CHARLESTON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES BYLAWS (Revised 2025)
Approved by the Board of Trustees on January 22, 2026.
INTRODUCTION AND AUTHORITY
The Charleston County Public Library Board of Trustees (“the Board”) was established by Charleston County Council under Ordinance #304 adopted May 15, 1979 pursuant to Act No. 564 of 1978. These bylaws recognize that the Board operates under and strives to remain consistent with all applicable South Carolina statutes and County ordinances governing public libraries.
The Board derives its authority from the County ordinance and state law. The Board’s responsibilities include setting policy, approving the budget, hiring and evaluating the Library Director, and ensuring compliance with the Freedom of Information Act (FOIA) and public records laws. The Board governs through policy and oversight, not through daily management. The Library Director is the Board’s sole employee and has responsibility for administration, staffing, and operations.
ARTICLE I: BOARD COMPOSITION AND APPOINTMENT
The Board shall consist of eleven members appointed by Charleston County Council for staggered four-year terms, beginning January 1 and ending December 31, or until successors are appointed and qualified.
Vacancies are filled in the same manner as original appointments. Members are appointed by Charleston County Council in accordance with applicable law.
One liaison from the Friends of the Library shall attend meetings to provide updates but shall not have voting privileges.
ARTICLE II: ATTENDANCE AND LEAVE
A record of attendance shall be included in the minutes of each meeting.
Members missing three (3) or more meetings in a rolling twelve (12)-month period shall warrant notification to County Council.
A board member may request one leave of absence per term by written notice to the Chair and Charleston County Council.
Members may attend meetings virtually no more than two (2) times per rolling twelve (12)-month period unless otherwise approved at the discretion of the Chair. All virtual participation must comply with FOIA requirements, and all comments and votes must be audible to all participants.
ARTICLE III: OFFICERS
The officers of the Board shall be Chair, Vice Chair, Secretary, and Treasurer.
Election and Terms
Officers are elected annually at the June meeting and assume office immediately upon election. A Nominating Committee shall be formed in April each year to develop a slate of candidates. Nominations may also be made from the floor, and members may self-nominate.
Duties
Chair — Presides at all meetings, appoints committees, and serves as ex-officio member of all committees. The Chair executes instructions of the Board and may act or designate a spokesperson for official communications. The Chair shall execute or sign official documents as required by law, ordinance, or custom.
Vice Chair — Acts in the absence of the Chair and performs duties as directed by the Board or Chair.
Secretary — Ensures that minutes and attendance are accurately recorded and that all board records comply with FOIA and public records laws.
Treasurer — Reviews financial reports, monitors fiscal health, provides updates to the Board, and chairs the Finance Committee.
ARTICLE IV: COMMITTEES
Standing committees shall include the Executive Committee (composed of officers) and the Finance Committee.
The Nominating Committee shall also be considered a standing committee, convened annually in April.
Ad hoc committees may be established as needed by the Chair with Board approval. All committees operate in compliance with FOIA, including public notice, agendas, and minutes.
Committees may make recommendations but have no independent decision-making authority unless specifically delegated by the full Board.
ARTICLE V: MEETINGS AND AGENDAS
Regular meetings shall be held monthly, except July and December. Special meetings may be called by the Chair or by written request of three trustees. The schedule for the following year shall be set no later than October 31. The Board shall plan and conduct an annual retreat.
All meetings comply with the South Carolina FOIA regarding notice, agendas, and public access. Meeting materials and agenda items shall be provided to all trustees at least three (3) business days prior to the meeting.
Agenda Development
The agenda shall be prepared by the Director in consultation with the Chair. Any trustee may request an item be added to a future agenda. If the Chair declines, the requesting trustee may resubmit the item with written support from two other trustees, in which case the item must be placed on the next regular meeting agenda.
Only matters appropriate for board consideration, including policy, budget, planning, or legal compliance, shall be included. Operational issues are handled by the Library Director unless board input is requested.
Quorum and Voting
A quorum consists of six members. All actions require a majority vote of members present. The Chair may vote on all motions.
Public Comment
Public comments shall be included in each regular meeting. Speakers must sign up in advance, agree with the Civility Statement, and are limited to two (2) minutes each, with a total of thirty (30) minutes allotted.
First and Second Readings
All policy changes require two readings. The first reading may occur via a committee report and motion to the full Board. The second reading shall occur at the next regular meeting before final adoption.
Executive Session
Executive sessions shall be held only for reasons permitted under FOIA. The motion to enter must state the specific purpose. No action is taken in executive session. Votes occur in open session after reconvening.
ARTICLE VI: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised (R.R.O.N.R.), shall govern proceedings, except where otherwise provided by these bylaws or applicable law. Appendix A provides simplified reference guidelines; however, Robert’s Rules shall control in the event of a conflict.
ARTICLE VII: LIBRARY DIRECTOR
The Library Director is the sole employee of the Board, responsible for administration, personnel, and operations. Trustees do not engage in management or individual staff matters. Patron or staff concerns received by trustees shall be referred to the Director.
ARTICLE VIII: FINANCIAL MATTERS
The fiscal year ends June 30. The Library Director prepares the annual operating budget for Board approval prior to submission to County Council.
No committee, member, or employee may incur debt or sign contracts on behalf of the Board without prior Board authorization, except in an emergency.
The Board shall ensure a professional external audit is conducted annually, with results shared with the Board, County, and the South Carolina State Library.
ARTICLE IX: GIFTS AND FUNDS
All monetary gifts and donations shall be deposited in institutions designated by the Board.
Disposition of gifts or property shall be determined by majority vote of the Board in the Library’s best interest.
ARTICLE X: STRATEGIC PLANNING
The Board shall engage in strategic planning consistent with its responsibilities under §4-9-37, reviewing and evaluating goals and progress.
Operational planning is the responsibility of the Library Director and staff.
ARTICLE XI: AMENDMENTS
These bylaws may be amended by majority vote of the full Board, provided that the proposed amendment is submitted in writing at least one meeting in advance.
ARTICLE XII: CONFLICTS OF INTEREST
Trustees must disclose any potential conflict of interest prior to discussion and abstain from voting. The disclosure and recusal shall be noted in the minutes. Members with a conflict shall leave the room during discussion and vote.
ARTICLE XIII: PUBLIC RECORDS COMPLIANCE
All Board communications, records, and documents are subject to the South Carolina FOIA and records retention laws. Trustees shall use library-approved channels for all official business.
ARTICLE XIV: BOARD COMMUNICATIONS AND REPRESENTATION
The Chair may serve as or designate the official spokesperson for the Board. Trustees retain full First Amendment rights and may conduct independent research or express personal opinions. However, when speaking personally, trustees must clearly state that they do not speak for the Board and that their views are solely their own.
APPENDIX A: SIMPLIFIED MEETING REFERENCE (FOR GUIDANCE ONLY)
This appendix provides a simplified guide to support efficient and transparent meetings. It supplements but does not replace Robert’s Rules of Order. In any conflict, Robert’s Rules shall govern.
Key Points
• Meetings are conducted openly and efficiently, in compliance with FOIA.
• Agendas and materials are distributed three business days in advance.
• The Chair facilitates orderly discussion; members speak when recognized.
• Motions must be seconded and passed by majority vote.
• Public Comment and Executive Session procedures follow FOIA.
• The Chair ensures clarity, transparency, and fairness in all deliberations.