Article I: Board of Directors
The Board of Directors shall consist of eighteen directors, who shall serve without compensation, and who are hereinafter referred to as the “Library Board.” Before the first day of July, one thousand nine hundred fifty seven, the Board of Education of the County of Kanawha shall appoint the members of the said board of directors, appointing three persons for one year, three persons for two years, three persons for three years, three persons for four years, three persons for five years, and three persons for six years, respectively, the term of office commencing July first, on thousand nine hundred fifty seven. Their respective successors shall be appointed for a term of six years each, except that any person appointed to fill a vacancy occurring before the expiration of the term vacated shall serve only for the unexpired term. A member of the Library Board shall be eligible for reappointment.
Unless the best interests of the library will be served thereby, not more than ten members of the Library Board shall be persons who reside within the City of Charleston.
The Library Board shall submit to the Board of Education of the County of Kanawha not later than the 20th day of April in each year the names of three persons whom the Library Board nominates for appointment to the Library Board for the term beginning the next July first; and shall from time to time submit the names of nominees for appointment to fill vacancies on the Library Board.
The Board of Education of the County of Kanawha may remove any member of the Library Board for cause which it deems sufficient.
Article II: Meetings of the Library Board
Section 1. Regular Meetings
The Library Board shall hold its regular meetings at the library at 4:00 p.m. on the second Monday of each month or at such other time and/or place as the Library may fix therefore, except that the July meeting shall be held on the first Friday in July.
Section 2. Annual Meeting
The annual meeting of the Library Board shall be held on the first Friday in July for the election of officers and for other business.
Section 3. Special Meetings
Special meetings may be called by the Secretary at the direction of the President, or upon the request of two members; and at least one day’s notice thereof shall be given by telephone or by mail.
Section 4. Quorum
A quorum shall consist of any four members at any meeting of the Library Board.
[Note: See below for Amendments made to Article II by Resolution adopted July 19, 2021]
Article III: Officers: Their Election and Duties
The officers of the Library Board shall consist of a President, two Vice Presidents, a Secretary and a Treasurer, and an Assistant Secretary and an Assistant Treasurer, who shall be elected at the annual meeting in July, to hold their offices for one year, and until their successors are elected. They shall be members of the Library Board, except the Library Director may be Secretary and/or Treasurer, and the Administrative Services Officer may be Assistant Secretary and/or Assistant Treasurer.
The President shall preside at all meetings of the Library Board at which he/she is present; shall have general oversight over the Library, in accordance with the policies of the Library Board; shall have authority to sign checks, drafts, contracts and other instruments, to acknowledge instruments for recordation and to affix the seal of the library thereto when required; and shall exercise the usual functions of such office. He/She shall appoint all committees, and their chairpersons, unless otherwise specially provided by the Library Board. He/She shall be an ex officio member of all committees and may be the chairman of any committee.
A Vice President shall perform the duties of the President in his/her absence or inability to act.
Should the President and Vice Presidents be absent from any meeting of the Library Board, the members present shall select a chairperson who shall preside thereat.
The Secretary shall keep the minutes of meetings of the Library Board, the minutes of the committee meetings, when requested, and all official records of the Library Board; and shall keep the seal of the library and affix it to all documents requiring it.
The Treasurer shall keep a record of money received and paid out; shall keep all financial records of the special library funds and income received by the Library Board from sources other than taxation; shall have charge of all such funds; and shall make financial statements to the Library Board when and as requested.
A vacancy in office shall be filled for the unexpired term by the Library Board.
Article IV: Committees
As soon as convenient after the annual meeting of the Library Board, the President shall appoint from the Library Board the following standing committees:
- Financial Affairs Committee
- Long Range Planning Committee
- Membership Committee
- Personnel Committee
- Public Services Committee
- Support Services Committee
and such special committees as the President shall determine. The President may appoint members of the Board of Directors or persons who are not members of the Board to standing and special committees. Members of standing and special committees shall serve at the will and pleasure of the President. Each of the aforesaid standing committees shall consist of at least four members.
[Note: See below for Amendment made Article IV by Resolution adopted December 12, 1994]
Section 2. Financial Affairs Committee
The Financial Affairs Committee shall consider the annual proposed budget of income and expenditures and submit it to the Library Board; it shall oversee the special library funds and income received from sources other than taxation; shall encourage and pursue gifts, bequests and endowments.
Section 3. Long Range Planning Committee
The Long Range Planning Committee shall be responsible for overseeing the gathering of information and the periodic preparation of a long range plan and making recommendations to the Library Board with regard to the plan and future needs of the library system.
Section 4. Membership Committee
The Membership Committee shall be responsible for recommending to the Library Board for its consideration prospective candidates for the Library Board.
