I. BOARD OF TRUSTEES
A. General
The Lewis Egerton Smoot Memorial Library is a responsibility of the Board of Supervisors of King George County and is administered by the Board of Trustees in accordance with the Code of Virginia (Section 42.1-33 to 42.1-45), King George County Ordinance, dated October 18, 1973, the Virginia Public Library Trustee Handbook and the By-Laws of the Board of Trustees.
B. Open Records
Each Trustee is encouraged to examine library records and documents. Upon notification by the Chairman of the Library Board, library staff members will make records, documents, etc. available for Trustee examination. Photocopying of library documents and records shall be at Trustee expense.
C. Committees
1. General
The Board of Trustees has four Standing Committees. The committees are: Building, Planning, Policy/Personnel and Fundraising. The members of each committee are Trustees. The Library Director is an ad hoc member of all committees. Trustee openings on committees are filled by seniority and the spokesperson is chosen by the current committee. Each committee is responsible for full implementation and completion of tasks.
2. Building
The Board of Trustees shall appoint a standing Committee of threemembers to oversee Library expansion and to work with King George County personnel. Final recommendations will be presented to the Board of Trustees for approval.
3. Planning
The Board of Trustees shall appoint a Standing Committee of three members for Planning, to recommend annual revisions to the Strategic Plan. The Vice-Chairman of the Board of Trustees will act as Chairman of the Planning Committee. The committee works with the Library Director to revise and present recommendations to the Plan, for the upcoming fiscal year, to the full Board of Trustees at the June meeting. The Plan should set forth specific goals and objectives for enhancing services, facilities, staff, etc., should identify the party or parties responsible for achieving each goal, and should rank each goal or objective in terms of desired priority. The Strategic Plan should be adopted by the Board of Trustees at the August meeting of each year.
The Board of Trustees shall appoint a Standing Committee of three members to work with the Library Director to recommend changes or additions to the By- Laws or Policy Manual, which are presented to the full Board of Trustees for approval. The Committee shall also oversee the application of King George County personnel practices to the Library staff and make recommendations to the Board of Trustees as required.
5. Fundraising
The Board of Trustees shall appoint a standing Committee of three members for the purpose of creating a solid financial base to support the mission of the Library The Committee shall plan and oversee fund raising activities and present to the Board of Trustee for approval.
D. Emergency Financial Decisions
In an emergency requiring stabilization or repairs to the building/ facility or equipment, the Chairman of the Library Board (or Vice Chairman, in the Chairman's absence) is empowered to make financial decisions without calling an additional meeting of the Board of Trustees. All decisions will be made in conjunction with actions of the Library Director, and in accordance with Library policy. The Chairman of the Library Board will notify the members of the Board of Trustees of any action taken. All decisions will be made public at the next regularly scheduled Trustee meeting.