VALLEY MOUNTAIN LIBRARY CONSORTIUM
BY-LAWS
Amended 08/18/2017
Article I
Section 1. The organization shall be called the “Valley Mountain Library Consortium.”
Section 2. The consortium is organized and operated exclusively for educational purposes.
Section 3. Upon dissolution of the organization, assets shall be distributed in a manner consistent with section 501(c)3 of the Internal Revenue Code or corresponding section of any future federal tax code.
Article II – Membership
Section 1. Membership in the Valley Mountain Library Consortium (VMLC) shall be open to all publicly funded libraries.
Section 2. Members are responsible for payment of annual dues in an amount to be determined at the annual meeting of the members.
Section 3. A member may withdraw from VMLC by written request to the VMLC Chair.
Article III – Governance
Section 1. The consortium shall be governed by an elected Board of 5 individuals representing member libraries and will include a Chair, Vice-chair, and 3 at-large board members.
- The Chair shall preside at all meetings, authorize calls for special meetings, appoint committees, execute documents authorized by the consortium, and generally perform all duties associated with that office.
- The Vice Chair, in the event of the absence or disability of the Chair or, of the vacancy of that office, shall assume and perform the duties and function of the Chair. The position of Vice Chair is a 2-year commitment, moving to the role of Chair for the 2nd
Section 2. Board members shall serve a term of one year beginning at the close of the annual meeting. The Vice Chair shall automatically assume the role of Chair after one year.
Section 3. Eligible Board members shall
- Be employed by a VMLC member library,
- Have decision making authority within their home library, and
- Agree to attend at least – a simple majority of the member meetings each year with the understanding that frequently missed meetings may result in ineligibility.
Section 4. Board members shall be elected by a vote of the consortium membership at the annual meeting.
- Each member library shall have a single vote.
Section 5. Vacant positions on the Board shall be filled by appointment by the Chair to fill the remainder of the term for the position.
Section 6. Shall appoint individuals to carry out additional work of the consortium as needed.
- A Treasurer shall be appointed by the Chair. The Treasurer shall be the disbursing officer of the consortium and shall perform such duties of the office. Duties may include the monitoring of incoming and outgoing funds in the consortium accounts, reporting on balances at consortium meetings, and coordination of the billing and receipt of membership dues.
- A Recorder shall be appointed by the Chair. The Recorder shall keep a true and accurate record of each meeting.
Section 7. Committees may be established by the VMLC Chair as deemed necessary for the operation and development of the consortium.
- The VMLC Chair shall appoint committee chairs and members.
- Committee members may include members from outside the consortium whose expertise will enhance the work of the committee.
- No committee will have other than advisory powers unless, by suitable action of the VMLC, it is granted specific power to act.
- All committees shall make a progress report at the VMLC meetings as requested by the Chair.
- A committee shall be considered to be discharged upon the completion of the purpose for which it was appointed and after the final report is made to the VMLC.
Article IV – Meetings
Section 1. The Annual meeting shall be defined as the meeting held in the first quarter of the fiscal year, which begins October 1. During the Annual Meeting, the following should occur:
- Incoming Board members shall be announced,
- Establish annual membership dues,
- Meeting dates for the coming year shall be determined, and
- By-laws and policies shall be reviewed.
Section 2. Regular meetings shall be held 4 times per year. Meeting dates shall be set at the Annual Meeting. Additional meetings may be called by the VMLC Chair. Members may make a request for a special meeting to the VMLC Board.
- Staff at each member library shall be invited to each meeting of the VMLC
- A quorum is needed for the transaction of business at any meeting. A quorum shall be defined as at least 50% of the VMLC Board members.
- Robert’s Rules of Order shall govern the proceedings of all meetings.
- Decisions shall be made by consensus of all participants at a meeting. If consensus is not reached, decisions shall be referred to the VMLC Board. Consensus is to be arrived at by a process of informal discussion allowing everyone to make an input, and everyone being ‘reasonably happy’ with the decision.
Section 3. – Meeting records shall be distributed to all members of the consortium no more than 30 days after the close of a meeting.
Article V – Fiscal Accounting
Section 1. The VMLC Treasurer shall be the fiscal agent for the consortium, with the VMLC Chair as backup.
Section 2. The VMLC may establish additional fiscal agent/s, standing or ad hoc, as deemed necessary for special grant administration.
Section 3. A checking account for the VMLC shall be established at a location determined by the VMLC Board.
Section 4. Dues and fees, in addition to annual membership dues, may be established by vote of the membership.
Article VI – Amendments
VMLC Bylaws may be amended by a simple majority vote of member libraries. Written notice of proposed changes shall be provided to members at least 15 days prior to the call for vote.