Admissions
I Sec.1 Name

The name of this Network shall be the Yavapai Library Network.

I Sec.2 Purpose

Yavapai Library Network is organized to provide a countywide consortium of academic, public, school, and special libraries to support the needs of Yavapai County residents for quality library services, information, and materials.

I Sec.3 Specific purposes

Within the scope of the purpose stated in I Sec.2, the Yavapai Library Network shall also have the following purposes:

  • a) To promote and provide a shared library automation system for multi-type libraries within Yavapai County.
  • b) To establish and maintain countywide, multi-type library cooperative sharing of resources and reciprocal borrowing privilege programs.
  • c) To provide standards governing the shared bibliographic database management, circulation control, and document delivery systems.
  • d) To assist in the development of the full potential of libraries in the network through planning and development.
  • e) To utilize the financial assets of member libraries to provide depth and breadth of resources by minimizing expensive duplication of materials.

Yavapai Library Network is established and operated to serve the needs of libraries and related educational institutions in Yavapai County, Arizona.

III Sec.1 Eligibility

The membership of the Yavapai Library Network shall be composed of nonprofit and/or educational library agencies.

III Sec.2 Voting Member

A paying agency that has signed a Library Support Agreement and meets all contractual requirements for participation in the Network, including payment of all applicable fees, shall be a Voting Member of Yavapai Library Network.

III Sec.3 Voting Member Representation

The administrator of each Yavapai Library Network member library or their designee will register with the Chair of the Network Steering Committee as the official representative to the Network Steering Committee.

The Library Director of the Library District will designate a Library Network Manager with the role of overseeing Yavapai Library Network operations. The Assistant Director of the Library District will hold that role. The Library Network Manager shall be a nonvoting member of the Network Steering Committee.

III Sec.4 Substitute Representation

A member may be represented by a substitute representative from its institution in the event of a vacancy or absence. The staff member so designated shall have and exercise all of the rights, duties, and obligations of the official representative at any meeting at which said designee is acting as official representative in the event of the vacancy or absence of the official representative.

III Sec.5 Membership Compliance

Each library within the Network (even those under another agency’s Library Support Agreement) shall adhere to section 2 of the Library Support Agreement (Responsibilities of the Member Library), the YLN Bylaws, and to the YLN Policies document.

III Sec.6 Voting

Each voting member, in the person of the official representative appointed by the member agency (as defined in Article III Section 2), shall have one (1) vote at any meeting on each issue.

III Sec. 6.a Proxy Voting:

A member may allow another member to vote on their behalf. The person presiding over the Steering or Executive Committee Meetings must receive the proxy from said member in writing or electronically before the meeting is called to order. The proxy will count towards the quorum. If a member must leave a meeting early, they may designate another member present at the meeting to be their proxy, which will be noted in the minutes. The number of proxies a member may hold at any one meeting is limited to four. K12 members may designate a proxy for the entire school year. The County School Librarian, who is otherwise a non-voting member, may serve as proxy for the K12 members. The proxy will be suspended if the designating member is present at the meeting.

III Sec.7 Quorum

A simple majority of the members (including proxy votes) shall constitute a quorum at all Steering Committee and Executive Committee meetings, with the following stipulation: the number of members in attendance must equal at least 33% of the governing authorities. “In attendance” refers to in-person attendance as well as live attendance via Teams or Zoom or other online meeting software.

Example: With 25 governing authorities, 13 (including proxies) constitutes a quorum. Nice members would need to be in attendance, with proxies completing the quorum of 13. Five members in attendance holding four proxies each would not constitute a quorum.

III Sec.8 New members

Subject to Article III, any library, library organization or library agency may make application to become a member of the Yavapai Library Network by interviewing with the Network Steering Committee.

An applicant institution shall become a member of the Yavapai Library Network upon the two-thirds vote of those members of the Network Steering Committee present or represented by proxy at any regular meeting, or special meeting of the Committee called for such a purpose. Applicant institution must also sign a Library Support Agreement and accept the By-Laws and YLN Policies.

