Section I - Board of Trustees

Section 1.100 - Board Members Directory

Board of Trustees:
President – Phillip Rhonemus
Vice President – Holly Johnson
Secretary – Sarah Shelton
Linda Stepp
Elaine Lafferty
Kayla Bowman
Linda Worley

Note: C = Appointed by Board of Commissioners
J = Appointed by Judge(s)

Section 1.200 - Bylaws (adopted 3/12/2003) (revised 6/23/2010; 7/08/2014; 10/9/2019)

A. Name and Address

The name of the library district shall be the Adams County Public Library (ACPL)
with business offices located at 157 High Street, Peebles, Ohio.

B. Legal Status

The ACPL shall be organized in accordance with Section 3375.22 of the Ohio
Revised Code (ORC) as a county library district. Pursuant to those provisions, the
Adams County Board of Commissioners shall be the taxing authority for the library
district and one of the appointing authorities. The other appointing authority shall be
the judge(s) of the Adams County Court of Common Pleas.

C. District Definition (revised 1/12/05) (revised 6/23/2010)

The boundaries of the library district as defined by the State Library Board [Ohio] in
Resolution 10-3, adopted on May 13, 2010, shall encompass the following:

Adams County/Ohio Valley Local School District, that portion within Adams County
Manchester Local School District, that portion within Adams County
Eastern Brown Local School District, that portion within Adams County
Bright Local School District, that portion within Adams County

Within the library district, the Adams County Public Library shall have four service
locations, namely: Manchester, North Adams at Seaman, Peebles and West Union.

Article II Governance

The ACPL shall be under the control and management of a board of library trustees
(Library Board) consisting of seven members and the exercise of such control shall be
governed by ORC Sections 3375.32 to 3375.41 as well as the Bylaws and other policies
adopted by the Library Board.

Article III Purpose

The purpose of this organization shall be to provide public library services to the
residents of the library district in accordance with the laws of the State of Ohio and in
accordance with the mission statements and service plans adopted by the Library Board.

Article IV Library Board Members

• A. Qualifications
  In accordance with ORC Section 3375.22, members of the Library Board shall be
  qualified electors of the library district or Adams County, Ohio.
• B. Representation
  All members of the Library Board shall serve as advocates for effective, efficient
  library service throughout the entire library district. Whenever a vacancy occurs, it
  shall be the practice of the board to seek trustee candidates who will represent the
  library interests and concerns of all residents of the district.
• C. Number
  The number of trustees shall be seven. Three members of the Library Board shall be
  appointed by the judge(s) of the Adams County Court of Common Pleas and four
  shall be appointed by the Adams County Board of Commissioners.
• D. Terms
  The term of office of library trustees shall be seven years with the term of one trustee
  expiring on the first day of July each year.

For the first appointments to the county library district, the terms of those appointed
by the judge(s) shall expire in two, four, and six years respectively, and the terms of
those appointed by the commissioners shall expire in one, three, five, and seven years
respectively.

• E. Nominations
  In advance of a trustee appointment, the Library Board shall send to the appropriate
  appointing authority a recommendation for that appointment as well as a letter from
  the recommended candidate indicating a willingness to serve. The board president
  may appoint an ad hoc committee to develop specific guidelines and procedures for
  the interview, selection and nomination of trustees.
• F. Appointments
  The successor of any member of the Library Board shall be appointed by the same
  board or officer(s) that appointed his/her predecessor. Moreover, any appointment
  made to fill a vacancy shall be made by the same body which appointed the trustee
  whose place has become vacant and shall be for his/her unexpired term.
• G. Conditions of Service
  Members of the Library Board shall serve without compensation but shall be
  reimbursed for their actual and necessary expenses incurred in the performance of
  their duties. Whenever a new person is appointed to the Library Board, the executive
  director shall work with the new trustee to develop an appropriate program of
  orientation, with the expenses of the orientation to be paid from library funds.
• H. Meeting Attendance
  Attendance at monthly meetings is vital to the success of the library. In order to
  promote the regular attendance of all members, the Library Board shall annually
  reconsider the schedule of regular board meeting dates or whenever requested by a
  member of the board. Members who are unable to attend a regular meeting of the
  Library Board should notify the executive director or fiscal officer in advance of the
  meeting in order to determine the probability of a quorum.

Whenever a library trustee has missed two consecutive, regular board meetings and
has not communicated with the Library Board in regard to those absences, the board
president may send a written notice to the trustee and request in writing the intent of
the trustee regarding continued membership on the Library Board.

