board member notification of each regular meeting, not less than five days in advance of the date of the meeting. Such notice shall include the agenda of the meeting and minutes of the last regular meeting and any intervening special meeting.
  2. Provide notification of special meetings, stating the purposes of the special meeting and by whom it is being called.
  3. Record the minutes of all meetings.
  4. Maintain the minutes of all meetings in the office of the Director of Libraries.
  5. Index and codify all current policies of the Board. Copies shall be kept at every branch library available for public inspection.
  6. Present monthly statistical reports on library activities: activity and financial reports, and other reports as requested.
  7. Serve as Director of the Fairfax County Public Library Foundation, Inc.
ARTICLE VII.     Meetings
  1. Regular meetings of the Board shall be held once each month, except August, the time and day to be determined by the Board at its meeting in July. 3
  2. Regular meetings shall be held in Fairfax County or City at the Library Administration Offices or such other place as may be determined by the Board for individual meetings. Special meetings may be held at any place convenient to Board members and the general public, such place to be determined by the Chair and the Secretary.
  3. A simple majority of duly appointed members shall constitute a quorum.
  4. Special meetings of the Board may be called by the Chair and shall be called at the request of any two Board members. Only those items listed on the notification agenda shall be discussed at the special meeting.
ARTICLE VIII.     Committees
Section 1   Officals
  1. The Board shall establish those Committees required to accomplish the objectives of the Board.
  2. Each Board member will serve on at least one committee.
  3. While Committee members are specifically appointed by the Chair, non-committee members may attend a committee meeting and participate fully in the Committee's discussion, including voting issues.
ARTICLE IX.     Parliamentary Authority
Robert's Rules of Order Newly Revised (9th edition, 1990) shall govern this Board in all cases in which they are applicable and in which they are not in conflict with these Bylaws.
The 1915 edition is in the public domain and available online.

ARTICLE X.     Amendment of Bylaws
  1. These Bylaws may be amended at any regular meeting of the Board by two-thirds vote of those present and voting, provided that the proposed amendment has been submitted in writing at the immediately previous regular meeting.
  2. The requirements for the adoption of a revised set of Bylaws shall be the same as in the case of an amendment.

 

1 Each Fairfax County Supervisor district is represented on the Library Board. In addition, there is an At-Large member. Fairfax City Council shall appoint at least one member of the Library Board.
 
2 The Fairfax County Public Library Foundation, Inc. is a 501(c)(3) entity established by the Library Board in September 1994. Foundation bylaws state that the Chair of the Library Board and the Library Director will serve as members of the Foundation. In addition, the Library Board elects a representative from the Library Board to also serve on the Foundation Board.
 
3 Action taken by the Fairfax County Board of Supervisors on November 22, 1976 established compensation for Boards, Authorities and Commissions. The Library Board was established as a Group II body with a compensation of $25 per month per meeting with a limitation of 12 meetings per year. Criteria for Group II is described "does not have full control of their workload." See memo dated 11/29/76 from the County Executive. Revised August 3, 1987, compensation of $50 per meeting not to exceed 12 meetings per year.

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