The Yavapai County Free Library District shall be the Agent for the Network.

The fiscal year of the Yavapai Library Network shall be from July 1 of one calendar year to June 30 of the following calendar year.

These By-Laws may be amended by two-thirds vote of those members of the Network Steering Committee present at any regular meeting, or special meeting of the Committee called for such a purpose.

VII Sec.1 Composition

There shall be a Network Steering Committee composed of one administrative representative from each Member library that has signed a Library Support Agreement. The Library Network Manager will serve as a non-voting member.

VII Sec.2 Chair

The Library Network Manager shall be the chair of the Network Steering Committee who will call meetings, set agendas, and preside over the meetings of the Committee. If the Library Network Manager is absent, the chair shall be elected from within the Network Steering Committee members on a temporary basis until such time as the Library Network Manager is able to attend.

The Network Steering Committee may appoint such assistant officers to serve on the Committee as from time to time it may determine necessary and may define their powers and duties. These officers do not have to come from within the Network Steering Committee; however, these officers must be affiliated with the Yavapai Library Network.

VII Sec.3 Functions

The functions of the Network Steering Committee may be modified, increased, or eliminated by action of the Committee as long as the modified functions fall within the parameters of the Library Support Agreement.

  • a) To oversee the administration of a library automation system in a network environment.
  • b) To establish criteria of membership and approve contractual membership agreements made between the Network Steering Committee and libraries applying for participation in the library network.
  • c) To determine the most cost-effective means by which optimum library services can be provided.
  • d) To develop policy, procedure, and resource development plans for implementing a cost-effective delivery system for achieving the above.
  • e) To incorporate, as feasible, all the libraries of Yavapai County in the process of resource sharing, as members of the Yavapai Library Network.
  • f) To provide for consistent and uniform information and public relations efforts concerning utilization of the shared library resources.
  • g) To develop a mechanism for cooperative action in acquiring financial resources in support of resource sharing and resource acquisition.
  • h) To evaluate the 5-year plan for the network on an annual basis which must be submitted by the Library Network Manager to the committee by March 1, each year.
  • i) To review and approve the Yavapai Library Network budget on an annual basis.
  • j) To establish standing committees and ad hoc committees as needed to serve specific functions.
  • k) Has the authority to levy fees and/or assessments upon the members.
VIII Sec.1 Composition

There shall be an Executive Committee composed of one-member representative for each category of library (academic, public, special, and K12) and the Yavapai County Free Library District Director. The Library Network Manager will serve as an ex-officio non-voting member. The academic, public, special, and K12 members of the Executive Committee shall be elected from among the members of the YLN Network Steering Committee, with staggered terms.

VIII Sec.2 Chair

The Library Network Manager shall be the chair of the Executive Committee. If the Library Network Manager is absent, the chair shall be elected from within the Executive Committee members on a temporary basis until such time as the Library Network Manager is able to attend.

The Executive Committee may appoint such assistant officers to serve on the Committee as from time to time it may determine necessary and may define their powers and duties. These officers do not have to come from within the Executive Committee; however, these officers must be affiliated with the Yavapai Library Network.

VIII Sec.3 Election

Voting members of the committee shall have a term of two years. K12 and academic library members will be elected by their respective library-type at the first Network Steering Committee meeting of each even-numbered year. The Public library and Special Library members will be elected by the members of their respective library types at the first Network Steering Committee meeting of each odd-numbered year. Nominations shall be made and accepted for membership on the executive committee at the meeting preceding the election.

If a member of the Network Steering Committee is unable to attend a meeting they may submit their nomination via email or paper. A quorum of each library-type is not necessary. There simply needs to be a representative available to second the nomination and the nominee has to be present to accept if a specific library type has more than one member. If a library type has only one member, an election does not need to be held and that member will be the de facto representative. If a member of the Executive Committee resigns their post the Library Network Manager can appoint a member to the committee as long as their library is of the appropriate library-type.

VIII Sec.4 Functions of Executive Committee

The functions of the Executive Committee may be modified, increased, or eliminated by action of the Network Steering Committee.

