Library Board Members & Bylaws

Crystal Narr-President
Sadie Beetsma-Vice President
Daniel Savage-Treasurer
Sherry Parks-Secretary
Rachel Hershberger, Boardmember
Sue Lightfoot-Horine – Library Director
For more information or to reach a board member please email director@livingstoncountylibrary.org

Sunshine Law Resolution

WHEREAS, Section 610.023.1, RSMo, provides that a public governmental body is to appoint a custodian to maintain that body’s records and the identity and location of the custodian is to be made available upon request; and

WHEREAS, Section 610.026, RSMo, sets forth that a public governmental body shall provide access to and, upon request, furnish copies of public records; and

WHEREAS, Section 610.028.2, RSMo, provides that a public governmental body shall provide a reasonable written policy in compliance with sections 610.010 to 610.030, RSMo, commonly referred to as the Sunshine Law, regarding the release of information on any meeting, record or vote.

NOW, THEREFORE, BE IT RESOLVED:

That the Library Director be and hereby is appointed custodian of the records of the Livingston County Library and that such custodian is located at 450 Locust, Chillicothe, MO.

That said custodian shall respond to all requests for access to or copies of a public record within the time period provided by statue except in those circumstances authorized by statue.

That the fees to be charged for access to or furnishing copies of records shall be as hereinafter provided: 10¢ per page for paper copies.

That it is the public policy of the Livingston County Library that meetings, records, votes, actions and deliberations of this body shall be open to the public unless otherwise provided by law.

That the Livingston County Library shall comply with sections 610.010 to 610.030, RSMo, the Sunshine Law, as now existing or hereafter amended.

Adopted by the Livingston County Library Board on this day, February 20, 2014.

BYLAWS of the Livingston County Library

Board of Trustees

Revised November 17, 2011

ARTICLE I. NAME

The organization shall be known as the Board of Trustees of the Livingston County Library.

ARTICLE II. PURPOSES AND POWERS

The Board of Trustees exists by the virtue of the provisions of Chapter 182 of the Laws of the State of Missouri, and is authorized to exercise the powers and assume the responsibilities delegated to it under the said statute.

The object of this Board shall be to provide materials to the residents of Livingston County for educational and entertainment purposes. The materials of the Library shall be made available without charge to all who pay property taxes in Livingston County. Non-residents shall pay a membership fee of $40 per year or $12 for 12 weeks.

ARTICLE III. BOARD MEMBERSHIP

The Livingston County Library District, established at an election duly held in the County of Livingston, April 7, 1947, shall be governed by a Board of Trustees

Section 1. Number and qualification. The Board of Trustees shall consist of five members who are residents of Livingston County.

Section 2. Appointment and term of office. Trustees are appointed by the Livingston County Commission to terms of four years each. Board members may serve 2 consecutive four-year terms with reappointment permissible after one year has elapsed.

Section 3. Vote. Each member of the Board of Trustees shall be entitled to one vote and any act of a majority of the directors present and voting at a meeting shall constitute the action of the Board. Proxies will not be permitted.

Section 4. Vacancies. Vacancies on the Board occasioned by removal, resignation or otherwise shall be reported to the County Commission and shall be filled in the same manner as original appointments.

Section 5. Removal of Trustees. The Livingston County Commission may remove any member from the Board of Trustees for misconduct or neglect of duties. The Board will consider removal of a member from the Board who misses 3 or more consecutive meetings without prior notification.

Section 6. Trustee Obligations and Responsibilities. The Board of Trustees shall be the governing body of the Livingston County Library and is its principal policy-making body.

The Board of Trustees shall have the power to:

a. Establish the library’s mission and the goal and objectives, programs and activities necessary to fulfill that mission

b. Determine and adopt written policies necessary for the governance and operation of the library

c. Control, manage and care for all real and personal property of the library

d. Determine the amount and sources of funds necessary to operate the library and its programs. Prepare and approve a budget based on need and available funding

e. Disburse funds in accordance with the approved budget and any other legal authorization

f. Employ a competent and qualified library director

g. Contract with other public or governmental libraries or other public bodies when it is determined that library service can best be provided by contracting with another entity

Section 7. Compensation of Trustees. No member of the Board of Trustees shall receive compensation for serving as such.

Section 8. Conflict of Interest. A conflict of interest exists with respect to a given matter if a member of the Board of Trustees or any committee has a financial or fiduciary interest in an organization or person that would be affected by the action of the Board of Trustees. No member shall act upon or decide any matter with respect to which he or she has a conflict of interest. Anyone who believes that he or she has a conflict of interest on any matter should announce to the Board of Trustees the existence of the conflict of interest prior to entering into any discussion on the matter and should abstain from voting on the matter.

ARTICLE IV. MEETINGS

The meetings of the Board of Trustees are governed by the laws pertaining to open meetings as provided under Chapter 610 of the Revised Statutes of the State of Missouri.

Section 1. Types of Meetings. There shall be three types of meetings of the Board of Trustees: regular and special. The Board of Trustees shall hold a regularly scheduled meeting each month at the Library at a time convenient for the public, Board members and library staff. A special meeting may be called by the President, or at the request of any two Board members.

Section 2. Quorum. At all meetings of the Board of Directors, the presence in person of a simple majority of the total appointed Board of Trustees shall constitute a quorum for the transaction of business. If a meeting cannot be organized because a quorum has not been formed, those present may adjourn the meeting to such other time and place as they may determine.

