(A) Membership. The Library Advisory Board of the Chino Valley Public Library shall consist of 6 members appointed by the Council for staggered terms of 5 years as permitted by A.R.S. § 9-414 and as established by Res. 363.
(B) Meetings.
(1) The regular meeting of the Library Advisory Board shall be held on the first Tuesday of each month, as required by statute, and at such place and at such other times as the board from time to time may appoint.
(2) Special meetings may be called by the president or at the request of 3 members at least 48 hours in advance of the meeting.
(3) All meetings of the Library Advisory Board shall be held in accordance with the open meeting law, A.R.S. §§ 38-431 et seq.
(4) Robert's Rules of Order, last revised edition, shall govern the parliamentary procedure of the board, generally following procedures set for small boards and adhering to the provisions of the open meetings act summary as issued by the Arizona Attorney General’s Office.
(C) Officers, committees and the like.
(1) Officers of the Board shall be chosen at the regular July meeting of the Board and shall be as follows: President, Vice-President and Secretary.
(2) The officers shall be elected by ballot at the July meeting for a term of 1 year. Vacancies occurring during the year shall be filled by ballot at the next regular meeting of the Board after the vacancy occurs.
(3) The President shall preside at all meetings, appoint all committees, authorize calls for any special meetings and generally perform the duties of a presiding officer.
(4) The Vice-President shall preside in the absence of the president.
(5) The Secretary shall keep, or cause to be kept, a true and accurate record of all proceedings of the Board meetings. The Secretary shall provide copies of the minutes prior to the Board meeting to all Board members, Library Director and the permanent public record at the town hall. Preparation of the minutes and agenda will occur in a timely manner as prescribed in the applicable state statutes.
(D) Committees, liaisons, representatives and delegates. The Library Advisory Board may by majority vote appoint from time to time individuals to serve on committees and to act as liaisons, representatives and delegates of the Board with such powers and duties as authorized by the Board. The appointed individuals shall make progress reports to the Library Advisory Board, with a final report to be made at the end of a particular assignment or project, at which time the appointment will cease.
(E) Quorum.
(1) A quorum for the transaction of Library Board business shall consist of a simple majority of the Board, which is 3 out of 5 members.
(2) If a quorum is not present within 15 minutes of the posted set time, the meeting shall be canceled.
(F) Order of business. The secretary, at the direction of the President and with the consultation of the Library Director, shall prepare an agenda for each meeting of the Library Board. All posting of agendas shall be in compliance with applicable state statutes.
(G) Minutes of the meeting. The Secretary shall provide copies of the minutes prior to the Board meeting to all Board members, the Library Director and for the permanent public record at town hall.
(H) Amendment of by-laws. The Library Advisory Board may, at any regular meeting and by majority vote, recommend to the Town Council that these by-laws be further amended by resolution of Council.
(I) Absenteeism. Council shall remove from office any Board member who misses 3 consecutive Board meetings or 5 board meetings in a 12-month period, unless the absences were excused by the president of the Board.
(J) Resignations.
(1) Resignation of a Board member shall be submitted in writing to the Mayor with a copy to the President of the Board stating the effective date of the resignation.
(2) A Town Council appointed replacement to a vacated Board position shall complete the term of the retired member.
(2001 Code, § 11-3-2) (Am. Ord. 491, passed - -2002)