Section 5. Personnel Committee
The Personnel Committee will review the proposed annual budget as relates to personnel expenditures before it is considered by the Financial Affairs Committee; it shall approve all personnel policies; and it will make recommendations to the Board on the selection, employment and dismissal of the Library Director, Administrative Services Officer and Personnel Manager. At the request of the Library Director the Personnel Committee may assist and/or advise on the selection, employment and dismissal of other library staff members.
Section 6. Public Services Committee
The Public Services Committee will review proposals for changes in hours of service and changes in location of or extent of services being provided and submit recommendations to the Library Board. The Committee will also periodically review polices that affect the delivery of service such as the Materials Selection Policy, the Code of Patron Behavior, etc. and make recommendations to the Library Board as necessary.
Section 7. Support Services Committee
The Support Services Committee shall oversee the library system’s buildings and grounds, equipment, vehicles, automation system and insurance on same and make recommendations to the Library Board regarding the same.
Article V: Director, Assistant-Librarians, and Employees
The Library Board shall select a Director to serve, during the pleasure of the Library Board, at a salary to be fixed by the Library Board.
The Director shall have the management and control of the library under the rules, regulations and directions of the Library Board, and shall be responsible for the care and safekeeping of all the library property. The Director shall make a written report at each regular meeting of the Library Board, telling of the activities of the library during the previous month. This shall be filed and preserved as a permanent record. The Director shall prepare an annual written report showing fully the operations of the library, which report shall be filed as a part of the minutes of each annual meeting of the Library Board.
Article VI: Expenditures
The Library Director shall verify and order all bills to be paid and payroll to be met in a timely manner provided that all such payments are authorized expenditures under the current budget approved by the Library Board.
A record of all bills ordered to be paid by the Library Director shall be presented to the Library Board for its inspection and review at each regular monthly meeting, after which all bills so presented shall be transmitted by the Library Director to the proper department of the Kanawha County Board of Education for payment, unless the Library Board directs otherwise.
Article VII: Main Library, Library Extensions and Branch Libraries
The Library Board shall maintain a main library building in the City of Charleston, West Virginia.
The Library Board may provide for the extension of library service to the other communities of Kanawha County by branch libraries, bookmobile or otherwise.
Article VIII: Hours and Rules
The Library Board shall fix the hours during which the main library and the branch libraries shall be open.
The Library Board shall have the power to establish rules and regulations for the government of the library, and the care and preservation of the library property.
Article IX: Order of Business
The order of business at the regular meetings of the Library Board shall be:
- Approval of minutes
- Approval of bills
- Report of Director
- Report of Committees
- Old business
- New business
Article X: Amendments
These bylaws may be amended by vote of a majority of the whole Library Board in regular meeting assembled.
THE FOLLOWING AMENDENTMENTS HAVE BEEN MADE THE BYLAWS:
Resolution adopted December 12, 1994:
RESOLVED, That Section 1 of Article IV of the Bylaws of Kanawha County Public Library be amended so as to read as follows: The President may appoint members of the Board of Directors or persons who are not members of the Board to standing and special committees. Members of standing and special committees shall serve at the will and pleasure of the President.
Resolution adopted on July 19, 2021:
NOW, THEREFORE, BE IT RESOLVED THAT, notwithstanding any provisions of the Bylaws of the Library or other applicable rules, the following rules shall supersede and apply to meetings of the Board of Directors:
1. Regular and special meetings of the Board shall be held in person or electronically by telephonic, video-communication, or other computer means, as determined by the President of the Board and specified in the notice of the meeting. Any in person meeting shall also provide means for members of the Board and the public to attend the meeting electronically; notice shall include a call-in number, web address, and meeting passcode, or a contact person within the Library who will provide the same, such that members of the Board, the general public and media representatives may attend and participate.
2. Regular and special meetings of the committees of the Board shall be held in person or electronically by telephonic, video-communication, or other computer means, as determined by the Chairman of the committee and specified in the notice of the meeting. Any in person meeting shall also provide means for members of the Committee to attend the meeting electronically; notice shall include a call-in number, web address, and meeting passcode, such that members of the committee may attend and participate.
3. Notice and agenda for regular Board meetings shall be given not less than three (3) business days prior to the meeting, and notice and agenda for a special Board meeting shall be given not less than two (2) business day prior to the meeting.
4. Notice to the public of regular and special meetings of the Board shall be published on the Library’s website in a prominent location and at other public locations. Notice to members of the Board of Directors and committee members may be communicated in person, by U.S. mail or other method of delivery, or by telephone, voice mail, or other electronic means (email), with preference being by email. Notice of regular and special meetings of the Board shall also be given to local media organizations, with preference being by email.