Bylaws of the Taylor County Public Library Board of Trustees

Article I. Name and Authority
The name of this board is the Taylor Public Library Board of Trustees, hereinafter referred to as “the Board.” The Taylor Public Library, hereinafter referred to as “the Library,” is located in Taylor County, Kentucky and is special purpose district and a tax-supported institution established in accordance with Kentucky Revised Statute 173.710 and has as its legal basis the library laws of the Commonwealth of Kentucky.

Article II. Purpose
The Board shall govern the operations of the Library as specified herein and with such power and authority to perform those acts, tasks, and functions described herein and permitted or required by the library laws of the Commonwealth of Kentucky to establish, equip and maintain library services and do all things necessary to provide efficient library services in and for the citizens of Taylor County.

Article III. Membership
Section 1. The membership of this board shall consist of five members in accordance with KRS173.730.
Section 2. Trustees are considered to be qualified to serve after they have been appointed by the appointing authority and have taken an oath of office.
Section 3. The members of the Board shall not receive compensation for their services per KRS173.740.
Section 4. Absence of a member from four (4) regular monthly board meetings during a term year shall be considered to be an automatic resignation from the Board per KRS 173.730.
Section 5. Vacancies on the Board will be filled as specified in KRS 173.730 and according to the recruitment policy adopted by this board.
Section 6. Beginning on 7/1/2013, each new trustee appointed to the Board shall become certified through KDLA’s Trustee Certification Program. Once certified, the Trustee will complete the required number of Contact Hours to maintain his/her certification.
Trustees who began their service prior to 7/1/2013 will be exempt from this requirement.

Article IV. Terms
Section 1. Trustee terms shall begin on March 1st of the year of his/her appointment.
Section 2. Trustees shall serve a term of four (4) years unless they are removed or resign.
Section 3. Trustees may serve two (2) consecutive terms, after which they may not succeed themselves or be re-appointed earlier than 12 months after the end of their last service.
Section 4. Members continue to serve until their successors are appointed and qualified.
Section 5. When a member resigns, a successor will be designated by the appointing authority to fulfill the remainder of member’s term. Article V. Duties of Members
It is the duty of the Board of Trustees to “establish, equip and maintain libraries and do all things necessary to provide efficient library service”. To accomplish this, the Board of Trustees shall:
Employ a competent and qualified library director.
Attend board meetings regularly and ensure that accurate records are kept on file at the Library in accordance with retention schedules.
Approve the annual budget and ensure that adequate funds are provided to finance the approved budget.
Approve and have exclusive control of the expenditure of all moneys collected, donated or appropriated for funding the Library program.
Determine and adopt policies to govern the operation and programs of the Library, reviewing them regularly and revising them as necessary.
Understand the programs and services of the library in relation to community needs and plan for future direction of library services, programs, technology, and facilities.
Be informed about local, state, and federal laws pertaining to libraries; actively advocate for library legislation that will improve library programs and services.
Develop relationships with other public officials and boards and maintain vital public relations; actively participate in a planned public relations program.
Cooperate and consult with the Kentucky Department for Libraries and Archives in the development of library services.
Attend regional and state trustee meetings and workshops; affiliate with appropriate professional organizations. [KPLA, KLTRT, KY Library Friends, ALA, PLA, ALTAFF]
Continue to expand knowledge of public library standards and trends by reading, attending meetings and workshops, visiting other libraries, and participating in the Trustee Certification Program.

Article VI. Officers
Section 1. Officers shall be as follows: President, Vice President, Secretary, and Treasurer as allowed per KRS 173.735.
Section 2. Officers are elected for a term of two years and continue to serve until their successors are duly elected. Officers are permitted to succeed themselves in office.
Section 3 In the event of resignation or incapacity of the president, the vice president shall become president for the unexpired portion of the term. Vacancies in offices other than president shall be filled for the unexpired term by a vote at the next regular meeting after the vacancy occurs.
Section 4. Any officer may resign from office at any time by giving written notice to the President or Secretary. Such resignation shall be effective when the notice is delivered unless the notice specifies a future date; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
Section 5. Any officer may be removed by a board action in which there is a majority vote of the entire board whenever in its judgment the best interests of the Library would be served thereby.

