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HomeMy WebLinkAbout04 Resolution to Amend Citizen Board Bylaws 6.14.17 AGENDA ITEM SUMMARY REGULAR MEETING DATE: June 14, 2017 AGENDA ITEM TITLE: Resolution to Amend Pitkin County Library Citizen Board and Senior Services Council Bylaws STAFF RESPONSIBLE: Charlotte Anderson SUMMARY OF ISSUE: At the May 16, 2017 Work Session the Board discussed the amendment of the Pitkin County Library Citizen Board bylaws to include alternate members. The Senior Services Council also had minor amendments stating the Pitkin County Board of County Commissioners have final approval on all bylaw amendments. Staff has prepared the attached resolution and included attachments which include proposed changes in red. BOCC RECOMMENDED ACTION: Approve the attached resolution ATTACHMENTS: • Resolution • Library bylaws amended in 2015 • Library bylaws with proposed changes in red (Article II, Section 1 and Article III, Section 7) • Senior Services Council bylaws as of 2015 • Senior Services Council bylaws with proposed changes in red (Article VII, Section 1 and 2) RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS ("BOCC") OF PITKIN COUNTY, COLORADO, TO AMEND PITKIN COUNTY LIBRARY CITIZEN BOARD AND SENIOR SERVICES COUNCIL BYLAWS RESOLUTION NO. -2017 RECITALS: 1. Pursuant to Section 2.8.4 (Actions) of the Pitkin County Home Rule Charter ("HRC"), all matters not required to be acted upon by ordinance or formal resolution may be acted upon by informal resolution. 2. Volunteer Citizen Boards are established per the Home Rule Charter and State Statute. 3. The Board of County Commissioners wishes to approve the amendment of the bylaws of the Pitkin County Library Citizen Board and the Senior Services Citizen Board Council as reviewed on June 14, 2017 4. The BOCC finds that it is in the best interests of the citizens of Pitkin County to approve this Resolution. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado that it approves a resolution amending the bylaws of the Pitkin County Library Citizen Board and authorizes the Chair to sign on behalf of the county. INTRODUCED, READ AND ADOPTED ON THE DAY OF 2017. ATTEST: BOARD OF COUNTY COMMISSIONERS By By: Jeanette Jones George Newman, Chair Deputy County Clerk Date: MANAGER APPROVAL Jon Peacock, County Manager BYLAWS BOARD OF TRUSTEES OF THE PITKIN COUNTY LIBRARY Amended on March 25, 2015 via BOCC Resolution # 016-2015 These bylaws are amended and reenacted in whole by the Pitkin County Library Board of Trustees, January 14, 2004. Article I. ORGANIZATION AND LOCATION Section 1. Name of Organization. This organization shall be called"The Board of Trustees of the Pitkin County Library" (hereinafter referred to as the Board) and shall operate the Pitkin County Library(hereinafter referred to as the Library) in accordance with the Pitkin County Charter, Pitkin County ordinances and resolutions; the Colorado Library Law, sec. 24-90-101, C.R.S.; and all other applicable federal, state, and local laws. The Pitkin County Library exists as a County Library as a result of an election held on November 5, 1940. The Library is a department of Pitkin County. Section 2. Legal Service Area. The Library shall provide services to all areas of Pitkin County except the legal service area of the Basalt Library District. Section 3. Location of Offices. The offices of the Board shall be at the Pitkin County Library building at 120 North Mill Street, Aspen, Colorado 81611. Section 4. Trustees' Commitment. Trustees who accept appointment to the Board commit themselves to careful consideration of decisions relating to the Library, to regular attendance at meetings, to serving on committees necessary to the operation of the Library, and, when reasonable considering other responsibilities of each trustee, attending out-of-county meetings and seminars. ARTICLE II. MEMBERSHIP ON THE BOARD OF TRUSTEES Section 1. Number of Trustees. The Pitkin County Board of County Commissioners (hereinafter referred to as BOCC) shall determine the size of the Board and shall appoint its members. The BOCC has determined that the current size of the Board is seven members. Appointees to the Board shall be chosen from residents within the legal service area. Section 2. Length of Terms. Each Trustee shall serve for a fixed term determined by the BOCC. The current regular term for Board members as determined by the BOCC is four(4)years. Terms shall ordinarily expire April 1 and in staggered years if possible. The President shall request the BOCC to fill a vacancy for the remainder of an unexpired term as soon as possible. The Secretary shall keep a record of the commencement and termination date of each Trustee's term of office. Section 3. Reappointment. There shall be no fixed limit on the number of terms served by a Board member, but the BOCC shall assess the performance of the member prior to appointment for another term. A Trustee whose term is expiring must apply to the BOCC for reappointment. Section 4. Removal of a Trustee. A Trustee may be removed only by a vote of the BOCC and only upon a showing of good cause as defined in,but not limited to, these bylaws. Good cause as defined by these bylaws shall be non-performance of poor performance of duties; misconduct in performance of duties; violation of the Standard of Conduct for Pitkin County Public Officials; sexual or other harassment; serious misconduct in matters other than duties as a Trustee; and violation of the attendance policy of this Board. Violation of the attendance policy of the Board is defined as three unexcused absences during the calendar year. The President or Vice President acting on behalf of the President shall have the duty and responsibility for excusing a Trustee for good cause