Library Board Members & Bylaws

  • Mary Quinn-President
  • Marietta Rives-Vice President
  • Jeff Keck-Treasurer
  • Janet Zion – Secretary
  • Jill Watkins – Board Member
  • Sue Lightfoot-Horine – Library Director
  • For more information or to reach a board member, please email director@livcolib.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:

  1. 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.
  1. 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.
  1. 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.
  1. 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.
  1. 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. 

Livingston County Library Policy Adopted: April 16, 2026; Revised January 16, 2014; Previous revision November 17, 2011

  1. Meetings
  2. Fiscal Policies
  3. Reports
  1. MEETINGS
  1. The Board of Trustees shall meet on the third Thursday each month at 4:30 pm.
    1. The conduct of meeting of the Board shall be governed by Robert’s Rules of Order, except in such instances as may conflict with provisions of the By-Laws. The order of business at the meeting of the Board shall be as follows: Call to Order, Approval of Previous Month’s Minutes, Approval of Previous Month’s Bills, Unfinished Business and New Business.
    1. Meeting notice will be posted at least 24 hours prior to Board meeting. A Board report will be sent to Board members at least 24 hours prior to meeting.
  • FISCAL POLICIES

Purpose: These policies and procedural guidelines are designed to:

  • Protect the assets of the Library.
  • Ensure the maintenance of accurate records of the Library’s financial activities.
  • Provide a framework of operating standards and behavioral expectations.
  • Ensure compliance with federal, state, and local legal and reporting requirements.

Exception to these written policies may only be made with the prior approval of the Board of Trustees. Changes or amendments to these policies may be approved by the Board of Trustees at any time.

All personnel with financial responsibilities are expected to be familiar with and operate within the parameters of these policies.

As a steward of public funds, the Library will seek the most economical advantage with acceptable quality considerations when making purchases.

General Accounting Practices: The Livingston County Library follows the Generally Accepted Accounting Principles. Financial Statements are prepared using the modified cash basis of accounting.

The following individuals are authorized to sign checks on behalf of Livingston County Library:

  • Four (4) Board of Trustees holding Office:
    • President
    • Vice President
    • Treasurer
    • Secretary
    • Library Director

All checks written require two signatures. One signature must be a Trustee.

Board members whose signatures are required on the checks may, with the approval of the board, choose to use a facsimile stamp for their signatures. Only one signature may be a facsimile stamp. One signature must be original.

Fiscal Management: The Livingston County Library establishes this purchasing policy to comply with the principles of responsible fiscal management:

  • Materials, equipment, supplies, and services purchased by the Library shall be of a quality and quantity required to serve the functions of the Library in a satisfactory manner.
  • It is the responsibility of the Director to secure the required bids or to investigate alternative suppliers to ensure the most economical purchase of required items.
  • The Office Manager shall have the authority to pay all claims made for purchase and report such activity to the Board of Trustees monthly.
  • All requested expenditures should be provided for in the current budget. Non-budgeted items will require Board of Trustees approval.
  • Contractual services will be reviewed annually, before the budget is prepared, by the Library Director and/or Office Manager.

Emergency Purchases: Emergency purchases shall only be made to:

  • Prevent delays in construction or delivery of essential services.
  • Stay an immediate threat to the health or safety of the public and employees.
  • The Director should notify the President of the Board of Trustees prior to the purchase of any emergency, non-budgeted items, or service, if possible.
  • For emergency purchases of non-budgeted items or services, the Library Director shall make every effort to obtain a minimum of two quotes for the item.

Employee Reimbursements: Employee reimbursements forms with the corresponding receipts attached must be authorized by the Library Director.

Purchasing Procedure: The Library Director, in consultation with the Library’s auditors, shall be responsible for establishing and updating procedures for the proper and cost-effective documentation of purchases.

The Library Director or another designated staff member may purchase goods or services which are included in the Library’s annual budget or in an approved capital plan. Documentation is to include:

  • Original itemized receipt including an itemized description of the purchase, the quantity ordered and the vendor.
  • When applicable, a copy of the packing list attached, initialized, and dated by the person checking in the shipment.
  • Hard-copy print-out of items ordered on-line.

Requirements for Obtaining Quotes and Bids: The requirement for documented quotes and advertised bids applies to capital expenses as defined in the Library’s Capitalization Policy, other one-time purchases of non-library material (i.e., software), and annual service contracts.

All involved in the purchase process shall be aware of prevailing state contracts or other previously arranged discount programs in which the Library is eligible to participate.

The following is a list of purchase amounts and requirements:

  • The Library Director is allowed to make budgeted purchases up to $5,000.00 without prior Library Board approval.
  • The Library Director is authorized to spend up to $2,500.00 for items not in the budget without prior Library Board approval.
  • Purchases from $5,001 up to $14,999 require three documented quotes. Quotes can be sealed bids using the competitive bid process and/or direct inquiries via telephone, email, letter or fax or a combination of methods at the Library Board’s direction.
  • Purchases written for $15,000 or more require bid notices to be placed in a general circulation newspaper within the Library District and/or regional/surrounding communities and awarded by the Board of Trustees based on the recommendation of the administration staff.
  • The commercial auto, property, general liability and workman’s compensation, and umbrella insurance along with Directors and Officers Insurance will be set out to bid every three (3) years to ensure coverage, limits, and expense (current cycle ends May 2027).

The following items are not subject to bid requirements:

  • Professional services such as an auditor, attorney, architect, or engineer, which involve specialized expertise, use of professional judgment, and/or a high degree of creativity.
  • Professional services and purchases for the Main Library’s historic building in accordance with the Strata Architecture and Preservation Historic Building Field Report (completed 2-14-2017), its conclusions and recommendations to maintain and preserve the historic structure.
  • Purchases for library materials are often available through statewide or national discount programs for libraries. Books, magazines, A/V, and other such materials intended for patron use are purchased from vendors offering volume discount.
  • Emergencies arising from an accident or other unforeseen occurrence, a situation in which public building, property, or residents are at risk, or immediate action is required that cannot await competitive bidding.

The Library will seek to obtain the lowest and best bid for an item. Any contract awarded to a vendor other than the lowest bid shall require justification and documentation.

Local Merchants: Consideration will be given to local merchants within the Library District who offer competitive pricing and acceptable quality and service.

E-Verify: As a public employer in Missouri, all contracts between the Library and contractors must contain a provision requiring the contractor to enroll in the federal E-Verify program and verify the work eligibility status of their employees (RSMO 285.530.3).

Prevailing Wage: The Library will comply with the Missouri Prevailing Wage Law (RSMO 290.210) for all construction projects. The law requires that all workers employed on public works projects be paid the proper prevailing wage rate. Prevailing wage rates are determined by actual hours worked, for a particular occupational title (classification/trade), in each individual county throughout the state.

Tax Levy: August is the month that the tax levy is established. A public meeting shall be advertised in the local newspaper at least ten days prior to the meeting.

Annual Budget: A proposed budget shall be submitted at the October meeting. A final annual budget shall be prepared by the director and presented to the Board of Trustees at the December meeting. The final budget shall be approved no later than the first meeting of the new fiscal year. One copy of the final budget must be sent to the County Clerk by February 1 of the new fiscal year. The Library budget shall have an emergency fund equal or greater than 10% of the annual revenue.

  • REPORTS

The Director shall make monthly reports to the Board pertaining to the operation of the Library. The Library Director shall also submit a report of the previous year’s activities no later than March of the following year.

A financial and circulation report shall be submitted to the Missouri State Library each year.