Westerville Public Library
Library Board of Trustees Constitution By-Laws
Article I Name
This organization shall be called "The Westerville Public Library" existing by virtue of the provision of Section 3375.15 of the Revised Code of The State of Ohio, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.
Where and when appropriate in the publications of the library it shall be indicated that the Library District is the Westerville School District.
Article II Mission Statement
The Westerville Public Library provides materials, programs and services to residents of all ages in Franklin and Delaware counties to assist in their pursuit of information and resources to meet their educational, professional and personal needs. Particular emphasis is placed on delivering quality reference services and providing popular materials of high interest to the residents of the Westerville School District. The library also serves to stimulate young children's interest and appreciation for reading and learning.
Article III Board of Trustees
Members of the Library Board of Trustees are appointed by the Board of Education of the Westerville School District in accordance with the provisions of Section 3375.15 of the Ohio Revised Code. A trustee shall not serve more than one full seven year term unless otherwise determined by the Board of Education of the Westerville School District.
Article IV Officers
The officers of this Board shall be a President, a Vice–President and a Secretary selected from among the Board's membership at the Board's organizational meeting in January. Each officer shall serve a one–year term or until the Board's next subsequent organizational meeting. An officer may not serve more than two consecutive terms in office.
The President shall preside at all meetings of the Board, authorize calls for special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex–officio voting member of all committees, and generally perform all duties associated with that office.
The Vice–President, in the event of the absence or disability of the President, or of a vacancy in that office, shall assume and perform the duties and functions of the President. The Vice–President shall be the President–Elect of the Board of Trustees.
The Secretary shall perform all duties that by custom or law devolve upon the office. In case of a vacancy in the office of President, Vice–President, or Secretary, a new officer shall be selected by the members and shall serve until the next organizational meeting.
Each of said officers shall have such powers and duties as are prescribed by the Revised Code of Ohio or by these by–laws, or by special action of the Board from time to time, to the extent that these by–laws or said actions are consistent with the laws of Ohio.
Article V Policies
The Board of Trustees shall have all of the powers granted to it by laws and shall, in open meeting, determine and establish, in accordance with laws the basic policies of the library with respect to
- [a] the appropriation and budgeting of funds;
- [b] the establishment and maintenance of libraries and library services;
- [c] the acquisition, improvement, maintenance, insurance, use and disposition of properties;
- [d] the hiring, compensation and responsibilities of, and the personnel practices concerning librarians and other employees;
- [e] the selection, collection, lending and disposition of books and other library materials; and
- [f] the acceptance of gifts.
The policies so determined and established by the Board shall remain in effect until changed or rescinded by further action of the Board and shall be administered by the library staff. The Director shall cause a compilation of all operating policies established by the Board to be prepared and kept up to date and to be distributed to the members of the Board and to appropriate members of the library staff and to be kept available to the public generally.
Article VI Meetings
The Board shall hold an organizational meeting in January of each year, at a time and place agreed upon by a majority of the members. At the annual meeting, the Board shall elect its Officers, appoint its Clerk/Treasurer and fix the bond thereof, fix the time and place for its regular monthly meeting, and conduct such other business of an organizational nature as may come before the board. The regular meetings shall be held each month, the date and hour to be set by the Board at its annual meeting.
The order of business for regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown so far as circumstances will permit.
- Call to order
- Disposition of Minutes
- Financial Report
- Director's Report
- Committee Reports
- Personnel Actions
- Financial Transactions
- Unfinished Business
- New Business
- Public Presentation or Comments
- Adjournment
Special meetings may be called by the Director at the direction of the President, or at the request of two [2] members, for the transaction of business as stated in the call for the meeting.
A quorum for the transaction of business at any meeting shall consist of four [4] members of the Board present in person.
Conduct of meetings: Proceedings of all meetings shall be governed by the latest edition of Robert's Rules of Order, Revised.
All actions of the Board, except those delineated below, shall carry upon the affirmative vote of a majority of those present.
The following actions shall carry only upon the affirmative votes of two–thirds of the full membership of the Board in accordance with the Ohio Revised Code:
- A resolution to put a tax levy on the ballot.
- A resolution to purchase, lease, or dispose of real property.
- A resolution to set aside unencumbered surplus funds in the general fund for a special building and repair fund.
At any meeting of the Board at which neither the President nor the Vice–President is present, the Secretary shall preside. In the absence of all three officers, the member whose term next expires, or another member selected by and from among those present, shall preside. For purposes required by Law, such member shall act as President, but only for matters pertaining to that meeting of the Board.
Article VII* Board Committees
Board committees of one or more members each may be appointed from time to time by the President or by Board action. These committees may be temporary [Ad Hoc] committees to examine specific issues or concerns, or they may be on–going [Standing] committees for continuing purposes or projects of the Board. The standing committees shall include, but not be limited to [a] Personnel; [b] Buildings & Grounds; [c] Finance & Budget; [d] Library Services; [e] Long Range Planning.
Members of Standing Committees shall serve from the time of their appointment until the organizational meeting of the Board, typically the first Board meeting of each calendar year. Ad Hoc Committees shall serve until the special purpose for which they were appointed has been fulfilled.
Board committees shall have power only to advise the full board, unless the Board shall specifically authorize a committee to act on behalf of the Board.
Article VIII Library Director and Staff
The Board shall appoint and fix the compensation of the Director who shall be the chief executive and administrative officer 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 all buildings and equipment, for public relations, for the employment 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, plant needs, the desirable expenditures of library funds and any special achievements of problems requiring action by or approval of the Board. The Director shall present at each meeting a report concerning the work of the library and submit for consideration with any necessary recommendations all matters requiring action by the Board.
The Board shall elect and fix the compensation for the Clerk/Treasurer at its annual meeting, or at any other time when the position shall become vacant. The Clerk/Treasurer shall be responsible for all financial matters for the Board, administering the library's budget, preparing formal resolutions for the Board's consideration, administering the Library's business office, approving all the expenditures, and in general, working with the Library Director in carrying out the policies of the Board.
The Board shall appoint one or more Deputy Clerk Treasurer[s] at its annual meeting or at any other time when the position shall become vacant. A Deputy Clerk/Treasurer shall act for the Clerk/Treasurer in his/her absence.
The Clerk/Treasurer and all Deputy Clerks shall be bonded in the amount of $100,000. The Director shall recommend to the Board the appointment and specify the duties of all library employees and no appointments, promotions, or dismissals shall be made without such action.
The Director shall have interim authority to appoint or dismiss employees without prior approval of the Board. Such appointments shall be reported at the next regular Board meeting and shall be confirmed or denied at that time.
Article IX Amendments
The by–laws may be amended by the majority vote of all members of the Board provided written notice of the proposed amendment shall have been mailed to all members at least ten days prior to the meeting at which such action is proposed.
Adopted: April 10, 1987
*Revised: January 19, 1989
