Taylorville Public Library

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Taylorville Public Library By-Laws

By-Laws of the Taylorville Public Library

Board of Trustees

Supersedes Revision of 1990; Amended and Adopted on January 19, 2010

Board of Trustees

Supersedes Revision of 1990; Amended and Adopted on January 19, 2010

The Taylorville Public Library exists under the Illinois Local Library Act and is subject to the provisions of this Act (ch. 81 of Illinois Revised Statutes). The Library and its Board of Trustees are also governed by the library laws as provided in chapters 116, 128, and any other statutes pertaining to local libraries as set forth in the Illinois Revised Statutes.

Article 1

Membership

Section 1- The Library Board shall consist of nine (9) trustees. Each shall be a resident of the city of Taylorville and be appointed to the Board by the mayor with the approval of the city council.

Section 2- Members of the Board shall hold office for three (3) years, with one-third of the membership being newly appointed each year.

Section 3- Annually, before the first day of April of each year, the mayor shall appoint new trustees to take the place of those retiring.

Section 4- The mayor may remove any trustee in the manner provided in Section 3-11-1 of the Illinois Municipal Code.

Article 2

Officers and Duties

Section I- At the last regular meeting of each fiscal year (April), officers for the coming year shall be chosen from the board members. They shall be as follows: president, vice-president, secretary and treasurer.

A majority of votes of those present shall elect. Any vacancy occurring in an office shall be filled as soon as possible by a majority of those present.

Officers shall serve for a term of one year and shall take office immediately following their election.

Section 2- The president of the Board shall preside at all regular meetings, appoint all committees, serve as an ex-officio member of all committees, certify all bills approved by the board, authorize calls for special meetings, and generally perform the duties of the presiding officer. 2

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Section 3- The vice-president shall assume the duties of the president during the absence of that officer. He shall be authorized to certify all bills approved by the Board in the absence of the president or treasurer.

Section 4 -If both president and vice-president should be absent, the duties of the president shall be delegated to that member of the Board having the longest period of service.

Section 5- The secretary shall keep, and report to the trustees, accurate minutes of monthly and special meetings. The secretary is also responsible for helping to ensure the board meets the current requirements of the State of Illinois Open Meetings Act.

Section 6- The treasurer shall act as custodian of all moneys, trust funds, etc., controlled by the Board, give regular reports of the state of these moneys and funds, and certify all bills approved by the Board.

Article 3

Meetings

Section 1- The Board shall hold regular meetings in the library building. The time and date of these meetings shall be determined annually by the Board and shall be convenient for the trustees, the library director, and the general public.

An appropriate notice as specified by the Illinois Revised Statutes (Ch. 102. paragraph 42.102) shall be prepared and posted in the public library building.

If a quorum is not present at a regular scheduled meeting, that meeting may be cancelled or rescheduled at the convenience of the trustees and the library director. Public notice of this change shall appear at least one day prior to the meeting.

Bills for the usual and customary operation of the library for any other month at which a quorum is not present, or any interim period, shall be approved by the President, and the treasurer of the Board. Checks for the payment thereof shall be issued, signed, and paid by the authorized board officers.

Roberts Rules of Order shall govern in the parliamentary procedure of the Board. Any of these rules may be temporarily suspended by a unanimous vote of all the trustees present at any meeting, and the vote on such suspensions shall be taken by yeas and nays, and entered in the official record. 3

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Any board member unable to be present at a regular or special meeting of the Board shall notify the library director of such anticipated absence.

Section 2- The annual meeting shall be held at the first regular meeting of the new fiscal year in May. Business shall include the following:

I. Annual reports of the treasurer and the library director shall be presented to the Board.

II. Annual reports of any committee or officer shall be presented to the Board.

III. The Board shall review and approve the Annual Budget Appropriation Resolution, Indemnity Resolution, Appointment with Bonded Agent Agreement, Notice of Prevailing Wage, and all other required resolutions and measures necessary for the ensuing fiscal year.

