By-Laws

Approved August 27, 2012

 

Article I – Identification

1.1     The name of this Board is the “Board of Trustees of the Van Buren Public Library”   hereinafter referred to as “the Board.”  The Van Buren Public Library will be hereinafter    referred to as “the Library.”

1.2     Geographical boundaries of the Library and taxed library district include all of Van Buren Township including the town of Van Buren.

Article II – Authority and Purpose

2.1     The Board shall govern the Library, a municipal corporation and Class 1 library organized under thepublic 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.

2.2     Members of the Board 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.

2.3     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.

2.4     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 – The Library Director

3.1     The Board shall select a librarian who holds a certificate under IC 36-12-11 to serve as the directorof the library.  The selection shall be made solely upon the basis of the candidate’s training andproficiency in the science of library administration.  The board shall fix the compensation of thedirector.  The director, as the administrative head of the library, is responsible to the board for theoperation and management of the library per IC 36-12-2-24(a).

3.2     The director shall have the power to write and enforce 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.

3.3     Subject to the direction of the Board, the director shall have supervisory charge, control, and  management of the library, including the building and grounds, as well as of all employees.  Assistants and janitor shall be recommended by the Director and approved by the Board.  They shall be subject to removal at any time, by the Board at a regular meeting.

3.4     The Board shall hold the Director strictly responsible for the care and preservation of the propertythe Board is in charge of; the classifying, cataloging, and shelving of books; the enforcement of the rules; the accuracy of the records; the reliability of library   accounts; the efficiency of the library’s service to the public; the administration of long range plans and short term goals; and for the operation of the library under the financial conditions set forth in the annual budget.

3.5     The Director shall attend meetings of the Board, except those times at which his/her appointment, salary, or performance is to be discussed or decided.

3.6     The Director shall keep an itemized account of all receipts and expenditures on behalf of the Library and report the same to the Board monthly.

3.7     The Director shall make a monthly report of the operations of the Library, including such recommendations to promote efficiency of the library.

3.8     The Director shall prepare an annual report showing fully the operations of the Library.

3.9     The Director shall place all orders for books and supplies ordered in the name of the library, and shall recommend all bills and prepare a monthly voucher to be submitted, with the bills, to the Board at each monthly meeting.

Article IV – Resignation and Termination of Library Director

4.1     The Director shall submit to the Board a written resignation.

4.2     The Board, at the next regular meeting, shall act upon the resignation of the Director before the position of Library Director can be advertised.

4.3     As the Director holds at-will employment, the Board, with a majority vote, may terminate the   employment of the Director at any time for any reason.  Termination may be initiated by either the Board or the Director at any time and for any cause, with or without notice.

Article V – Conflict of Interest/Nepotism

5.1    Board members, in the capacity of trust imposed upon them, shall observe ethical standards with absolute truth, integrity, and honor.  Members shall promote a high level of service while observing ethical standards.

5.2     Board members shall avoid situations in which personal interests might be served or financial    benefits gained at the expense of library users, colleagues or the institution.  Members will not use the library for personal advantage or the personal advantage of friends or relatives.

5.3     Board members will declare any conflict of interest between their personal life and their position on the 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 from voting immediately whenever the appearance of a conflict of interest exists.

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

5.5     The Library will always hire employees based on their experience, skill, 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.

5.6     No immediate family member of a current staff member will be considered for a position wherein one member would have supervisory duties over the other.

Article VI – Amendments

6.1     Amendments to these by-laws shall be made only at a regular meeting of the Board, and must be proposed at least one month previous to final action.

6.2     Amendments for each year shall be sent to the State Library with submission of the Annual Report.

Article VII – Membership

7.1     Members of the Board shall be appointed pursuant to IC 36-12-2-9, and as follows –

           Trustee          Appointing Authority

           1                       Grant County Commissioners

           2                       Grant County Council

           3                       Eastbrook School Board

           4                       Eastbrook School Board

           5                       Eastbrook School Board

           6                       Van Buren Township Board

           7                       Van Buren Town Board

Article VIII – Officers

8.1     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.

8.2     The officers shall be elected by ballot at the December meeting for a term of one year, per IC 36-12-2-23.  In case of vacancy, the Board shall, at the next regular meeting, elect a member to fill the unexpired term.  Any officer may be removed by the Board at any regular or special meeting by a majority vote of the entire membership of the Board.

8.3     The President shall preside at Board meetings, appoint committees, and perform such other duties that pertain to the office, and are necessary to carry out the wishes of the Board.

8.4     The Vice-President shall perform the duties of the President in the President’s absence.

8.5     The Secretary shall cause a record to be made of all proceedings of the Board.  The Secretary shall notify the proper appointing powers of vacancies on the board, such notice to be given when possible two weeks before the vacancy occurs.

8.6     The Treasurer shall review the accounts of receipts and expenditures and sign all checks for payment    of claims.

Article IX – Meetings

9.1     The Board shall meet monthly.  The Board shall set the meeting days for the year at the first annual meeting.  The January meeting shall be the first annual meeting, per IC 36-12-2-23.

9.2     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.

9.3     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.

9.4     Special meetings may be called by the President, or upon written request of two members, 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.

9.5     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.

Article X – Expenditures

10.1     Unless otherwise ordered by the Board, no indebtedness shall be incurred.

10.2     All bills for library purposes shall be itemized.

10.3     No bill shall be paid until recommended by the Library Director and approved by the Board.  In accordance with the Board Resolution of June 2007, bills can be paid before the Board meeting as allowed by Indiana Code.

10.4     Bills, when approved, shall be paid by check (except for electronic fund transfers as allowed by Indiana Code) and all checks shall be signed by the Treasurer of the Board.  All bills paid shall be receipted and   filed in the library as permanent records.

Article XI – Order of Business

11.1        The order of business of the regular meeting shall be as follows:

                1.            Minutes

                2.            Treasurer’s Report – Includes payment of bills

                3.            Unfinished Business

                4.            New Business

                5.            Communications

                6.            Reports of Committees and Board Members

                7.            Director’s Report

                8.            Adjournment

Article XII – Review of By-Laws

12.1     The By-Laws will be reviewed at the June meeting.  The secretary shall sign the date of review to the bylaws for audit as well as indicating the action in the meeting.

 

               

 

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