ADAMS COUNTY LIBRARY SYSTEM Gettysburg, Pennsylvania BOARD OF TRUSTEES BOARD MANUAL

ARTICLE I - DUTIES OF THE BOARD A. The Board is responsible for establishing policies and plans for the System, for its operation, and for general oversight of the staff. The Board approves the annual budget, the payment of all bills, and the incurring of debt for developmental purposes. The Board is responsible for the staffing of the System at a wage scale commensurate with that of the community and other Public Libraries in the state and to the degree that available funds permit. The Board shall make certain that new Board members are properly informed with respect to the various financial matters of the System such as sources of income, operational costs, debts and mortgages, insurance, budget, salaries and endowment. The Board shall manage its affairs so as to take maximum advantage of those resources and services which may be made available by the federal, state and local governments, by foundations or by any other source. In its various deliberations the long-range development of the System shall be an important factor. The Board shall endeavor to secure funding to meet approved budget expenses by initiating and implementing various fund raising efforts. H. The Board shall conduct its affairs in accordance with the provisions of the Constitution and By-laws of the System and Robert's Rules of Order.

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ARTICLE II - DUTIES AND RESPONSIBILITIES OF OFFICERS

A. The President shall: 1. 2. Preside at General Membership and Board Meetings. Administer in accordance with the provisions of the Constitution and By-Laws of the System and Robert's Rules of Order. Appoint the following standing committees: Executive/Finance, Administration/Operations, and Planning and Development. The President shall endeavor to appoint a majority of the members of a committee who shall have at least one year of prior membership on the committee. In order to preserve continuity of experienced members on each committee in successive years, it is essential that appointments be made in relation to members' terms of office on the Board, as well as their prior committee experience. 4. 5. Appoint ad hoc committees as necessary to fulfill Board responsibilities. Shall serve as a non-voting member of the Board of the Friends of the Library, or designate a member of the System Board to so serve. Serve as an ex officio member of all committees with full voting rights. Act for the Board in maintaining liaison with the Director except where other Board members are so specifically charged. Co-sign with the Treasurer checks and notes for the System. Review the arrangements for an independent annual audit of all accounts. The auditor's report shall be completed no later than March 15 unless otherwise authorized by the Board.

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B. The Vice President shall: 1. 2. Preside at meetings when the President is absent. Carry out the duties and responsibilities of the President should the President, because of absence, incapacitation or other reasons, be unable to perform the President's usual role.

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Be responsible for advising the Board when a Board member is in non-compliance with Article IV, Section B, Sub-Section 1 of the Constitution and By-Laws. 4. Be responsible for the preparation of Executive/Finance Committee and Board meeting agendas.

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Sign checks as authorized by the President.

C. The Secretary shall: 1. Be responsible for the minutes of the General Membership, Board and Executive/Finance Committee Meetings. Act as corresponding officer of the Board when requested by the President. Serve as presiding officer at regular meetings of the Board in the absence of both the President and Vice President. Sign checks as authorized by the President.

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D. The Treasurer shall: 1. Assist in the preparation of the annual budget and in the management of the finances of the system, other than the endowment. At each monthly meeting present to the Board and analysis of the finances with regard to income and expenditures in relation to the budget to date and as projected. Prepare a summary of the year's audited finances for presentation at the Annual Meeting. 4. Together with the Board President, arrange for loans as necessary for the operation of the System with Executive Committee authorization. 5. The President and Treasurer co-sign all notes and contracts for the System. Should the Treasurer not be available for a protracted period the Vice President shall sign. 6. The Treasurer, in consultation with the Executive/Finance Committee and the System Director, is empowered to invest temporary surplus funds in short term interest-bearing instruments, or accounts.

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The Treasurer, in conjunction with the Director shall examine annually the property and liability insurance program and the bonding program with regard to adequacy of coverage at economical rates, and report to the board regarding same no later than the November meeting. Sign checks as authorized by the President.

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ARTICLE III - DUTIES AND RESPONSIBILITIES OF STANDING COMMITTEES A. The Executive/Finance Committee: The elected officers of the Board shall constitute the Executive/Finance Committee. The President may appoint other members of the Board, Associate Board members and non-Board members to serve on this committee, either as permanent or ad hoc members. Associate Board members and non-Board members shall serve on the Executive/Finance Committee without a vote. The previous System Board President may be appointed to the Executive/Finance Committee in the interest of continuity and to benefit from that individuals experience and counsel.

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The Executive/Finance Committee shall: 1. Advise the President on those matters which he/she may bring to it for consideration. Act on behalf of the Board on emergency matters which may occur between Board meetings. Oversee the finances of the system and participate in the preparation of the annual budget for presentation to the Board. Review all non-budgeted requests, including those of other committees and present its recommendations concerning same to the Board. Recommend to the Board appropriate arrangements for the borrowing of money when necessary for development purposes. Help to obtain funds for the operation of the System.