  • a) To serve as a working body for the Network Steering Committee, but cannot usurp the authority of the Network Steering Committee.
  • b) To address issues relating to the Yavapai Library Network.
  • c) To decide the priorities of the Library Network Manager.
  • d) To be empowered to address emergencies.
  • e) To develop an Annual Work Plan, set priorities, establish projects, and oversee the completion of the Work Plan details.
  • f) To submit a monthly report to the Network Steering Committee about activities and accomplishments of reporting period.
  • g) To discuss the Work Plan priorities at the quarterly Network Steering Committee meetings.
IX Sec.1 Appointment

There shall be a Library Network Manager employed by the Library District. The Library Network Manager will be designated by the Yavapai County Free Library District Director. Since the leadership of the Yavapai Library Network affects the entire membership, the Library Director will seek input from the membership in the following manner:

  • a) The Yavapai County Free Library Director will review applications and conduct initial phone interviews.
  • b) Selected candidates will be forwarded to the Executive Committee which will conduct in-person interviews.
  • c) All candidates interviewed by the Executive Committee will attend an in-person meet-and-greet with the Steering Committee.
  • d) All travel expenses will be covered by the Yavapai Library Network.
  • e) The members of the Steering Committee will give their thoughts about the candidates to their representative on the Executive Committee.
  • f) The Executive Committee will provide feedback to the Library Director.
  • g) The Library Director will make the final decision regarding selection and designation of the Library Network Manager.
IX Sec.2 Responsibilities

The Library Network Manager shall:

  • a) Serve as the point of contact for all network-related central site hardware and software issues.
  • b) Coordinate the operations of the central site hardware
  • c) Be responsible for system security
  • d) Be responsible for database integrity and access
  • e) Assist in necessary training to network members
  • f) Be responsible for the overall administration of the day-to-day operations of the automated system.
  • g) Furnish to each member a copy of all appropriate vendor documentation and publications at the member’s expense.
  • h) Be responsible for fiscal oversight.
  • i) Supervise personnel dedicated to YLN operations.
  • j) Serve as a point of contact for all YLN-related contracts
  • k) Follow the priorities established by the Executive Committee excepting emergencies.
  • l) Be responsible for sending an acceptance letter to the new member library with a copy of the By-Laws and for completing a signed copy of the Library Support Agreement.
X Sec.1 Network Steering Committee Meetings

Regular Meetings, Time, Place. The Network Steering Committee shall meet at least four times per year. The Chair will announce meetings by e-mail or in writing at least 5 working days in advance. All meetings shall be open.

X Sec.2 Purpose

The Network's 5-year plan will be approved at the regularly scheduled spring meeting. The Network fiscal needs for the following fiscal year will be reviewed at the fall meeting. The chair of each committee shall report to the Network Steering Committee at each Network Steering Committee meeting. Committee proposals will be discussed and voted on.

X Sec.3 Special Meetings

Special Meetings may be called by the Chair of the Network Steering Committee or by written request (this includes email) of any member. Written notice of any special meetings must state the time, place, and purpose or purposes for which the meeting is called and shall be received by each member at least five working days before the meeting date, unless such a notice is waived or waiver is given by attendance at the meeting.

If a special meeting is not feasible and a decision needs to be made, the decision can be made via email as long as a simple majority of Network Steering Committee members vote on the issue. A date and time in which voting is concluded must clearly be established.

X Sec.4 Decision Making

A vote made by the Network Steering Committee binds all members of the network to that vote. A simple majority of votes cast shall decide any motion except a two-thirds majority vote shall be necessary to determine the following:

  • a) Allocation of funds
  • b) Approve or modify the priorities established by the Executive Committee.
  • c) Participation in contractual agreements
  • d) Determination of policy
  • e) Utilization of complex software programs
  • f) Determination of standards and conditions of membership
  • g) Any amendment or modification of the By-Laws
X Sec.5 Executive Committee Meetings

Regular Meetings, Time, Place. The Executive Committee shall meet once a month.