• I. Declaration of Vacancy
  Whenever a library trustee has missed three consecutive, regular board meetings and
  has not communicated with the Library Board in regard to those absences, the board
  president may notify the appropriate appointing authority of such absences and
  request that the position be declared vacant. The board president may also request
  that the appointing authority officially notify the person of such action.

Article V Library Board Duties

• A. Powers
  The Library Board shall have all the powers granted to it under ORC Section 3375.40
  and shall, in open meeting, determine and establish, in accordance with law, the basic
  policies of the library including, but not limited to (a) the appropriation and budgeting
  of funds; (b) the establishment and maintenance of libraries and library services; (c)
  the acquisition, improvement, maintenance, insurance, use, and disposition of
  properties; (d) the hiring, compensation and responsibilities of staff as well as the
  personnel practices concerning all employees; (e) the selection, collection, lending,
  and disposition of library materials; and (f) the acceptance of gifts.
• B. Policies
  The policies so determined and established by the Library Board shall remain in
  effect and shall be administered by the library staff until changed or rescinded by
  further action of the board. The executive director shall cause a compilation of all
  policies established by the Library Board to be prepared, kept up-to-date and to be
  distributed to the members of the board as well as library staff and to be kept
  available for the public.
• C. Hiring
  The Library Board shall be responsible for the hiring of a fiscal officer and an
  executive director as well as a deputy fiscal officer who has been recommended by
  the fiscal officer. Other staff shall be hired upon the recommendation of the
  executive director.
• D. Oversight
  The Library Board shall require regular reports from the executive director and fiscal
  officer and other employees as needed to assure that the library is being operated in
  accordance with the law and board-adopted mission statements and service plans.
• E. Performance Reviews
  The Library Board shall conduct annual performance reviews of the executive
  director and fiscal officer, and shall conduct a board self-evaluation at least every
  other year.
• F. Indemnification
  Members of the Library Board shall be insured with respect to their duties with the
  library organization by liability insurance in an amount and a surety approved by the
  Library Board.

Article VI Library Board Officers

• A. Number and Powers
  Officers of the Library Board shall be a president, vice president and secretary. Each
  of the officers shall have such powers and duties prescribed by the Ohio Revised
  Code as well as these Bylaws or other actions of the Library Board to the extent that
  the Bylaws or said actions are consistent with the Ohio Revised Code.
• B. Elections (revised 7/08/2014)
  At the organizational meeting in December of each year, the Library Board shall
  select from its membership, officers who shall each serve for a term of one year or
  until the board’s next organizational meeting. A nominating committee appointed by
  the president shall present a slate of officers at the December meeting. Additional
  nominations may be made from the floor.
• C. President
  The president shall preside at all meetings of the Library Board, authorize calls for
  special meetings, appoint committees and committee chairs with the consent of the
  board, serve as an ex officio member of all committees, and generally perform all
  duties associated with that office.

The president shall execute on behalf of the Library Board, and when approved by it,
all such instruments of conveyance, assignment, transfer, contract, indebtedness, or
lease as, in order to be effective, must be executed by an officer or member of the
board other than or in addition to the fiscal officer and all written reports,
applications, and statements which law or governmental regulations require to be
executed and filed on behalf of the board by an officer or member of the board other
than or in addition to the fiscal officer or the executive director.

• D. Vice President
  In the absence or unavailability of the president or the president’s declination to act,
  the vice president shall have all the powers and duties of the president, except as
  otherwise provided by law.
• E. Secretary
  The secretary shall preside in the absence of the president and vice president. In the
  absence or unavailability of the fiscal officer, the secretary shall prepare and sign the
  minutes of the meetings of the library board and certificates evidencing resolutions or
  actions of the board and, when required, shall attest to the signatures and authority of
  the president, vice president, or executive director and cosign instruments and
  writings executed by any of them.

Article VII Library Board Committees

• A. Number (revised 1/12/05)
  The standing committees of the Library Board shall be an Executive Committee, a
  Planning Committee, an Audit Committee, and a Records Commission. In addition
  there shall be such temporary (ad hoc) committees as the board shall determine to be
  necessary or advisable. The president of the board shall be an ex officio member of
  each committee and the chair of each committee shall be a member of the board
  appointed by the president with the consent of the board.
• B. Powers
  Except by the express approval or action of the Library Board, no committee shall
  have authority to make any decision upon any matter, business or policy, within the
  power or responsibility of the board itself.

Any report or recommendation of a committee to the Library Board shall be deemed
advisory only, and no member of the board, whether or not a member of the
committee, shall be bound or controlled by any action, report, or recommendation of
a committee.

