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Library Board ByLawsBoard Bylaws REVIEWED 1/17/2023,1/19/2022 APPROVED 04/16/2019 ARTICLE I Name The name of this organization shall be the Salina Public Library Board,located in Salina,Kansas. Established according to K.S.A.12-1219. ARTICLE II Purpose The purpose of the Salina Public Library is to collect,organize and make available a wide variety of print and non-print materials relevant to the general informational,educational,cultural and recreational needs of the community. The purpose of the Salina Public Library Board is to serve as governing body of the Library. ARTICLE III Members Sec.1 As established by Kansas statute,the membership of this Board shall consist of seven members appointed by the Mayor and City Commission,plus the Mayor of the City of Salina who serves in an ex officio capacity.The Mayor is a voting board member. The following are not eligible for the library board because of potential conflicts of interest:paid library staff,council members in the same municipality,and local government attorneys. Sec.2 Members shall serve for a four year term,and shall be eligible to succeed themselves for one additional term. Members filling an unexpired term shall be eligible for reappointment to two regular terms.Board terms expire April 30.New library board terms start May 1.After two consecutive terms,board members must be off the board for one year before returning.Board members receive no compensation,but are reimbursed for their “actual and necessary expenses in attending meetings and carrying out their duties as members.” Sec.3 The Secretary of the Board shall notify the Mayor,requesting the appointment of a replacement,when any Board member has missed three consecutive regular meetings without notifying the President of the Board prior to such absences,or who misses five consecutive meetings. Sec.4 Board members are encouraged to attend Central Kansas Library System trustee workshops and trustees' meetings of the Kansas Library Association.The Library will pay the current allowable IRS rate for mileage,plus meals and hotel accommodations,if necessary,for attendance at such workshops and meetings. ARTICLE IV Officers Sec.1 The officers of the Salina Public Library Board shall be President,Vice President,Secretary and Treasurer.They shall perform the duties prescribed in these bylaws and by the parliamentary authority adopted by the Board. Sec.2 A Nominating Committee of two members,appointed by the President at the March meeting,shall nominate candidates to be voted on at the April meeting.New officers’duties will become effective May 1.Notice of such nominations shall be made to Board members at least three days prior to the April meeting. Sec.3 As provided in K.S.A.12-1224,at the April meeting,the board will elect a president,vice president,a secretary, and a treasurer.No member shall hold more than one office at a time.Vacancies in officers shall be filled by vote at the next regular meeting of the Board after the vacancy occurs.No member shall be eligible to serve more than two consecutive terms in the same office. ARTICLE V Duties of Officers Sec.1 President.The President of the Board shall preside at all meetings,appoint all committees,authorize calls for any special meetings,and generally perform the duties of a presiding officer.The President shall be entitled to vote on matters coming before the Board.The President will co-sign (digital signature)all checks for library expenditures, sign documents as required,and serve ex officio as a member of all committees. The President shall,with the Director,be responsible for the preparation of the agenda for Board meetings. Sec.2 Vice President.The Vice President shall perform the duties of the President in the President's absence. Sec.3 Secretary.The secretary shall keep a true and accurate record of all meetings of the Board,shall issue notice of all regular and special meetings,co-sign (digital signature)all checks for library expenditures,and shall perform such other duties as are generally associated with the office of secretary.The Director or a member of the staff may be designated by the Board to keep records of all meetings and issue notice of all regular or special meetings. The Secretary shall notify the appointing authority of any vacancies on the Board and sign documents as required. Sec.4 Treasurer.The Treasurer shall oversee all library accounts and funds.As required by K.S.A.12-1226,the treasurer shall be bonded in an amount fixed by the Board,approved by the governing body of the municipality,and filed with the clerk of the municipality. ARTICLE VI Meetings Sec.1 The regular meetings of the Salina Public Library Board shall be held monthly on the third Tuesday at 7 a.m.In the event a quorum cannot be present at the regular meeting,the President shall set another meeting date. Sec.2 Special meetings shall be called by the President or upon written request of three members for the transaction of business stated in the call of the meeting.Except in cases of emergency,at least 48 hours notice shall be given. Sec.3 Notice of regular and special meetings shall be mailed by the Director to all board members,the media,and others requesting notification as soon as reasonably possible. Sec.4 The majority of the Board shall constitute a quorum.