The Library Board of Trustees is required to meet at least once each month for the transaction of its business [KRS 173.060;
173.350(1);
173.500;
173.735].
Prior to each monthly board meeting, the Library Director will send each trustee a copy of the agenda, previous meeting minutes, financial reports to be reviewed, copies of correspondence, and any reports or documents that need to be considered at the upcoming meeting.
These board packets may be sent to the trustees either by mail, e-mail, or may be hand-delivered within at least 3-4 days prior to the scheduled meeting. Each trustee should read the materials and be prepared to discuss the issues or make decisions based on the information included in the board packet.
Some items that are commonly included in board packets beyond the statutorily required items of payment vouchers and minutes are:
- Financial transactions by budget code compared to the prior year
- Circulation reports/statistics of the prior month
- The KDLA Monthly Report (shared on the directors' list every month)
- Reports from/highlights of different library departments and their programs
At each monthly board meeting, the board will approve the minutes from the previous meeting and the financial report and payment vouchers. They will then be signed by the Board President and the Secretary or will follow the process that is laid out in the library's bylaws.