A report of all committee meetings shall be presented to the Library Board at its next
regular meeting, and a copy of the minutes of said committee meeting shall be filed
with the fiscal officer.

• C. Executive Committee
  The Executive Committee shall be comprised of the officers of the Library Board.
  The committee shall be responsible for overseeing the effective operation of the
  board, setting trustee performance standards, and designing and conducting the
  recruitment, interview process and orientation of new trustees, the executive director
  and the fiscal officer.
• D. Planning Committee
  The Planning Committee shall be responsible for working closely with the executive
  director and management staff in reviewing a planning process that meets the needs
  of the library and in general recommending to the full board strategic directions, plans
  and services of the library.
• E. Records Commission
  The Records Commission shall be responsible for reviewing and recommending the
  disposal of records according to provisions of the Ohio Revised Code and policies
  adopted by the Library Board (See Library Policy Sections 1.510 and 1.520)
• F. Audit Committee (revised 1/12/05)
  The Audit Committee shall serve as a focal point of communication between the
  Library Board, auditors and management. The Audit Committee shall assist the
  board in fulfilling its responsibilities relative to accounting policies and reporting
  practices of the ACPL and the sufficiency of auditing relative thereto. [See Audit
  Committee Charter in Library Policy Section 1.43]

Article VIII Executive Officers

• A. Fiscal officer
  The fiscal officer shall be the chief financial officer of the library and shall be legally
  accountable for the proper maintenance of financial records, bookkeeping procedures,
  and legal expenditure of all library funds.

The fiscal officer shall also be responsible for the receipt, investment and
disbursement of library funds and for seeing that expenditures are properly
encumbered or earmarked.

• B. Executive Director
  The executive director shall be the chief administrative officer of the library and
  accountable to the Library Board for the design and implementation of library
  services and programs within board policies and available appropriations.

The development of program goals, budget requests and appropriation
recommendations shall be the executive director’s responsibility. The executive
director shall continually advise the fiscal officer regarding program and planning
information so that informed financial decisions can be made.

The executive director shall be authorized to hire temporary help, substitute
employees and entry-level personnel without prior approval of the board.

The executive director shall be authorized to dispose of obsolete equipment and
adjust library inventory accordingly.

Article IX Library Board Meetings

• A. Organizational Meeting (revised 7/08/2014)
  The Library Board shall hold an organizational meeting in December of each year, at
  the West Union Public Library and at a date and time agreed upon by a majority of
  the members. At the organizational meeting, the board shall elect its officers, appoint
  its fiscal officer and deputy fiscal officer and fix the bonds thereof, fix the date and
  time for its regular monthly meeting, and conduct such other business of an
  organizational nature as may come before the board.
• B. Regular Meetings
  The regular meetings shall be held each month, the date and hour to be set by the
  Library Board at its organizational meeting or subsequent meetings as necessary. The
  locations for regular meetings shall be rotated in the following order: Manchester,
  North Adams, Peebles and West Union, with the January meeting being held at
  Manchester. The order of business shall be set by the executive director and board
  president and shall provide for public participation.
• C. Special Meetings
  Special meetings of the Library Board may be called at any time by vote of the board
  or by the president or vice president.
• D. Meeting Notices
  Meeting date(s) shall be posted in the libraries at least one week in advance, except
  that in the event of a special or emergency meeting the notice shall be posted as soon
  as possible after the meeting is called.
• E. Quorum
  Four persons, a majority of the full membership of the Library Board, shall constitute
  a quorum for the transaction of business, provided that in the absence of a quorum
  those present may adjourn the meeting until such time as a quorum is present.
• F. Voting
  Except when a larger vote is required by law, all actions of the Library Board shall
  require the affirmative vote of a majority of those members present. When a motion
  is made and seconded to adopt a resolution authorizing the purchase or sale of real or
  personal property or the adoption of the annual budget or appropriations, or upon the
  request of any member of the board, the fiscal officer shall call the roll of the
  members of the board and enter into the minutes of the meeting the names of those
  voting “yea”, those voting “nay” and those abstaining.
• G. Rules of Order
  Where not otherwise governed by law or these Bylaws, the proceedings of Library
  Board meetings shall be in accordance with Roberts Rules of Order as currently
  revised and published at the time of the meeting.
• H. Meeting Minutes
  Only minutes approved by the Library Board shall be released for public information.
  Upon request, the fiscal officer may release a copy of uncorrected minutes with such
  copies clearly marked as “Unofficial Copy.”

Article X Finances

A. Appropriations
The Library Board shall approve annual appropriations to the object level of all
appropriation accounts. The executive director and fiscal officer shall be authorized
to assign funds to cost centers within specific object levels for purposes of
management and control.

