By-Laws of the Board of Library Trustees

Last Updated Date

BARTLETT PUBLIC LIBRARY DISTRICT
800 S. BARTLETT ROAD
BARTLETT, ILLINOIS 60103
630.837.2855
 
 
BY-LAWS OF THE BOARD OF LIBRARY TRUSTEES
BARTLETT PUBLIC LIBRARY DISTRICT

ARTICLE I

BY-LAWS

These By-Laws constitute the By-Laws of the Board of Library Trustees (the "Board") of the Bartlett Public Library District (the "District") and supersede all other By-Laws of the Board. In the event these By-Laws conflict with applicable statutes, the statutes control.

ARTICLE II

METHOD OF ELECTION AND LENGTH OF TERMS

Section 1:

Trustees are elected at the Consolidated General Election in April of odd numbered years. The Board, by resolution passed in 2021, reduced Trustee terms from 6 years to 4 years effective for the election to be held in April, 2023 (and thereafter).

VACANCIES

Section 2:

Vacancies shall be declared when a Trustee (i) declines, fails, or is unable to serve, (ii) becomes a nonresident of the district, (iii) is convicted of a misdemeanor by failing, neglecting, or refusing to discharge any duty imposed upon him or her by this Act, or (iv) 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. A Trustee Vacancy Policy was approved by the Board in October, 2016.

Vacancies shall be filled by appointment by the remaining Trustees until the next regular library election, at which time a Trustee shall be elected for the remainder of the unexpired term.

ARTICLE III

DUTIES OF THE BOARD

Section 1:

The duties of the Board are:

  • To serve the District in accordance with the District's mission statement.
  • To economically and efficiently utilize public funds.
  • To commit to quality public library services which benefit the general public.
  • To formulate sound policies by which the District shall be governed.
  • To hire and evaluate the Library Director.

 

OFFICERS

Section 5: Nominations of Officers

At the regular meeting in April, the Board shall elect a Nominating Committee of three Trustees, whose terms are not expiring. One shall be appointed as the chairperson. The Nominating Committee shall present its recommendations at the May Board meeting, listing the names of one or more Trustee for each office, provided the consent of such nominees shall have been obtained. Additional nominations, with the consent of the nominees, may be made from the floor.

Section 2: Terms.

The President, Vice-President, Secretary and Treasurer shall serve two-year terms. No Trustee shall hold more than one office at any time

Section 4: Officer Vacancy

A vacancy in any office shall be filled by the Board for the unexpired term.

Section 1: Officers

The Officers of the Board shall be a President, Vice President, Treasurer, and Secretary. Officers shall be elected from among the Trustees and shall serve until the next election of Trustees and thereafter for two-year terms until their successors are duly elected by the Board.

Section 5: President

The President presides over all meetings. In the President's absence, the Vice President presides. The President appoints members of committees authorized by the District's regulations, ordinances, or other appropriate action.

Section 6: Vice-President

The Vice President, in absence of the President, shall perform all the duties of the President.

Section 7: Treasurer

The Treasurer shall keep and maintain accounts and records of the District. The normal depository of all financial records shall be the Library. An audit shall be conducted each fiscal year and a report filed with the Board according to statutory requirements. 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. The bond shall be in an amount and with sureties approved by the Board. The cost of a surety bond shall be borne by the District. Any person or entity or public body or agency having District funds, property or records in their possession shall, upon demand by any Trustee, transfer and release all such to the Treasurer. In the absence of the Treasurer or when the Treasurer is unable to serve, the President or Vice-President may perform the duties of the Treasurer.

Section 8: Secretary

The Secretary shall keep accurate records during the Secretary's term of office. The records shall include 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 matters affecting the operation of the District.

ARTICLE IV

ETHICS ADVISOR

The President, with the advice and consent of the Board, shall designate a Trustee to serve as Ethics Advisor for the District. The Ethics Advisor shall provide guidance to Trustees if a complaint is directed at a Trustee.

If a complaint is directed at the Ethic's Advisor, the Board President will provide guidance to the Trustees

FREEDOM OF INFORMATION ACT (FOIA OFFICER)

The President, with the advice and consent of the Board, shall designate a Trustee and the Library Director to serve as the FOIA Officer for the District. The FOIA Officer shall handle all FOIA requests and respond accordingly.

ARTICLE V

MEETINGS AND PROCEDURES

Section 1: Regular Meetings

Regular meetings of the Board shall be held at the Library on the third Monday of each month at 7:00 p.m.

Section 2: Agenda

An agenda for each meeting shall be prepared by the Library Director and reviewed by the Board President and shall be included with notice of the meeting.

Trustees who request items to be included on the agenda should notify the Library Director or the Board President at least one week in advance of the meeting.

