Adopted at the May 21, 2002, Regular meeting
1.1 Adjournment
A motion to adjourn shall always be in order except while a vote is being taken. A motion to adjourn cannot be amended or debated, but a motion to adjourn to a specific date or time may be amended and debated.
1.2 Agenda
The first order of business shall be a determination that a quorum is present. The President shall then call the meeting to order. The Board shall proceed to conduct the business before it normally in the following order. The President or Board members may vary the order of business:
- Approval of the minutes of the preceding meeting/accept committee meeting minutes
- Comments from citizens
- Committee/representative reports:
- Facilities
- Operations
- Finance Report
- Human Resources
- Public Relations
- Wayne County Library Friends
- President’s report
- Financial statement
- Director’s report
- Approve/Accept Reports
- Old business
- New business
- Comments from citizens
- Adjournment
1.3 Conduct of Board Meetings
The President shall preserve order and decorum and decide questions of order.
1.4 Special Board Meetings
The business conducted at any special meeting of the Board shall be limited to the purposes stated in the written notice of such meeting, unless the transaction of other business shall be approved by all of the members present at the meeting.
1.5 Amendment, Repeal, Or Suspension of Rules
Any rule may be amended or repealed at any regular meeting of the Board.
1.6 Citizen Participation
The Board welcomes members of the public attending Board meetings. As part of its agenda, the Board shall provide a period at the beginning of the order of business and at end of the meeting for citizen comment. Those wishing to address the Board shall state their name and address. Guest may be asked to limit their remarks in order to assure that the Board has adequate time to hear from all citizens wishing to speak, and also for it to be able to conduct its regular business. A person addressing the Board shall limit comments to items within the jurisdiction of the Library Board.
1.7 Closed (Executive) Sessions
All regular and special meetings of the Board and its committees shall be open to the public and to the press, except closed sessions as authorized by Ohio Revised Code.
At any Board meeting for which proper notice under the Open Meeting Act has been given, the Board may decide to hold a closed session for any purpose(s) authorized by the Open Meetings Act.
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(s) for holding such an executive session shall be as specified in Section 121.22(g), as amended, of the Ohio Revised Code and the purpose(s) shall be included in the motion to hold the session.
Only topics specified in the vote to close may be considered in the closed session. No final action may be taken at a closed session. All proceedings of a closed session shall be kept in strict confidence by all those in attendance.
2.1. Notice
Written notice of each meeting of the Board together with an agenda statement of the purposes of the meeting shall be mailed or otherwise delivered by the Director to each member of the Board, at the address designated by the member, at least one (1) week before a regular meeting. The Secretary shall be responsible for delivering written notice of a special meeting, along with an agenda, at least two (2) days before a special meeting. Any member of the Board may waive notice either by attendance at the meeting at the time for which it is called or by a signed written waiver of the notice.
2.2 Posted Notice
The Director shall cause a written notice of the time and place of each Board meeting and committee meeting to be posted on a prominent bulletin board in each Library facility at least 24 hours before the meeting, except that in the event of an emergency requiring immediate official action the notice shall be posted promptly after the meeting is called. A copy of said notice shall be sent to each trustee, and may be sent via electronic transmission. 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, the Director shall cause a written notice of the change or adjournment, including the new time and place of the meeting, to be promptly placed on the same bulletin boards and also sent to the trustees. No notice of a meeting so posted shall be removed until the meeting is either concluded or canceled.
2.3 Requests for Notice to News Media
(i) Any news medium may request and receive advance notification of any committee meeting or special meeting or meetings of the Board by filing with the Director a written request for such notice, indicating whether notice is desired of all meetings or of which kind or kinds of meetings, whether notification may be made electronically or not, and including the name of the requesting medium, the address to which notices are to be sent, and the name and the telephone number of the person (and alternate, if any) to whose attention the written notification may be given either during or outside of business hours. Notice shall be sent at least two (2) days before a special meeting. By like filing with the Director the news medium may cancel or from time to time modify its filed request, or the names, addresses and telephone numbers thereon.
(ii) The Director shall maintain and keep an up to date file or list of all news media requests filed under (a) above, and shall cause a written notice of the time, place and purpose of the meetings for which a request has been filed to be mailed or delivered, or transmitted electronically to the news medium as requested at such time and in such manner as will reasonably provide for its receipt at least 24 hours before the meeting, except that in the event of an emergency requiring immediate official action, the officer of the Board calling the meeting shall give notice of the same to the requesting news media in such manner and as quickly as the conditions of the meeting shall reasonably permit.