IV. The Board shall determine the time and place of all regular meetings to be held during the ensuing fiscal year.

V. The Board shall approve a written motion or a resolution scheduling the meetings which shall be incorporated into the minutes.

VI. Appointments of standing committees shall be made.

Section 3- Special meetings may be called by the president of the Board or upon request of three (3) trustees. In the absence of the president, a special meeting may be called by the vice-president upon request of three (3) trustees. Notice of special meetings shall be given either in writing or by telephone to each trustee at least twenty-four (24) hours before the appointed time for such meeting. A public notice shall be posted in the library building at least twenty-four (24) hours in advance of the meeting.

Quorum

A quorum for the transaction of business shall consist of five trustees. A lesser number may adjourn the meeting.

Article 5

Committees

Section I- The following standing committees shall be appointed by the president: Building, Finance, Human Resources, 4

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Technology, and Long Range Planning. The duties of each standing committee shall be such as are associated with its name or as shall be assigned to it by the Board. Special committees may be appointed as needed by the President. The President and Library Director shall serve as ex-officio members on all committees.

Section 2- The president may create or dissolve other committees as deemed necessary or desirable.

Section 3- Committees shall report regularly but at least annually to the Board.

Section 4- Committee Responsibility

Building

The Building Committee shall inspect the library building, regularly but at least annually and report on its condition to the Board.

This committee shall consult with the library director regarding any improvements needed in the library building and recommend such improvements to the Board.

This committee shall handle the arrangements for all repairs, replacements, redecorating, and change of equipment needed for the library building and grounds.

Major or capital repairs or replacements which may be found necessary or deemed advisable shall be handled with the approval of the Board, but under the supervision of this committee.

Minor or emergency repairs or replacements may be handled solely by this committee as they arise.

This committee may delegate to the library director such responsibilities concerning building maintenance as necessary for the efficient and safe operation of the library.

This committee shall work closely with any special committee that may be appointed to study expansion or a building program.

Human Resources

The Human Resources Committee shall act as a liaison between the Board and the library staff.

This committee shall consult with the library director regarding grievances and job performances of the library personnel. This committee shall have primary responsibility for locating and recommending to the Board the hiring of a competent library director. This committee shall at least annually evaluate the job performance of the library director. 5

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Finance

The Finance Committee shall prepare, with the assistance of the library director and board treasurer, an annual budget which shall be approved by a quorum of the Board. This budget shall be delivered to the mayor and the city council for use as a basis for the annual library appropriations.

This committee shall be responsible for preparing applications for government grants, funds, and any other financial assistance available to qualifying libraries.

This committee shall provide guidance to the board treasurer and library director in the custodial care of all library funds.

Technology

The Technology Committee shall have jurisdiction over all policies, purchases and development of procedures pertaining to automation, technology programs, the official web site and the purchase, repair and maintenance of all technology equipment.

Long-Range Planning

The Long-Range Planning Committee shall develop a long-range plan for the library in conjunction with the librarian. The plan should broadly encompass the future direction for library services and physical improvements for a period up to five years in length. The plan should be examined annually and updated as required.

Article 6

Records

All records and accounts of the library and of the Board shall be kept in the library building. All such records and accounts shall be open for the inspection and use of any trustee at all reasonable times. The library director will serve as the Freedom of Information Officer regarding fulfilling requests for records by the public. 6

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Article 7

Library Director

The library director shall be considered the executive officer of the Board and shall have sole charge of the administration of the library under the direction and review of the Board.

The library director shall be responsible for carrying out the policies and rules of the Board, both as to their construction and their intent. The library director shall attend all board meetings except those at which his appointment, dismissal, or salary is to be discussed or decided, but shall have no vote.

The library director shall report regularly to the Board on the work of the library, along with such information, suggestions, and recommendations as are needed by the Board for the proper operation and programs of the library.

The library director shall perform additional duties as the Board may assign.

Article 8

Amendments

These By-laws, or any other procedural or policy documents, may be amended at any regular meeting of the Board, provided the amendment was stated at the previous meeting or by written notice given to all Board members at least ten (10) days prior to the meeting. A majority vote of the directors present is required to approve an amendment.