CURRENT BYLAWS OF THE
KANSAS LIBRARY TRUSTEE ASSOCIATION

(Revised per vote in 4/11/07 at annual membership meeting)

Article I. Name

The name of this organization shall be the Kansas Library Trustee Association, hereinafter referred to in this document as the Association. The Association shall be a section of the Kansas Library Association.

Article II. Purpose

The purpose of this organization shall be as follows:

  1. To develop and promote highly effective library service for all Kansans, in every type of library and community.
  2. To promote continuing education and support for library trustees throughout the state.
  3. To facilitate the maintenance of an orderly environment for collecting, disseminating, and accessing information in the libraries of Kansas.
  4. To build and maintain a strong, viable and active advocacy group of trustees for all Kansas libraries.
  5. To strengthen the public’s awareness of the important, positive role which Kansas libraries play throughout the state.
  6. To work especially to strengthen the resources of the many small libraries throughout the state.
  7. To communicate effectively with the members of the Association and encourage   participation therein.

Article III. Membership

Section 1. Eligibility. All members of the Kansas Library Association interested in supporting the purposes of the Kansas Library Trustee Association shall be eligible for membership.

Section 2. Voting privileges. Each individual or organizational membership shall be entitled to one (1) vote at official meetings of the Association.

Section 3. Application process. Prospective members will (1) fill out an application form, to be approved by the Board of Trustees, and (2) submit appropriate dues.

Section 4. Membership year. The membership year shall correspond to the fiscal year of the Association, i.e., July 1 to June 30.

ARTICLE VI
ANNUAL MEETING

SECTION 1.   Time, location and purpose.   The Annual Meeting of the Association shall be held in conjunction with the Tri-Conference at a time and location designated by the Board of Trustees of the Association, hereinafter referred to in this document as the Board of Trustees, for the purpose of election of officers (in odd numbered years-delete), election of the At-Large Trustee(s) of the Board of Trustees in odd numbered years, reception of  the annual report of the President, reception of the annual financial report by the treasurer, and the transaction of such other business as may properly come before the meeting. 

 

Section 1. Composition of Board of Trustees. The Association shall be managed by a Board of fourteen (14) members. Thirteen (13) are voting members and one (1) is a non-voting member except under circumstances described in Article IV, Section 5. The board will be composed of the following:

Officers:

  1. President
  2. Vice President/President-Elect
  3. Secretary
  4. Treasurer
  5. Immediate Past President

Trustees:

  1. Representative, Central Region
  2. Representative, North Central Region
  3. Representative, Northeast Region
  4. Representative, Northwest Region
  5. Representative, South Central Region
  6. Representative, Southeast Region
  7. Representative, Southwest Region
  8. Representative, (1) of the four urban libraries (Johnson County, Kansas City, Topeka/Shawnee County, and Wichita) on a rotational basis
  9. State Librarian or designee, ex-officio and non-voting except under circumstances described in Article IV, Section 5

Section 2. Election of Board of Trustees. Officers and Trustees of the Association will be elected/appointed as follows:

Nominations. Officers shall be nominated by a Nominating Committee appointed by the President with the advice and consent of the Board of Trustees, such nominating Committee to consist of at least two members of the Board of Trustees and at least one person appointed from the membership at large. A slate of officers shall be presented for election at the annual meeting of the Association. At that time, nominations will also be accepted from the floor.

Officers shall be elected by a majority vote of those Association members present and voting at the annual meeting. All members of the Board and general members of the Association are eligible to be nominated as officers.

Regional Representatives shall be appointed by the executive committee of each of the seven regions, for a term of two years, subject to stipulation in Article IV, Section 3.1.

The Urban Representative shall be appointed by a rotational agreement of the Directors of the four urban libraries and shall serve for a term of two years.

Section 3. Terms of Office.

  1. At the first meeting of the Association, all members of the Board of Trustees shall be divided into two groups (except the Urban Representative who serves for one two-year term only). Group I shall be elected for a term of one year, and Group II shall be elected for a term of two years. Thereafter, all terms shall be for two years.
  2. Officers shall serve for a term of two years and may be re-elected for one consecutive two-year term.
  3. No Board member may serve more than eight years in any capacity.
  4. The Urban Representative will serve only two years in that capacity, but may be eligible for election or appointment to the Board in other capacities for an additional six years.

