Chapter: Leadership
Policy Number: 1.01
Original Effective Date: 1906
Revision History: 2/10/2010, 9/20/2017, 6/16/21, 3/15/23, 4/15/26
Article 1: Identification
This organization is the Board of Trustees of the Menomonee Falls Public Library, located in Menomonee Falls, Wisconsin, established by the Wisconsin municipality of the Village of Menomonee Falls in the county of Waukesha, according to the provisions of Chapter 43 of the Wisconsin Statutes, and exercising the powers and assuming the duties granted to it under said statute.
This mission of the Library shall be to enrich our community by providing a welcoming and dynamic environment where all can explore, learn, grow, and connect.
Article II: Membership
Section 1. Board Makeup. The Library Board shall consist of seven members: five at-large members appointed by the Village President with the approval of the Village Board per Wisconsin State Statute 43.54(1)(a); a Village Trustee appointed by the Village President governed by Village of Menomonee Falls Municipal Code Sec. 2-242; and the Superintendent of the School District of Menomonee Falls or their representative per Wisconsin State Statute 43.54(1)(c), hereafter referred to as “Trustees.”
Section 2. Appointments and Terms of Office. Appointments and terms of office are as provided by the relevant subsections of Wisconsin Statutes Section 43.54. At-large Trustees shall be appointed and serve three year terms as defined in Wisconsin State Statute 43.54 (1)(b) and are eligible for reappointment. Each shall serve until a replacement is named. In the event of a vacancy, the Library Board President shall make a written request to the Village President that a suitable replacement be made to complete the vacant term. Trustees may be permitted to serve after their term ends to allow for transitional periods.
Section 3. Meeting Attendance. Trustees shall be expected to attend all meetings except as they are prevented by a valid reason.
Article III: Meetings
Section 1. Regular Meetings. The regular meetings shall be scheduled monthly, the date and hour to be set by the Board at its annual meeting.
Section 2. Annual Meeting. The annual meeting, which shall be for the purpose of the election of officers, shall be held at the time of the regular meeting in July of each year.
Section 3. Agendas and Notices. Meeting agendas and notices shall indicate the time, date, and place of the meeting and indicate all subject matters intended for consideration at the meeting.
Section 4. Minutes. Minutes of all meetings shall, at a minimum, indicate board members present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken.
Section 5. Special Meetings. Special meetings may be called at the direction of the President or called at the written request of two Trustees, for the transaction of business as stated in the call for the meeting. Except in cases of emergency, at least 48 hours’ notice shall be given, in no case may less than eight hours’ notice be given.
Section 6. Quorum. A quorum for the transaction of business at any meeting shall consist of four members of the Board or a majority of filled positions attending the meeting in person or electronically. An affirmative vote of the simple majority of all Trustees present at the time shall be necessary to approve any action before the Board.
Section 7. Open Meetings Law Compliance. All Board meetings and all committee meetings shall be held in compliance with Wisconsin’s Open Meetings Law (Wisconsin State Statutes 19.81 to 19.98).
Section 8. Parliamentary Authority. The rules contained in Standard Code of Parliamentary Procedure by Robert’s Rules of Order (latest revised edition) shall govern the parliamentary procedure of the meetings in all cases in which they are not inconsistent with these bylaws and any statutes applicable to this Board.
Article IV: Officers
Section 1. Officers. The officers shall be a president and a vice president, elected from among the appointed trustees at the annual meeting of the Board. No member shall hold more than one office at a time. No member shall be eligible to serve more than five consecutive terms in the same office. Vacancies in office shall be filled by vote at the next regular meeting of the Board after the vacancy occurs.
Section 2. Officer Nominations. Nominations shall be made at the June meeting each year. At the annual meeting, additional nominations may be made from the floor at the time.
Section 3. Officer Terms. Officers shall serve a term of one year from the meeting at which they are elected and until their successors are duly elected.
Section 4. President. The President shall preside at meetings of the Board, authorize calls for special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex officio voting member of all committees, and generally perform all duties associated with the office of President. The President may vote upon and may move or second a proposal before the Board.
Section 5. Vice President. The Vice President, in the event of the absence or disability of the President, or of a vacancy in that office, shall assume and perform the duties and functions of the President. The Vice President shall keep true and accurate minutes of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with the office of Secretary. The Vice President will also serve as financial treasurer for the Board. The Library Director or a member of the staff may be designated by the Board to perform any of all of the above duties.
Article V. Committees
Section 1. Standing Committees. Standing Committees are permanent committees approved by the Board. The standing committees, if any, shall be appointed by the President, with the approval of the Board, promptly after the annual meeting and shall make recommendations to the Board as pertinent to Board meeting agenda items. The following are the standing committees of the Board: Finance Committee; Policy Review Committee; Special Projects, Fundraising, and Outreach Committee.
Section 2. Ad Hoc Committees. Ad hoc committees are temporary committees approved by the Board that are created for the study of special issues or concerns. Members of an ad hoc shall be appointed by the President, with the approval of the Board, to serve until the final report of the work for which they were appointed has been filed. These committees may also include staff and public representatives, as well as outside experts.
Section 3. Advisory Powers. No committee shall have other than advisory powers.
Article VI. Duties of the Board of Trustees
Section 1. Powers and Duties. Legal responsibility for the operation of the Menomonee Falls Public Library is vested in the Board. Subject to state and federal law, the Board has the power and duty to determine rules and regulations governing Library operations and services.
Section 2. Library Director. The Board shall select, appoint, and supervise a properly certified and competent Library Director and determine the duties and compensation of all Library employees.
Section 3. Budget. The Board shall approve the budget and make sure that adequate funds are provided to finance the approved budget.
Section 4. Expenditures. The Board shall have exclusive control of the expenditure of all monies collected, donated, or appropriated for the Library fund and shall audit and approve all Library expenditures.
Section 5. Buildings and Grounds. The Board shall ensure buildings and grounds are maintained and regularly review various physical and building needs to see that they meet the requirements of the total Library program.
Section 6. Legislation and Practices. The Board shall study and support legislation that will bring about the greatest good to the greatest number of Library users.
Section 7. Public Relations. The Board shall cooperate with other public officials and Boards and maintain vital public relations.
Section 8. Annual Report. The Board shall approve and submit the required annual report to the Department of Public Instruction and the Village Manager.
Article VII: Library Director
The Library Director shall be appointed by the Board and shall be responsible to the Board. The Library Director shall be considered the executive officer of the Library, under the direction and review of the Board, and subject to the policies established by the Board. The Director shall act as technical advisor to the Board. The Director shall attend all Board meetings except as they are prevented by valid reason (but may be excused from closed sessions) and shall have no vote.
Article VIII: Conflict of Interest
Section 1. Contracts. Board members may not in their private capacity negotiate, bid for, or enter into a contract with the Menomonee Falls Public Library in which they have a direct or indirect financial interest.
Section 2. Conflicts of Interest. A board member shall withdraw from Board discussion, deliberation, or vote on any matter in which the Board member, an immediate family member, or an organization with which the Board member is associated has a substantial financial interest.
Section 3 Gift Acceptance. A Board member may not receive anything of value that could reasonably be expected to influence their vote or other official action.
Article IX: General
Section 1. Amendments. These bylaws may be amended at any regular meeting of the Board by majority vote of all members present, provided written notice of the proposed amendment shall have been mailed, electronically or physically, to all members at least ten days prior to the meeting at which such action is proposed to be taken.
Section 2. 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, but such suspension, to be valid, may be taken only at a meeting at which two-thirds of those the members of the Board are present and two-thirds of those present so approve.