Article VII. Election of Officers
Section 1. Officers shall be elected biennially from the appointed trustees at the first meeting of the new term year in the even numbered years.
Section 2. A nominating committee, appointed by the Board president, shall present a slate of officers at the first meeting of the new term year. Other nominations may be made from the floor after the nominating committee has reported but before final action is taken.
Section 3. A vote is taken and upon a majority vote of a quorum of the board the new officers begin immediately to fulfill the duties of the office to which they have been elected.

Article VIII. Duties of Officers
Section 1. The President of the Board shall:

  • Oversee the preparation of the meeting agenda
  • Perform the duties of a presiding officer at all meetings;
  • Appoint all committees and may serve as an ex-officio member at any committee meeting;
  • Execute all documents authorized by the Board;
  • Sign the approved payment voucher at each meeting, authorizing payment of bills;
  • Authorize calls for special meetings;

Section 2. The Vice-President of the Board shall:

  • perform all the duties and assume all the responsibilities of the President in his/her absence at a regular or special meeting of the Board.

Section 3. The Secretary of the Board shall:

  • Oversee the recording and safekeeping of a true and accurate account of all proceedings of the board meetings, including records of attendance of Board members;
  • Minutes of all meetings shall, at a minimum, indicate members present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken. Minutes may be revised and/or approved only at the Board of Trustees’ regular monthly meeting.
  • Sign the minutes and the disbursement voucher after approval at the Board meeting;
  • Issue notices of all regular meetings and special meetings;
  • Notify any trustee who has missed three (3) regular monthly meetings in any one year of his/her term;
  • Notify any trustee of his/her automatic resignation upon missing four (4) regular monthly meetings in any one year of his/her term;
  • Write official letters of the board and keep these filed with official library records;
  • Perform all the duties and assume all the responsibilities of the President in his/her absence and in the absence of the Vice-President at a regular or special meeting of the Board.
  • The library director or a member of the staff may be designated by the Board to perform the recording and safekeeping duties of the Board’s official records.

Section 4. The Treasurer shall:

  • Be bonded as required per KRS 173.755(5).
  • Be in charge of the library funds, income, securities and obligations;
  • See that proper records are kept, showing receipts and disbursements of the Board, with vouchers in support thereof;
  • Provide a financial report for each regular meeting of the Board;
  • Sign checks issued to cover the disbursements on the authorization of the Board, as one of the two required signatures;
  • Report at each meeting on the state of the funds;
  • Provide advice and recommendations regarding the Library’s Income and Disbursements Policies and its Investment Policies.


Article IX. Fiscal Year
The Fiscal Year shall commence July 1st and close June 30th. 

Article X. Meetings
All Board meetings and all committee meetings will be held in compliance with Kentucky’s Open Meetings Act (KRS 61.805-61.850). 
Section 1. Regular Meetings

  • The Board of Trustees will meet monthly at a regular meeting time and place as mutually agreed upon by the members of the Board.

Section 2. Special Meetings

  • Special meetings may be called by the President, or in his or her absence by the vice- president, at the request of any board member or the Director. 
  • The agenda for a special meeting will be posted at least 24 hours before the meeting at the location of the special meeting and at the Library’s headquarters if different from the location of the meeting.

Section 3. Notification

  • Notice of all meetings shall be given by the Secretary or designee to all members at least 1 day (24 hours) before the meeting with an agenda for the meeting.
  • Meeting agendas and notices shall indicate the time, date and place of the meeting; and indicate all subject matters intended for consideration at the meeting.
  • Dates, times, and locations of all meetings shall be posted in the Library’s paper of record at least once each year.

Section 4. Order of Business

  • Call to order
  • Review of Agenda
  • Invitation for Public Comment
  • Revision/Approval of Minutes of previous meeting
  • Approval of payment vouchers and financial report
  • Committee Reports (as necessary)
  • Library Director’s Report/ Staff Reports
  • Unfinished Business
  • New Business
  • Announcement of next meeting date, time, and location
  • Adjournment

Section 5.