3. Reports
Before each regular meeting of the Board, the Director shall deliver to each member of the Board the following reports in such form as the Board may from time to time request or the laws of Ohio shall require:
- Agenda
- Minutes of the previous Board meeting;
- Minutes of committee meetings;
- Personnel requests
- Monthly Financial Report;
- Report of Library service matters.
4. Voting
Except when a larger vote is required by law or these By-Laws, all actions of the Board shall require the affirmative voice vote of a majority of members present. A roll call vote is required when a motion is made and seconded to adopt a resolution authorizing:
- the purchase or sale of real or personal property;
- the appointment of an officer;
- the payment of any debt or claim;
- the contracting or incurrence of any obligation;
- the payment of money;
- the transfer of property;
- the adoption of the annual budget or appropriation; or
- upon the request of any member of the Board.
The Clerk 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,” of those voting “nay,” and of those abstaining.
5. Records of the Library – Public Information
It shall be the policy of the Board to release for public information the official minutes and financial reports after approval by the Board, by placing copies at the Information Desk of the Library, and on the Library’s web site. All Minutes of the Board shall be kept permanently. A recording of all regular and special Board meetings shall be made and stored by the Clerk for a period of one year. These recordings are considered public records. Recordings will not be made during those times when the full Board has adjourned into an executive session.
All documents that are public records shall be available for review and inspection, during normal business hours, by any person upon reasonable request to the Director. Upon request, copies of public records will be mailed at a reasonable cost.
Official reports of the Board required by the Ohio Revised Code and the Auditor of the State shall be maintained in the Administrative Office and available to the public upon request to the Director provided that viewing these records does not infringe on privacy rights of individuals.
The annual report of the President and Director shall be cataloged and made a part of the Library’s reference collection.
Working papers of committees and correspondence received by the Board of Library Trustees are not considered public documents.
6.1 Attendance
Members of the Board are expected to be regular and timely in their attendance and performance of duties of the position to which they have been appointed. Failure to do so may result in notification of such conduct by the President to the appropriate appointing authority.
6.2 Conflict of Interest
No member of the Board of Trustees shall have any pecuniary interest in any contract entered into by the Board.
(Ohio Revised Code, 3375.35)
6.3 Responsibility
The members of the Board accept voluntarily their appointment by the appointing authority and upon taking the oath of office become subject to the obligations described in the Ohio Revised Code to determine and formulate the policy of the Library program in the community and secure adequate funds to carry on the Library work successfully.
Adopted at the May 21, 2002, Regular meeting
1.1 Adjournment
A motion to adjourn shall always be in order except while a vote is being taken. A motion to adjourn cannot be amended or debated, but a motion to adjourn to a specific date or time may be amended and debated.
1.2 Agenda
The first order of business shall be a determination that a quorum is present. The President shall then call the meeting to order. The Board shall proceed to conduct the business before it normally in the following order. The President or Board members may vary the order of business:
- Approval of the minutes of the preceding meeting/accept committee meeting minutes
- Comments from citizens
- Committee/representative reports:
- Facilities
- Operations
- Finance Report
- Human Resources
- Public Relations
- Wayne County Library Friends
- President’s report
- Financial statement
- Director’s report
- Approve/Accept Reports
- Old business
- New business
- Comments from citizens
- Adjournment
1.3 Conduct of Board Meetings
The President shall preserve order and decorum and decide questions of order.
1.4 Special Board Meetings
The business conducted at any special meeting of the Board shall be limited to the purposes stated in the written notice of such meeting, unless the transaction of other business shall be approved by all of the members present at the meeting.
1.5 Amendment, Repeal, Or Suspension of Rules
Any rule may be amended or repealed at any regular meeting of the Board.
1.6 Citizen Participation
The Board welcomes members of the public attending Board meetings. As part of its agenda, the Board shall provide a period at the beginning of the order of business and at end of the meeting for citizen comment. Those wishing to address the Board shall state their name and address. Guest may be asked to limit their remarks in order to assure that the Board has adequate time to hear from all citizens wishing to speak, and also for it to be able to conduct its regular business. A person addressing the Board shall limit comments to items within the jurisdiction of the Library Board.
1.7 Closed (Executive) Sessions
All regular and special meetings of the Board and its committees shall be open to the public and to the press, except closed sessions as authorized by Ohio Revised Code.
At any Board meeting for which proper notice under the Open Meeting Act has been given, the Board may decide to hold a closed session for any purpose(s) authorized by the Open Meetings Act.
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(s) for holding such an executive session shall be as specified in Section 121.22(g), as amended, of the Ohio Revised Code and the purpose(s) shall be included in the motion to hold the session.
Only topics specified in the vote to close may be considered in the closed session. No final action may be taken at a closed session. All proceedings of a closed session shall be kept in strict confidence by all those in attendance.