Generally, the agenda should consist of the following items:

  • Call to Order
  • Roll Call
  • Town Hall
  • Consent Agenda
    1. Items to be Included in the Consent Agenda
      • Minutes
      • Approval of the Bill List
      • Approval of Transfer of Funds
      • Approval of the Financial Report
      • Designation of Two Trustees for the Monthly Bill Approval
      • Travel Reimbursement Approval
    2. Consideration of Item(s) Withheld for Separate Action
    3. Consent Agenda Approval
  • Correspondence
  • Reports, Questions, and Answers: President and Trustees
  • Action Items
  • Discussion Items
  • Directors Report (Informational Only)
  • Town Hall
  • Adjournment

 

Section 3: Special Meetings

Special Meetings of the Board may be called by the President or Secretary or by any four Trustees.

Section 4: Quorum

A quorum consists of four Trustees. A majority of Trustees present shall determine the vote taken on any question unless a larger majority is specified by statute or ordinance.

Section 5: Manner of Vote

All votes on any question shall be ayes (yes) or nays (no) recorded by the Secretary. Absentees and abstentions from votes shall be noted but shall not be counted for or against a question.

Section 6: Rules of Order

Robert's Rules of Order (most recent edition) govern all questions of procedures not addressed herein or not stated in applicable statutes.

Section 7: Attendance at Meetings by Electronic Means

A Trustee shall be considered present at a public meeting if attendance at the meeting is via any electronic means which allows a Trustee to hear the proceedings of the meeting and be heard by those physically present at the meeting. Attendance at a public meeting through electronic means is allowed at Board meetings and committee meetings, following the provisions of the Illinois Compiled Statutes (5 ILCS 120/7) (Open Meetings Act). The absent Trustee should state publicly via electronic means the reason for not being present at the time of roll call. The absent Trustee should notify the Board Secretary of the expected absence and the reasons for the absence at least 48 hours before the start of the meeting. If the absent Trustee is the President, the Vice President will preside. A Trustee present through electronic means should clearly identify himself or herself each time he or she speaks.

Section 8: Electronic Devices at Meetings

Trustees may not communicate electronically during a meeting. Trustees may, however, place electronic devices on the table in order to be notified of emergencies.

Section 9: Conflict of Interest

Any conflict of interest on the part of any Trustee shall be disclosed to the Board when the interest becomes a matter of Board action. Any Trustee having a conflict of interest shall not vote or use his personal influence on the matter and shall not be counted in determining the quorum for the meeting for that vote. The minutes of the meeting shall reflect that a disclosure was made, the abstention from voting, and the quorum situation. All Trustees shall be advised of this policy upon assuming office.

Section 10: Open Meetings Act

The Open Meetings Act applies to all meetings as defined in the Open Meetings Act (5 ILCS 120/1.02).

Section 11: Minutes

Minutes shall include, but need not be limited to:

  1. The date, time and place of the meeting;
  2. Trustees recorded as either present or absent and whether Trustees were physically present or present by means of video or audio conference; and
  3. A summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken.

 

ARTICLE VI

COMMITTEES

Standing and special committees shall be appointed by the President. Standing committees shall serve for serve for 2 fiscal years. Special committees shall serve until completion of the work for which they were appointed.

All committees shall be comprised of the Board President when necessary, one or two Trustees, and the Library Director. Designated staff and/or vendors may be appointed to a Standing committees and their duties are as follows:

Building Committee

  • With assistance of staff, inspect the Library facility and property annually to determine necessary improvements;
  • Submit to the Board a prioritized list of building projects that need to be addressed;
  • Submit recommendations to the Finance Committee regarding funds needed for building improvements.

Finance Committee

  • Review financial procedures and policies and make recommendations to the Board as needed;
  • Assist Library Director with preparing an annual budget;
  • Make recommendations to the Board for any adjustments that need to be made to the budget;
  • Review the annual audit report and address any comments made by auditors;
  • Create and implement a plan that will help eliminate any outstanding deficits.

Policy Committee

  • Review all District Policies on a rotating three-year basis;
  • Make recommendations regarding additions or changes to existing Policies;
  • Create and implement new Policies as needed;
  • Eliminate Policies no longer in effect;
  • Review the personnel handbook every three years.

ARTICLE VII

FINANCIAL SUPPORT

Financial support may be provided to Trustees for membership in library associations and for expenses for attending appropriate meetings and events.

ARTICLE VIII

LIBRARY DIRECTOR

The Board shall appoint the Library Director. The Library Director is responsible for administration of District Policies and supervision of District operations.

ARTICLE IX

AMENDMENTS & REVIEW

Amendments to these By-Laws may be proposed at any regular meeting of the Board and shall be effective as determined by the Board.

The Board will endeavor to review these By-Laws every three (3) years.

 

Adopted 10/17/05
Revised 09/17/18
Revised 3/21/22

Policy Type