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Board: Trustees, Meeting Agenda & Minutes
Our mission is to be a unique resource to offer open access to information that fosters a passion for reading, learning, and the exchange of ideas. As the heart of our community, we support democracy, citizenship, and the cultural growth of the Sugar Grove Public Library District.
Bylaws of the Sugar Grove Public Library District
These rules are supplementary to the provisions of the statutes of the State of Illinois as they relate to the procedures of Boards of Library Trustees.
Article I. Purpose
Section 1.01 Establishment
The Sugar Grove Public Library District is established by 75ILSC 16/1-10 of the Illinois Library Laws and Rules.
The Board of Library Trustees shall be responsible for the provision of library services in the Sugar Grove Public Library District and shall author, implement and publish governing policies.
Article II. Meetings
Section 2.01 Regular Meetings.
The regular meeting of the Board of Library Trustees of the Sugar Grove Public Library District shall be on the Fourth Thursday of each month. The meeting shall be at the library at six (6) o’clock p.m. The meetings shall be open to the public and noticed in advance. At the beginning of each fiscal year, the board shall, by ordinance, specify regular meeting dates and times. The Secretary of the Board shall then (1) provide for the local newspaper the schedule of regular meetings of the board for the ensuing fiscal year, and (2) post the schedule of meetings in the library. Both notices shall have the dates, times, and places of such meetings.
Section 2.02 Special Meetings.
Special meetings shall be held at any time when called by the president or secretary or by any four (4) trustees of the board, provided that notice with the agenda of the special meeting is given at least 48 hours in advance, except in the case of a bona fide emergency, to board members and to any new medium which has filed an annual request for notice under the Open Meetings Act; no business except that stated in the notice and agenda shall be transacted. Notice and agenda shall be posted 48 hours in advance in the library and as further required by the Open Meetings Act except in the case of a bona fide emergency.
Section 2.03 Annual Meeting
An annual meeting, which may be a Regular Board Meeting, shall be held in September for the purpose of hearing the annual reports of the librarian and committees. The report should include a summary of the year’s work with detailed account of the receipts and expenditures, a budget for the following year, and other information according to statute. A copy of this report shall be forwarded to the Illinois State Library in accordance with the law. A copy is also kept on file in the library.
Section 2.04 Quorum.
A quorum at any full Board meeting shall consist of four (4) Trustees.
Section 2.05 Absences
Trustees who will miss a Board Meeting due to unavoidable scheduling conflicts or illness should advice the Board President or the Library Director as soon as possible.
Trustees who miss four (4) meetings in any twelve (12) consecutive month period will be reviewed by the Officers of the Board.
Section 2.06 Vacancies
Vacancies in the office of Library Trustee shall be declared by the Board and filled by the Board in accordance with applicable law.
Article III. Board of Library Trustees
Section 3.01 Responsibilities
The Board of Library Trustees of the Sugar Grove Public Library District is charged with the responsibility of the governance of the library. The Board will hire a skilled Library Director who will be responsible for the day-to-day operations of the library. The Board will meet at least once per month. These meetings will be open to the public, and noticed in advance.
Section 3.02 Procedures for Meetings
The Library Director and Trustees shall submit agenda items to the Board Secretary not less than nine days prior to the day of the Regular Board Meeting. The Board Secretary shall prepare the agenda and submit it to the President for approval. The Board Secretary shall submit the approved agenda and/or information packet to the Library Director for distribution to the other Trustees one week prior to regular Board meetings. Any Trustee wishing to have an additional item placed on the agenda shall contact the Board Secretary with sufficient time preceding the meeting to have the item placed. Any Trustee who is unable to attend a meeting shall notify the Board President or Library Director to indicate that he or she will be absent. Because a quorum is required for each meeting, this notification should be placed as far in advance as possible.
Section 3.03 Compensation
Trustees are not to be compensated pursuant to statute, but will be reimbursed for necessary and related expenses as trustees.
Section 3.04 Education
Trustees should attend all meetings, read materials presented for review, and attend an occasional Library System (or other library related) workshop, seminar, or meeting. The Library Director will make the dates of these workshops known to the Board in a timely manner. It is the goal of the Board of Library Trustees to have each Trustee attend a minimum of one Library System (or other library related) workshop, seminar, or meeting during each calendar year. Trustees using their own vehicle will be reimbursed at the rate allowed by the IRS for travel to and from any Library System (or other library related) workshop, seminar, or meeting.