2.1. Notice
Written notice of each meeting of the Board together with an agenda statement of the purposes of the meeting shall be mailed or otherwise delivered by the Director to each member of the Board, at the address designated by the member, at least one (1) week before a regular meeting. The Secretary shall be responsible for delivering written notice of a special meeting, along with an agenda, at least two (2) days before a special meeting. Any member of the Board may waive notice either by attendance at the meeting at the time for which it is called or by a signed written waiver of the notice.
2.2 Posted Notice
The Director shall cause a written notice of the time and place of each Board meeting and committee meeting to be posted on a prominent bulletin board in each Library facility at least 24 hours before the meeting, except that in the event of an emergency requiring immediate official action the notice shall be posted promptly after the meeting is called. A copy of said notice shall be sent to each trustee, and may be sent via electronic transmission. 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, the Director shall cause a written notice of the change or adjournment, including the new time and place of the meeting, to be promptly placed on the same bulletin boards and also sent to the trustees. No notice of a meeting so posted shall be removed until the meeting is either concluded or canceled.
2.3 Requests for Notice to News Media
(i) Any news medium may request and receive advance notification of any committee meeting or special meeting or meetings of the Board by filing with the Director a written request for such notice, indicating whether notice is desired of all meetings or of which kind or kinds of meetings, whether notification may be made electronically or not, and including the name of the requesting medium, the address to which notices are to be sent, and the name and the telephone number of the person (and alternate, if any) to whose attention the written notification may be given either during or outside of business hours. Notice shall be sent at least two (2) days before a special meeting. By like filing with the Director the news medium may cancel or from time to time modify its filed request, or the names, addresses and telephone numbers thereon.
(ii) The Director shall maintain and keep an up to date file or list of all news media requests filed under (a) above, and shall cause a written notice of the time, place and purpose of the meetings for which a request has been filed to be mailed or delivered, or transmitted electronically to the news medium as requested at such time and in such manner as will reasonably provide for its receipt at least 24 hours before the meeting, except that in the event of an emergency requiring immediate official action, the officer of the Board calling the meeting shall give notice of the same to the requesting news media in such manner and as quickly as the conditions of the meeting shall reasonably permit.
3. Reports
Before each regular meeting of the Board, the Director shall deliver to each member of the Board the following reports in such form as the Board may from time to time request or the laws of Ohio shall require:
- Agenda
- Minutes of the previous Board meeting;
- Minutes of committee meetings;
- Personnel requests
- Monthly Financial Report;
- Report of Library service matters.
4. Voting
Except when a larger vote is required by law or these By-Laws, all actions of the Board shall require the affirmative voice vote of a majority of members present. A roll call vote is required when a motion is made and seconded to adopt a resolution authorizing:
- the purchase or sale of real or personal property;
- the appointment of an officer;
- the payment of any debt or claim;
- the contracting or incurrence of any obligation;
- the payment of money;
- the transfer of property;
- the adoption of the annual budget or appropriation; or
- upon the request of any member of the Board.
The Clerk 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,” of those voting “nay,” and of those abstaining.
5. Records of the Library – Public Information
It shall be the policy of the Board to release for public information the official minutes and financial reports after approval by the Board, by placing copies at the Information Desk of the Library, and on the Library’s web site. All Minutes of the Board shall be kept permanently. A recording of all regular and special Board meetings shall be made and stored by the Clerk for a period of one year. These recordings are considered public records. Recordings will not be made during those times when the full Board has adjourned into an executive session.
All documents that are public records shall be available for review and inspection, during normal business hours, by any person upon reasonable request to the Director. Upon request, copies of public records will be mailed at a reasonable cost.
Official reports of the Board required by the Ohio Revised Code and the Auditor of the State shall be maintained in the Administrative Office and available to the public upon request to the Director provided that viewing these records does not infringe on privacy rights of individuals.
The annual report of the President and Director shall be cataloged and made a part of the Library’s reference collection.
Working papers of committees and correspondence received by the Board of Library Trustees are not considered public documents.
6.1 Attendance
Members of the Board are expected to be regular and timely in their attendance and performance of duties of the position to which they have been appointed. Failure to do so may result in notification of such conduct by the President to the appropriate appointing authority.
6.2 Conflict of Interest
No member of the Board of Trustees shall have any pecuniary interest in any contract entered into by the Board.
(Ohio Revised Code, 3375.35)
6.3 Responsibility
The members of the Board accept voluntarily their appointment by the appointing authority and upon taking the oath of office become subject to the obligations described in the Ohio Revised Code to determine and formulate the policy of the Library program in the community and secure adequate funds to carry on the Library work successfully.