BL 1997-11-11 LBTHE WILLIAM T. COZBY PUBLIC LIBRARY
ADVISORY BOARD BY-LAWS AND WORKING GUIDELINE
By-Laws
The object of the Library Board is to promote the interest and welfare of the
William T. Cozby Public Library and any branches thereof which may be
hereinafter established, as a cultural, informational and educational asset to
the City of Coppell, Texas, and shall recommend policies to the City Council
regarding the William T. Cozby Public Library.
The Library Board is established by and responsible under Ordinance No.
95708, dated July 25, 1995 amending the powers and duties of the Library
Board.
Meetings
The Library Board shall meet at the William T. Cozby Public Library on the
second Thursday of each month at 7:00 p.m., unless otherwise officially
changed by the Chairman. In the event the second Thursday falls on a legal
holiday, the new meeting date will be established by the Chairman.
If a board member is absent for three (3) consecutive regular meetings or by his
absence causes a regular meeting to be canceled because of a lack of a
quorum, such position shall be declared vacant and the vacancy shall be filled
for the remainder of the unexpired term by the City Council. (Ord. 95-708)
Conflicts of Interest
Members of the Library Board shall be governed by and comply with the Code
of Conduct of the City of Coppell.
Public's Right of Appeal
An appeal may be taken to the City Council from any decision of the Library
Board. Such appeals shall be perfected by filing a sworn notice of appeal with
the City Secretary within thirty (30) days from the rendition of the decision of
the Library Board. Prior to the institution of any appeal in a court of law by an
aggrieved person from any decision, the appeal first must be perfected to the
City Council.
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WILLIAM T. COZBY PUBLIC LIBRARY BOARD BYLAWS
ADOPTED NOVEMBER 11, 1997
Amendments
These by-laws may be amended at any regular meeting of the Library Board by
2/3 vote of all members, provided notice of the proposed amendment shall
have been given at the previous meeting and members are provided seven days
prior written notice.
Board Guidelines
This Guideline is a working document that helps to maximize the Library
Board's advisory capacity and further the Board's knowledge of the William T.
Cozby Public Library and its operations.
The Guideline is based on an annual time-line with October being the first
meeting of each new Board, and September being the last. The time-line runs
consistent with the fiscal year of the City of Coppell.
New Board Members
New board members should have an informational training session before the
October board meeting. This session will be conducted by the Library Board
Chairman or a special board liaison appointed by the Chairman. It is also
recommended that a Library staff member be present.
At this meeting, the new appointee will be given a New Member Packet that will
contain copies of the following:
By-Laws and Guidelines of the Board
Relevant City Charter Provisions and Ordinances
Material Selection Policy of the Library
Library Rules and Regulations
Public Use of Library Facilities Policy
Library Meeting Room Policy
Long Range Master Plan
The Library Bill of Rights
Freedom To Read Statement
Statement of Labeling
Free Access To Libraries For Minors Statement
TLA Intellectual Freedom Statement
Synopsis of staff and their titles and duties
List of current Councilmen and other appropriate City Officials.
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WILLIAM T. COZBY PUBLIC LIBRARY BOARD BYLAWS
ADOPTED NOVEMBER 11, 1997
First Board Meeting
The October meeting focuses on the Board and Staff preparing themselves for
the upcoming year. The meeting should include:
Elections of Officers
Committee Appointments and Liaisons
(Grant, Friends, Telecommunication, Economic Development
and any other committee or liaison that the Board
establishes, except NETLS which must receive its
appointments in September)
A visual tour of the library conducted by staff The tour will be to update
the Board on:
New equipment
Needed repairs
Familiarity with departments and activities
Suggested changes in the layout of the library
Staffs report on the collect
The report should include:
Number of:
Books and breakdown of each department
Videos (and category)
Audios (and category)
Visual aids
Maps, atlas, globes
Computer programs
On-line services subscribed to and usage of time
of
Magazine and newspaper subscriptions
Age of books, timeliness and accuracy of information
(ie. children's collection, adult fiction, young
adult, science fiction, westerns, mysteries,
reference, adult non-fiction, children's non-
fiction, reference, etc.)
Growth of collection
(deletion of material as well as additions)
Growth of services and programs
Growth of community interaction
(Examples: how the meeting rooms have been
used, programs we have put on in the schools,
interaction between vendors, etc.)
Recap of previous year's goals and discussion of possible goals for
upcoming year.
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WILLIAM T. COZBY PUBLIC LIBRARY BOARD BYLAWS
ADOPTED NOVEMBER 11, 1997
Second Board Meeting
At the November meeting a list of all Board members, their addresses and
phone numbers, and their appointments or titles decided at the October
meeting, should be distributed. In addition to regularly conducted business
the Board will:
Set Board goals for upcoming year
(Each Board should have a specific objective that they would
like to see accomplished under their administration. This
objective can be the continuation of a project by a previous
Board, or a completely new goal this should remain the
decision of the current Board.)
Monthly Meetings
The following information should be included in the Board's monthly meetings:
Committee reports
A calendar of events scheduled for the library for the current
month
Report on any Library or Friends sponsored activity for the
previous month
(Including the number attending, an assessment of the
success of the activity and if it should be repeated, what was
good or bad, how the Board is influenced or should
influence, and any community response.)
Informational handouts should be distributed concerning NETLS
and general library issues
Review Citizen Appearances and actions taken
All suggestions placed in the Suggestion Box
Library Director's Report
The Budget
The Budget Process for the Library should be a united effort by Board and Staff
to determine the most effective use of public money and private contributions
to make sure that the Library's needs are met.
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WILLIAM T. COZBY PUBLIC LIBRARY BOARD BYLAWS
ADOPTED NOVEMBER 11, 1997
Budget related concern:
Planning for the budget should begin in January
Annual budget request should be ready for presentation to Council
by April
The Library Board Chairman is responsible for coordinating with staff the
written recommendation to Council on the Board's decisions.
Periodic Updates
Certain regular meetings (e.g., January and May) should be designated to
assess how the Board and Staff are progressing with set goals, as well as
updating goals to include current needs.
Adopted by Library Board
October 9, 1997
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WILLIAM T. COZBY PUBLIC LIBRARY BOARD BYLAWS
ADOPTED NOVEMBER 11, 1997