Organization


A five member library board appointed by the Harrison County Judge Executive, with the approval of the Fiscal Court, operating as a special taxing district with an established tax rate, administers the Cynthiana Harrison County Public Library. Other sources of funds include support from the Kentucky Department of Libraries and Archives and contributions from the public.

The library board establishes policies operating under the Kentucky Revised Statutes (KRS 173.710-173.800). The board selects and employs a library director and provides general direction to the director.

Organization Chart

Board of Trustees

Duties and Responsibilities

  • Employ a certified director.
  • Assist the director in hiring and firing all library staff according to the finances and needs of the library.
  • Determine and adopt written policies to govern the operation and program of the library.
  • Know the program and needs of the library in relation to the community; keep abreast of standards and library trends.
  • Determine the purposes of the library and secure adequate funding to carry on the library’s programs.
  • Establish, support, and participate in a planned public relations program.
  • Attend all board meetings and see that accurate records are kept on file at the library.
  • Attend regional, state and national trustee meetings and workshops and affiliate with the appropriate professional organizations. (KLA, SELA, and Trustee Roundtable)
  • Be aware of the services of the state library agency.
  • Report regularly to the governing officials and the general public.

Term of Office

  • Members shall serve on the board in accordance with KRS 173.730 and the provisions in paragraphs six and seven of the June 14, 1988 contract. “The board shall recommend two persons committed to the provision of library services to the Department of Libraries and Archives, for each vacancy. The state librarian and commissioner shall recommend those names to the county judge executive. The county judge executive shall immediately, with the approval of the fiscal court, make his selection from those recommended. Board members thus appointed shall serve a term of four years each. Trustees may serve two consecutive terms after which they shall not succeed themselves… The members shall hold office until their respective successors are appointed and qualified. Absence of a trustee from four regular monthly meetings of the board during any one year of the trustee’s term shall constitute automatic resignation from the board by the trustee.”
  • The membership of this board shall consist of five members. “No person is eligible for this office who is directly or indirectly interested in the sale to the library of books, magazines, equipment, materials, fire insurance, or services for which the library funds are expended.” (KRS 173.740) In accordance with the June 4, 1988 contract between the City of Cynthiana, the County of Harrison, the Cynthiana Public Library Board of Trustees, and the Harrison County Library District Board of Trustees, three of the five board seats are to be designated as “city seats”, while the other two are to be “county seats.”
  • Trustees that are appointed to fill an un-expired term may serve two four-year terms thereafter.
  • Each year of a trustee’s term shall be deemed to begin on the date of his/her appointment to the board.

Officer's Duties

Elections
  • Officers of the Board of Trustees shall be elected by the board at the June meeting and shall be as follows: President, Vice-President, Secretary, and Treasurer.
President of the board shall:
  • Preside at all meetings.
  • Appoint special committees for the study and investigation of special problems. Such committees shall serve unto the work for which they were appointed is finished.
  • Authorize calls for special meetings.
  • Generally perform the duties of a presiding officer.
Secretary of the board shall:
  • Keep a true and accurate account of all proceedings of the board meetings.
  • Keep records of the attendance of members of the board at regular monthly meetings; notify any member who has missed three regular meetings in any single year of his/her term; and notify any member of his/her automatic resignation upon missing four regular monthly meetings in any one year of his/her term.
Treasurer shall:
  • Have charge of the library funds and income.
  • Sign checks on the account within the allotted budget, which shall be co-signed by the library director.
  • Report at each meeting on the state of the funds.
  • Manage all library finances and must be bonded.

Fiscal Year

  • The fiscal year shall be from July 1 to June 30 the following year.

Meeting

  • The regular monthly meeting of the Cynthiana-Harrison County Public Library Board of Trustees shall be held on the third Wednesday of every month at 12:00 PM (noon) in the Charles Feix Community Room, located in the annex. A quorum for the transaction of business shall consist of three members of the board.
  • Special meetings may be called by the president, or upon written request of three members for the transaction of business stated in the call for meeting.
  • The library director shall give notification for all meeting to all members at least three days before the meeting with an agenda for the meeting.
  • The board shall hold twelve monthly, according to statutes, meetings during the calendar year.

Expenses

  • Mileage, meals, lodging if necessary, and expenses for pre-approved professional meetings or insitutes for librarians and trustees will be paid by the library. Time will include travel time to and from meetings. The director must first approve attendance of staff at the workshop. The stipend for gas will be set by the state and reviewed quarterly. The stipend for meals can total no more than $30.00 per day. Reimbursement Request Forms must be filled out with receipts attached before the pay period in which the expense was paid and given to the director for approval
  • The board shall pay dues for one member of the board or the library director for membership in the American Library Association from library funds.
  • Membership for each trustee in the Kentucky Library Association shall be paid form library funds and continue automatically.

Amendments

  • These policies and procedures may be amended at any regular meeting of the board with a quorum present, by a unanimous vote of the members present, provided the amendment was stated in the call for a meeting.