1) Obligation of Trustees, Officers, and Employees
Trustees, officers, and employees of the Library have an obligation to avoid any involvement in any transaction involving the Library wherein they may derive personal gain. This policy establishes the framework within which the Library wishes to operate. The purpose of these provisions is to provide guidance so that employees, officers, and Trustees can seek further clarification when necessary on matters related to the subject conduct.
2) Duty to Disclose
An employee, officer, or Trustee must disclose in writing to a supervisor, or the Board, or applications, 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 for a family member) 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 or employee shall complete an application which requests information regarding past or present business dealings with the Library. If the applicant responds in the affirmative, the Board shall be notified by the President or Director prior to appointment.
- After disclosure by a current Trustee or employee of an interest in a proposed transaction, the interested person shall leave the board or committee meeting while the nature and amount 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 is to be deemed void and unenforceable.
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 actual or possible conflicts 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 given explanation the Board shall follow legal procedures relating to the Trustee, officer, or employee’s status.
Updated: 8/26/25