Article I - Name and Organization
The organization shall be called the Board of Trustees of the Ottawa Library existing by provision K.S.A. 12-1222 with powers and duties as provided in K.S.A. 12-15 and K.S.A. 12-25 of the Laws of the State of Kansas. The Ottawa Library is a community Library that links everyone to free educational, informational, and entertainment resources through responsive quality service to support lifelong learning.
Article II - Meetings
The Library Board shall meet monthly or as determined by the Board. The regular meeting in May shall be the annual meeting. Written notice of each regular meeting shall be posted not less than two days prior to each meeting date.
The Library Board typically meets monthly, on the fourth Monday of the month, in the Library Board/City Commission Study Session Room, located on the Library’s main level. The Library Board meetings are public meetings and are open to the public, the media, and the staff.
Special meetings shall be called by the president or upon request by a majority of the board members. Written notice stating time and place of any special meeting and the purpose for which called shall, unless waived, be given to each member of the board at least two days in advance of such meeting and no other business other than that stated in the notice shall take place. (K.S.A. 12-1224 and K.S.A. 12-1243).
All meetings of the Library Board shall be subject to and in conformity with the Kansas Open Meetings Act (KOMA), K.S.A. 75-4317 et.seq.
Any action in regard to regular meeting dates must be by majority consent of the members present.
The unexcused absence of a member of the Board from two (2) consecutive meetings shall be cause for the Chair to prepare and transmit to such member a letter of reprimand. Three such absences shall be construed as a resignation from the Board.
Article III. The Board
A Board of Trustees consisting of seven members, each of whom is appointed for a term of four years by the Mayor and whose appointment is approved by the City Commissioners, governs the Ottawa Library. These terms are staggered. The Mayor is an ex-officio member of the Board. Board members may be reappointed to a second four-year term. The Library Board elects officers for one-year terms beginning in May. The Board of Trustees serves without remuneration of any kind.
Article IV - Officers and Duties
Officers of the Ottawa Library Board of Trustees shall be president, a vice-president, a secretary and a treasurer.
The president of the board shall preside at all meetings, appoint all committees, authorize calls for special meetings, shall together with the secretary, certify all bills approved by the Board and generally perform the duties of a presiding officer. The president shall be ex-officio, a member of all standing committees.
In the absence of the president, the vice-president shall act as president.
In the absence of the president and vice-president, a chair shall be selected from the members present to preside at the meeting.
The secretary of the Board shall see that a true and accurate account of all proceedings of the board meetings is kept and that a permanent file of the approved minutes and other reports be maintained at the library. Together, with the president, the secretary shall certify all bills approved by the Board.
The treasurer shall have charge of all funds collected for the maintenance and operation of the library. The treasurer shall see that an accurate record of all monies received and disbursed is kept. Checks shall be signed by the president and secretary, or by such other designated Board members in the absence of either of these officers. Monthly financial reports shall be made to the Board. An audit by a Licensed Municipal Accountant shall be made each year. The treasurer must be bonded.
Article V. Board Responsibility
Legal responsibility for the Ottawa Library is vested in the Library Board of Trustees, which is the policy-making body of the Library. The responsibilities of the Library Board include: selection and appointment of the Library Executive Director, establishing Library policy, identifying goals and objectives of the Library, and control of Library funds, property, and equipment. Subject to existing statutes and ordinances, the Library Board has the power to determine rules and regulations governing Library services and personnel. The Library Board approves an annual budget and exercises control of expenditures within that budget.
Article VI: Trustee, Library Director, and Staff Relationships
The Library Executive Director implements Board established policy, serves as an advisor to the Board in professional library matters, oversees the operation of the library (including staff selection, collection development, library services and activities, surplus property disposal), develops and implements Board-approved budget, represents the Library at the local, system, state, and national level, and assists the Board as required. The Library Executive Director is a member of every library committee composed of Board members, unless such membership would be a conflict of interest.
The Library Executive Director is responsible for the daily administration of the library.