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D1 By-Laws

Approved:  05/25/1995
Revised 11/25/1999
Revised 09/23/2004
Revised 12/16/2004
Revised 03/24/2016
Revised 07/24/2019

ARTICLE I

Name

The Ypsilanti District Library was established by resolution of the City of Ypsilanti and the Township of Ypsilanti in November 1983 and certified by a vote of the electorate on April 4, 1983. The Library was considered established under Section 6 of the District Library Establishment Act upon filing of the Organizational Plan dated June 22, 1989.

Subsequently, the Library District was expanded to include the portions of Superior Charter Township that are not included in the Ann Arbor District Library district.

 

ARTICLE II

Membership

Section 1.  In accordance with the District Library Establishment Act (MCL 397.171 at seq,) (hereafter, “the DLEA”) and the Organizational Plan,  the Board of Trustees of the Ypsilanti District Library shall consist of seven (7) members elected at large from the District.   A candidate for election as a Trustee shall be a qualified elector of a participating municipality on the deadline for filing nominating petitions and a resident of the District.  Trustees are elected for four year terms every two years, three terms at the Presidential election and four terms at the Governor’s election.  Terms of office begin on January 1 following the election.

Section 2.      The office of a Trustee becomes vacant when the incumbent dies, resigns, is convicted of a felony, is removed from office by the governor pursuant to section 10 of article V of the state constitution of 1963, or ceases to be a resident of the Library district. A vacancy in the office of a Trustee shall be filled until the expiration of the vacating Trustee’s term by appointment by majority vote of the remaining board members. If the vacancy occurs 140 or more days before the first regularly scheduled election of board members that follows the beginning of the term of the Trustee vacating office and that term is 4 years, all of the following apply:

  • A. The vacancy shall be filled by appointment by majority vote of the remaining Trustees only until the next date on which the term of any Trustee
  • B. A Trustee shall be elected at the regularly scheduled election of Trustees next following the occurrence of the vacancy to fill the vacancy for the remainder of the term of the Trustee vacating

Section 3.  The Board of Trustees may reimburse a Trustee for the actual and necessary expenses which the Trustee incurs in the performance of official duties.  The Board may compensate Trustees for attending official meetings of the Board or committees of the Board and shall include the amount of compensation in the annual budget.  Compensation shall not exceed $30.00 per meeting and a Trustee shall not be compensated for attending more than 52 meetings per year.

 

ARTICLE III

Powers of the Board of Trustees

Section 1.  The Board of Trustees may exercise any and all of the powers granted to it in the DLEA, the District Library Financing Act or any other power granted by law.  The Board may delegate such powers to the Officers of the Board and /or the Library Director as it deems necessary and as permitted by law.

Section 2. The Board of Trustees shall have the responsibility to hire/terminate the director. The Library Board delegates authority for the employment, direction and supervision of all other Library employees to the Library Director.

Section 3.  The Board of Trustees shall have the responsibility to set policy.

Section 4.  The Ypsilanti District Library Board shall prepare, approve and publish an annual budget in accordance with the Uniform Budgeting and Accounting Act, being Act No. 2 of the Public Laws of Michigan of 1968, as amended and have exclusive control over the budget.

 

ARTICLE IV

Officers

Section 1.  The Board of Trustees shall annually elect officers, who shall be the President, Vice-President, Treasurer and Secretary.

Section 2.  The officers shall be elected for a term of one (1) year at the annual meeting of the Board.

Section 3.  No officer shall serve more than two (2) consecutive terms in the same office. If an officer is appointed to fill a vacancy in an office for a period of 6 months or less, then that will not be considered a “term” for the purposes of this subsection.

Section 4. The Board shall appoint a transcribing secretary to assist the Secretary.

 

ARTICLE V

Duties of the Officers

Section 1.  The President shall preside at all Board meetings, act as chief spokesperson for the Board, appoint committees, authorize calls for special meetings, serve as an ex- officio member of all committees and undertake such other assignments as may be requested by the Board.

Section 2.  In the absence of the President, the Vice-President shall perform the duties of the President.  In the case of a vacancy in the office of President of the President, the Vice-President shall assume the office for the unexpired term.

Section 3.  The Secretary of the Board shall see that a true and accurate account of all proceedings of the Board meeting is kept.  In compliance with any requirements of state law regarding the holding of meetings, the Secretary shall issue notices of all regular meetings, and on the authorization of the President, of all special meetings, and shall have custody of the minutes and other records of the Board of Trustees.  With the approval of a majority of the Board, the Secretary may delegate any of these responsibilities to the Library Director.

Section 4.  The Treasurer shall have charge of the funds of the Ypsilanti District Library, providing for their safe custody and investment as directed by the Board, subject to limitations for investment of public funds as provided by law.  The Treasurer shall review all expenditures from all moneys received or deposited to the Library fund, and all disbursements, sales and transfers from the fund shall be reported monthly to the Board of Trustees at its regular meeting.  In addition, the Treasurer shall perform such other duties as may be prescribed for him or her by State or Federal law and these by-laws.  With the approval of a majority of the Board, the Treasurer may delegate any of these responsibilities to the Library Director.

