Bylaws of the Minerva Users' Council
Review the proposed revised Bylaws January 2008
June 4, 2002
ARTICLE 1: NAME
The name of the organization shall be the Maine InfoNet Electronic
Resources via Automation Users' Council. Herein after referred to as
the Minerva Users' Council (or Users' Council).
ARTICLE 2: PURPOSE
The purpose of the Minerva Users' Council shall be to participate in
discussions with and to advise the Maine State Library in order to:
- Ensure the successful ongoing operation of Minerva.
- Foster positive relationships and communication among
members of Minerva.
- Represent and advocate on behalf of the membership before
such relevant organizations as the Maine State Library, the Maine
Library Commission and the Maine InfoNet Subcommittee.
- Assist the Maine State Library in planning and
- Ongoing maintenance and operation of Minerva
- Scheduling of hardware and software changes
- Future growth and development of Minerva
- Formulation of an annual budget to all the members .
- Review and report on the financial status of Minerva
to the membership on an annual basis.
- Serve as a forum to influence the development and improvement
of the products of Innovative Interfaces, Inc. for the benefit of
- Elect an Executive Committee annually from the body of
voting representatives to terms coinciding with the fiscal
year, July 1 – June 30.
ARTICLE 3: MEMBERSHIP
- Any library using the Minerva Management System for
automation of local library processes automatically becomes a member.
- Each member library shall designate an individual as
its Minerva Users' Council Representative. Only individuals formally
associated with member libraries are eligible. On occasions when that
individual cannot attend a meeting or cast a vote, the library may
designate another individual formally associated with it to act as
its representative on a temporary basis.
ARTICLE 4: EXECUTIVE COMMITTEE
- There shall be an Executive Committee composed of nine
Minerva Users' Council representatives. The terms of each Committee
member will be of three years in length and will be staggered so that
there shall not be a completely new Committee each year. In
annual elections, three new Committee members will be voted upon
by the full membership of the Minerva Users' Council. Individuals who
are nominated must be designated representatives from member libraries.
- The nine representatives shall be composed of the following:
4 from public library members, 3 from college/ postsecondary library
members, 1 from health science library members and 1 from
school library members . The Council may from time to time
amend this section to keep the representation in rough proportion
to that within the system itself.
- Elections for the Executive Committee will be held annually
in April. Nominations for Committee members shall be solicited by
mail from among designated representatives of member libraries no later
than January 30, with ballots to be distributed by March 30. Final
results shall be tabulated and announced to the membership by April
- In the event that a vacancy should arise on this
committee, a person from the full membership will be appointed by
the Executive Committee Chair to complete the term being vacated.
The individual appointed must come from among the type of library
group that the vacancy represents.
- The purpose of the Executive Committee shall be to develop
for approval and/ or recommendation actions and/or activities on
behalf of the full Minerva User's Council as enumerated in Article
including but not limited to
- Recommending appropriate allocation of resources,
- Formulating the Minerva annual budget,
- Reviewing the financial status of the Minerva
- Developing polices regarding standards, and
- Expressing the consensus and preferences of the
Minerva Users' Council on all other matters relating to the operation
of Minerva .
- The Executive Committee will meet at least 6 times a
- Notice of such meetings shall be distributed to
each Executive Committee member by the Chair in writing at least
one week in advance, with a statement of the time and place, and
- Executive Committee meetings are open to all Users'
Council members. Notice of meetings and the agenda shall be posted
on the Minerva Web site at least one week in advance of a meeting.
- Meeting minutes shall be posted on the Minerva
Web site in a timely manner.
ARTICLE 5: OFFICERS
- The Executive Committee shall elect officers annually.
These officers shall be a Chair, Vice-Chair, and Secretary.
- Each shall serve a one-year term. An officer may not
serve more than two complete terms in succession.
- New officers assume their duties at the beginning of
the fiscal year.
- The Vice-Chair will immediately and only succeed the
Chair if the Chair is unable to finish his or her term and will serve
out the un-expired Chair's term.
- Except for the Chair's vacancy, whose succession
is laid out in Article 5 (A) (3), all other Executive Committee
Officers vacancies will be filled by special election from within
the Executive Committee.
Duties of the Chair
- Coordinate, prepare for and preside at the meetings
of the Executive Committee and the Users Council.
- Appoint annually such standing committees or working
groups as may be required to carry out the purposes of the Council.
- Perform other duties as are appropriate to the office
of the Chair.
Duties of the Vice-Chair
- Perform the duties of the Chair in the event of the
Chair's temporary disability or absence from meetings, or if the Chair
becomes ineligible to hold office.
- Complete assignments as delegated by the Chair.
Duties of the Secretary
- Record the minutes of the Executive Committee meetings
and publish the minutes and agendas on the Minerva web site.
- Maintain correspondence and records of the Minerva Users'
- Report to the Executive Committee and the Minerva members
at all meetings and at other times as requested by the Chair.
of the Executive Committee shall also sit the Maine InfoNet Subcommittee
as a representative of the Minerva Users' Council.
ARTICLE 6: COMMITTEES
- The Executive Committee officers shall establish whatever
committees are deemed necessary for the business of the organization.
- The Chair shall at his or her discretion appoint all
ARTICLE 7: VOTING
- The election of the Executive Committee and changes
to the Bylaws must be voted upon by mail/email ballot. For mail/email
ballots, each member library has one vote.
- In voting that is conducted at full Council or Executive
Committee meetings, each library shall have one vote.
ARTICLE 8: Minerva USERS' COUNCIL MEETINGS
- Meetings of the full Minerva Users' Council shall take
place at least 2 times a year.
- Notice of such meetings shall be distributed to each
Council Representative by the Chair in writing no less than thirty
days in advance, with a statement of the time and place, and the agenda.
- Meeting agendas and minutes of meetings shall be posted
on the Minerva web site in a timely manner .
In order to insure
that a completely new board is not elected each year, the follow pattern
will be set up for the first year:
- 3 members will be elected for a 3 year term
- 3 members will be elected for a 2 year term
- 3 members will be elected for a 1 year term