LIBRARY BOARD

(Mission Statement, BY-LAWS, Board Members)

MISSION STATEMENT

The mission of the Madison Public Library is to serve the citizens of the city and county as a source of information. The library attempts to provide materials and programs that will promote an educated citizenry and enrich personal lives. The materials and programs are provided to help meet the educational, informational, cultural, and recreational needs of the city and county residents.

The library goals are:
1. To assemble, preserve, and administer, in organized collections, print and non-print materials to promote an enlightened citizenship and to enrich personal lives.
2. To serve the region as a source of information.
3. To provide a place where anyone may encounter the original, sometimes unorthodox and critical ideas so necessary in a society that depends for its survival on free competition in ideas.
4. To support educational, civic, and cultural activities of groups and organizations.
5. To provide lifelong learning opportunities for children, teenagers and adults.
6. To seek continually to identify community informational needs, to provide programs of service to meet such needs, and to network with other organizations, agencies, and institutions which can provide programs or services to meet community needs.
7. To provide opportunity for recreation through the use of literature, music, films, video, compact discs, and other art forms.
8. To collect items contributing to knowledge of local history.
9. To evaluate and integrate developments in new technology into library operations and services to enable staff to provide better service to the customer.

The Madison Public Library is a member of the Pioneerland Library System. PLS is joined by agreement, or contract, which has been signed by 27 governing units which are part of the system. The agreement contains sections on the library board, financing and disbursements of funds, how the budget share is determined between participating counties and the cities within them, and termination of the agreement. There are 27 signatories, 31 libraries and 46 voting members in Pioneerland Library System

FUNDING

The Madison Library is funded by a combination of state, federal, and local (property tax) funds. The Federal and State money is used to fund system services, specifically administration and clerical support, delivery service, the processing center, and production of the CD Rom catalog. LQP County and the city of Madison are requested to provide funding to operate the library. Funding generated from the city and county is used to pay staff costs of running the library as well as to purchase materials for the library. In addition to the monies sent to PLS, Madison has a local budget for purchasing materials and capital equipment which falls under the control of the local library board and librarian.

The staff of the Madison Library work diligently shopping for sales on materials and researching different companies from which to purchase materials and supplies in order to get the best discount. The Library Board conducts fundraisers to earn money to help with the capital expenses of the library. They also help with purchasing badly needed reference materials. This year they purchased "International Wildlife Encyclopedia" and "Family Health Encyclopedia". The Library Board is currently working on putting a laser copier in the library.

BY-LAWS FOR MADISON PUBLIC LIBRARY BOARD
REVISED 4-26-2003

ARTICLE I
Identification

Section 1. The name of the organization is the Madison Public Library Board, located in Madison, Minnesota 56256.

Section 2. The Madison Public Library is a member of the Pioneerland Library System and shall have one (1) representative member serving on the Pioneerland Library Board.

ARTICLE II
Purpose

Section 1. The purpose of the Madison Library Board is to represent the Madison Library to the people and governing officials.

The Library Board responsibilities are:
1. To review and propose Pioneerland and Madison City budget funds for library service.
2. To promote use of library resources.
3. To improve the existing library service and building.
4. To offer library service to all.

ARTICLE III
Board of Directors

Section 1. Number and Qualifications
A. The governing body of the library shall be composed of nine (9) members, including one representative from the City Council. These members will be recommended by the library board and approved by the Madison City Council.
B. The librarian shall be an Ex officio member without a vote.
C. Board members shall represent the citizens of Madison and of Lac qui Parle County in matters of the library.

Section 2. Term of Office
A. The term of office of a board member will begin on January 1 and will end December 31 of the third year and continue three (3) years. Terms shall be staggered.
B. No member shall serve more than three (3) full consecutive terms.

C. A former board member can be reappointed after a lapse of one year.
D. If a member is appointed to serve an unexpired term of office and serves more than half of the term, this period of service shall be considered a full term of office.

Section 3. Disqualifications, Vacancies
A. Any member who moves out of the county shall be responsible for notifying the secretary of the board. Upon receipt of such notification, the board shall declare the position vacant.
B. If any board member fails to attend at least three consecutive meetings of the board without prior notification to the President or to the librarian, the board shall declare the position vacant. The Secretary shall notify the outgoing member of the delinquency and of the resulting vacancy.
C. A member may be removed by majority vote of all members for misconduct in office or neglect of duties.
D. It shall be the duty of the President to notify the appointing officials (to be specified) of any vacancy, and, by direction of the board, suggest names to the appointing officials of persons who qualify to fill the positions.

