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By-Laws for Satilla Regional Library System

2005 AMENDED JUNE 1, 2006

The Regional Board of Trustees is the legal governing body of the Satilla Regional Library System. It shall be the duty and responsibility of Members of the Board of Trustees:
(a) To employ a director for the Regional Library System who meets state certification requirements and such other employees as necessary upon the recommendation of the Regional Library System Director. Authority for the technical administration and supervision of the libraries in the system shall be vested in the Regional Library System Director.
(b) To approve budgets prepared by the Regional Library Systems Director and, together with the local Boards of Trustees, assume responsibility for the presentation of the library system's fiscal needs to the supporting agencies.
(c) To attend board meetings.
(d) To establish policies governing library programs.
(e) To set policy for the receipt and administration of gifts of money and property.
(f) To present financial and progress reports to governing officials and to the public.
(g) To notify the Regional Library System Director in advance of all meetings of the Board or committees.

Section 1. The Chairman shall preside at all regular or called board meetings. He/she shall appoint all committees and shall be an ex-officio member of all committees.

Section 2. The Vice-chairman shall preside in the absence of the Chairman. A Second Vice-chairman shall preside in the absence of both the Chairman and vice-chairman. All other duties of the Vice-Chairman and Second Vice-Chairman shall be assigned by the Chairman.

Section 3. The Secretary shall record the official actions of the Board, keep a record of attendance at board meetings, and have the custody of the official books, which shall be housed in the Regional Library headquarters. He/she shall notify the proper appointing local library Boards of vacancies, which may occur on the Regional Library Board. He/she shall report changes of membership to the Georgia Public Library Services of the Board of Regents. The Secretary shall send copies of the minutes of all meetings to the chairmen of the Local Boards.

Section 4. The Treasurer shall deposit all monies received in a bank or banks approved by the Board of Trustees. He/she shall notify, in writing, any supporting agency whose appropriations are not paid promptly and in full. He/she shall pay all bills, which have been approved by the Director who shall make all purchases and who shall countersign all checks. Should the Director be appointed Treasurer, checks must be countersigned by the highest-ranking Coffee Board Officer or by an individual designated by the Board. (This provision unanimously approved on October 12, 1993, at which time the Bookkeeper was authorized to provide the second signature on payroll and vendor checks). An account of all receipts and expenditures must be kept and a report made at each quarterly meeting. The accounts shall be audited at the direction of the Board and according to state Aid Criteria and other State and/or Federal laws or regulations, Official copies of all financial reports and the Treasurer's books shall be kept in the Regional Library headquarters at all times.

Section 1. The Director of the Regional Library System must hold at least a Grade 5(b) Librarian's Professional Graduate Certificate as defined by the State Board for the Certification of Librarians.

Section 2. The Director shall be the administrative head of the library system under the direction and review of the Board.

Section 3. It is the duty and responsibility of the Director:
(a) To recommend for employment or termination other staff members, as necessary, in compliance with applicable laws and the availability of funds, and to employ and terminate other staff members if so authorized by the Regional Board.
(b) To attend all meetings called by the Georgia Public Library Services of the Board of Regents or send a substitute authorized by the Division Director.
(c) To prepare any local, state, or federal annual budgets.
(d) To notify the Board of Trustees and the Georgia Public Library Services of the Board of Regents of any failure to comply with: (1) Policies of the Board. (2) Criteria for state Aid. (3) State and Federal rules and regulations. (4) All applicable local, state, or federal laws.
(e) To administer the total library program, including all affiliated libraries, in accordance with policies adopted by the Board of Trustees of the Satilla Regional Library System.
(f) To attend all meetings of the Boards of Trustees of the Regional Library and of the local libraries in the region, or to designate a person to attend in his/her place.

Section 1. The Regional Library Board shall hold no less than four regular meetings during each fiscal year, including no less than one each calendar quarter. Meetings shall be held on the third Tuesday in the months of January, April, July and October at the headquarter library in Douglas, or at some other time and location as designated in advance by the chairperson. (This date was set by Board action June 2006).

Section 2. Special meetings may be called by the Chairman or upon the written request of three Board members, for the transaction of business stated in the call for the meeting. No business other than that for which the meeting was called may be discussed or conducted at a called meeting.

Section 3. Prior to each regular or called meeting, the Director of the Regional Library System shall notify each member of the date, time, and place of the Regional Board meeting.

Section 4. Meetings of the Executive Committee may be called by the Chairman to transact any business requiring attention between regular meetings of the full Regional Board.

Section 5. All meetings must be open to the public and the news media. The Regional Board may, however, enter into a closed session for the discussion of proposed or pending litigation, deliberation on acquisition or sale of real property, or hearings or discussion on the appointment, discipline or dismissal of an individual employee, without restricting the employee's right to a public hearing if requested. If the Board enters into a closed session, no formal action will be taken. All decisions must be formally moved and adopted in the open Board meeting to be legally binding.

