Updated: 8/25/26
1) Obligation of Trustees, Officers, and Employees
Trustees, officers, and employees of the Library possess an obligation to avoid any interest in any transaction involving the Library wherein they may derive personal gain. This policy establishes the framework within which the Library must operate to seek to avoid actual or perceived conflict of interest. The purpose of these provisions is to provide guidance in order so that employees, officers, and Trustees can be informed on matters related to the conduct expected to be adhered to on all matters of potential conflict.
2) Duty to Disclose
An employee, officer, or Trustee must disclose in writing to a supervisor, or the Board, any “interest” he/she (or his/her spouse) has or may have in any contract or transaction involving the Library.
3) What Constitutes Conflict of Interest
An actual, potential, or the appearance of a conflict of interest occurs when an employee, officer, or Trustee is in position to influence a decision that may result in a personal gain for the employee, officer, or Trustee (or a spouse thereof) as a result of a Library business dealing. For the purposes of this policy, a Trustee, officer, or employee has an interest in a transaction if he/she may derive personal gain, or is a member or employee of a firm, or owns or controls stock in a firm, or is an officer or director of a firm with which the Library engages in a transaction.
4) Determining Whether a Conflict of Interest Exists
- A prospective Trustee, officer, or employee shall complete a form which solicits information regarding past or present business dealings with the Library. If the candidate responds in the affirmative, the Board shall be notified by the President or Director prior to appointment.
- After disclosure by a current Trustee, officer, or employee of an interest in a proposed transaction, the interested person shall leave the board or committee meeting while the nature of the financial interest is discussed. The remaining disinterested Board or committee members shall determine by a majority vote if a cognizable conflict of interest exists.
5) Procedures for Addressing the Conflict of Interest
A prohibited conflict of interest involving any contract entered into by the Library will void the involved contract.
6) Violation of the Conflicts of Interest Policy
If the Board has reasonable cause to believe that a Trustee, officer, or employee has failed to disclose an actual or potential conflict of interest, it shall inform the person of the basis for its belief and allow the person an opportunity to explain the alleged failure to disclose; following such explanation the Board shall determine whether or not a prohibited conflict existed and the discipline, if any, to be meted out vs. the Trustee, officer, or employee.