from attending a meeting. Any Trustee may notify the Board of County Commissioners,through the County Attorney, when actions of a Trustee that appear to be in violation of the Standard of Conduct are brought to his or her attention. The President shall advise the County Commissioners when there may be any other good cause for removal of a Trustee. Section 5. Compensation, Travel and Reimbursable Costs. A Trustee shall not receive a salary or other compensation for services. A Trustee may be reimbursed for actual travel and subsistence expenses when traveling on library business at a rate equal to the rates established by the BOCC for other Citizen Board. A Trustee may be reimbursed for other training and educational expenses including membership in professional organizations and other expenses related to the operation of the library. Section 6. Library Employment. A Trustee may not seek a paid position nor be an employee on the Library staff. ARTICLE III. MEETINGS Section 1. Regular Meetings. Regular meetings shall be held on the second Wednesday of each month, January through November,beginning at noon,unless changed at a previous meeting. If it is a legal holiday, the meeting shall be held at noon on the following day. The annual meeting shall be held at the March regular meeting; and shall not be commenced and continued to later than the June meeting. All Board meetings shall be held within the Legal Service Area. Section 2. Special meetings. Special meetings may be called at the request of a majority of the Trustees. Section 3. Public Attendance at Meetings. All meetings of three or more members of the Board at which public business is discussed or at which any formal action may be taken are public meetings open to the public. Section 4. Meeting Notice, Agenda, and Study Material. Any meeting of the Board at which the adoption of any proposed policy, position, resolution, rule, regulation, or formal action occurs, at which a majority or quorum of the Board is in attendance, or is expected to be in attendance, shall be held only after full and timely notice to the public. The notice of the meeting shall be posted in a designated public place within the library service area no less than twenty-four hours prior to holding the meeting. Specific agenda information shall be where possible included with the public meeting notice. The public place or places for posting of such notice shall be designated at the Board's first regular meeting of each calendar year. The County Librarian shall furnish the Trustees where possible in advance of all meetings copies of material to be studied or acted upon, including an agenda and a monthly report of the County Librarian. The agenda shall be prepared by the President and the County Librarian. Items of the agenda shall include but not be limited to roll call, public comment, librarian's report, financial reports, committee reports, as well as old and new business, and disposition of minutes of the previous meeting and any intervening special meetings. The agenda shall be available to the public in writing in advance of the meeting. Section 5. Public Participation in Meetings. During the public comment period of the meeting any person may speak as to any aspect of library business for a period of three minutes upon first disclosing his or her name and address. The President in his or her discretion may allow further reasonable participation by the public in a meeting as to business specifically before the Board. Persons desiring to make other presentations before the Board may apply in advance to the President or County Librarian to place the matter on a meeting agenda. Section 6. Quorum. A quorum for the transaction of business at any meeting shall consist of a majority of the membership of the Board. Section 7. Voting. 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 8. Conduct of Meetings. Proceedings shall be governed by Robert's Rules of Order. Section 9. Minutes. Minutes of any meeting of the Board at which the adoption of any proposed policy,position, resolution, rule, regulation, or formal action occurs or could occur shall be taken and promptly recorded, and such records shall be open to public inspection. The minutes of a meeting in which an executive session is held shall reflect the topic of the discussion at the executive session. Executive sessions shall be held only upon the affirmative vote of two thirds of the quorum present and shall be in accordance with Sec. 24-6-402(4), C.R.S. All papers, records, and deliberations of the Board, and all records kept by the Board or the Library pursuant to law shall be available for public inspection, and for reproduction at a reasonable cost to be set by the BOCC, during normal business hours, except materials that by law are confidential. ARTICLE IV. OFFICERS AND THEIR DUTIES Section 1. Annual Meeting and Election of Officers. The annual meeting shall be the regular meeting in March at which officers shall be elected by a majority vote for the ensuing year. The officers shall begin their terms after the close of the annual meeting. Section 2. Officers. The Trustees shall elect from among themselves at the annual meeting a President, a Vice-president, A Secretary, a Treasurer, and such other officers as are necessary. A Trustee may hold the two offices of Secretary and Treasurer. Section 3. Nominations. The President shall appoint a nominating committee at the January meeting consisting of at least three Board members other than the President. The Committee shall present a slate of one name for each office at the February meeting. Other nominations may be made from the floor. Section 4. Tenure. Each officer shall serve for a term of twelve months or until the next annual meeting and may