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Trustee Policy

Trustee Policy

I. ETHICS STATEMENT FOR PUBLIC LIBRARY TRUSTEES

Trustees must promote a high level of library service while observing ethical standards.

Trustees must avoid situations in which personal interests might be served or financial Benefits gained at the expense of library users, colleagues, of the institution.

It is incumbent upon any trustee to disqualify himself or herself immediately whenever the appearance of a conflict of interest exists.

Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the institution, acknowledging the formal position of the board even if they personally disagree.

A trustee must respect the confidential nature of library business while being aware of and in compliance with applicable laws governing freedom of information.

Trustees must be prepared to support to the fullest the efforts of librarians in resisting censorship of library materials by groups or individuals.

Trustees who accept appointment to a library board are expected to perform all of the functions of library trustees.

This statement was developed by the ATLA-PLA Common Concerns committee. It was adopted by both the ALTA and PLA Boards.
II. BY-LAWS

BY- LAWS
Adopted ______________
Article I – Name and Authorization
This organization shall be called The Board of Trustees of the North Lyon County Library District #1, existing by provision of K. S. A. 12-1222 (if a city, township or county library); or K.S.A. 12-1236 et. seq. (if district library) with powers and duties as provided in K.S.A. 12-15 and K.S.A 12-25 of the Laws of the State of Kansas.

Article II – Meetings
All public library board meetings are subject to the Kansas Open Meeting Act (KOMA), K.S.A.75-4317 et.seq. See Library Laws A.
The Library Board shall meet on the first Tuesday of March, June, August, and December at 7:00 P.M. at the Library

The regular meeting in March shall be the annual meeting. Unless waived, written notice of each regular meeting shall be mailed (or emailed) to each member of the board not less than three days prior to such meeting date.
Special meetings shall be called by the chairman or upon written request by a majority of the board members. Written notice stating time and place of any special meeting and the purpose for which called shall, unless waived, be given each member of the board at least two days in advance of such meeting and no other business other than that stated in the notice shall take place. (K.S.A. 12-1224 and K.S.A. 12-1243).

Executive Sessions – If a formal motion is made, seconded and carried, the board may recess, for a specified time, to a closed or executive meeting, provided no binding action shall take place during the closed door session and provided the purpose of the session is stated.

 

The motion to recess must include a statement of the justification for closing the meeting, the subjects to be discussed during the meeting, and the time and place.
The law specifies that only certain subjects may be discussed during the closed meeting.
Those which apply to libraries are the following:

1) Personnel matters
2) Consultation with an attorney for the library which would be deemed
privileged in the attorney-client relationship
3) Matters relating to employer-employee negotiations
4) Confidential data relating to financial affairs or trusts
5) Preliminary discussion relating to the acquisition of real property
Article III – Quorum
Four members shall constitute a quorum for seven member library, and three shall constitute a quorum for a five library board.
Article IV – Officers
Officers shall be elected at the annual march meeting (first Tuesday in March for a district Library). Board officers shall be as follows: Chairman, Vice- Chairman, Secretary and Treasurer.

Duties of Officers:
Chairman – With assistance form the library director, draw up an agenda for board meeting, preside at meetings, guide discussions and ensure coverage of the topics. The chairman and secretary must sign all contracts and checks. A person who has been Authorized to sign checks may obtain a facsimile signature. Forms necessary to obtain a facsimile signature are available from the Secretary of State. it is legal to use facsimile signatures on library checks; however, at least one original signature must appear on all checks. THE CHAIR AND THE DIRECTOR ARE RESPONSIBLE FOR AN ANNUAL REVIEW OF THE POLICY MANUAL.

Vice – Chairman – presides at meeting in the absence of the Chairman.

Secretary – Should record the proceedings of each meeting in a book provided for that purpose. The record of procedure should be read at the next meeting, corrected if necessary and approved. (Approval of the minutes should be noted). The Secretary sign the minutes of each meeting after they are approved. The Secretary and Chairman sign all contracts and checks (see facsimile signature above “Chairman”).