Section 6. The latest edition of Robert's Rules of Order (Revised), when not in conflict with this Constitution and Bylaws, shall govern the proceedings of the Board of Trustees of the Satilla Regional Library.

Section 7. Each member of the Regional Board shall have one vote. The Chairman shall not vote except in the case of a tie vote, at which time the Chairman shall vote to break the tie.

Section 8. A simple majority of the Board of Trustees constitutes a quorum. No official business may be conducted without a quorum. Except as stated elsewhere in these documents a simple majority affirmative vote of members present voting shall be necessary to approve any action before the Board.

Section 9. The order of business of meetings shall be: Call to order, Approval of minutes of previous meeting, Treasurer's report, Reports of committees, Unfinished business, New business, Adjournment

The Regional Library system is responsible for all reports as deemed necessary by local/state, federal funding agencies. An annual report of activities, income and expenditures, and any other reports necessary to obtain funds or meet requirements of the law of the Georgia Public Library Services of the Board of Regents, shall be filed with each funding agency.

Section 1. A Board member shall be removed for cause or for failure to attend three consecutive regularly scheduled meetings.

Section 2. A letter reporting the removal and specifying the cause shall be sent to the affected Board member and to the local board responsible for his appointment. The local board shall be asked to appoint another representative to fill that member's unexpired term.

Employees or agents of the Satilla Regional Library may cause the attest, fine, and imprisonment of persons who borrow, and fail to return, books and other property owned by the Satilla Regional Library; deface, damage, steal, or otherwise improperly use and/or abuse library property; or commit other violations as described in the Official Code of Georgia Annotated, Title 20, Chapter 5, Article 2.

Section 1. The Regional Library System may be dissolved by reversal of the procedures followed in its original organization. A majority of the Board members in a majority of the counties must agree to the dissolution of the system.

Section 2. One county may withdraw from the system if a majority of the County Board members vote to do so. Notice of withdrawal must be sent to the Chairman of the Regional Board of Trustees and the Regional Library Director at least six months prior to the end of the state fiscal year. This notice must include reasons for the withdrawal and the method by which the decision was reached. The Division of Public Library Services of the State Department of Education must be notified of the receipt of this letter of intent within five working days.

Section 3. The Regional Library System must elect to expel a member county upon the following conditions:
(a) Failure of the county to maintain the agreed level of support to the regional system as in the most recent system participating agreement;
(b) Failure of the county to meet criteria which may jeopardize the system's eligibility for state or federal funds.

Section 4. Notice of expulsion shall be sent not less than six months prior to the end of the state fiscal year to the Chairman of the County Board of Trustees, all funding agencies party to the participating agreement, the Director of the Regional Library System, and the Division of Public Library Services of the state Department of Education.

Section 5. In the event of the withdrawal of one county from a regional system, all equipment and materials purchased with state or federal funds for use in the library or libraries in that county shall remain in those libraries. After the notice of withdrawal has been received by the Regional Library Board, there is no obligation on the part of the Regional Library System to purchase books, equipment, supplies, or other items for the use of the library or libraries in the withdrawing county, other than the fair share of items in the existing Materials and the Maintenance and Operations budgets for the current year.

Section 6. Non-paying funding agency. If a funding agency fails to make payments to the Satilla Regional Library System in a timely manner, the Satilla Regional Library will send a billing statement reminder at three months past due and another if needed at five months past due. If the funding agency’s payments become six months past due, the System Director will inform the delinquent agency of the following actions.
(a) Coinciding with the five-month past due notice, the delinquent Funding Agency will receive a notice by certified mail for an opportunity to be heard at the next regular scheduled Satilla Regional Library Board meeting. This will allow opportunity for said Funding Agency to show cause of why actions B and/or C below should not be taken. The general public will be notified through the affected county’s legal organ of the pending action and the upcoming board meeting.
(b) The Funding Agency’s local board representative shall no longer serve on the local board if a Regional Board approved payment plan is not developed or adhered to and carried out to completion.
(c) Without completion of the approved payment plan, the Library Branch will be closed with the materials, equipment, supplies, etc. divided among the remaining branches of the county.
(d) If no payment plan is approved by the Regional Board, the appropriate legal organ of the local city and/or county shall be notified to inform the affected citizen patrons of the branch’s effective closure date.

These Bylaws may be amended at any regular meeting of the Board of Trustees by a two-thirds vote of the members present, provided that notice is made in writing at least two weeks prior to the meeting, and provided that a quorum is present. All amendments to these Bylaws shall be filed with the Georgia Public Library Services of the Board of Regents.

***Updated on January 11, 2005:

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