be re-elected. Section 5. Duties of the President. The President shall be the chief executive of the Board, shall conduct all meetings and be responsible for bringing before the Board those matters which require attention, shall participate in voting, shall appoint all committees and arrange for their reports to be presented to the Board, shall execute all documents authorized by the Board and perform such other duties as the Board may request. The President shall excuse individual Trustees from attending a meeting for good cause; and shall notify the BOCC when there may be good cause to remove a Trustee or when a Board vacancy exists. The President or designee shall sign all warrants to the County Finance Department for the expending of all monies from the public library fund. Section 6. Duties of the Vice-president. The Vice-president shall assume the duties of the President at meetings in which the President is absent. Section 7. Duties of the Secretary. The Secretary shall keep and record complete and accurate minutes of each meeting of the Trustees including members' attendance, and shall issue and post all notices of all regular and special meetings, and any other notice required by law. The Secretary shall keep a record of the commencement and termination date of each Trustee's term of office. The Secretary, the President, or the County Librarian shall prepare such correspondence as the Board directs. Section 8. Duties of the Treasurer. The Treasurer shall examine the Library monthly financial statements, report to the Board concerning these statements, and shall perform such duties as generally involve this office. Section 9. Absence or Resignation of an Officer. In the event of the absence or inability of an officer to act, the President shall appoint another Trustee to perform the duties of the office on a temporary basis. In the event of the resignation of an officer, the President shall call for a new election at the next regular meeting with nominations coming from the floor. ARTICLE V. POWERS AND DUTIES OF THE BOARD OF TRUSTEES Section 1. Library Law. The Board shall have powers and duties as set forth in the Library Law, sec. 24-90-101, C.R.S. including but not limited to having exclusive control and spending authority over the disbursement of the library funds as appropriated by the BOCC and all other assets of the public library fund; except that these powers and duties may be delegated in part(if the Board retains the right to rescind the delegation) to the Pitkin County Manager or BOCC. Section 2. Librarian and Staff. The Board shall employ a County Librarian, and upon the librarian's recommendation, employ such other persons as may be necessary, prescribe their duties, and fix their compensation; except that these powers and duties may be delegated in whole or in part (if the Board retains the right to rescind the delegation) to the Pitkin County Manager or the BOCC. Section 3. Pitkin County Personnel Policies. The Board shall follow, and the County Librarian and staff members be governed by, the Pitkin County Personnel Policy Manual unless said policy is contrary to other sections of these Bylaws or the resolutions or rules of the Board. Section 4. Gifts. The Board shall accept and acknowledge gifts on behalf of the Library that will benefit the users of the library. This duty may be delegated to the County Librarian. Section 5. Land. The Board shall hold and acquire land by loan, gift, lease, or purchase for Library purposes, to be held in the name of the Board of Trustees of the Pitkin County Library. Section 6. Buildings. The Board shall receive by loan, gift, lease, or purchase, or shall erect any appropriate buildings for Library purposes and acquire such buildings as may be needed. Section 7. Budget. The Board shall submit annually a budget to the BOCC. Section 8. Annual Report. At the close of each calendar year the Board shall make a report to the BOCC showing the condition of its trust during the year, the sums of money expended, and the purpose of the expenditures and such other statistics and information as the Board deems of public interest. At the close of each calendar year,the Board shall make a report to the State Library in the required form. Section 10. Purchasing Procedures. Purchasing procedures shall follow those set forth in the Pitkin County Procurement Code unless the Procurement Code is contrary to other sections of these Bylaws, or resolutions or rules of the Board. Section 11. Other Actions. The Board shall identify and carry out all other actions necessary for the orderly and efficient management of the Library. ARTICLE VI. DUTIES OF THE COUNTY LIBRARIAN Section 1. Position. The Board shall employ a qualified librarian who shall be the chief administrative officer of the Library on behalf of the Board and under its review and direction. The librarian shall recommend to the Board the appointment of other employees and shall be held responsible for the proper direction and supervision of the staff, for the care and maintenance of library property, for an adequate and proper selection of books and other material in keeping with the stated policy of the Board, for the efficiency of library service to the public, and for its financial operation within the limitations of the budgeted appropriation. The Board's authority to employ and supervise the County Librarian and library staff may be delegated in whole or in part to the BOCC or County Manager unless this delegations is contrary to these Bylaws, or resolutions or rules of the Board, and the Board retains the right to rescind this delegation. The County Librarian shall be considered a Section Head and Department Head in the administration of the County government and shall have the usual