Section 4. Executive Committee. The President, Vice President/President-Elect, Secretary, Treasurer and immediate Past President will serve as an Executive Committee to address administrative and other issues between regularly scheduled Board meetings.

Section 5. Ex-Officio Board Member. During the first year, or any time when there is no immediate Past President, the State Librarian or his/her designee may vote for the sole purpose of breaking a tie.

Section 6. Duties of Officers.

President. The President shall have the following duties: (1) Preside at all meetings. (2) Appoint all committee chairpersons with the consent of the Board of Trustees. (3) Represent the Association before other organizations or associations, or delegate a representative. (4) Serve as an ex-officio member of all committees except the Nominating Committee. (5) Prepare a report for each annual meeting, to include information on the past year. (6) Perform other duties as the Board of Trustees may from time to time prescribe.

Vice President/President-Elect. The Vice President/President-Elect shall have the following duties: (1) Preside at meetings and perform the duties of the President in the absence or resignation of the President. (2) Coordinate the activities of the committees. (3) Perform other duties as the Board of Trustees may from time to time prescribe.

Secretary. The Secretary shall have the following duties: (1) Keep the minutes of all Board and Annual meetings and distribute them to the Board of Trustees, the Kansas Library Association, and such others as the Board may designate. (2) Issue notices of the Association’s meetings. (3) Assist the President in conducting the Association’s correspondence. (4) Maintain the files and historical records of the Association. (5) Perform other duties as the Board of Trustees may from time to time prescribe.

Treasurer. The Treasurer shall have the following duties: (1) Obtain regular financial reports and analyses from the Kansas Library Association, which is the Association’s principal treasury. (2) Present financial reports at each Board meeting. (3) Perform other duties as the Board of Trustees may from time to time prescribe.

Past President. The immediate Past President shall have duties as may be assigned by the President.

Section 7. Resignations and Vacancies. Resignations of Officers and/or Trustees will be submitted in writing to the Board and will be effective upon the Board’s acceptance. Vacancies created by resignation or other means shall be filled in the following ways:

Officers. The President, with the advice and consent of the Board, shall appoint a member of the Board to fill any vacancy of an officer. The appointed person shall serve to complete the term of the officer s/he replaced.

Regional Representatives. The executive committee of the appropriate region shall appoint a representative to complete the term of the representative s/he replaced.

Urban Representative. The Directors of the four urban libraries (Johnson County, Kansas City, Topeka/Shawnee County, and Wichita) shall appoint a representative to complete the term of the representative s/he replaced.

Absences. Missing three (3) sequential board meetings equals resigning from the KLTA board. (approved 4/9/03)

Article V. Committees

The President, with the approval of the Board of Trustees, may appoint such committees as are necessary for carrying out the mission of the Association.

Article VI. Meetings

Section 1. Annual Meetings.

  1. The annual meeting of the Association shall be held in March or April and shall be open to the public.
  2. Association members shall be notified in writing at least two weeks (14 days) prior to the date of the meeting.
  3. If the President cannot be present for the meeting, and the Vice President/President-Elect is unable to preside, the President shall delegate a representative to act on her/his behalf.

Section 2. Board Meetings.

  1. Meetings of the Board of Trustees shall be held throughout the year on specific dates agreed upon by the Board members.
  2. Board meetings will be open to Association members.
  3. A simple majority of the Board of Trustees shall constitute a quorum for the transaction of the Association’s business.
  4. If the President cannot be present for the meeting, and the Vice President/President-Elect is unable to preside, the President shall delegate a representative to act on her/his behalf.

ARTICLE VII
OFFICERS

SECTION 6.     President.   The President shall, subject to the control of the Board of Trustees, in general supervise and control all of the business and affairs of the Association.  The President shall preside at all meetings of the Association and Board of Trustees; sign all legal instruments which the Board of Trustees has authorized to be executed, except where such execution shall be expressly delegated by the Board of Trustees to some other officer or shall be required by law to be otherwise executed;    represent the Association, either in person or by a designated representative, before other organizations;  serve as representative to the KLA Council;  serve as an ex-officio member of all committees except the Nominating Committee;  prepare a report to be presented at the Annual Meeting of the Association,  such report to contain such information on the activities of the Association during the preceding year as deemed appropriate by the President; and perform all duties incident to the office of President and other such duties as may be prescribed from time to time by the Board of Trustees.