Section 3.05 Officers and Elections
The officers of the Board shall be a president, a vice-president, a secretary, and a treasurer. Those officers shall be elected by a ballot vote for two (2) year terms at the regular meeting in the month following the trustee election in odd years. The President shall not serve consecutive terms unless by unanimous Board consent. In the event of a resignation from an office, a recommendation to fill the unexpired term of that office will be made by the Board President to be approved by the Board as soon as possible.
The President shall preside at all Board meetings, appoint all Board Representatives and Special Committees, serve as ex-officio member of all committees, and perform all other such duties as may be assigned by the Board. The President shall be the only spokesperson for the Board of Library Trustees in all advisory or disciplinary action directed to the staff. The President is authorized to sign checks in the absence of the Treasurer.
(b) Vice President
The Vice-president, in the absence of the President, shall assume all duties of the President.
The Secretary shall make certain there is a written record and permanent minutes of all Board proceedings, record attendance, and record a roll call on all votes (except when a ballot vote is taken). The Secretary shall ensure the posting of the agendas, dates, time, location, and minutes of Regular and Special Board meetings. The Secretary after receiving items for the agenda from the director and trustees shall share the agenda with the Board President. Upon the President’s approval, the final agenda will be sent to the Director who shall send it to the other trustees. In the absence of the Secretary, the Board President will appoint a person to take meeting minutes noting his or her name in the minutes of that meeting.
The Treasurer is authorized by the Board to sign checks, shall serve as the Finance Representative, and shall draw up checks. The Treasurer shall keep all financial records of the Board. The normal depository of all financial records shall be at the library. The Treasurer shall have charge of the library funds, income, and contracts that obligate the library funds; shall sign all the checks on the authorization of the Board; and report at each meeting the state of the funds. If he or she is unable to serve, the President may perform the duties of the Treasurer. The Treasurer shall be bonded in the amount to be approved by the Board and according to statute requirement. The Treasurer is authorized to pay salaries and insurance bills as they come due.
Article IV. Board Representatives
The Board shall have Representatives to be responsible for and report to the full board about Budget and Finance, Policy, Long Range Plan, Bylaws, Building and Grounds, Technology, Donations and Gifts, and Community Relations. The Board Representatives shall be appointed semi-annually in odd years at the July Regular Board Meeting. If a vacancy occurs, the President will appoint a replacement to the vacant position. The Library shall be the depository of all Representative reports.
Bylaws of the Sugar Grove Public Library District (continued)
Section 4.01 Budget and Finance Representative
The Finance Representative shall be the Treasurer, who will work closely with the Library Director. The Finance Representatives responsibilities include, but are not limited to, drafting a preliminary Budget or Budget and Appropriations Ordinance for full board approval, drafting a Levy for full board approval, drafting a working budget for full board approval, monitoring library investments and debt service, and implementing the library’s purchasing and investment policy.
Section 4.02 Building Representative
The Building Representative’s responsibilities include, but are not limited to, conducting an annual inspection of the library’s physical facility to identify areas which are in need of repair, and making recommendations to the full board regarding any and all repairs which are deemed necessary either as a result of the annual inspection or throughout the year as the need arises.
Section 4.03 Grounds Representative
The Grounds Representative’s responsibilities include, but are not limited to, conducting an annual inspection of the library’s grounds, parking lots, exterior lighting, and landscaping to identify areas which are in need of repairs, replacement, or enhancement, and making recommendations to the full board regarding any and all work deemed necessary either as a result of the annual inspection or throughout the year as the need arises.
Section 4.03 Bylaws Representative
The Bylaws Representative is responsible for overseeing and recommending changes to the Bylaws.
Section 4.04 Long Range Planning Representative
The Long Range Planning (LRP) Representative’s primary responsibility is to work with the Library Director in leading the development of the Library’s one, five, and ten year goals for the approval of the full board. The LRP Representative will also lead an annual assessment of progress toward meeting the goals as outlined the previous year and revision of future goals as needed.
Section 4.05 Personnel Representative
The Personnel Representative’s responsibilities include, but are not limited to, preparation of the annual review of the Library Director for discussion among the full board prior to the formal review, assisting the Library Director in the preparation of his or her annual statement of goals and objectives for the coming year, and assuming a leadership role in the resolution of any personnel conflict which cannot be resolved by the Library Director. The Library Director is responsible for the annual review of all other library employees.