 

ARTICLE VI

Meetings

Section 1. The regular meetings of the Ypsilanti District Library Board shall be held each month, the date and hour to be set by the Board at its annual meeting.  Within ten (10) days following the annual meeting a notice shall be posted in a public place setting forth the days, times, and places of all regular meeting scheduled for the ensuing year.  If there is a change in the schedule of regular meetings of a public body, there shall be posted within three (3) days after the meeting at which the change is made, a public notice stating the new dates, times, and places of its regular meetings.

Section 2. The Annual Meeting of the Ypsilanti District Library Board shall be the first regular meeting of the calendar year, and shall be for the purpose of the election of officers and consideration of such other organizational matters as may be required.

Section 3. Special meetings may be called by the President or upon written request of two Trustees, provided 18 hours of notice is given in the format and in the manner provided by the Michigan Open Meetings Act, of the time, place and purpose for which the meeting is called.  Trustees not present at the time of announcement of such a special meeting shall be notified by the Secretary.

Section 4.  The proposed agenda shall be distributed by the Secretary to all members at least three (3) days before the meeting.

Section 5.  The following items will be regularly included in the agenda for regular meetings:

  • Call to Order and attendance
  • Public Comment
  • Approval of Consent Agenda (includes minutes of last meeting and Treasurer’s Report)
  • Director’s Report
  • Committee Reports
  • Old Business
  • New Business
  • Adjournment

Section 6. Any Trustee wishing to place an item on the agenda must submit the item to the Director, in writing, 10 days prior to the meeting.

Section 7.  A quorum for the transaction of business shall consist of the majority of Trustees elected and serving.

Section 8.  Any board action must be approved at a Library Board meeting by a majority of the quorum of the Library Board, unless otherwise provided by law.

 

ARTICLE VII

Committees

Section 1. The Finance Committee is chaired by the Treasurer and appointed by the President.

Section 2.  The Personnel, Policy, Facilities and Finance Committees are appointed by the President each year at the annual meeting.

Section 3.  Special Committees may be appointed at the discretion of the Board President. The President shall provide specific purposes, duties and assignments to each Special Committee.  The Special Committee shall be considered discharged upon completion of its assignment and a final report to the Board.

Section 4.  The President shall appoint a Friends of the Library liaison each year at the annual meeting.  The President shall provide specific purposes, duties and assignments to the liaison.

 

ARTICLE VIII

Record Keeping and Financial Accounting

Section 1.  All records of the Ypsilanti District Library shall be maintained by the Library Director or the Director’s designee.

Section 2.  An audit of Ypsilanti District Library shall be performed each year by a qualified Independent Certified Public Accountant or firm of Certified Public Accountants licensed to practice public accounting in the State of Michigan.  A copy of the audit shall be made available to the general public.

 

ARTICLE IX

Library Director

Section 1. The Library Director shall be appointed by the Library Board and shall be considered the executive officer of the Library.

Section 2. The Library Director shall be in charge of the administration of the Library under the direction and review of the Library Board. The Library Administrator shall be responsible for:

  • A. Overseeing the care of the building and equipment;
  • B. The employment, development, and direction of the staff;
  • C. The Library’s service to the community;
  • D. The annual preparation of a budget proposal;
  • E. The operation of the Library under the financial conditions set forth in the budget approved by the Board;
  • F. The submission of the proposed budget to the Board by its regular September meeting;
  • G. The written  annual  report  of  the  library,  including  the  financial statements, when they are made available; and
  • H. Any other duty delegated by the Library

Section 3. The Library Director or the Library Director’s representative shall be expected to attend all meetings of the Library Board unless otherwise directed by the Library Board President.

ARTICLE IX

Amendments

Section 1.  These by-laws may be amended at any regular meeting of the Board by a two-thirds vote of all members, provided the amendment was presented in writing at the previous regular meeting.

ARTICLE X

Purpose

Section 1. The purpose of the Library will be to operate for educational and scientific purposes, including, for such purposes, supporting other educational or community organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code.  Notwithstanding any provision in these bylaws to the contrary, the Board of Directors shall at all times operate the Library in accordance with applicable Michigan law.

ARTICLE XI

Dissolution

Section 1.  In the event of the dissolution of the Library, the remaining assets of the Library shall be disposed of in the following manner; after paying or making provisions for the payment of liabilities of the Library, the Board of Directors shall distribute the remaining assets of the Library (except assets held upon condition requiring return, transfer or other conveyance in the event of dissolution, which assets shall be returned, transferred or conveyed in accordance with those requirements) in the manner described in the Library’s Organizational Plan, or if the Organizational Plan does not specify the manner of dissolution, to an organization or organizations exempt from federal income tax under Section 501(c)(3) or Section 501(c)(4) of the Code as designated by the Board of Directors. Any assets not so disposed of, for whatever reason, shall be disposed of by the order of the Circuit Court for the County of Washtenaw, State of Michigan, to such organization or organizations described in Section 501(c)(3) of the Code as the Court Selects.

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