ARTICLE I: Board of Trustees.
The Board of Trustees is established pursuant to the provisions of K.S.A. 12-1260 et seq. and shall be called the Board of Trustees of the Topeka and Shawnee County Public Library, hereinafter referred to as the Board.
ARTICLE II: Officers.
Section 1. Number of Officers.
The Officers of the Board shall consist of the Chairperson, Vice-Chairperson, Secretary and Treasurer.
Section 2. Election of Officers. Officers shall be elected annually at the meeting in April and begin serving on May 1.
Section 3. Term of Office. Officers shall hold their office until the following May 1 or until their successors are elected and take office.
Section 4. Number of Terms of Office. A trustee shall not be eligible to serve more than two consecutive terms in the same office, except by affirmative vote of a two-thirds majority of Board members.
Section 5. Duties.
A. Chairperson. The chairperson shall preside at all Board meetings, call special Board meetings, appoint members to the Board’s standing committees, establish ad hoc committees, and serve as an ex-officio member of all committees.
B. Vice-Chairperson. The vice-chairperson shall perform all the duties of the Chairperson in the event of a vacancy or the Chairperson’s absence.
C. Secretary. The secretary shall be responsible for the minutes of all Board meetings, including signing the minutes recorded by a library employee employed for that purpose.
D. Treasurer. The treasurer shall provide financial reports to the Board created by a library employee employed for that purpose.
Section 6. Vacancies. If a vacancy occurs in the office of the Chairperson, the Vice-Chairperson shall assume the office of the Chairperson. The Board shall elect a new Vice-Chairperson at its next regular meeting following the occurrence of the vacancy. A vacancy occurring in any other office shall be filled for the unexpired term by a Board member elected at a regular or special Board meeting.
Section 7. Removal. An officer may be removed, for good cause, by a majority vote of the Board.
ARTICLE III: Meetings.
Section 1. Regular Meetings. The regular meetings shall be held monthly, at a time and place agreed upon by the Board. Unless waived, notice of each regular meeting shall be provided electronically or mailed to each member of the Board not less than three days prior to each meeting date.
Section 2. Annual Meeting. The Annual Meeting shall be held concurrently with the regular monthly meeting in April.
Section 3. Special Meetings. Special Meetings may be called at any time by the Chairperson or at the request of a majority of the members. Unless waived, written notice stating time, place and purpose for which the special meeting is being called shall be given to each member of the Board at least 24 hours in advance of such meeting, and no business other than that stated in the notice shall be transacted.
Section 4. Quorum; Regular and Special Meetings. Six members shall constitute a quorum for the transaction of business at Board meetings. In the absence of the Chairperson and the Vice-Chairperson, if a quorum of members is present, such members shall elect a temporary Chairperson for purposes of conducting the meeting. If a quorum is not present, the Board shall not take any action.
Section 5. Robert’s Rules of Order. The rules contained in the latest revised edition of Robert’s Rules of Order shall govern the parliamentary procedure of all meetings unless such rules conflict with these bylaws or with any state law.
Section 6. Kansas Open Meetings Act. The Board shall comply with the provisions of the Kansas Open Meetings Act (K.S.A. 75-4317 et seq.).
Section 7. Attendance and Voting. Board members who are unable to attend meetings in person may attend by telephone and may vote on matters before the Board. Such member shall also be counted in determining whether a quorum exists. Proxy voting shall not be allowed.
Section 8. Absences. Because of the necessity of obtaining a quorum in order to conduct business, Board members are expected to attend all meetings unless prevented from doing so by a valid reason. Board members who cannot attend a meeting shall notify the Director or the Chairperson as soon as feasible.
ARTICLE IV: Committees
Section 1. Standing Committees. At the first regular meeting of the Board following the Annual Meeting in April, the following standing committees shall be appointed by the Chairperson and its members approved by the Board:
- Finance and Audit Committee
- Government Relations Committee
- Personnel Committee
- Buildings and Grounds Committee
Each committee shall consist of at least three members of the board. The Board Chairperson shall serve as a nonvoting member of each committee. Members of the committees shall hold their appointments until the next Annual Meeting or until successors are appointed.
Section 2. Executive Committee. The Executive Committee of the Board shall consist of the officers. The Executive Committee and the past Chairperson shall be responsible for coordinating the annual performance evaluation of the Executive Director and making recommendations to the Board.
Section 3. Nominating Committee. The Chairperson shall appoint three board members, with the consent of the Board, at the March Board meeting. The nominating committee shall present a slate of officers at the annual meeting in April. Additional nominations may be made from the floor.
Section 4. Ad Hoc Committees. Ad Hoc Committees may be created and members of such committees shall be appointed by the Chairperson, with approval of the Board. Such committees shall perform the duties specifically assigned to them by motion or resolution adopted by the Board.
Section 5. Notice of Meetings. Written or verbal notice stating the time, place and purpose for a committee meeting shall be given to each member of such committee, at least 24 hours in advance of such meeting. Notice also shall be given to the Chairperson of the Board.
Section 6. Quorum. A quorum shall be half of the number of members appointed unless the committee is composed of two members in which case both members shall be necessary for a quorum. For a committee composed of three members, two members shall constitute a quorum. If a quorum is not present, a consensus of the recommendations of those members present may be presented to the Board.
Section 7. Attendance and Voting. Committee members who are unable to attend meetings in person may attend by telephone and may vote. Such member shall also be counted in determining whether a quorum exists. Proxy voting shall not be allowed.
Section 8. Action. Committees shall have only advisory powers. A majority of a quorum of a committee shall be required to take action regarding making recommendations to the Board. In the absence of a majority, the committee shall report no committee recommendation.
Section 9. Vacancies. The Chairperson may fill any vacancy in a committee with the approval of the Board.
ARTICLE V: Library Policies
The Board shall establish Library policies, in accordance with the provisions of K.S.A. 12-1260 et seq.
ARTICLE VI: The Executive Director.
The Board shall select and employ an Executive Director who shall serve as the administrative officer of the Library under the direction and review of the Board. The Executive Director shall be responsible for the employment and direction of the Library staff, in accordance with the adopted policies of the Board. The Executive Director shall be subject to all limitations and conditions imposed by the Board pursuant to policy, directive, and budgetary provision or otherwise. The Executive Director shall attend all regular and special meetings of the Board unless excused by the Chairperson. The Executive Director shall act as the primary representative of the Library to the community.
ARTICLE VII: Repeal/Revision.
These by-laws may be repealed or revised at any regular or special meeting of the Board provided written notice of the proposed changes is provided to the members of the Board at least five days prior to the meeting. Any action to repeal or revise these bylaws shall be effective immediately, unless otherwise provided.
May 21, 1993
May 17, 1995
February 20, 1997
September 17, 1998
January 18, 2007