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Paulding
County Carnegie Library |
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Paulding
County Carnegie Library III.
MEMBERSHIP Members of the Board of Trustees are, by
law, appointed by the Judge of Common Pleas as per section 3375.06 (County
free public library; appointment of trustees) of the Ohio Revised Code.
Such library shall be under the control and management of a board of
library trustees consisting of six members. Such trustees shall be qualified
electors of the county and shall be appointed by the court of common pleas of
the county in which such library is situated. Not more than three of the
members of such board of library trustees shall be of the same political
party. They shall serve for a term of six years. Such court shall fill all
vacancies on such board of library trustees by appointment for the unexpired
term. The members of such board of library trustees shall serve without
compensation but shall be reimbursed for their actual and necessary expenses
incurred in the performance of their official duties. The board of library
trustees shall organize as provided by section 3375.32 of the Revised Code.
Such board of library trustees shall have the control and management of the
county free public library, and in the exercise of such control and management
shall be governed by sections 3375.33 to 3375.41, inclusive, of the Revised
Code. IV.
POLICIES V.
OFFICERS A.
Election At
the regular meeting in January of each year, the Board shall select from its
membership a President, Vice President and a Secretary who shall serve for a
term of one year. Nominations may
be made from the floor. B.
Clerk-Treasurer The
Clerk-Treasurer shall be the treasurer of the library funds.
Before assuming duties, a bond shall be executed in an amount and with
a surety to be approved by the Board. The
Deputy Clerk-Treasurer shall also execute a bond.
All
moneys received by the Clerk-Treasurer for library purposes shall be
immediately placed in a depository designated by the Board.
The Clerk-Treasurer shall keep an account of funds credited to the
Board and shall render a statement to the Board monthly showing the revenues
and receipts from whatever sources derived, the disbursements and the purposes
for such disbursements, and the assets and liabilities of the Board, and the
relation of the several items of the foregoing to the budget.
At the end of each fiscal year, the Clerk-Treasurer shall submit to the
Board a complete financial statement showing the receipts and expenditures in
detail for the entire fiscal year. In
the absence or unavailability of the Clerk-Treasurer, the Deputy
Clerk-Treasurer shall act for and perform the functions of the
Clerk-Treasurer. C.
President The
President shall preside at all meetings of the Board and with consent of the
Board, determine the order of business thereat.
The President, in absence of the Director or Assistant Director, will
determine the agenda. The
President shall, with the Secretary, sign the minutes of each meeting of the
Board. The President shall
execute on behalf of the Board, and when approved by it, all such instruments
of conveyance, assignment, transfer, contract, indebtedness, or lease as, in
order to be effected, must be executed by an officer or member of the Board
other than or in addition to the Clerk-Treasurer, and all written reports,
applications, and statements which law or government regulations require to be
executed and filed on behalf of the Board by an officer or member of the Board
other than or in addition to the Clerk-Treasurer or Director. D.
Vice President In
the absence or unavailability of the President or the President's declination
to act, the Vice-President shall have all the powers and duties of the
President, except as otherwise provided by law. E.
Secretary The
Secretary shall prepare and sign the minutes of the meetings of the Board and
certificates evidencing resolutions or actions of the Board and, when
required, shall attest to the signatures and authority of the President, Vice
President, Clerk-Treasurer or Director and co-sign instruments and writings
executed by any of them. F.
Checks All
checks paying out funds of the library shall be signed by the Clerk-Treasurer
or Deputy Clerk-Treasurer, and by the President or Vice President or Secretary
of the Board. VI.
COMMITTEES The
President may form and appoint Board members to committees as needs arise.
The President will serve in an ex-officio member of each committee. VII.
DIRECTOR AND ASSISTANT DIRECTOR A.
Director The
Board shall hire and fix the compensation of the Director who shall be the
chief administrator and the librarian of the library.
The Director shall have full charge of the administration and
operations of the library in accordance with the objectives and policies
adopted by the Board and under the direction and review of the Board. The
Director shall be held responsible for the care of the main library building
in Paulding and all equipment, for public relations, for the employment and
direction of the library staff, for the selection, acquisition and disposition
of books and non-book materials within the annual appropriations adopted by
the Board and subject to the general policies from time to time adopted by the
Board. The
Director shall keep the Board informed as to the program needs, physical
building needs, the desirable expenditures of library funds and any special
achievements or problems requiring action or approval of the Board.
The
Director shall determine the agenda for each Board meeting and shall submit
for consideration with recommendations all matters requiring action by the
board. The Director will submit
to the Board requests for individual item expenditures that exceed $500.
The Director shall distribute the agenda to Board members in advance of
the Board meeting. The
Director shall attend all Board meetings except those executive sessions at
which the Director's appointment or salary is to be discussed or decided.
In the case where the Director cannot attend a Board meeting, he/she
will arrange for the Assistant Director to attend. The
Director shall serve for a three-year contractual period at the discretion of
the Board. His or her employment
shall be governed by the Personal Policy Manual approved by the Board
of Trustees. B.
Assistant Director The
Board shall approve the appointment and fix the compensation of the Assistant
Director who shall be responsible for such duties as may be delegated by the
Director in accordance with the policies established by the Board.
In the absence or unavailability of the Director, the Assistant
Director shall act for and perform the functions of the Director. VIII.