The fiscal officer shall be authorized to make appropriation amendments as necessary
and report those amendments to the board for approval at the next regular meeting of
the board.

B. Investments
The fiscal officer shall be authorized to make investments and deposits in accordance
with the Investment Policy adopted May 16, 2002 and annually reviewed thereafter
by the Library Board. [See Investment Policy – Section 1.41]

C. Expenditures
The Annual Appropriation Resolution approved by the Library Board empowers the
fiscal officer and executive director to expend the funds required for operation of the
library. However, the following shall be submitted individually to the board for prior
approval:

1. Non-recurring or initial expenditures in excess of $5,000.00;
2. Reassignment or creation of responsibilities, which results in the addition of staff
positions; or
3. Any special circumstances, at the discretion of the executive director. (revised
10/9/2019)

Cash-drawer and petty cash box allowances for each building shall be set as
necessary by the executive director who shall develop staff procedures for reconciling
and reporting fund activity as required by the fiscal officer. (revised 2/14/2007
retroactive to 1/10/2007)

The executive director shall be authorized to approve reimbursements for lodging,
meals, and incidental expenses using the current Per Diem Rate guidelines set by the
U.S. General Services Administration. Mileage reimbursement shall be according to
rates as set periodically by the Internal Revenue Service (revised 6/08/05) or as set by
action of the board.

After appropriate reconciliation of invoices, the fiscal officer may pay all invoices
when received. A report of all such payments shall be presented to the board at the
next regular meeting for purposes of review. (revised 2/09/05)

D. Bonding
A bond in the amounts and with a surety approved by the Library Board shall be
executed covering the fiscal officer, deputy fiscal officer and all other employees.

E. Checks
All checks drawn upon the accounts of the Adams County Public Library shall bear
the signature of the fiscal officer or the deputy fiscal officer and the facsimile
signature of the board president or secretary. The fiscal officer shall develop
appropriate procedures for limiting access to the facsimile signature. (revised
10/13/04)

Article XI Conflict of Interest

No member(s) of the Library Board shall have any pecuniary interest in any contract
entered into by the board (ORC 3375.35).

This Library Board subscribes to the tenets contained in “A Statement of Ethics for
Library Trustees” developed by the American Library Trustee Association. (See
Appendix A)

Article XII Amendments

These Bylaws may be amended at any meeting by the affirmative vote of a majority of
the full membership of the Library Board, provided that a notice of the proposed
amendment shall have been given with the notice of the meeting.

Appendix A
A Statement of Ethics for Library Trustees
Trustees must promote the highest level of library service while observing ethical standards.

Trustees must avoid situations in which personal interests might be served or financial benefits
gained at the expense of library users, colleagues, or the institution.

It is incumbent upon any trustee to disqualify himself/herself immediately whenever the
appearance of a conflict of interest exists.

Trustees must distinguish clearly in their actions and statements between their personal
philosophies and attitudes and those of the institution.

A trustee must respect the confidential nature of library business while being aware of and in
compliance with that particular state’s freedom of information act.

Trustees must be prepared to support to the fullest the efforts of librarians in resisting censorship
of library materials by groups or individuals.

Trustees who accept appointment to a library board are expected to perform the duties and
responsibilities of a trustee.

Endorsed by the Board of Directors of the American Library Trustee Association and the
Public Library Association, July 1985.

SECTION 1.210 – ANNUAL ORGANIZATION FOR 2023 (last revised 12/13/2023)

Officers: President – Phil Rhonemus
Vice President – Holly Johnson
Secretary – Sarah Shelton

Meeting Schedule:
Second Wednesday of the month at 5:30 p.m., alternating locations each month among
the libraries: Manchester, North Adams, Peebles, and West Union.

Committee Appointments:

Executive Committee                                        Planning Committee
Phil Rhonemus, Chair                                       Linda Worley, Chair
Holly Johnson                                                     Elaine Lafferty
Sarah Shelton                                                    Phil Rhonemus

Audit Committee                                              Records Commission
Holly Johnson, Chair                                          All Board Members
Linda Stepp
Sarah Shelton

Financial:
Appointed Diana Aston as Fiscal Officer and appointed Tara Dryden as Deputy Fiscal
Officer.

Appointed Nicholas Slone as Credit Card Compliance Officer.

Bonds for Fiscal Officer and Deputy Fiscal Officer have been renewed for $100,000.00
each and other library employees at $5,000.00 each.

The depository agreement with the First State Bank is effective until May 20, 2028.

Other Organizational:
See Section 1.200 Bylaws adopted March 12, 2003, with subsequent amendments.