Section 4.06 Policy Representative
The Policy Representative’s primary responsibility is to develop the Library Policy. This policy shall include the division of responsibility between Board and staff, a Library Materials Selection Policy, and shall adhere to the “Library Bill of Rights” and the “Freedom to Read” statements of the American Library Association. The Policy Representative shall determine the library regulations governing the use of the Library and review sections of existing policy in a systematic fashion to insure that all policy is reviewed at an interval not to exceed three years. As a result of such policy reviews, the Policy Representative will make recommendations regarding additions or changes to existing policy as well as deleting policies which are no longer appropriate or of value. The entire library Policy must be approved by Board vote and made readily available to the public.
Section 4.07 Technology Representative
The Technology Representative’s responsibilities include, but are not limited to, conducting an annual assessment of the technology utilized by the Library in order to determine which technology is no longer needed, which technology needs to be upgraded, and which technology needs to be added; and, based on this assessment, developing and updating the Library’s Technology Plan for the approval of the full board. A copy of this approved Technology Plan shall be forwarded to the state library to satisfy the requirements for the per capita grant application.
Article V. Special Committees
Special Committees may be appointed by the President to present reports or recommendations to the Board and shall serve until the completion of the work for which they were appointed. The Library shall be the depository of all Special Committee reports.
Section 5.01 Library Director Search Committee
When the position of librarian falls vacant, the Board shall immediately select an acting library director for the interim and establish a Library Director Search Committee, which shall consist of the President and at least two members elected from the Board. Applications for the position of library director shall be filed at the library and available to all Board members. The Search Committee shall report the results of applications and interviews to the Board. Five votes shall be required for the Board to hire a Library Director, after which the Search Committee is dissolved.
Section 5.02 Community Relations Committee
The Community Relations Representative is primarily responsible for fostering a positive relationship between the library and the district voters. When necessary, the Community Relations Representative shall create and compile surveys regarding library use and library image in the district and shall present the results to the full board for further discussion or action.
Article VI. Order of Business
The following Order of Business shall be followed at regular meetings:
Call to order
Roll call, recording both present and absent members
Pledge of Allegiance
Adoption of the agenda; requested changes to consent agenda, including review of minutes of previous meetings
President’s report, correspondence
Secretary’s report, approval of minutes as received or corrected
Correspondence, communications, and public comments
Financial report, approval of bills payable
Committee reports, in order of their appearance in the Bylaws
Executive Session, if applicable
Article VII. Parliamentary Procedure
Robert’s Rules of Order, Revised shall govern the parliamentary procedure of the Board, unless otherwise specified in the Bylaws.
Article VIII. New Trustees
The Library Director shall meet with new trustees within two months of his or her election or appointment to examine the property and review services and shall present to new trustees a packet which includes the Library Policy and other procedural material, a list of trustees and committees, minutes and financial reports for the previous 12 months, and other pertinent information.
Article IX. Duties of the Library Director
The Library Director shall administer the policies adopted by this Board. Among duties and responsibilities of the librarian shall be that of guiding the Board’s long term planning process; working with the Board of Trustees to forge relationships with other community agencies and organizations to foster a positive image of the library, hiring personnel within the allotted salary budget or budgetary guidelines of the Board, planning and directing staffing activities to meet Board goals and objectives, directing, supervising and disciplining of all staff members, providing detailed monthly and annual financial and other reports as required by the Board, monitoring and seeking grant funding when possible and practical, and recommending such policy and procedure as will promote the efficiency and service of the library.
Article X. Amendments
Amendments to these Bylaws, the Library Policy, or any other policy or procedural document may be proposed at any regular meeting of the Board and will become effective if and as adopted by a majority of those members present providing they represent a quorum.
Article XI. Copyright and Copying
The Library may copy for its own collection material that has been lost or deteriorated only if such material is not available at a fair cost. It will post prominently all required notices regarding the copying of any materials in the library.
Article XII. Administrative Records
Section 12.01 General Records
Administrative records of the library shall be kept in the library and shall be available to the general public upon request. These shall include the monthly and annual reports of the library, all financial reports, minutes of the public Board meetings, and actions and other such items as the Board or Library Director shall file there.
Section 12.02 Personnel Records
Staff personnel records are confidential and shall be kept in a secure place, and only the Library Director or any person authorized by the Library Director shall have access to these records.
Section 12.03 Confidential Records of the Board
Confidential records of the Board, such as personnel records concerning the Library Director, shall be kept in the library, and only members of the Board shall have access to these records.
Adopted on August 23, 2012 by the Sugar Grove Public Library District Board of Trustees; Amended August 25, 2013.
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