(Sec.5 Updated Resolutions 98-32 &98-43,P.586 Board Minutes,19 Nov 98) Sec.5 Executive Session K.S.A.75-4318 allows executive sessions to be closed to the public. K.S.A.75-4319(b)lists the topics that can be discussed in executive sessions:1)personnel matters about specific employees,2)attorney-client privilege consultation,3)preliminary discussion of buy real property,and 4)discussing specific minors. ARTICLE VII Committees Sec.1 The Board President shall appoint committees of one or more members each for such specific purposes as the business of the Board may require from time to time.Committees are appointed at regular Board Meetings.For a committee to be appointed,there must be a motion made and voted the same as any other decision made by the Board.A majority vote is required for a committee to be appointed. The 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 Board. Sec.2 Under Kansas statute,notification of standing and special committee meetings must be reasonable and may be oral. Article VII -Revision Date(s):05/25/2020 ARTICLE VIII Order of Business The order of business at regular meetings of the board shall be: 1.Call to order 2.Reading and approval of minutes 3.Time for citizen comment about non-agenda items and scheduled reports from non-board members 4.Discussion/Action/Committee Reports 5.Reports:Financial,Activity/Stats,Director 6.Executive Session (if needed) 7.New business,items introduced by board members 8.Adjournment ARTICLE IX Parliamentary Authority The rules contained in Robert's Rules of Order Newly Revised,particularly such rules as are applicable to small boards, shall govern the Library Board in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Board may adopt,or with Kansas Statutes Annotated 121215 et seq. ARTICLE X Amendment These bylaws can be amended at any regular meeting of the Library Board by a two-thirds vote of the entire membership,provided that the amendment has been submitted in writing at the previous regular meeting. ARTICLE XI Ethics Sec.1 Members of the Board are expected to abide by the following Ethics for Public Library Trustees. ●Trustees,in the capacity of trust upon them,shall observe ethical standards with absolute truth,integrity,and honor. ●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 customers,colleagues,or the institution. ●It is incumbent upon any trustee to disqualify oneself 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. ●A trustee must be prepared to support to the fullest the efforts of the library in resisting censorship of library materials by groups or individuals. ●Trustees who accept appointment to a library board are expected to perform all the functions of library trustees. Sec.2 Conflict(s)of interest ●Since integrity is important to all government agencies,each Board member signs a Conflict(s)of Interest Statement for Board Members of the Salina Public Library.The most important part of this statement is near the bottom where signers claim unawareness of “conflicts of interest and potential conflicts of interest”or reveal “conflict(s)of interest and possible conflict(s)of interest,including without limitation….involvement in any business or organization that conducts business with,or is in direct competition with...the library.”A signed copy is kept in the library. ●Board members are expected to abstain from voting or participating in any other action related to revealed conflict(s)of interest. ARTICLE XII DUTIES OF THE LIBRARY BOARD 1.Employ a competent and qualified Director;evaluate and encourage his/her performance. 2.Determine and adopt written policies with the Director to govern the operation and program of the library. 3.Determine the purposes of the library and secure adequate funds to carry on the library's program. 4.Know the program and needs of the library in relation to the community;keep abreast of library standards and trends. 5.Be an ambassador for the library. 6.Assist in the preparation of the annual budget. 7.Know local and state laws;actively support library legislation in the state and nation. 8.Establish among the library policies those dealing with material selection. 9.Attend all board meetings and see that accurate and complete records are kept on file at the library. 10.Attend system and state trustee meetings and workshops. 11.Be aware of the services of the Central Kansas Library System and the State Library of Kansas. 12.Be accountable to library patrons and members of the larger community. 13.Assist the director in the orientation of new library board members. 14.Establish priorities and objectives;delegate responsibility to achieve goals and objectives. 15.Understand and respect the role of the Director. 16.Cash Basis Law compliance Based on the restrictions stated in K.S.A.10-1113 through 10-1121,i.e.,cash basis law,no member of the library board can buy more than the amount of money in the library’s bank accounts,i.e.,incur indebtedness for the library. DUTIES OF THE DIRECTOR 1.Serve as technical advisor to the board;recommend needed policies for board action;employ,organize,and supervise personnel;evaluate their work. 2.Carry out the policies of the library as adopted by the board. 3.Propose and carry out plans for extending the library's services. 4.Cooperate with the board to plan the library program;present regular reports embodying the library's current progress and future needs. 5.Maintain an active program of public relations. 6.Prepare an annual budget for the library in consultation with the board and give a current report of expenditures against the budget at each meeting. 7.Know local and state laws;actively support library legislation in the state and nation. 8.Attend all board meetings other than those in which his own salary or tenure is under discussion. 9.Affiliate with the state and national professional organizations;renew and expand formal education in job-related areas;attend professional meetings and workshops. 10.Make use of the services and consultants of the Central Kansas Library System and the State Library of Kansas. 11.Report regularly to the library board,to local government officials,and to the general public. 12.Direct the orientation of new library board members including bylaws &policies. 13.Evaluate library programs. 14.Administer all phases of the library's operation;complete assignments in a timely manner. 15.Understand and respect the role of the library trustee. 16.Acts as the CKLS liaison to vote on the library’s behalf at the annual meetings and provides the minutes of the CKLS executive board meetings. 17.The Director shall have authority and responsibility for the administration of the Library under the direction and review of the Board.The Director shall be held responsible for the care of the buildings and equipment, for the employment and direction of the staff,and for the efficiency of the Library under the financial conditions set forth in the annual budget.The Director shall attend all regular Board meetings,make a monthly report,and shall attend any special meetings when requested by the Board to do so. 18.Conduct periodic evaluations of program services 19.Oversee all insurance policies and contracts made by the library.