BOARD MEETINGS Regular
meetings of the Board shall be held at the Main Library at 7:00 p.m. on the
third Tuesday of each month, or at such other time or place as shall be agreed
upon by the Board. Special
Meetings of the Board may be called at any time by vote of the Board or by the
President or Vice-President. Meeting
date(s) shall be publicly displayed at least one week in advance, except that
in the event of an emergency requiring immediate official action the notice
shall be posted promptly after the meeting is called.
Each posted notice of a special meeting of the Board shall state the
purpose or purposes of the meeting. Whenever
the place or time of a Board meeting is changed at the same or a different
place, the Director shall cause a written notice of the change or adjournment,
including the new time and place of the meeting, to be promptly displayed.
No notice of a meeting so posted shall be removed until the meeting is
either concluded or canceled. A.
Public Participation Time
will be allotted for public participation at a time to be determined by the
Board President, usually at the beginning of each regular Board meeting. B.
Executive Session The
board may hold an executive session only after a majority of a quorum of the
board determines, by a roll call vote, to hold such a session and only at a
regular or special meeting. The
purpose of the session shall be included in the motion to hold the session. C.
Quorum Four
persons, a majority of the full membership of the board, shall constitute a
quorum for the transaction of business, provided that in the absence of a
quorum those present may adjourn the meeting until a quorum is present. D.
Attendance In
order for library business to be conducted in an efficient manner all members
of the Board of Trustees should attend all meetings.
A member missing more than 25% of the meetings may be asked to resign
by the President of the Board. The business conducted at the meeting of the Board shall be limited to the
agenda, unless the transaction of other business shall be approved by all of
the members present at the meeting. In
general, the agenda of each regular meeting may include the roll call,
approval of minutes, approval of financial report, public participation,
personnel action, library service related matters, old business and new
business. A report from the
Director may also be included. The order of business of each meeting of the Board shall be determined by the
presiding officer consistent with any expressed desires of a majority of the
members of the Board present at the meeting. The financial report shall be submitted to the Board at the regular meeting
and any approval(s) or action(s) shall be reflected by the Secretary in the
minutes of that meeting. F.
Voting Except
when a larger vote is required by law, all actions of the Board shall require
the affirmative vote of a majority of the full membership of the Board.
When a motion is made and seconded to adopt a resolution authorizing
the purchase or sale of real or personal property or the appointment of an
officer or the payment of any debt or claim or the contracting or incurrence
of any obligation of the payment of money or the transfer of property or the
adoption of the annual budget or appropriation, or upon the request of any
member of the Board, the Secretary of the Board shall call the roll of the
members of the Board and enter in the minutes of the meeting the names of
those voting "aye", those voting "nay", and those
abstaining. H.
Records of the Library - Public Information It
shall be the policy of the Board of Trustees of the Paulding County Carnegie
Library to release for public information a copy of uncorrected minutes for
the public. A copy will be on
display at the main library and all branches. IX.
FINANCES: The Paulding County Carnegie Library
shall observe the Federal, State, county, and local requirements regarding the
finances of the library. The Clerk-Treasurer of this library is
authorized to receive and expend funds as determined by the Board of Trustees
in compliance with submitted budgets and appropriations. The Clerk-Treasurer of this library is
authorized to invest, deposit or reinvest any such funds remaining as interim
or inactive in compliance with the authorizing resolutions of this Board. The use of Capital Improvement Funds
shall be limited to major planned expenditures or emergency repair
expenditures, each of which shall be individually submitted to the Board for
approval. In December of each
year a transfer from the unexpended General Fund appropriation to the Capital
Improvement Fund may be approved by the Board. E.
Approval of General Fund Expenditures The Board's General Fund Annual
Appropriation Resolution empowers the Clerk-Treasurer to expend the funds
required for the operation of the library.
However, the following shall be submitted individually to the Board for
prior approval: 1. Any special circumstance, at
the discretion of the Director. F.
Bid Openings Section 3375.41 of the Ohio Revised Code
states that bids for library construction "...shall be opened at the next
meeting of the board...” However,
this Board of Trustees has determined it to be in the library's best
interests, pursuant to public bidding, for the Board to provide for the public
opening and reading of such bids by the Clerk-Treasurer, immediately after the
time for filing such bids has expired, and not wait until the next scheduled
meeting of the Board. All bids
will be tabulated and a report of such tabulation will be provided to the
Board of Library Trustees at its next meeting.
At that time, a decision shall be made as to which bid, if any, to
accept. The Clerk-Treasurer is authorized to keep
in the vaults of the office an amount not to exceed $1,300.00 as a cash
reserve, as per Section 135.17 of the Ohio Revised Code. X.
CONFLICT OF INTEREST No members of the Board of Trustees shall
have any pecuniary interest in any contract entered into by the Board (ORC
3375.35). This Board of Trustees subscribes to the tenets contained in "A Statement
of Ethics for Library Trustees" of the American Library Trustee
Association" as follows: A Statement
of Ethics for Library Trustees Trustees must
promote the highest level of library service while observing ethical
standards. Trustees
must distinguish clearly in their actions and statements between their
personal philosophies and attitudes and those of the
institution. Trustees
must be prepared to support to the fullest the efforts of librarians in
resisting censorship of library materials by groups or individuals. XI.
AMENDMENTS These
By-Laws may be amended at any meeting by the affirmative vote of a majority of
the full membership of the Board of Trustees, provided that a notice of the
proposed amendment shall have been given with the notice of the meeting. Adopted
by the Paulding County Carnegie Library Board of Trustees on 9/17/02. |