Board Bylaws

Bylaws of the Maple Park Public Library

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.

Regular Meetings

The regular meeting of the Board of Library Trustees of the Maple Park Public Library shall be on the third Thursday of each month. The meeting shall be at the library at 7:00 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.

Special Meetings

Special meetings shall be held at any time when called by 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 on the front door of the library except in the case of a bona fide emergency.

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Quorum

If the library is operating with a full Board of seven members, a quorum at any meeting shall consist of four Board members.  In the event that the library is not operating with a full Board of seven members, a quorum shall consist of three Board members.

Board of Library Trustees

The Board of Library Trustees of the Maple Park Public Library is charged with the responsibility of the governance of the library. The Maple Park Library Board consists of 7 members.  Library Board members are elected to the position by the public or appointed by current voting Library Board members.  Each Board member is to serve a 4 year term with terms expiring on alternating odd number years (three Board members’ terms expire together and the remaining 4 Board members’ terms expire on alternate odd number years).  The term of appointment shall commence June 1.   Appointments to fill a vacancy during a term shall be for the unexpired remainder thereof. 

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 a minimum of 7 times per fiscal year. These meetings will be open to the public, and noticed in advance.

Any Board member wishing to have an item placed on the agenda will call or email the Board President in sufficient time preceding the meeting to have the item placed. Any Board member who is unable to attend a meeting will call the library to indicate that he or she will be absent. Due to the fact that a quorum is required for each meeting, this phone call should be placed as far in advance as possible.

Board members are not to be compensated pursuant to statute, but will be reimbursed for necessary and related expenses as trustees. To be effective, Board members must attend most 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 member attend a minimum of one Library System (or other library related) workshop, seminar, or meeting during each calendar year.

DUTIES AND RESPONSIBILITIES OF TRUSTEES

1. Attend all Board meetings.

2. Hire a competent and qualified Library Director.

3. Determine and adopt written policies to govern the operation and programs of the library.

4. Determine the needs of the library and secure adequate funds for the library's programs.  Review and submit an annual budget.

5. Know the program and needs of the library in relation to the community, know the local and state laws, keep abreast of standards and library trends and support action to improve the library program.

6. Establish, support, and participate in a planned public relations program.

7. Review the program and operation of the library and make policy decisions regarding its management.

8. Attend regional, state, and national trustee meetings and workshops when practical and affiliate with appropriate professional organizations.

9. Consider gifts, donations, endowment funds, or any other monies for the library and deposit all funds so received with the City Finance Treasurer's Department on the same day in which it is received.  Money shall be drawn from such account only for public purposes in relation to the maintenance of the library and its services and only upon approval and order of the Board of Trustees. 

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 verbal/ballot vote for 1-year terms at the regular meeting in the month of May. The president shall not serve more than two consecutive terms unless by unanimous board consent. In the event of a resignation from an office, an election to fill the unexpired term of that office will be conducted by a verbal/ballot vote at the next regular meeting or as soon as possible.

President

The president shall preside at all board meetings, appoint all standing 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 is authorized by the Board to sign checks along with the treasurer.

Vice President

The vice-president, in the absence of the president, shall assume all duties of the president.

Secretary

The secretary shall keep minutes of all board meetings, record attendance, record a roll call on all votes (except when a ballot vote is taken). The secretary shall perform all other such clerical duties as may be assigned by the board.

Treasurer

The treasurer is authorized by the Board to sign checks, shall serve on the finance committee, and shall draw up checks. The treasurer shall keep all financial records of the Board. The normal depository of all financial records shall be the library. The treasurer shall have charge of the library funds and income, sign all the checks on the authorization of the board, and report at each meeting the state of the funds. In the absence of the treasurer or when he or she is unable to serve, the president or vice-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.

New Trustees

The librarian shall meet with new trustees to review services and present a packet which includes the Library Policy and other procedural material, a list of trustees, minutes and financial reports for the previous 12 months, and other pertinent information.

Duties of the Library Director

The Library Director shall administer the policies adopted by this Board. Among duties and responsibilities of the Library Director shall be that of [making recommendations for] hiring personnel, directing, supervising and disciplining of all staff members, monthly and annual reports as required by the Board, and recommending such policy and procedure as will promote the efficiency and service of the library.

LIBRARY DIRECTOR DUTIES

1. The Library Director shall serve at the pleasure of the Board of Trustees.

2. The Library Director shall have sole charge of the administration of the library under the direction and review of the Board.