SECTION 8.    Secretary.     The Secretary shall perform or cause to be performed the following duties:    (a)  keep the minutes of the Annual meeting of the Association and all meetings of the Board of Trustees in the (Corporate) Association Record Book and distribute copies of said minutes to all members of the Board of Trustees, the Kansas Library Association,   and such others as may Board of Trustees may designate;  (b)  see that all notices are duly given in accordance with these bylaws or as required by law; 
(c)  assist the President in conducting the correspondence of Association; (d) maintain the files and historical records of the Association; and  (e)  in general perform or cause to be performed all duties normally incident to the Office of Secretary and other such duties as may be assigned by the President or the Board of Trustees. 

SECTION 9.     Treasurer.     The Treasurer shall review periodic financial information provided by the Kansas Library Association (see Article X, Section 5), present financial reports at each meeting of the Board of Trustees of the Association, prepare the annual budget of the Association, in general perform or cause to be performed all of the duties normally incident to the office of treasurer and perform other such duties as may be assigned by the President or Board of Trustees.  The treasurer shall (give) obtain a bond for the faithful discharge of these duties in an amount specified by the Board of Trustees. 

 

Article VII. Finances

Section 1. Fiscal year. The fiscal year of the Association will coincide with the fiscal year of the Kansas Library Association, i.e., July 1 to June 30.

Section 2. Dues structure. Dues for all categories of membership shall be payable annually at the beginning of the fiscal year of the Association, i.e., July 1. The Board of Trustees will establish the amount of the dues.

Section 3. Funding and expenditures.

  1. Monies may be received from membership, grants, endowments, sale of publications and advertisements, workshops, projects, sponsorships, gifts, donations, bequests and memorials, and any other sources approved by the Board and in compliance with the Kansas Library Association bylaws.
  2. All funds of the Association shall be deposited to the credit of the Association in such financial institutions as designated by the Board of Trustees.
  3. All expenditures from the funds of the Association shall be approved by the Board of Trustees, with the following exception: The President will have limited discretion for expenditures under $25.00.

Section 4. IRS tax status. As a section of the Kansas Library Association, the Kansas Library Trustee Association shall enjoy the same tax status. Thus it shall be entitled to limited political activity, lobbying and funding, as defined in the Internal Revenue code for 501 ( c ) 4 organizations.

Article VIII. Parlimentary Authority

All meetings of the Association shall be conducted according to the latest revision of Robert’s Rules of Order, except when such rules are in conflict with these Bylaws, with the Bylaws of the Kansas Library Association, or with Kansas statutes.

ARTICLE VIII
BOARD OF TRUSTEES

SECTION 2.   Composition.     The Board of Trustees shall be composed of thirteen (13)  to fifteen (15) voting members, and two (2) ex-officio members who shall have voice but not vote.  The ex-officio members shall be the State Librarian or his/her designee and one member  appointed by the President.  The member appointed by the President shall be the Immediate Past President of the Association, if available.  If the Immediate Past President of the Association is not available, the President shall appoint anyone who is a Past (President) Board Member of the Association.  The thirteen (13) to fifteen (15) voting members shall be:

  1. The President of the Association
  2. The Vice-President of the Association
  3. The Secretary of the Association
  4. The Treasurer of the Association
  5. One Representative of the Central Kansas Library System
  6. One Representative of the North Central Kansas Library System
  7. One Representative of the Northeast Kansas Library System
  8. One Representative of the Northwest Kansas Library System
  9. One Representative of the South Central Kansas Library System
  10. One Representative of the Southeast Kansas Library System
  11. One Representative of the Southwest Kansas Library System
  12. One Representative of the Urban Libraries (Johnson County, Kansas City, Topeka/Shawnee County and Wichita)
  13. At-Large Members (1-3)

SECTION 3.   Term of Office.    The term of office shall be two (2) years.  All voting members of the Board of Trustees, except the   Representative of the Urban Libraries shall be eligible for reelection/reappointment,  provided that such reelection/reappointment does not violate the provisions of Article VIII, Section 4 (a) of these bylaws.