powers and duties of such positions unless they are contrary to these Bylaws, resolutions or rules of the Board. Section 2. Miscellaneous and Emergency Expenditures. The County Librarian may make miscellaneous unbudgeted expenditures in accordance with the rules of the County Finance Department commensurate with the position of a Section and Department Head unless these rules are contrary to other sections of these Bylaws, resolutions or rules of the Board. Section 3. Finance. The County Librarian shall approve all invoices for payment, if delegated with this authority by the Board President; and shall comply with the rules of the County Department of Finance,unless said rules are contrary to other sections of these Bylaws, resolutions or rules of the Board. Section 4. Personnel. The County Librarian shall follow and all Library employees shall be governed by the procedures in the County Personnel Manual unless these procedures are contrary to other sections of these Bylaws, or resolutions or rules of the Board. Section 5. Budget Preparation. The County Librarian shall prepare and furnish at the regular July Board meeting a draft of a compete budget together with an annual report of goals and accomplishments. A reading of the proposed budget shall be made at the August meeting, with a second reading and approval at the September meeting. ARTICLE VII. COMMITTEES Section 1. Board Committees. The President shall appoint Trustee committees to carry out the work of the Board. A committee shall serve until its work is completed and a final report is given to the Board. ARTICLE VIII. LIBRARY POLICY MANUAL AND BYLAWS Section 1. Library Policy Manual. The Board of Trustees and County Librarian shall review the Library Policy Manual at least every two years. Section 2. Revision of the Bylaws and Library Policy Manual. A copy of the draft of any proposed change to these bylaws or policy manual shall be presented for discussion at a regular meeting of the Board. At the next regular meeting it shall be presented for a second reading and discussion and a vote. An affirmative vote of the majority of the Trustees present is required for passage. A copy of the Bylaws and any amendments shall be filed with the BOCC. ARTICLE IX. GENERAL Section 1. Temporary Suspension of Rules. Any rule or resolution of the Board, whether contained in these Bylaws or otherwise may be suspended temporarily in connection with business at hand,unless prohibited by law, but such suspension, to be valid, may be taken only at a regular or special meeting at which two-thirds of all members of the Board shall be present and two-thirds of those present shall so approve. BYLAWS BOARD OF TRUSTEES OF THE PITKIN COUNTY LIBRARY These bylaws are amended and reenacted in whole by the Pitkin County Library Board of Trustees, May 17, 2017. Article I. ORGANIZATION AND LOCATION Section 1. Name of Organization. This organization shall be called"The Board of Trustees of the Pitkin County Library" (hereinafter referred to as the Board) and shall operate the Pitkin County Library(hereinafter referred to as the Library) in accordance with the Pitkin County Charter, Pitkin County ordinances and resolutions; the Colorado Library Law, sec. 24-90-101, C.R.S.; and all other applicable federal, state, and local laws. The Pitkin County Library exists as a County Library as a result of an election held on November 5, 1940. The Library is a department of Pitkin County. Section 2. Legal Service Area. The Library shall provide services to all areas of Pitkin County except the legal service area of the Basalt Library District. Section 3. Location of Offices. The offices of the Board shall be at the Pitkin County Library building at 120 North Mill Street, Aspen, Colorado 81611. Section 4. Trustees' Commitment. Trustees who accept appointment to the Board commit themselves to careful consideration of decisions relating to the Library, to regular attendance at meetings, to serving on committees necessary to the operation of the Library, and, when reasonable considering other responsibilities of each trustee, attending out-of-county meetings and seminars. ARTICLE II. MEMBERSHIP ON THE BOARD OF TRUSTEES Section 1. Number of Trustees. The Pitkin County Board of County Commissioners (hereinafter referred to as BOCC) shall determine the size of the Board and shall appoint its members. The BOCC has determined that the current size of the Board is seven members. Appointees to the Board shall be chosen from residents within the legal service area. Two alternates may be appointed at the discretion of the Board of County Commissioners. Alternates are subject to the same attendance requirements set forth in Article I, Section 4. Section 2. Length of Terms. Each Trustee shall serve for a fixed term determined by the BOCC. The current regular term for Board members as determined by the BOCC is five years. Terms shall ordinarily expire March 1 and in staggered years if possible. The President shall request the BOCC to fill a vacancy for the remainder of an unexpired term as soon as possible. The Secretary shall keep a record of the commencement and termination date of each Trustee's term of office. Section 3. Reappointment. There shall be no fixed limit on the number of terms served by a Board member, but the BOCC shall assess the performance of the member prior to appointment for another term. A Trustee whose term is expiring must apply to the BOCC for reappointment. Section 4. Removal of a Trustee. A Trustee may be removed only by a vote of the BOCC and only upon a showing of good cause as defined in,but not limited to, these bylaws. Good cause as defined by these bylaws shall be non-performance of poor performance of duties; misconduct in performance of duties; violation