3. The Library Director shall attend all Board and committee meetings, except where salary, performance, or continued employment are under discussion.

4. The Library Director shall be held responsible for carrying out the policies of the Board, for recommending needed policies for Board action, and acting as technical advisor to the Board.

5. The Library Director shall be responsible for the care of library property and the general management of library services, for suggesting plans for extending the library services, and preparing reports showing the library's current progress and future needs.

6. The Library Director shall prepare an annual budget request for the library in consultation with the Board.

7. The Library Director shall select and order all books and library materials within the framework of book selection policies approved by the Board.

8. The Library Director is expected, when practicable, to represent the library in the community and in state, regional, and national professional organizations and meetings.

9. The Library Director shall make statistical and evaluative reports to the Board and control expenditures of library funds.

10. The Library Director is responsible for training and supervision of the Library Clerk.

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.

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.

Administrative 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. 

Staff personnel records are confidential and shall be kept in a secure place, and only the Library or any person authorized by the Library Director shall have access to these records.

Confidential records of the Board, such as personnel records concerning the Library Director, shall be kept in the library or with the President, and only members of the Board shall have access to these records.

Circulation Records

Circulation records and other records identifying the names of library users with specific materials hereby are recognized as confidential in nature, and access thereto is hereby restricted to library staff and those members of the public with a legitimate interest therein, as hereafter provided for.

All library staff and employees are hereby advised that such records shall not be made available to casual members of the public, the press, or to any agency of State, Federal, or Local government, except pursuant to such process, order, or subpoena as may be authorized under the authority of and pursuant to Federal or State law relating to civil, criminal, or administrative discover procedures or legislative investigative power.

Library staff shall observe the following procedures: On receipt of any legal process, order, or subpoena, the library staff member in charge will immediately consult with the President of the Board and the Library Attorney to ensure that (a) the document is in proper legal form, and (b) there has been a proper showing of good cause for its issuance in a court or administrative body of competent jurisdiction. Until the legality of such process, order, or subpoena has been affirmatively shown to the satisfaction of the Library Attorney, the Library will resist its issuance or enforcement until any such defects have been cured.

Meeting Order of Events

1. Meeting called to order

2. Reading of the minutes

3. Introduction of guests

4. Public Comments

5. Director’s Report

6. Treasurer’s Report

7. Old Business

8. New Business

9. President’s Report

10. Setting of next meeting

11. Adjourned

PUBLIC PARTICIPATION

The Library Board of Trustees acknowledges that public participation at Board meetings provides necessary input on various matters of concern to the public and contributes to the effective operation of the library.  Members of the public are encouraged to participate at Board meetings in accordance with this Policy. The Library Board of Trustees hereby states its intention to comply with the laws of Illinois concerning provisions for public comments at open meetings.

 1.         Public participation shall be permitted at any regular or special meeting of the Library Board of Trustees or any committee thereof which is required to be open to the public under the provisions of the Illinois Open Meetings Act (Illinois Rev. Statutes, ch. 102., par. 41 et seq.).  The Board shall not, however, permit public participation during any meetings or portions of meetings that are deemed closed sessions under the Open Meetings Act.

 2.         A portion of each meeting required to be open to the public shall be reserved and set aside for purposes of public comment and participation.  In addition to that portion of the meeting set aside for public participation, the president of this Board, in his discretion, may permit public comment at any other time during the meeting.

 3.         The Board shall permit any member of the public, including non‑residents and employees of the library, to comment to or ask questions of the Board during that portion of the meeting designated for public participation.  The Board has no obligation, however, to respond to any comments or answer any questions raised by members of the public.

 4.         Members of the public shall be permitted to comment on any subjects or issues of public concern, with the exception of matters discussed and acted upon at a prior meeting.  If the subject falls within the statutory exceptions to the Open Meetings Act, however, the Board reserves the right to immediately adjourn the meeting to closed session to discuss such matters.  If the president of the Board, in his discretion, decides that circumstances merit reconsideration of a matter discussed and acted upon at a prior meeting, the Board may permit public comment on such a matter.  The president's allowance of public comment on such matters shall be non-preferential in character.

If a substantial number of members of the public desire to comment at any meeting, the president of the Board, in his discretion, may appoint members of the public to act as representatives or spokespersons for purposes of making public comments.