A. Membership: The Library Advisory Board membership shall consist of up to seven (7) voting members, appointed by the Mayor, with City Council approval. The Library Director shall be a non-voting, ex officio member. The Mayor, with City Council approval, may appoint up to two (2) non-voting members nominated by the Library Director from the membership of the Octavia Fellin Teen Advisory Board.
B. Officers: Board members will elect its officers: a Chairperson, Vice-Chairperson, and Secretary. The board may elect or appoint such other officers as it will deem desirable. Such officers will have the authority to perform the duties prescribed. The members of the board shall regularly attend meetings and shall serve without compensation except for reimbursement of authorized expenses attendant to the performance of their duties.
1. Chairperson: The Chairperson will be the principal officer of the organization. The Chairperson will preside at all meetings of the board, represent the Library Board at public functions and events, assist the Library Director in establishing meeting agendas and perform all duties incident to the office, and such other duties as from time to time may be assigned by the board.
2. Vice-Chairperson: In the absence of the Chairperson, or in the case of the Chairperson's inability or refusal to act, the Vice-Chairperson of the board will perform the duties of the Chairperson and when so acting, will have all the powers of and be subject to all the restrictions upon the Chairperson. The Vice-Chairperson will perform such other duties as from time to time may be assigned by the board.
3. Secretary: The Secretary will take minutes of the board meetings; perform all duties incident to the Office of Secretary, and such other duties as from time to time may be assigned by the Chairperson or by the board. Minutes taken at board meetings will be distributed prior to the next board meeting and official action will be taken thereon. A copy of the approved and signed minutes will be forwarded to the City Clerk.
4. Re-Election Of Officers: The board shall elect officers annually at the first meeting during the calendar year. New offices may be created and filled at any meeting of the board. Should a vacancy occur in an officer position, an election shall be held at the next regularly scheduled meeting to select a replacement. The replacement officer will serve the remainder of the unexpired term.
5. Parliamentary Authority: The board will operate using consensus, when possible. Otherwise, the rules contained in "Robert's Rules of Order", latest edition, will govern the board in all cases to which they are applicable.
C. Term Of Office:
1. At Large Members: The voting members shall serve staggered terms with four (4) of the initial members serving four-year terms and the remaining members serving two- year terms. All subsequent terms shall be for four (4) years.
2. Years Of Service: The number of consecutive years of service on the board shall be limited to three (3) terms in order to maintain broad representation of the entire community.
3. Library Director: Will hold his or her ex officio status based upon his or her employment as the Library Director and is not subject to the term limitation above.
4. Teen Advisory Board Members: These non-voting members shall serve two (2) year terms and may be re-appointed for one additional two (2) year term.
D. Vacancies:
1. Vacancy: A vacancy or vacancies in the board will be deemed to exist upon:
a. A board member giving written notice to the Chairperson of his/her resignation. Once a board member resigns their position, their resignation may not be rescinded; or
b. The death or removal of any board member; or
c. An increase of the authorized number of board members.
2. Notification: The Library Director will notify the Mayor when a vacancy occurs and may recommend a replacement member to the Mayor and Council.
3. Unexpired Term: A board member appointed to fill a vacancy of a member with an unexpired term will serve the remainder of the unexpired term.
4. Newly Appointed Members: Newly appointed members shall be installed at the first regular meeting after their appointment.
E. Removal: The affirmative vote of the majority of the board members present at a called meeting at which a quorum is present may remove, by majority vote, an "at large" member from the board. Any member who has three (3) consecutive meeting absences may be removed from the board.
F. Board Meetings:
1. The board will meet at such time and location as designated by the Chairperson of the board and with the concurrence of the board.
2. The board will adopt a resolution stating the time and place for holding regular meetings and shall comply with the Open Meetings Act of the State of New Mexico.
3. Special meetings of the board may be called by the Chairperson. All special meetings will be noticed in advance and will comply with the provisions of the Open Meetings Act of the State of New Mexico.
G. Quorum And Voting:
1. The majority of the board members in office will be deemed a quorum for the transaction of business at any meeting of the board. If the number of board members diminishes during the meeting, business may still be acted upon, providing the number of votes needed to pass items when a quorum was originally present is achieved.
2. The act of a majority of the board members present at a meeting, at which a quorum is present, will be the act of the board, unless the act of a greater number is required by law or by these bylaws. Votes will be taken by roll-call.
3. Each board member will have one vote on matters which come before the board. No proxy votes are allowed.
4. Ex officio members are nonvoting members and do not count as quorum members.
H. Conflict Of Interest: Each member must certify annually that no conflict of interest exists. No member of the board may use information, not a matter of public record, obtained because of board membership, for personal pecuniary gain.
I. Sub-Committees: The Board may establish sub-committees to assist in accomplishing the responsibilities of the board. A board member will chair each sub- committee with an unspecified number of board members and/or community volunteers chosen by the board as working sub-committee members. (Ord. 2018-16, 11-13-2018)