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Board Meeting Minutes: Home


Title 173

Legislative Rules, Library Commission

Administrative Rules

2.3. "Board of Library Directors" means the administrative authority of a public library. The board of library directors consists of five members appointed to staggered terms unless other provision is made by a special library law. Each member is called a library trustee.

2.19. "Minutes" means the official record of a meeting of the board of library directors. Minutes show date, time and place of the meeting, names of those attending, actions on all motions and expenditures, corrections to previous minutes, and other information determined to be necessary. Minutes are signed by the secretary.

2.25. "Quorum" means the minimum number of library trustees who must be present at a meeting for business to be conducted legally. Unless otherwise defined by a special law, a quorum is three.

3.12. The board of library directors meets at least four times annually with a quorum present. All meetings of boards of library directors are subject to the provisions of the Open Governmental Proceedings Act, W. Va. Code § 6-9A.

3.12.a. Approved minutes are forwarded within thirty (30) days to the Library Commission, or if applicable, to the Service Center Library.

3.12.b. A report showing the status of all accounts, funds and expenditures is presented for review and approval at all regular meetings of the board of library directors or board finance committee.

Laws and Regulations

Reporting Schedule

Copy of Approved Minutes

Service Center and Designate libraries send minutes directly to WVLC

Affiliates send all minutes to Service Center

Due date:  Within thirty (30) days of Board meeting

Attn: Library Development

  • TBA, Library Services Consultant

Mail to:  State Library Section Director Donna Calvert 

Public Library Reporting Schedule - request a copy


Sunshine Law

West Virginia Code

Chapter 6, Article 9A

"Sunshine Law"

§6-9A-5. Minutes.

Each governing body shall provide for the preparation of written minutes of all of its meetings. Subject to the exceptions set forth in section four of this article, minutes of all meetings except minutes of executive sessions, if any are taken, shall be available to the public within a reasonable time after the meeting and shall include, at least, the following information:

(1) The date, time and place of the meeting;

(2) The name of each member of the governing body present and absent;

(3) All motions, proposals, resolutions, orders, ordinances and measures proposed, the name of the person proposing the same and their disposition; and

(4) The results of all votes and, upon the request of a member, pursuant to the rules, policies or procedures of the governing board for recording roll call votes, the vote of each member, by name.

Subject Guide

West Virginia Library Commission
1900 Kanawha Blvd East | Culture Center, Bldg. 9 | Charleston, WV 25305
In-State Toll Free : (800) 642-9021 | (304) 558-2041