Bylaws Of The Board Of Trustees Of Zion-Benton Public Library District
Article I – Authority
Pursuant to the requirements of the Illinois Compiled Statutes pertaining to Public Library Districts, the following bylaws are established for guidance of the Board of Trustees and for the government of the Zion-Benton Public Library District.
Article II – Trustees
Sect. 1 – The Library District is governed by a Board of seven Library Trustees. Trustees shall serve a six-year term and be elected every two years at the regular election scheduled for trustees of public library districts under the Illinois Election Code. The trustees’ terms shall be staggered.
Sect. 2 – The Library Board’s responsibilities include the following: employing a competent and qualified librarian; determining the purpose of the Library; adopting written policies which govern the operation of the Library; determining the program and needs of the Library in relation to the community; securing adequate funding to operate the Library; approving the annual budget and tax levy.
Sect. 3 – In accordance with the Public Library District Act of 1991, trustees shall serve without salary, but shall be reimbursed from District funds for their actual and necessary expenses incurred in the performance of their duties.
Sect. 4 – Trustees shall avoid or eliminate situations in which personal interests might be served or financial benefits gained at the expense of the general public, colleagues or the situation. If avoiding or eliminating the interest creating the conflict situation is not feasible, trustees shall abstain from any official action.
Sect. 5 – Vacancies shall be declared in the office of trustee by the Board when an elected or appointed trustee 1) declines, fails or is unable to serve, 2) becomes a nonresident of the District, 3) is convicted of a misdemeanor by failing, neglecting or refusing to discharge any duty imposed upon him or her by the Public Library Act of 1991, or 4) has failed to pay the library taxes levied by the District. Absence without cause from all regular Board meetings for a period of one year shall be a basis for declaring a vacancy. Vacancies shall be filled pursuant to the provisions of the Public Library District Act of 1991.
Sect. 6 – Attendance at the regular monthly Board meetings is considered proper fulfillment of the duties of a trustee. Absence at three consecutive meetings will be subject to discussion in an executive session of the Board.
Article III – Officers
Sect. 1 – Officers of the Board shall be elected by the members of the Board at an organizational meeting. They shall serve until the first Monday of the month following each regular election or until their successors are duly elected by the Board.
Sect. 2 – The regular organizational meeting will be held within 60 days of the biennial trustee election, in accordance with Statute.
Sect. 3 – A president, vice president, secretary, and treasurer shall be elected.
Sect. 4 – President: The president shall preside over all meetings, appoint members of committees authorized by the District’s regulations, and perform other duties specified by the District’s regulations, ordinances or other appropriate action.
Sect. 5 – Secretary: The secretary shall keep and maintain appropriate records for his or her term in office and shall include in those records, a record of the minutes of all meetings, the names of those in attendance, the ordinances enacted, the resolutions and regulations adopted, and all other pertinent written matter affecting the operation of the District.
Sect. 6 – Vice-President: In the president’s absence, the vice-president shall preside at meetings.
Sect. 7 – Treasurer: The treasurer shall keep and maintain accounts and records of the District during the treasurer’s term in office, indicating in those accounts and records, a record of all receipts, disbursements, and balances in any funds. The treasurer shall give bond to the District to faithfully discharge the duties of the office and to account to the District for all District funds coming into the treasurer’s hands. The bond shall be in an amount and with sureties approved by the Board. The amount of the bond shall be based upon a minimum of 50% of the total funds received by the District in the last previous fiscal year. The cost of any surety bond shall be borne by the District.
Sect. 8 – A vacancy in any office shall be filled by the Board for the unexpired term.
Article IV – Meetings; Quorum; Voting
Sect. 1 – All official meetings of the Board shall be open to the public and held in accordance with the Open Meetings Act.
Sect. 2 – Board meetings shall be held on a monthly basis. The date and time of these meetings shall be determined at the beginning of each fiscal year. A meeting may be canceled, postponed, or changed by a majority vote at any official meeting. If any changes are made, notice shall be given in compliance with the Open Meetings Act.
Sect. 3 – Special meetings may be called by the president or secretary or by any four trustees. Only such business as is stated in the call may be transacted at such a meeting. Notice of call shall be given in accordance with the Open Meetings Act and shall be sent and/or given to all trustees and the library director.
Sect. 4 – Four members of the Board shall constitute a quorum for conducting business. In the event that all seats on the Board are not filled, the quorum shall be a majority of those seats occupied (e.g. if five members are seated, three will equal a quorum). If for lack of quorum, a meeting cannot be held, the vice-president/treasurer is authorized to pay the necessary regular monthly bills.
Sect. 5 – All votes on any question shall be by ayes and nays and recorded by the secretary. Absentees and abstentions from voting shall be noted but shall not be counted for or against the question being voted on. The presiding officers shall cast the final vote in all roll calls. A simple majority of those present shall determine the vote taken on any question unless a larger majority is specified in the Public Library District Act of 1991.
Sect. 6 – The order of business at regular meetings shall be as follows:
I. Call to order and Roll Call.
II. Pledge of Allegiance.
IV. Comments by Visitors.
V. Approval of Minutes.
VI. Treasurer and Investment Reports and Approval of Bills.
a. Committee (if any).
VIII. Library Director’s Report.
IX. Unfinished Business.
X. New Business.
Article V – Committee and Other Appointments
Sect. 1 – The president shall appoint those committees deemed necessary to formulate policy and efficiently carry out the financial and operational aspects of the Library District.
Sect. 2 – The standing committees of the Board shall be the executive committee, finance committee, and strategic planning committee. The library director shall be an advisory member of all committees. Standing committees shall serve until the next organizational meeting.
Sect. 3 – The president may also appoint task force committees for specific purposes other than those of the standing committees. These committees will cease to exist upon completion of their charge.
Sect. 4 – The president may appoint other members of the Board to act as liaison between the Library and other institutions in the community.
Article VI – Library Director
Sect. 1 – The Board shall hire the library director, whose responsibility it is to administer the policies adopted by the Board and supervise the total operation of the Library.
Sect. 2 – The library director is authorized to make expenditures against the approved operating budget and within the fiscal policy established by the Board without specific approval for each operating expenditure. A list of bills to be paid shall be prepared and presented to the Board for approval at each regular meeting. The Board reserves the right to approve all expenditures for capital improvements.
Article VII – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Library District in cases to which they are applicable and in which they are not inconsistent with these bylaws.
Article VIII – Amendment and Review of Bylaws
Sect. 1 – These bylaws may be amended at any regular meeting of the Library Board of Trustees by a simple majority vote, provided the amendment has been submitted in writing at the previous regular meeting.
Sect. 2 – These bylaws shall be reviewed and revised at least every three years by a Board committee appointed by the president. The committee shall include the library director as an advisory member. The revised bylaws shall be approved according to the provisions of Article VIII, section 1, above.
Adopted 09/25/01; Reviewed 01/25/05; Amended 6/20/06; Reviewed 8/30/10; Amended 1/25/1; Reviewed 5/26/15; Adopted 6/23/15