of the Standard of Conduct for Pitkin County Public Officials; sexual or other harassment; serious misconduct in matters other than duties as a Trustee; and violation of the attendance policy of this Board. Violation of the attendance policy of the Board is defined as three unexcused absences during the calendar year. The President or Vice President acting on behalf of the President shall have the duty and responsibility for excusing a Trustee for good cause from attending a meeting. Any Trustee may notify the Board of County Commissioners,through the County Attorney, when actions of a Trustee that appear to be in violation of the Standard of Conduct are brought to his or her attention. The President shall advise the County Commissioners when there may be any other good cause for removal of a Trustee. Section 5. Compensation, Travel and Reimbursable Costs. A Trustee shall not receive a salary or other compensation for services. A Trustee may be reimbursed for actual travel and subsistence expenses when traveling on library business at a rate equal to the rates established by the BOCC for other Citizen Board. A Trustee may be reimbursed for other training and educational expenses including membership in professional organizations and other expenses related to the operation of the library. Section 6. Library Employment. A Trustee may not seek a paid position nor be an employee on the Library staff. ARTICLE III. MEETINGS Section 1. Regular Meetings. Regular meetings shall be held on the second Wednesday of each month, January through November,beginning at noon,unless changed at a previous meeting. If it is a legal holiday, the meeting shall be held at noon on the following day. The annual meeting shall be held at the March regular meeting; and shall not be commenced and continued to later than the June meeting. All Board meetings shall be held within the Legal Service Area. Section 2. Special meetings. Special meetings may be called at the request of a majority of the Trustees. Section 3. Public Attendance at Meetings. All meetings of three or more members of the Board at which public business is discussed or at which any formal action may be taken are public meetings open to the public. Section 4. Meeting Notice, Agenda, and Study Material. Any meeting of the Board at which the adoption of any proposed policy, position, resolution, rule, regulation, or formal action occurs, at which a majority or quorum of the Board is in attendance, or is expected to be in attendance, shall be held only after full and timely notice to the public. The notice of the meeting shall be posted in a designated public place within the library service area no less than twenty-four hours prior to holding the meeting. Specific agenda information shall be where possible included with the public meeting notice. The public place or places for posting of such notice shall be designated at the Board's first regular meeting of each calendar year. The County Librarian shall furnish the Trustees where possible in advance of all meetings copies of material to be studied or acted upon, including an agenda and a monthly report of the County Librarian. The agenda shall be prepared by the President and the County Librarian. Items of the agenda shall include but not be limited to roll call, public comment, librarian's report, financial reports, committee reports, as well as old and new business, and disposition of minutes of the previous meeting and any intervening special meetings. The agenda shall be available to the public in writing in advance of the meeting. Section 5. Public Participation in Meetings. During the public comment period of the meeting any person may speak as to any aspect of library business for a period of three minutes upon first disclosing his or her name and address. The President in his or her discretion may allow further reasonable participation by the public in a meeting as to business specifically before the Board. Persons desiring to make other presentations before the Board may apply in advance to the President or County Librarian to place the matter on a meeting agenda. Section 6. Quorum. A quorum for the transaction of business at any meeting shall consist of a majority of the membership of the Board. Section 7. Voting. 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. Alternates will take turns serving as voting members for the duration of any meeting when a Trustee is absent. Minutes shall reflect which alternate served as a voting member during a meeting. Section 8. Conduct of Meetings. Proceedings shall be governed by Robert's Rules of Order. Section 9. Minutes. Minutes of any meeting of the Board at which the adoption of any proposed policy,position, resolution, rule, regulation, or formal action occurs or could occur shall be taken and promptly recorded, and such records shall be open to public inspection. The minutes of a meeting in which an executive session is held shall reflect the topic of the discussion at the executive session. Executive sessions shall be held only upon the affirmative vote of two thirds of the quorum present and shall be in accordance with Sec. 24-6-402(4), C.R.S. All papers, records, and deliberations of the Board, and all records kept by the Board or the Library pursuant to law shall be available for public inspection, and for reproduction at a reasonable cost to be set by the BOCC, during normal business hours, except materials that by law are confidential. ARTICLE IV. OFFICERS AND THEIR DUTIES Section 1. Annual Meeting and Election of Officers. The annual meeting shall be the regular meeting in March at which officers shall be elected by a majority vote for the ensuing year. The officers shall begin their terms after the close of the annual