ARTICLE I – MEETINGS
SECTION 1
Regular meetings of the Board shall be held monthly at a fixed time and date determined in advance each year by the Board and recorded in the minutes. Changes in the time and date for the future meetings may be made at any regular or special meeting of the Board.
SECTION 2
Membership on the Board is determined by Illinois State Statutes, and five members shall constitute a quorum.
SECTION 3
Special meetings may be called by the President, or upon written request of three Board Members. At special meetings only such matters of business may be transacted as are stated in the call for the special meeting.
SECTION 4
The February meeting shall be designated the Annual Meeting, at which time the reports of the Librarian and Board President shall be presented for approval and authorized for transmittal to the City Council. The reports shall include a review of the year’s activities.
SECTION 5
Notice of all regular meetings shall be emailed by the Secretary or the Administrative Librarian to each member of the Board at least five days before the date of the meeting. For special meetings, all Board members shall be notified by telephone call or email at least forty-eight hours prior to the meeting.
SECTION 6
The order of business at regular meetings shall be as follows:
- Roll Call
- Welcome of Guests
- Public Comment
- Minutes of Previous Meeting
- Treasurer’s Report
- President’s Report
- Librarian’s Report
- Correspondence
- Reports by Committees
- Old Business
- New Business
- Adjournment
SECTION 7
Meetings shall be conducted in accordance with Robert’s Rules of Order on all points not specifically covered in these Bylaws.
ARTICLE II – OFFICERS
SECTION 1
The officers of the Board shall be a President, a Vice-President, a Secretary, and a Treasurer, each of whom shall serve for terms of one year. Their length of tenure in the same office shall be no longer than four consecutive years unless filling unexpired terms. Officers shall not be eligible for reelection to the same office until one year has lapsed. They then may serve another four consecutive years if reelected.
SECTION 2
The President shall preside at all meetings, establish all committees with the approval of the Board, appoint committee members, authorize calls for special meetings, and generally perform the duties of a presiding officer. The President has the right to vote on all matters and is an ex-officio member of all committees with the exception of the Nominating Committee.
SECTION 3
The Vice-President presides and performs the duties of the President in his/her absence. If the President vacates his/her office, the Vice-President shall fill that vacancy for that term and a new Vice-President shall be elected (see Article III, Section 2).
SECTION 4
The Secretary shall cause minutes of all board meetings to be kept; notices of all regular and special board meetings to be issued; and minutes and other records of the Board not specifically assigned to other officers to be kept in safe custody. It is the Secretary’s responsibility to ensure that the Mayor is notified of any vacancies occurring on the Board. The Secretary shall call a meeting to order in the absence of the President and Vice-President, and will preside until the election of a Chairperson pro tem, which should take place immediately.
SECTION 5
The Treasurer shall have charge of all Library funds and shall arrange for payment of expenses and obligations as authorized by the Board; shall make a financial report at each regular meeting; shall furnish such information as may be requested by the Board or any appropriate committee; and shall serve as the Chairperson of the Budget and Finance Committee.
ARTICLE III – ELECTIONS
SECTION 1. NOMINATIONS
The President shall appoint a Nominating Committee of three members of the Board at a regular
meeting prior to the August meeting. Such Committee shall present its recommendations for
officers at the August regular meeting, listing the names of one or more candidates for each office,
provided the consent of each such candidate shall have been obtained. The slate of officers shall
be placed in nomination at the September meeting. Additional nominations may be made from
the floor. At this time, the presiding officer shall close the nominations for each office.
Election follows immediately with votes cast by voice.
The terms of the newly elected officers shall begin at the close of the meeting.
SECTION 2. VACANCIES
Should a vacancy occur in any office, with the exception of the President (see Article II, Section 3), the Nominating Committee shall present a nominee at the next regular business meeting. Nominations may be made from the floor with the consent of the nominee. The Board shall fill the vacancy by election at the same business session.
ARTICLE IV – DISBURSEMENT OF FUNDS
SECTION 1
Disbursement shall be made only upon authorization by the Board.
SECTION 2
All disbursements shall be signed by two designated signatories, normally the Treasurer and the Administrative Librarian. In their absence, any other designated signatories by the Board may sign.
ARTICLE V – COMMITTEES
SECTION 1
There shall be such regular and special committees as may be determined by the Board from time to time.
ARTICLE VI – GIFTS
SECTION 1
All gifts to the Library of money or securities shall be deposited in a bank designated by the Board. Withdrawals from this fund must be approved by the Board. Withdrawals against this account must be signed by two designated signatories: President, Vice- President, Treasurer, Administrative Librarian or signatory as designated by the Board.
SECTION 2
All gifts of property other than money or securities shall be held, used, or disposed of at the sole discretion of the Library Board.
ARTICLE VII- AMENDMENTS
SECTION 1
Amendments to these Bylaws may be presented at any regular Board Meeting. Action on any proposed amendments shall take place at the next regular meeting of the Board. These Bylaws may be amended by two-thirds’ affirmative vote of the members present and voting.
Adopted: January 5, 1989
Revised: February 9, 1995
Revised: July 10, 2008
Revised: October 11, 2012
Revised: October 26, 2016
Revised: September 20, 2018