By-Laws of the Board of Trustees



  Article I – Identification

Section 1.  The name of this Board is the “Board of Trustees of the Shoals Public Library,” hereinafter referred to as “the Board.”  The Shoals Public Library will hereinafter be referred to as “the Library.”

Section 2.  The Library is located in the Town of Shoals, Indiana.  The Library district boundaries, for tax purposes, are identical to the town boundaries.

Article II – Authority and Purpose

Section 1.  The Board shall govern the Library, a municipal, Class 1 library organized under the public library provisions, according to the purposes and authority set forth in IC 36-12, as amended, and such other Indiana and federal laws as affect the operation of the Library.

Section 2.  Members of the Board of Trustees shall serve without compensation, except that the Treasurer may be paid, per IC 36-12-2-21.  A Board member may not serve as a paid employee of the public library.

Section 3.  Necessary travel and/or meal expenses of any Board member incurred in the interest and business of the library may be reimbursed out of library funds, per policy or Board resolution.  Such travel on behalf of the Library shall be approved by the Board.

Section 4.  The Board may engage legal counsel as needed for legal advice.  The President of the Board or the library director may request the legal opinions of legal counsel for any matter which comes within the jurisdiction of the Board, and shall report the opinion to the Board.

Article III – Personnel

Section 1.  The Library Board shall select a librarian who holds a certificate under IC 36-12-11 to serve as the director of the Library.  The selection shall be made solely upon the basis of the candidate’s training and proficiency in the science of library administration.  The Board shall fix the compensation of the director.  The director, as the administrative head of the library, is responsible to the Board for the operation and management of the Library, per IC 36-12-2-24(a) and shall be subject to removal at any time by the Board at a regular or special meeting.

Section 2.  The director shall have the power to propose administrative regulations or procedures governing the Library which logically stem from adopted and approved Board policies.  Such regulations or procedures shall be consistent with the policies of the Board and must be approved by the Board.

Section 3.  Subject to the direction of the Board, the director shall have supervisory charge, control and management of the building(s) and equipment, as well as all of the employees in and about the same, for the efficiency of the library’s service to the public, for the administration of the long range plan and short term goals, and for the operation of the Library under the financial conditions set forth in the annual budget.

Section 4.  The director shall be held responsible for the classifying, cataloging and shelving of books; the enforcement of the rules; and the accuracy of the records; as well as the reliability of his accounts.

Section 5.  The director shall keep an itemized account of all his receipts and expenditures on behalf of the Library and report the same to the Board monthly.

Section 6.  The director shall make a monthly report of the operations of the Library, including such recommendations as in his opinion will promote its efficiency.

Section 7.  The director shall place all orders for books and supplies ordered in the name of the Library.

Section 8.  The director shall attend all Library Board meetings, except those at which his/her appointment, salary, or performance is to be discussed or decided.

 Section 9.  The Board shall employ the assistant(s) and janitor, but they shall be subject to removal at any time by the Board at a regular or special meeting.

Article IV – Conflicts of Interest

Section 1.  Board members and director, in the capacity of trust imposed upon them, shall observe ethical standards with absolute truth, integrity and honor.

Section 2.  Board members and director shall promote a high level of service while observing ethical standards.

Section 3.  Board members and director shall avoid situations in which personal interests might be served or financial benefits gained at the expense of Library users, colleagues or the institution.

Section 4.  Board members and director will not use the Library for personal advantage or the personal advantage of friends or relatives.

Section 5.  Board members and director will declare any conflict of interest between their personal life and their position on the Library Board and avoid voting on issues that appear to be a conflict of interest.  It is incumbent upon any Board member to disqualify or recuse himself/herself from voting immediately whenever the appearance of a conflict of interest exists.

Section 6.  If the possibility of a long-term conflict of interest exists, the Board member or director shall complete the Uniform Conflict of Interest Disclosure Form annually.

Article V – Nepotism

Section 1.  The Library will always hire employees based on their experience, skills and merit.  If a family member of a Board member or current staff member is interested in a position with the Library, that person should apply through standard channels.

