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.
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 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.
The duties of the Board are:
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.
The President, Vice-President, Secretary and Treasurer shall serve two-year terms. No Trustee shall hold more than one office at any time
A vacancy in any office shall be filled by the Board for the unexpired term.
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.
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.
The Vice President, in absence of the President, shall perform all the duties of the President.
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.
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.
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
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.
Regular meetings of the Board shall be held at the Library on the third Monday of each month at 7:00 p.m.
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:
Special Meetings of the Board may be called by the President or Secretary or by any four Trustees.
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.
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.
Robert's Rules of Order (most recent edition) govern all questions of procedures not addressed herein or not stated in applicable statutes.
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.
Trustees may not communicate electronically during a meeting. Trustees may, however, place electronic devices on the table in order to be notified of emergencies.
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.
The Open Meetings Act applies to all meetings as defined in the Open Meetings Act (5 ILCS 120/1.02).
Minutes shall include, but need not be limited to:
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:
Financial support may be provided to Trustees for membership in library associations and for expenses for attending appropriate meetings and events.
The Board shall appoint the Library Director. The Library Director is responsible for administration of District Policies and supervision of District operations.
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