  • The current edition of Robert’s Rules of Order will be used in conducting all meetings of the Board.


Article XI. Quorum and Voting 
Section 1. Quorum

  • A quorum for the transaction of business shall consist of three members of the Board.

Section 2. Voting

  • Each member of the Board shall be entitled to one vote, irrespective of office held, on all matters brought for a vote during a regular or special meeting in which said member is present and providing a quorum is present at the time. No voting shall be done by proxy.
  • An affirmative vote of the majority of all members of the Board present at the time shall be necessary to approve any action before the Board.
  • If the quorum consists of three members of the Board, their vote upon any official business brought before them must be unanimous.
  • The President may vote upon and may move to second a proposal before the Board.


Article XII. Duties of the Library Director 
Section 1. The library director shall be considered the executive officer of the Board and shall:

  • Have sole charge for the administration of the Library;
  • Be held responsible for:
    • the care of the building and equipment;
    • the efficiency of the Library’s service to the public;
    • the operation of the Library under the financial conditions set forth in the annual budget;
    • the hiring, supervision, and evaluation of all library personnel;
    • the certification, continuing education, and development of staff members;
    • attending professional meetings and library workshops;
  • Oversee the selection and purchase of books, library materials and other necessary supplies;
  • Attend all board meetings and report on the progress of the Library;
  • Determine and recommend needed policies for Board action;
  • Draw up the agenda, in consultation with the president, for board meetings.


Article XIII. Committees 
Section 1. Special committees for the study or investigation of special projects may be appointed by the President, with the approval of the Board, to serve until the final report of the work for which they were appointed has been completed and presented at a regular board meeting.
Section 2. No committee shall have other than advisory powers. All committee reports and/or recommendations shall be submitted to the board at a regular board meeting.
Section 3. Committees may have citizen members, as deemed appropriate for their purpose by the Board. 

Article XIV. Expulsion of Members 
Section 1. Only the appointing authority may remove a library board trustee from his/her office according to KRS 65.007 for inefficiency, neglect of duty, malfeasance or conflict of interest.
Section 2. Should a situation arise that may require removal of a member, the Board will seek legal advice for assistance in handling this matter. 

Article XV. Policies 
Section 1. In addition to operating in accordance with these Bylaws and the laws of the Commonwealth of Kentucky, the Board shall adopt policies, plans, rules, and regulations to govern its operations, and may affirm policies, plans, rules and regulations proposed by the Library Director for the management and administration of the Library.
Section 2. All of these policies, plans, rules, and regulations shall be compiled and organized in a manual to be distributed to all new board members.
Section 3. Changes to these policies, plans, rules, and regulations may be amended or changed by a majority vote of members present at the meeting which a quorum is present when the amendments and/or changes are brought to a vote. 

Article XVI. Amendments to Bylaws 
Section 1. All members shall be furnished a written copy of the proposed changes and/or amendments at least thirty-five days prior to any official vote on said proposed changes and/or amendments.
Section 2. Any changes and/or amendments to the official bylaws shall be read at two consecutive meetings of the Board, said meetings to be regular meetings held in accordance with the provision of the bylaws presently in effect.
Section 3. These bylaws may be amended upon the second reading of the change and/or amendments in any regular meeting of the Board, with a quorum present, by a unanimous vote of the members present, provided the amendment was stated in the call of the meeting and provided it is in compliance with the other provisions of this Article. 

Article XVII. Review of Bylaws 
Section 1. The bylaws will be reviewed annually at the January meeting. The date of review of the bylaws shall be affixed to the bylaws for audit as well as indicating the action in the minutes.

Motion made by __________________ , seconded by________________, that the bylaws as set forth herein, be adopted and declared by the President to be the official Bylaws of the Taylor Public Library Board of Trustees. Resulting Vote: ____ Yes, ____ No. Done this day, the ______ day of _____________, _____.

Policy Type