X Sec.6 Special Meetings of the Executive Committee

Special Meetings may be called by the Chair of the Network Steering Committee or by written request (this includes email) of any member. Written notice of any special meetings must state the time, place, and purpose or purposes for which the meeting is called.

If a special meeting is not feasible and a decision needs to be made, the decision can be made via email as long as a majority (three-quarters if the decision is of a fiscal nature) of executive members vote on the issue. A date and time in which voting is concluded must clearly be established.

X Sec.7 Meeting Notification

Members of the Committee must be notified of the meeting three weeks in advance of the meeting. Members of the Committee must RSVP to the meeting within one week of the announcement of the meeting.

X Sec.8 Meeting Agenda

The Library Network Manager, or designee, shall send the agenda and the minutes of the previous meeting out one week before the upcoming meeting.

XI Sec.1 Composition

There shall be a Technical Services User Group composed of technical staff from member libraries.

XI Sec.2 Leadership

Chair: The Yavapai Library Network Cataloger shall be the permanent chair of the Network Technical Services User Group, will call meetings, and preside over the meetings of the user group. In the event the Network Cataloger position is vacant, the members of the Technical Services User Group shall elect a temporary chair until such time as the Network Cataloger position is filled.

Recorder: A recorder shall be elected who shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each even numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XI Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about bibliographic and technical concerns in order to maintain the integrity of the database.
  • b) To create and adhere to guidelines for entering bibliographic records into the shared automated database.
  • c) Guidelines for entering full MARC records will include:
    • i) Sources from which full MARC is acceptable.
    • ii) Local editing options open to members.
    • iii) Conventions already existing in the database especially concerning original cataloging.
    • iv) Authority control.
  • d) To provide training and assistance to member libraries.
XII Sec.1 Composition

There shall be a Circulation User Group composed of interlibrary loan/circulation staff from member libraries.

XII Sec.2 Leadership

Chair: Members of the Network Circulation User Group shall select a chair that will call meetings, set agendas, and preside over the meetings of the User Group. The chair shall have a term of two years and be elected at the first meeting of each even-numbered year by the members of the user group.

Recorder: A recorder shall be elected after the election of the Chair and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each even-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XII Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about circulation and interlibrary loan concerns in order to maintain consistency in procedures.
  • b) To create and adhere to guidelines for intralibrary loans among network member libraries.
  • c) Guidelines for Yavapai Library internetwork loans will include:
    • i) Placing a hold
    • ii) Borrowing materials
    • iii) Requesting items and periodical articles
    • iv) Delivery of materials
    • v) Statistical and annual reports
  • d) To provide training and assistance to member libraries.
XIII Sec.1 Composition

There shall be a Technology User Group composed of technology-oriented staff from member libraries.

XIII Sec.2 Leadership

Chair: Members of the Network Technology User Group shall elect a chair who will call meetings, set agendas, and preside over the meetings of the User Group. They shall have a term of two years and be elected at the first meeting of each odd-numbered year.

Recorder: A recorder shall be elected after the election of the Chair and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each odd-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XIII Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about technology and how it will affect the libraries within the network.
  • b) To create and adhere to guidelines concerning technology standards for all YLN members.
  • c) The duties of this committee are as follows:
    • i) Assist the Library Network Manager in the creation and approval of a network-wide technology plan. This plan shall be created once every five years and revised annually.
    • ii) Advise the Network Steering Committee as needed on technological breakthroughs and how they impact library automation.
    • iii) Assist the Library Network Manager in creating a standard for all computers in the network and provide training and assistance to member libraries.
XIV Sec.1 Composition

There shall be a Public Services User Group composed of public services staff from member libraries.

XIV Sec.2 Leadership

Chair: Members of the Public Services User Group shall elect a Chair who will call meetings, set agendas, and preside over the meetings of the User Group. They shall have a term of two years and be elected at the first meeting of each odd-numbered year.