meeting. Section 2. Officers. The Trustees shall elect from among themselves at the annual meeting a President, a Vice-president, A Secretary, a Treasurer, and such other officers as are necessary. A Trustee may hold the two offices of Secretary and Treasurer. Section 3. Nominations. The President shall appoint a nominating committee at the January meeting consisting of at least three Board members other than the President. The Committee shall present a slate of one name for each office at the February meeting. Other nominations may be made from the floor. Section 4. Tenure. Each officer shall serve for a term of twelve months or until the next annual meeting and may be re-elected. Section 5. Duties of the President. The President shall be the chief executive of the Board, shall conduct all meetings and be responsible for bringing before the Board those matters which require attention, shall participate in voting, shall appoint all committees and arrange for their reports to be presented to the Board, shall execute all documents authorized by the Board and perform such other duties as the Board may request. The President shall excuse individual Trustees from attending a meeting for good cause; and shall notify the BOCC when there may be good cause to remove a Trustee or when a Board vacancy exists. The President or designee shall sign all warrants to the County Finance Department for the expending of all monies from the public library fund. Section 6. Duties of the Vice-president. The Vice-president shall assume the duties of the President at meetings in which the President is absent. Section 7. Duties of the Secretary. The Secretary shall keep and record complete and accurate minutes of each meeting of the Trustees including members' attendance, and shall issue and post all notices of all regular and special meetings, and any other notice required by law. The Secretary shall keep a record of the commencement and termination date of each Trustee's term of office. The Secretary, the President, or the County Librarian shall prepare such correspondence as the Board directs. Section 8. Duties of the Treasurer. The Treasurer shall examine the Library monthly financial statements, report to the Board concerning these statements, and shall perform such duties as generally involve this office. Section 9. Absence or Resignation of an Officer. In the event of the absence or inability of an officer to act, the President shall appoint another Trustee to perform the duties of the office on a temporary basis. In the event of the resignation of an officer, the President shall call for a new election at the next regular meeting with nominations coming from the floor. ARTICLE V. POWERS AND DUTIES OF THE BOARD OF TRUSTEES Section 1. Library Law. The Board shall have powers and duties as set forth in the Library Law, sec. 24-90-101, C.R.S. including but not limited to having exclusive control and spending authority over the disbursement of the library funds as appropriated by the BOCC and all other assets of the public library fund; except that these powers and duties may be delegated in part(if the Board retains the right to rescind the delegation) to the Pitkin County Manager or BOCC. Section 2. Librarian and Staff. The Board shall employ a County Librarian, and upon the librarian's recommendation, employ such other persons as may be necessary, prescribe their duties, and fix their compensation; except that these powers and duties may be delegated in whole or in part (if the Board retains the right to rescind the delegation) to the Pitkin County Manager or the BOCC. Section 3. Pitkin County Personnel Policies. The Board shall follow, and the County Librarian and staff members be governed by, the Pitkin County Personnel Policy Manual unless said policy is contrary to other sections of these Bylaws or the resolutions or rules of the Board. Section 4. Gifts. The Board shall accept and acknowledge gifts on behalf of the Library that will benefit the users of the library. This duty may be delegated to the County Librarian. Section 5. Land. The Board shall hold and acquire land by loan, gift, lease, or purchase for Library purposes, to be held in the name of the Board of Trustees of the Pitkin County Library. Section 6. Buildings. The Board shall receive by loan, gift, lease, or purchase, or shall erect any appropriate buildings for Library purposes and acquire such buildings as may be needed. Section 7. Budget. The Board shall submit annually a budget to the BOCC. Section 8. Annual Report. At the close of each calendar year the Board shall make a report to the BOCC showing the condition of its trust during the year, the sums of money expended, and the purpose of the expenditures and such other statistics and information as the Board deems of public interest. At the close of each calendar year, the Board shall make a report to the State Library in the required form. Section 10. Purchasing Procedures. Purchasing procedures shall follow those set forth in the Pitkin County Procurement Code unless the Procurement Code is contrary to other sections of these Bylaws, or resolutions or rules of the Board. Section 11. Other Actions. The Board shall identify and carry out all other actions necessary for the orderly and efficient management of the Library. ARTICLE VI. DUTIES OF THE COUNTY LIBRARIAN Section 1. Position. The Board shall employ a qualified librarian who shall be the chief administrative officer of the Library on behalf of the Board and under its review and direction. The librarian shall recommend to the Board the appointment of other employees and shall be held responsible for the proper direction and supervision of the staff, for the care and maintenance of library property, for an adequate and proper