Section 3. Parliamentary Rules. Except as otherwise provided by statute or the bylaws, all proceedings of the Board of Trustees shall be governed by the latest edition of Roberts Rules of Order (revised).

ARTICLE V – OFFICERS

Section 1. The officers of the Board shall be a President, Vice-President, Secretary and Treasurer.

Section 2. Manner of Election and Term of Office. Each officer shall be elected by a majority vote at the June meeting of the Board of Trustees and shall hold office for a period of one year unless reelected for another term. Officers shall assume responsibility of the office at the beginning of the Julymeeting.

Section 3. Vacancies. Any vacancies shall be filled at any regular or special meeting.

Section 4. President. The President shall preside at all meeting of the board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the board, and generally perform all duties associated with that office.

Section 5. Vice-President. The Vice-President shall assist the president and shall, in the absence of the president, perform the duties and exercise the powers of the president. The Vice-President shall also perform such other duties as may be required by the Board of Trustees or the President.

Section 6. Secretary. The Secretary shall be responsible to keep or cause to be kept a full and complete record of the proceedings of meeting of the Board of Trustees. The Secretary may delegate the recordkeeping to appropriate staff members of the Library. The Secretary shall also perform such other duties as may be required by the Board of Trustees or the President.

Section 7. Treasurer. The Treasurer shall have general supervision over the care and custody of all monies of the Library, received and disbursed. The Treasurer shall be the principal officer in charge of financial matters and shall see that an account of all transactions and reports as to the financial position and operation of the Library is provided. The Treasurer shall also perform such other duties as may be required by the Board of Trustees or the President.

Section 8. Resignation and Removal. Any officer may resign at any time by giving notice in writing to the Board of Trustees. Such resignation shall take effect at the time specified therein and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. Removal of a Board member for neglect or misconduct must be accepted by a simple majority vote of the Board.

ARTICLE VI. COMMITTEES

The President shall appoint such standing or temporary committees as he or she may deem advisable.

ARTICLE VII. FINANCES

The fiscal year of the Livingston County Library shall begin on January 1 and extend through December 31 of the same year.

Disbursement shall be made upon vouchers duly authenticated and signed by the Treasurer and one other officer of the Board. All officers may be authorized to sign checks in payment of debts of the Library. Two signatures are required for all disbursements of funds and one signature is required for transfers of funds between existing accounts of the Library.

The Board is authorized to receive gifts, bequests and donations of money, both for current and capital expenditures of the Library.

ARTICLE VIII. LIBRARY DIRECTOR

The Board shall appoint as Director a duly qualified and competent individual who has had professional training and experience. The Director shall be considered the executive officer of the Board and shall have sole charge of the administration of the Library under the direction and review of the Board. The Director shall be held responsible for the care of the building and equipment, for the employment and direction of the staff, for the efficiency of the Library’s service to the public, and for the operation of the Library under the financial conditions set forth in the annual budget. The Director shall attend all Board meetings except those at which his or her appointment or salary is to be discussed or decided.

ARTICLE IX. AMENDMENTS

The By-Laws may be amended at any regular or special meeting of the Board by the affirmative vote of a majority of the members of the Board. The proposed amendment should be read at one meeting preceding the vote thereon. A review of the Bylaws will occur every three years or as necessary.

Livingston County Library Electronic/Telephonic Meetings Policy Approved: November 29, 2021

One or more Board member may participate in a meeting of the Livingston County Library Board of Trustees, or of a Committee of the Board, by means of a conference telephone or similar communications equipment. When Board members participate remotely, accommodations must be made to allow the public to observe or participate in the meeting. All members participating by means of conference telephone or similar communications equipment shall be deemed present at the meeting.

Livingston County Library Capitalization Policy Adopted: September 15, 2022

I. PURPOSE
The intent of capitalizing assets owned by the Livingston County Library is to spread the cost of an asset over the useful life of the asset.

II. POLICY
Capital assets, which include property, plant and equipment are reported in the governmental activities’ column in the government-wide financial statements. Capital assets are defined by the Library as assets with an initial, individual cost of more than $5,000 and an estimated useful life in excess of one year. Such assets are recorded at historical cost or estimated historical cost if purchased or constructed. Capital assets with a value under the applicable capitalization parameters will be expensed in the year purchased and recorded as such on the financial statements. Donated capital assets are recorded at the estimated fair market value at the date of donation.

Major outlays for capital assets and improvements are capitalized as projects are constructed. The cost of normal maintenance and repairs that do not add to the value of the asset or materially extend assets lives is not capitalized.

Land and construction-in-progress are not depreciated. Property, plant, equipment and infrastructure of the Library are depreciated using the straight-line method and half-year convention. The following are the summarized estimated useful lives when placed in service:

Appliances – 5 years, straight line
Tools – 5 years, straight line
Equipment – 7 years, straight line
Vehicles under 13,000 gross vehicle weight – 5 years, straight line
Vehicles 13,000 gross vehicle weight – 7 years, straight line
Other Improvements – 20 years, straight line
Buildings – 40 years, straight line
Road Improvements – 10 years, straight line
New Infrastructure – 40 years, straight line

The costs associated with the acquisition or construction of capital assets are shown as capital outlay expenditures on the governmental fund financial statements.

The costs for infrastructure will be capitalized and depreciated on a prospective basis beginning in Fiscal Year 2022.