 

SECTION 4.   (Omit Lifetime) Limitation on Service as a Member of the Board of Trustees.      

  1. No person shall serve as a voting member of the Board of Trustees for more than eight (8) years (during his/her lifetime,- delete) provided that time spent in filling an unexpired term shall not be included in the eight (8) year limitation. 
  2. Ex-officio members of the Board of Trustees shall not be subject to the provisions of Article VIII, Section 4 (a) of these bylaws.
  3. Pursuant to Kansas Library Statutes, former members of the Board of Trustees may serve an additional eight (8) year term after at least a one (1) year gap following a completed eight (8) year term. 

 

SECTION 5.   Method of Election/Appointment.

  1. Officers of the Association shall be elected as provided in Article VII, Section 3.
  2. Representatives of the Regional Library Systems shall be appointed by the (Executive Committee) Director of each of the seven Regional Systems.
  3. The Representative of the Urban Libraries shall be appointed by the Directors of the Urban Libraries on a rotational basis.  The sequence of rotation shall be the Wichita Public Library - the Topeka-Shawnee County Public Library - the Johnson County Public Library - the Kansas City, Kansas Public Library. 
  4. As many as three (3) At-Large Members (The At-Large Member) shall be elected by a majority of those voting at the Annual Meeting of the Association.

 

SECTION 7.   Vacancies.   Any vacancy in the Board of Trustees because of death, resignation, removal, disqualification or otherwise shall be filled as follows:

  1. Officers - Officer vacancies shall be filled as provided in Article VII, Section 5.
  2. Regional Library System Representatives - Regional Library System Representative vacancies shall be filled by the (Executive Committee) Director of the involved Regional Library System for the remainder of the unexpired term.
  3. At-Large Members – At-Large member vacancies shall be filled by majority vote of the Board of Trustees upon recommendation of the President.

 

SECTION 11.   Notice.    Notice of any regular or special meeting of the Board of Trustees shall be given to Board members at least (five (5) days) two (2) weeks prior to the date of the meeting by written notice delivered by mail, by electronic mail or other substantially equivalent commercial delivery system.

 

SECTION 12.   Quorum.    (Seven (7)) A simple majority of members of the Board of Trustees shall constitute a quorum for the transaction of business at any meeting of the Board of Trustees.  (If less than seven (7) members of the Board of Trustees  are present at any meeting of the Board of Trustees, those present shall adjourn the meeting until such time as a quorum is present. )  omit this sentence    

 

ARTICLE X
 FINANCES

    • Expenditures.    All expenditures of Association funds shall be approved by the Board of Trustees and shall (not jeopardize) comply with the 501 (c) (4) IRS status of the Kansas Library Association. 

     

    Article IX. Dissolution

    1. In the event of dissolution of the Association, the Board of Trustees shall pay and/or make provisions for the payment of all liabilities and obligations of the Association, and shall transfer all remaining assets to the Kansas Library Association.
    2. If the Kansas Library Association should no longer exist, or is unwilling or unable to receive the Association’s assets, the remaining assets shall be distributed to either (1) an appropriate organization which, at the time, qualifies as an exempt organization under Section 501 ( c ) 4 of the Internal Revenue code, and which has its principal purpose the support of libraries in the state of Kansas; or (2) the Kansas State Library to use for the general benefit of Kansas libraries.

    Article X. Finances

    Expenditures.    All expenditures of Association funds shall be approved by the Board of Trustees and shall (not jeopardize) comply with the 501 (c) (4) IRS status of the Kansas Library Association. 

    Article XI. Amendments to These Bylaws

    The Bylaws of the association may be amended at any annual meeting by a majority of Association members present and voting at such a meeting. Members must be notified of proposed amendments two weeks (14 days) in advance of the meeting.

   
Page last modified: September 12, 2007

Kansas Library Trustee Association
Copyright Reserved
Web Content: Jen Sharp, Ellen Miller and Sandra Thomas

Send suggestions or questions about this web site to:


This site is hosted by Blue Skyways.