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Work in cooperation with other committees where financing is involved. Conduct quarterly budget reviews and take corrective action if and when necessary.

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The Executive/Finance Committee shall also:

1. Invest and manage funds designated for investment and management by the Board of Trustees. When, according to the provisions of a trust agreement, assets have been or are given, bequeathed or devised in trust to the System and a trustee or trustees are named other than the System Board of Trustees, then the committee shall provide investment advice to the trustee or trustees in the management of the trust.

2. Exercise the judgment and care that persons of prudence, discretion and intelligence exercise in the management of their own affairs, considering the safety of income and capital. 3. Make all investment and management decisions of funds under their control. These Committee decisions may be subject to review and approval or rejection by the Board of Trustees. Analyze and summarize the status of invested funds on a quarterly and annual basis and report the information to Board of Trustees. Be vested with the authority and power to act in accordance with the duties conferred above. Any financial institution or other interested party can rely upon this provision in transacting business with the Executive/Finance Sub-Committee unless specifically directed otherwise in writing by the Board of Trustees. Enlist the aid of the Financial Administrator in order to facilitate accurate

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Be responsible for monitoring the performance and effectiveness of Board members and Associate Board members, recommending action when it deems necessary. Nominate worthy candidates for appointment to Board and Associate Board membership in accordance

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with Article IV of the Constitution and By-Laws, and taking into consideration the candidates' representation of the various geographical areas of the county, both sexes and a variety of occupations, interests and minorities. 9. Conduct an orientation session for new Trustees and Associate Trustees prior to their participation in regular board meetings.

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Reference to the "Endowment Fund Committee" in the Deed of Trust dated August 4, 1972, between the Adams County Public Library and Adams County National Bank, as amended on October 11, 1979, shall be deemed, at the adoption of these provisions by the Board of Trustees, to refer to the Executive/Finance Committee without need of further amendment to said trust instrument, and shall act as internal audit committee to review operation for compliance with Library policy and contract for the annual financial audit of the Library by a certified public auditing firm.

E. The Administration/Operations/Property Committee, with the Director, shall oversee the Librarys property management and shall: 1. Be aware of any problems concerning the maintenance of clean, orderly, safe buildings, grounds and vehicles and discuss responsibility for their solution with the Director. Make a monthly report to the Board of the general conditions of the property and needed repairs or minor alterations together with the recent progress in handling them. In cooperation with the Director supervise repairs. Make plans for long-range developments as well as for immediate concerns. In conjunction with the Treasurer, annually examine the property and liability insurance programs and the bonding program with regard to adequacy of coverage at economical rates, and report to the Board regarding same no later than the November meeting. In cooperation with the Director periodically

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review the various services, policies, practices and procedures dealing with how the board and its committees should function. 7. Make recommendations to the Board with respect to changes in present services or the adoption of new or extended services related to the use of the library system by its members. Develop and keep current, in cooperation with the Director, the staffing requirements of the System. With the Executive/Finance Committee, evaluate the Director at least annually and report this evaluation to the Board by the January Board meeting. Make recommendations to the Board regarding the employment of the Director and the termination of her/his services. Approve salary adjustments and make recommendations accordingly to the Board. Act as mediator where employee problems arise.

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13. Annually review manuals and make recommendations to the Board for amendments thereto. 14. Recruit, train and assist with placement of volunteers to supplement paid staff.

F. The Planning/Development and Named Endowments Committee shall: 1. Be responsible for long range planning and community, media and government relations. Provide an integrated approach to identifying persons and organizations for funds solicitation, solicit funds and apply for grants and dedicated library support. Keep informed with regard to proposed library legislation at the federal and state level and provide the Board with information related thereto with recommendations for action. Develop testamentary support, through attorneys and others.

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Encourage "Living Memorials", involving substantial gifts of $1,000 upward given in memory or in honor of an individual, family or organization, income from which would be used in perpetuity as memorials designated by the donors. Encourage Named Endowments, involving single or combined gifts of $1,000 upward given in memory or in honor of an individual, family or organization, income from which would be used in perpetuity for the purchase of books for the System or as directed by the Board. Encourage gifts to the System, in the form of bequests or otherwise.

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ARTICLE IV - RESPONSIBILITY OF EACH BOARD MEMBER A. Each Board member shall consider it incumbent upon him or her to: 1. 2. Attend Board Meetings. Become acquainted with the various financial matters mentioned in Article I, line D above. Become familiar with the provisions of the Constitution and By-Laws, this manual and the Personnel Manual, and the Safe Kids Policy. Actively participate in the committee assignments of the Board. Become aware of federal and state library legislation. Become aware of the ALA and PLA standards of public library service. Assist in keeping the public informed regarding the System and work for its public support. Participate in fund raising activity as requested by the President. Be fully conversant with the terms of the resolution adopted by the Board of Trustees on November 30, 1995, regarding asset ownership.