Because the secretary’s minutes are the official record of Board action. they should include:
• The purpose of the meeting ( weather regular or special), the time, the place, those attending, and approval of the minutes of the last meeting.
• Complete record of action taken by the Board relative to the librarians report, communications, the treasurer’s report, and all other business transacted.
• Record of adjournment, No business may be legally transacted following adjournment.
• The Secretary must record all motions exactly as stated and show whether adopted in or rejected since this is the legal voice of the board, and only that information recorded in the minutes can be considered official.
The secretary should also keep a note of when members arrive and leave during the meeting in order to prove the existence of a quorum during the entire meeting.

Treasurer – the Treasurer receives all tax funds from the municipality, as well as gifts and endowments given to the library. the treasurer must be bonded in an amount fixed by the board and approved by the governing body of the municipality (K.S.A.12-1226). While the statute states the treasurer must be bonded, the statute does not say the bond must be from an insurance agency. THE TREASURER SHOULD HAVE KNOWLEDGE OF THE CAPITAL IMPROVEMENT FUND AND PROMTE ITS ADOPTION BY THE BOARD. See Library law B

System Representative – the Board shall appoint a representative to the System Board.
The Representative shall be responsible for attending the annual Spring and Fall Assemblies and to act as a liaison between The System and the Library Board.

Article V – Committees
Each committee shall consist of at least three members, and they shall be appointed as needed by the Chair and confirmed by the board. They shall hold their offfice until next annual meeting.

 

Budget – Treasurer, librarian, and another board member appointed by the Chair.
the following schedule should be followed: March, committee discussion; June, recommended budget submitted to full Board. The library budget should be approved by a quorum of the library board in an open meeting. The municipality must have their budget prepared by the first day in August (district libraries publish their own budgets).

Publicity Committee – Assist the librarian in promoting the services, resources and programs offered by the library.

Planning committee – Assist the board and librarian in reviewing the recommending goals, long range and short range objectives and actions for the future.

Other committees shall be appointed as needed.

Article VI. – Order of Business
• Adoption of meeting agenda
• Reading of minutes of the previous meeting
• Correspondence and communication
• Librarian’s Report
• Financial Report
• Report of Standing and Special Committees
• Unfinished Business
• New Business
• Adjournment

Article VII. – Board Responsibility
The Board has the responsibility of making and directing the policy of the library, in accordance at all time with the Statutes of the State of Kansas. Its responsibilities include promotion of library interest, securing adequate funds to carry on the work satisfactorily, and the administration and control of library funds, property and equipment.

The board is responsible for upholding the Open-Meeting Act (KOMA) see Library Law A, and the Kansas Open records Act (KORA) see Library Law C.

Article VIII. – Trustee/Director/Staff Relationships
the Board shall select a director who shall be the administrative officer under the direction and review of the Board. He/she will be responsible for the employment and direction of the staff, for the operation of the Library under the financial conditions set forth in the annual budget, and for such responsibilities as are delegated to him/her by the board. The Librarian shall attend all regular and special board meetings.
Article IX. By-Laws
These By-laws may be repealed, amended or revised at any regular meeting of the Board by the Majority of those present, providing, however, that such proposed repeal, amendment or revision shall first be submitted in writing at regular meeting of the board and sent to those not present. Such proposal shall not be acted upon prior to a subsequent regular meeting of the board, and such notice of intended repeal, amendment or revision shall be included in the notice of such meeting.
Article X. – Parliamentary Procedure
Robert’s rules of Order, Newly Revised, shall govern the proceedings of the Board.

III. Continuing Education for Trustees
Orientation conducted by the Librarian and the Board Chair should be the first step in the new trustee’s education. because the needs of the library and the community change constantly, the Board member should be aware of new trends and new methods in the library field. To do so, Board members should be encouraged to join the Kansas Library Association and attend regional and state conferences and workshops. Workshops and programs sponsored by the system also assist board members in keeping current in the library field. Expenses for attendance at workshops and conferences should be reimbursed at the same rate as for staff.

Every trustee should be familiar with current and pending legislation relating to libraries at local, state and national levels. Trustees should vigorously express their opinions as an individual and/or with members as a library board, and to their elected representative in regard to any such pending legislation.

 

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