Recorder: A recorder shall be elected after the election of the Chair and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each odd-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XIV Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about public services and how they can help the libraries within the Network.
  • b) Disseminate promotional tools and educational resources to YLN member libraries.
  • c) Provide training and educational services for staffs of member libraries to facilitate use of library services by the public.
XV Sec.1 Composition

There shall be a Youth Services User Group composed of youth services staff from member libraries.

XV Sec.2 Leadership

Chair: Members of the Youth Services User Group shall select a Chair that will call meetings, set agendas, and preside over the meetings of the User Group. They shall have a term of two years and be elected at the first meeting of each odd-numbered year.

Recorder: A recorder shall be elected after the election of the Chair and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each odd-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XV Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about Youth Services issues.
  • b) To provide training assistance to network member libraries.
  • c) To provide a forum to evaluate and recommend Youth Services tools to YLN member libraries to include:
    • i) Performers for programs such as Summer Reading
    • ii) Collection Development
    • iii) Online resources
    • iv) Tours for planning new spaces
    • v) Cataloging issues
  • d) Outreach to county school systems
XVI Sec.1 Composition

There shall be an E-Materials User Group composed of staff from member libraries interested in e-materials issues.

XVI Sec.2 Leadership

Chair: Members of the E-Materials User Group shall select a Chair that will call meetings, set agendas, and preside over the meetings of the User Group. They shall have a term of two years and be elected at the first meeting of each even-numbered year.

Recorder: A recorder shall be elected after the election of the Chair and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each even-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XVI Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about e-material concerns in order to maintain consistency in procedures.
  • b) To create and adhere to guidelines for purchasing, curating collections, managing holds, and weeding e-materials.
  • c) To provide training assistance to Network member libraries.
XVII Sec.1 Composition

There shall be a Marketing/Outreach User Group composed of staff from member libraries interested in marketing and outreach issues.

XVII Sec.2 Leadership

Chair: Members of the Marketing/Outreach User Group shall select a Chair that will call meetings, set agendas, and preside over the meetings of the User Group. They shall have a term of two years and be elected at the first meeting of each odd-numbered year.

Recorder: A recorder shall be elected after the election of the Chair and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each odd-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XVII Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about marketing and outreach concerns.
  • b) Provide marketing, public relations and advocacy on behalf of the YLN. Assist member libraries with same.
  • c) Plan, design, write, and disseminate promotional materials, e-newsletters, news releases, success stories, blogs, web content, fact sheets, infographics and other materials for the YLN. Make repository of materials and links for YLN members to download and use.
  • d) Develop ongoing relationships with local media to ensure fair library coverage.
  • e) Promote the YLN on social media. Assist member libraries with same.
  • f) Assist in design of YLN website and ensure it is kept up to date. Assist member libraries with same.
  • g) Prepare and present material to promote the YLN.
  • h) Coordinate and promote shared communication efforts and resources among member libraries
  • i) Provide and interpret survey instruments on behalf of the YLN. Assist member libraries with same.
  • j) Write grants on behalf of YLN. Assist member libraries with same.
  • k) Assist with the creation and production of videos and/or documentation for training YLN member library staff or patrons.
XVIII Sec.1 Composition

There shall be a K12 Library Staff User Group composed of K12 library staff from member libraries.

XVIII Sec.2 Leadership

Chair: The Yavapai County School Librarian shall be the permanent chair of the K12 User Group, will call meetings, and preside over the meetings of the user group. In the event the County School Librarian position is vacant, the members of the K12 User Group shall elect a temporary chair until such time as the County School Librarian position is filled.

Recorder: A recorder shall be elected and shall have the primary function of recording the contents of each meeting. They shall have a term of two years and be elected at the first meeting of each odd-numbered year. The recorder shall be responsible for the distribution of the user group’s minutes.

XVIII Sec.3 Functions
  • a) To make recommendations to the Network Steering Committee about K12 Library Staff issues.
  • b) To provide training assistance to network member libraries.
  • c) To provide a forum to evaluate and recommend K12 school library tools to YLN member libraries to include:
    • i) Collection Development
    • ii) Online resources
    • iii) Tours for planning new spaces
    • iv) Cataloging issues
  • d) Outreach to Yavapai County libraries as needed.