Section 2.  No immediate family member (spouse, child, parent, or sibling) of a current staff member will be considered for a position wherein one member would have supervisory duties over the other.

Article VI – Amendments

Section 1.  The Board may amend these bylaws at any regular meeting of the Board by majority vote of the members.

Section 2.  Amendments shall be proposed one month in advance of voting, and a copy provided to each Board member at least 15 days before the meeting.

Section 3.  Any member of the Board may propose amendments.

Section 4.  The amendments for each year shall be sent to the Indiana State Library upon submission of the annual report.

Article VII – Membership

Section 1.  Members of the Board shall be appointed pursuant to IC 36-12-2-9, and as follows:

Class 1 Library (town/city, township, multiple townships, county library)

Appointing Authority

Trustee 1 – IC 36-12-2-9(1) County Executive
Trustee 2 – IC 36-12-2-9(2) County Fiscal Body
Trustee 3 – IC 36-12-2-9(3) School Board
Trustee 4 – IC 36-12-2-9(3) School Board
Trustee 5 – IC 36-12-2-9(3) School Board
Trustee 6 – IC 36-12-2-9(4) (IC 36-12-2-10(1), 11(b1), 12(1), 13(1), or 14(1)) Town Council
Trustee 7 – IC 36-12-2-9(5) (IC 36-12-2-10(2), 11(b2), 12(2), 13(2), or 14(2)) Town Council

Article VIII – Officers

Section 1.  Officers of the Board shall be a President, Vice-President, Secretary and Treasurer, per IC 36-12-2-22 and IC 36-12-2-23.

Section 2.  The officers shall be elected at the December meeting for a term of one year per IC 36-12-2-23.

Section 3.  Vacancies in office shall be filled at the next regular meeting of the Board after the vacancy occurs.

Section 4.  The Board may remove any officer at any regular or special meeting by a majority vote of the entire membership of the Board.

Section 5.  The duties of the officers shall be such as by custom and law, including IC 36-12-2-22 et seq. and the rules of this Board devolve upon such officers in accordance with their titles.

Section 6.  The President shall preside at Board meetings, appoint committees deemed necessary, certify all bills allowed by the Board, sign all warrants on the Treasurer for the payment of money, enforce the observance of these rules, and perform such other duties as pertain to the office of the President and are necessary to carry out the wishes of the Board.

Section 7.  The Vice-President shall perform the duties of the President in the absence of the latter.

Section 8.  The Secretary shall record all proceedings of the Board and shall notify the proper appointing powers of vacancies on the Board, such notice shall be given when possible, two weeks before the vacancy occurs.  He shall keep a record of attendance at Board meetings, and if any member is absent without reasonable excuse from four (4) consecutive regular meetings, or during one (1) year is absent from a total of seven (7) meetings, it shall be the duty of the secretary to inform the officer or body that appointed said member that he (the member) is not serving the best interests of the Public Library and should be replaced by someone who will take active part in the work; but this rule may be suspended by unanimous consent of all the members of the Board.

Section 9.  The Treasurer shall be the official custodian of all Library funds; be responsible for the proper safeguarding and accounting of all Library funds; shall issue warrants approved by the Library Board in payment of expenses lawfully incurred in behalf of the public Library; and shall make financial reports of Library funds and present the reports to the Library Board every month.  The Board may remove the Treasurer at any regular or special meeting by a majority vote of the entire membership of the Board.  The Treasurer shall give a surety bond, in accordance with Public Law, for the faithful performance of his duty and for the accurate accounting of all money coming into his custody.

Article IX – Meetings

Section 1.  The Board shall meet monthly on the first Monday of each month.  The meeting days for the entire year shall be set at the first annual meeting, which shall be the January meeting, per IC 36-12-2-23.  In the event that a regularly scheduled meeting is a legal holiday, the meeting will be held on the next calendar day or on any day established by the Board.