selection of books and other material in keeping with the stated policy of the Board, for the efficiency of library service to the public, and for its financial operation within the limitations of the budgeted appropriation. The Board's authority to employ and supervise the County Librarian and library staff may be delegated in whole or in part to the BOCC or County Manager unless this delegations is contrary to these Bylaws, or resolutions or rules of the Board, and the Board retains the right to rescind this delegation. The County Librarian shall be considered a Section Head and Department Head in the administration of the County government and shall have the usual powers and duties of such positions unless they are contrary to these Bylaws, resolutions or rules of the Board. Section 2. Miscellaneous and Emergency Expenditures. The County Librarian may make miscellaneous unbudgeted expenditures in accordance with the rules of the County Finance Department commensurate with the position of a Section and Department Head unless these rules are contrary to other sections of these Bylaws, resolutions or rules of the Board. Section 3. Finance. The County Librarian shall approve all invoices for payment, if delegated with this authority by the Board President; and shall comply with the rules of the County Department of Finance,unless said rules are contrary to other sections of these Bylaws, resolutions or rules of the Board. Section 4. Personnel. The County Librarian shall follow and all Library employees shall be governed by the procedures in the County Personnel Manual unless these procedures are contrary to other sections of these Bylaws, or resolutions or rules of the Board. Section 5. Budget Preparation. The County Librarian shall prepare and furnish at the regular July Board meeting a draft of a compete budget together with an annual report of goals and accomplishments. A reading of the proposed budget shall be made at the August meeting, with a second reading and approval at the September meeting. ARTICLE VII. COMMITTEES Section 1. Board Committees. The President shall appoint Trustee committees to carry out the work of the Board. A committee shall serve until its work is completed and a final report is given to the Board. ARTICLE VIII. LIBRARY POLICY MANUAL AND BYLAWS Section 1. Library Policy Manual. The Board of Trustees and County Librarian shall review the Library Policy Manual at least every two years. Section 2. Revision of the Bylaws and Library Policy Manual. A copy of the draft of any proposed change to these bylaws or policy manual shall be presented for discussion at a regular meeting of the Board. At the next regular meeting it shall be presented for a second reading and discussion and a vote. An affirmative vote of the majority of the Trustees present is required for passage. A copy of the Bylaws and any amendments shall be filed with the BOCC. ARTICLE IX. GENERAL Section 1. Temporary Suspension of Rules. Any rule or resolution of the Board, whether contained in these Bylaws or otherwise may be suspended temporarily in connection with business at hand,unless prohibited by law, but such suspension, to be valid, may be taken only at a regular or special meeting at which two-thirds of all members of the Board shall be present and two-thirds of those present shall so approve. BY LAWS OF PITKIN COUNTY SENIOR SERVICES COUNCIL ORIGIN 2/18/87 Last update: REVISION G 9/20/06 Amended on March 25, 2015 via BOCC Resolution 016-2015 ARTICLE I NAME The name of this organization shall be the Pitkin County Senior Services Council. ARTICLE II PURPOSE The purpose of the Council shall be as follows; Section 1. To serve as a strong advocate for those residents of the County over sixty years of age in regard to their needs,problems and concerns. Section 2. To identify and address the concerns of the County's older citizens' particularly Those having the greatest economic and/or social needs, and to take appropriate action to Deal with these concerns and needs. Section 3. To stimulate and develop cooperation and coordination among all the govern- mental agencies and private groups involved with the senior citizens within the County with the view toward insuring that an effective comprehensive umbrella of services is available to any one of the County's older citizens who may be in need of such services. Section 4. The Council shall also serve as the Pitkin County Senior Nutrition Site Council, and in so doing shall comply with the guidance provided by the Skyline Six Area Agency on Aging in carrying out its responsibilities in this role. 1 ARTICLE III MEMBERSHIP Section 1. Membership on the Council shall be open to any county resident who meets the age requirements and who has an interest in the concerns of the elderly. The Council will cautiously consider applicants who are currently experiencing stressful personal challenges related to aging, as well as applicants with personal or political agendas that are not aligned with current council priorities, to insure that progress toward stated Council goals remains the focus of all Council members. Section 2. The Council shall consist of twelve (12) regular and not more than twelve (12) alternate members. Of the total regular and alternate members not less than 50 percent shall be sixty (60)years of age or older. Section 3. Alternate members shall vote only in the absence of a regular member. Ideally, an alternate member shall serve a minimum of one (1)year prior to appointment as a regular member. Alternate members are expected to attend Council meetings. Section 4. Members shall serve four(4) year terms arranged on a staggered basis. Upon serving one four(4)year term a member shall retire from the Council for one year, after which he/she may return to the Council as an alternate member. He/she may serve on committees during the off-year. Alternate members shall ascend to regular Council membership based upon seniority as Alternate members. 