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ARTICLE V - GENERAL PROVISIONS A. Gifts: General Policy Statement When gifts are received in the form of bequests, or otherwise, they shall be handled in accordance with the following provisions: 1. When gifts are accepted with restrictions, such as designated use for endowment, specific memorials, et al, the wishes of the donor shall be honored insofar as possible. If not possible, the donors shall be advised. a. In case of gifts which include prefatory provisions which no longer fit existing circumstances, the desires of the donor shall be carried out insofar as possible under the changed circumstances, and the donor advised. Gifts which are designated for the specific benefit of any branch or service of the System shall be used for such purposes as feasible.

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Unrestricted gifts received by the System shall be used at the discretion of the System Board, with careful attention being given to the building of endowment, and the equitable distribution of benefits for other needs. Gifts received by an autonomous unit of the System for the exclusive use of that unit shall be held within the jurisdiction of said unit for discretionary use by the trustees of the unit, within the following guidelines: a. Any provisions, restrictions, or designations accompanying the gift shall be strictly honored. System standards set by the State must be upheld.

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Caution must be exercised at all times by the System

Board both in accepting gifts with restrictions, and in the handling of all gifts, lest precedents be set that cannot be maintained in the future.

B. System Accounts The System shall maintain such accounts as may be deemed necessary for the purpose indicated below. 1. depository of moneys designated by the Board for the replacement of the bookmobile. A record shall be kept to distinguish such investment moneys and reported to the Board and membership at least annually by the Treasurer. Interest earned in this account shall be reinvested in same. 2. Capital Improvement Investments - Soon after the beginning of each year, a percentage of the operating budget to be determined by the Board shall be deposited for accumulation in this account. Money may be withdrawn from this ccount by the Board of Trustees for major capital improvements and projects of the main library, branch buildings and equipment. Interest earned in this account shall be reinvested in same. 3. Named Endowment Account This account serves as the depository of moneys given in memory or in honor of an individual, family or organization. Funds in this account are to be invested with the income from which to be used for the purchase of books for the system or as directed by the Board in response to requests of the donors. Bookmobile Replacement Investment Account - This account serves as the

C. Budget Transfers Once adopted, the annual operation and capital budget totals may not be amended. During the year transfers within the budget may be appropriate.

The following policies apply to these transfers: 1. Transfers between departments of specific line item amounts of $1,000 or less annually may be made by the Director. Transfers of greater value need prior approval of the Executive/Finance Committee. Transfers within departments of line items in any

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amount may be made by the Director without prior Board approval. 3. All transfers made by the Director or Executive/Finance Committee will be brought to the attention of the Board at its next regular meeting by the Finance Committee Chair and reflected in subsequent financial statements.

D. Safe Deposit Box Procedure 1. Annual Inventory - Each year when new officers are elected the Treasurer and System Director shall review/revise the inventory maintained in the Director's file. A record of the inventory, signed by above parties, shall be maintained at the central library main office. Annual Registration of Authorized Signatories When new officers are elected at the beginning of each year, the President, Treasurer, Vice President, Secretary, and Director shall sign cards authorizing their access to the Safe Deposit Box. Keys - All keys to the Safe Deposit Box shall be held by the Director in a secure place at the Central Library. Log of Entry - The Director shall maintain a "Log of Entry" to the Safe Deposit Box. It must carry the complete record of the following information for each access. a. Date key is issued b. Time of issue c. Authorized person to whom issued d. Reason for access to the box e. Item(s) removed f. Item(s) deposited g. Date key is returned h. Time key is returned 5. Permanent Record - A confidential copy of each year's log shall be attached to the copy of the Minutes of the Annual Meeting kept in the Directors file only. Review - The log shall be reviewed semi-annually by the President.

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E. The President is empowered to authorize the System

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Director or Financial Administrator to sign all checks up to five hundred ($500) dollars. Checks in excess of five hundred ($500) dollars must be signed by two of the following: Director, Financial Administrator, Assistant Director, or Board Officers. F. The Library shall bear the cost of PLA and any necessary memberships. Appropriate newsletters and information will be shared with the President and the Planning and Development Committee Chairman. G. Any member of the Adams County Library System (see Constitution and By-Laws Article III, A) may attend Board meetings. 1. The President of the Friends of the Library or his/her representative has a standing invitation to attend Board meetings to report on activities of the Friends and participate in discussions without franchise. a. Minutes and notifications of meetings shall be mailed to the President of the Friends of the Library.

The System shall bear the cost of recognition, receptions and dinners for the System Board, staff and volunteers as determined to be appropriate by the Board.

H. This Board Manual may be amended in part or in whole by a majority of the Board of Trustees at the regular Board meeting.

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