Section 4. Officers
Officers of the board shall be President, Vice-president, and Secretary. Officers shall be elected at the regular annual meeting in January. Officers may succeed themselves. Vacancies in office shall be filled by vote at the next regular meeting of the board after the vacancy occurs.

The duties of the officers are as follows:

A. The president shall preside at meetings, appoint all committees, authorize calls for special meetings, and perform such other duties as custom and law devolve upon the President.

B. The Vice-president shall assume the duties of the President in the event of the absence or disability of the President.

C. The Secretary shall keep a true and accurate record of all proceedings of the board meetings. The minutes shall be presented to the members at the following meeting for approval. Thereafter, all minutes shall be kept by the Secretary as a permanent record of the Board.

ARTICLE IV
Meetings

Section 1. Regular Meetings
A. The Library Board shall meet on a regular basis as determined by resolution by the library board and published if there are changes. The meetings will be held in the Madison Public Library. The January meeting shall be the annual meeting.

Section 2. Special Meetings
Special meetings of the board may be called by the President, or upon written request of three (3) members for the transaction of business as stated in the meeting request. A notice stating the time and place of any special meetings and the purpose for which the meeting is called shall be given each member of the board at least three (3) days in advance of the meeting and posted at the library and the city hall. The day of the meeting can't be counted as one day.

Section 3. Quorum
A quorum for transaction of business shall consist of five (5) voting members.

Section 4. Order of Business

1. Call to order
2. Roll call
3. Approval of the agenda
4. Minutes
5. Financial report
6. Correspondence
7. Presidents report
8. Librarians report
9. Committee reports
10. Old business
11. New business
12. Member education
13. Adjournment

ARTICLE V
Committees

Section 1. Executive Committee
The Executive Committee shall consist of the President, Vice President, and Secretary. The Executive Committee shall have authority to meet upon request of the President. All motions passed shall be considered as recommendations to the board.

Section 2. Pioneerland Board Member
One (1) board member shall be appointed to the Pioneerland Library System Board for a term of three (3) years. A board member may not serve more than three consecutive full terms.

Section 3. Standing Committee
Any Standing Committee shall be appointed as needed, by the President, with approval of the board.

ARTICLE VI
Duties of the Board

Section 1. To review Pioneerland policies make recommendations for modifications to Pioneerland.

Section 2. To advise the City Council in the preparation of the library budget.

Section 3. Consider recommendations of the librarian supervise and maintain the building and grounds, review physical and building needs of the library program.

Section 4. To study and support legislation which will bring about the greatest good to the greatest number of libraries.

Section 5. To cooperate with public officials and maintain public relations.

ARTICLE VII
Librarian

Section 1. The librarian is an Ex officio member of the board and has sole charge of administrating the library, subject to direction and review by the Pioneerland board. The librarian is responsible for care of the building and equipment, for direction and enrichment of the staff, for efficiency of the library's service to the public and for operation of the library within the financial parameters defined in the annual budget.

Section 2. The librarian shall work with the City Manager and the City Council as liaison person for the board.

Section 3. With the approval of the Pioneerland Director, the librarian may attend all board meetings and prepare necessary materials for meetings.

ARTICLE VIII
Mileage and Expenses

Library Board members shall receive no compensation for their services but may be reimbursed for actual and necessary traveling expenses. Any mileage or expenses of a board member must be approved in advance by the Library Board within the annual budget.

ARTICLE IX
Amendments

Section 1. These by-laws may be amended at any regular meeting of the board with a majority vote of the members present, providing that the amendment was stated at the preceding meeting or was sent in writing to members at least thirty days prior to the meeting.

Section 2. These by-laws of the Madison Public Library will be in force upon adoption by the Library Board on the adopted date.

Approved 4-26-03

MEMBERS

Kathie Behrens - Head Librarian

 

Cheryl Heimryl- Secretary

Vacant - PLS Representative - City Manager

Mary Enger

Marlys Hoium

Lisa Bacon

Dwight Mork

 

Rhoda Shueller - President

Tim Volk

 

You can print off Word Documents of the Mission Statement and the BY-LAWS