2. Section 5. A vacancy on the Council shall occur upon resignation, death, upon two (2) consecutive unexcused absences of a member from regularly scheduled meetings, or upon expiration of a member's term. Section 6. When a regular member resigns in the course of a term, the Council will recommend to the BOCC that the first ranked alternate shall be appointed to fulfill the existing term. Section 7. 2 The position of Castle Creek Terrace manager is a permanent ex-officio member. Term limits do not apply to this ex-officio member. ARTICLE IV OFFICERS OF THE COUNCIL Section 1. Officers of the Council shall consist of a Chairman, Vice-Chairman, Secretary, and Treasurer. Section 2. CHAIRMAN. The duties of the Chairman shall be: To preside at meetings of the Council; to appoint committees and to be an ex-officio member of these committees; to represent the Council whenever necessary; and to be an alternate signer on checks. Section 3. VICE-CHAIRMAN. The duties of the Vice-Chairman shall be: To preside in the absence of the Chairman and in the event of the office of the Chairman becoming vacant to assume the duties of the duties of the Chairman for the remainder of the term; and to be an alternate signer on checks. 3. Section 4. SECRETARY. The duties of the Secretary shall be: To attend and keep the minutes of all meetings of the Council; to issue notice of all meetings; and to conduct the correspondence of the Council; and to be an alternate signer on checks. Section 5. TREASURER. The duties of the Treasurer shall be: To account for the disbursement of any funds for the operations after approval of the Council, and to be the primary signer on checks. Section 6. In February of each year, the Council Chairman will appoint a Nominating Committee to present a slate of officers at the March meeting. Officers will be elected in March from this slate of nominees, and/or from nominations made from the floor. New Officers will assume their duties on April 1. In case of officer vacancies prior to February, the Chairman will appoint Council members to fill the un-expired terms. Section 7. The Chairman and one other member of the Council shall serve as members of 3 of the Advisory Council at the Skyline Six Area Agency on Aging. If the Chairman cannot serve in this capacity, he/she will appoint a replacement. An additional Board member shall serve as an alternate to the Skyline Six Area Agency on Aging. ARTICLE V MEETINGS OF THE COUNCIL Section 1. Meetings shall be held on a regular monthly basis, or as determined by a vote of the majority of the Council with the time and place to be designated. Section 2. The Chairman and two or more members of the Council may call special meetings of the Council upon a minimum of two days notice. Section 3. All Council meetings will be open to the public. Section 4. A simple majority of the Council shall constitute a quorum. ARTICLE VI COMMITTEES Section 1. The Council shall establish committees as needed: A. The Council shall have the authority to establish such committees as may be deemed necessary. B. When establishing such a committee the Council shall specify for each the following: purpose, authority, work,projects, term, number of members and chairman. 1. The Chairman of the Council shall appoint a Chairman of each committee. Committee Chairmen will in turn appoint members to their respective committees. 2. Committees shall meet at the call of their Chairmen; Committee Chairmen shall be voting members of the Council. 4 3. The duties and responsibilities of each committee shall be determined by the Council. Reports of committee activity shall be made to the Council at its regular and special meetings. C. Committee membership need not be restricted to Council members but may be composed of qualified county residents who express a willingness to serve. D. Each committee may adopt it's own rules and procedures providing they are not inconsistent with law or these By-Laws. E. Committees shall meet on the call of the Council Chairman or the respective committee chairman. ARTICLE VII AMENDMENTS TO THE BY-LAWS Section 1. These By-laws shall become effective upon their adoption by the Pitkin County Council on Senior Services. Section 2. Amendments to these By-laws may be proposed at any regular meeting of the Council meeting. The vote on the proposed amendment shall be taken at the next regular Council meeting. Section 3. The rules contained in"Robert's Rules of Order Revised" shall govern in matters not covered by these By-laws. 5 2. The duties and responsibilities of each committee shall be determined by the Council. Reports of committee activity shall be made to the Council at its regular and special meetings. A. Committee membership need not be restricted to Council members but may be composed of qualified county residents who express a willingness to serve. B. Each committee may adopt it's own rules and procedures providing they are not inconsistent with law or these By-Laws. C. Committees shall meet on the call of the Council Chairman or the respective committee chairman. ARTICLE VII AMENDMENTS TO THE BY-LAWS Section 1. These By-laws shall become effective upon their adoption by the Pitkin County Senior Services Council and subsequent approval by the BOCC. Section 2. Amendments to these By-laws may be proposed at any regular meeting of the Council meeting. The vote on the proposed amendment shall be taken at the next regular BOCC meeting. Section 3. The rules contained in"Robert's Rules of Order Revised" shall govern in matters not covered by these By-laws.