Section 2.  The full Board and its officers constitutes The Board of Finance and shall meet annually in January, after the first Monday and on or before the last day of January, to review finances and depositories, per IC 5-13-7-5 et seq.

Section 3.  Regular, special and executive session meetings will be publicized and conducted in accordance with the Open Door Law of Indiana (IC 5-14-1.5).

Section 4.  The President or the Board, upon written request of a majority of the Board members, may call special meetings for the transaction of business as stated in the call, per IC 36-12-2-23.  Notice stating the time and place of any special meeting and the purpose for which called shall be given each member of the Board at least two days in advance of such meeting and to the local media 48 hours in advance, excluding holidays and weekends, per IC 5-14-1.5-5.

Section 5.  A quorum for the transaction of business shall consist of a simple majority, which is equal to 50% of the seats established by law plus one, regardless of any current vacancies on a library’s board.

Section 6.  The order of business shall be:

1.   Call to Order 6.    Circulation Report
2.    Public Input 7.    Committee Reports
3.    Reading and Approving of Minutes 8.    Old Business
4.    Treasurer’s Report 9.    New Business
5.    Signing of Claims 10.  Adjournment

Section 7.  Robert’s Rules of Order, latest revised edition, shall govern the parliamentary procedure of the Board.

Article X –  Committees

Section 1.  The standing committee of the Board shall be a Finance Committee consisting of three (3) members and to be appointed at or before the second regular meeting of the year, or, in case of vacancies by resignation, etc., at or before the second regular meeting after such vacancy occurs.  The President by virtue of his office shall be one (1) member of the finance committee.

Section 2.  The Finance Committee shall look after the financial affairs of the Library generally.  It shall also prepare, in co-operation with the director, annual budgets of expenditures and recommend to the Board at its July meeting the rate of taxation that will be necessary to maintain the Library for the ensuing year.

Section 3.  The President, with the approval of the Board, may appoint Special committees for the study of specific issues and problems to serve until the final report of the work for which they were appointed has been filed at a regular Board meeting.

Section 4.  No committee will have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.  All committee reports and/or recommendations shall be submitted in writing upon request.  Reports of committees shall be signed by at least two members thereof.

Section 5.  Committees may have citizen members, as deemed appropriate for their purpose by the Board.

Article XI –Expenditures

Section 1.  No indebtedness shall be incurred without the previous approval of the Board.

Section 2.  No committee shall authorize an expense of more than $100 in any one month without having secured the sanction of the Board in advance.

Section 3.  All bills for Library purchases shall be itemized.

Section 4.  No bill shall be paid by the Board until it has received the approval of the director and the Board.

Section 5.  Bills, when allowed, shall be paid by claims/vouchers signed by the majority of the Library Board.  All bills paid shall be receipted and filed in the Library as permanent records.

Article XII –  Policies, Plans, Rules, and Regulations

Section 1.  In addition to operating in accordance with these bylaws and the laws of the State of Indiana, the Board shall adopt policies, plans, rules, and regulations to govern its operations, and must approve policies, plans, rules, and regulations proposed by the library director for the management and administration of the Library, as required by 590 IAC 6-1-4(d), 590 IAC 6-1-4€ and 590 IAC 6-1-4(h).

Section 2.  All policies, plans, rules, and regulations shall be compiled and organized in a manual to be known as “The Policies, Plans, Rules, and Regulations of the Shoals Public Library.”

Article XIII – Amendments and Review of Bylaws

Section 1.  Amendments hereto shall be made only at a regular meeting of the Board.  Proposed amendments must be submitted to the Board at least one (1) regular meeting prior to the meeting during which final action will be taken by the Board.

Section 2.  The Board will review, as public law (590 IAC 6-1-4(g) requires, the Bylaws of the Shoals Public Library at least every three years.  The Board  may review and amended the Bylaws as occasion may require.  The Secretary shall affix the date of review for audit purposes, and will indicate the action in the minutes.

These Bylaws were reviewed and approved by the Shoals Public Library Board of Trustees at a regular meeting.