BYLAWS
Article I. Establishment and Authority [75 ILCS 16/30-35]
1.1 The name of the organization is the Board of Trustees of the Oglesby Public Library District, Oglesby, Illinois, being an Illinois not-for-profit institution. The District operates according to the provisions of Chapter 75, Act 16, of the Illinois Compiled Statutes, 1992 (The Illinois Public Library District Act of 1991).
1.2 These rules are supplementary to the provisions of the statutes of the State of Illinois, which hold precedence as they relate to the procedures of boards of library districts.
1.3 The office of the Board shall be located at the Oglesby Pubic Library, 111 South Woodland Avenue, Oglesby, Illinois 61348.
1.4 The Districts fiscal year shall begin with July 1 and end with June 30.
Article II. Objectives [75 ILCS 16/ 1-10]
2.1 To serve the Oglesby Public Library District in accordance with the library’s mission statement.
2.2 To provide an adequate staff that will provide library services for every citizen in the district.
2.3 Provide materials to satisfy the reference, research, recreation, and leisure needs of the district, directly or by referral to the PrairieCat Library System.
2.4 To foster the economic and efficient utilization of public funds.
2.5 To commit to quality public library services which benefit the general public.
Article III. Governance [75 ILCS 16/30-10, 16/3025, 16/30-30]
3.1 The Oglesby Public Library District shall be governed by a seven-person Board of Trustees.
3.2 Board members serve according to a set of Principles of Professionalism which serve as a framework for the mission, goals and governance of the Library. The Principals of Professionalism are:
a. Accountability (Confidentiality, Dedication to the Library Mission Statement, Direction, and Stewardship)
b. Integrity (Commitment and Loyalty to the Organization)
c. Teamwork (Collaboration, Flexibility, Open Communication, Open- Mindedness, Recognition, Relaxed but Businesslike Attitude, Respect)
d. Customer Service Orientation (Hospitable Atmosphere, Inclusiveness, Information-Orientation, Responsive Service)
3.3 All trustees shall have one vote on the Board. The president shall vote only in the case of a tie.
3.4 The board shall be elected at large in a regularly scheduled election by all voters residing in the district. Terms shall be staggered with at least two terms expiring every two years. Any resident of the library district is eligible to run for the board upon compliance with state election law procedures. No member will hold more than one elected position on the Board of Trustees at a time. Election or appointment to a second position creates an immediate vacancy in the first.
3.5 In the event that an officer resigns their position an election of all officers will be held at the following board meeting, whether special or regular, for the remainder of the elected term.
3.6 In compliance with the Illinois Public Library District Act, all vacancies shall be filled within 90 days after a vacancy is declared 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. If the vacancy occurs with less than 28 months remaining in the term, and if the vacancy occurs less than 88 days before the next regular scheduled election for this office, then the person so appointed shall serve the remainder of the unexpired term and no election to fill the vacancy shall be held.
3.7 The Board of Trustees shall declare a vacancy in the office of Trustee when an elected or appointed Trustee:
a. declines, fails or is unable to serve more than 6 meetings in one calendar year
b. becomes a nonresident of the District
c. is convicted of a misdemeanor by failing, neglecting or refusing to discharge any duty imposed upon him/her by the Illinois Public Library District Act of 1991
d. fails to pay the library taxes levied by this District
Before declaring a vacancy in the office of Trustee, the Trustee in question shall be notified in writing of the reason(s) why the Board of Trustees is considering declaring a vacancy in his/her office. The written notice shall be mailed at least fifteen (15) days before the date of a proposed meeting when the reason(s) for declaring a vacancy shall be considered by the Board of Trustees. The Trustee in question may be represented by an attorney and shall be given an opportunity to be heard, produce witnesses and cross-examine witnesses at the meeting at which the vacancy of his/her office is to be considered by the Board of Trustees. Upon the affirmative vote of a majority of the Board of Trustees, a vacancy may be declared in the office of the Trustee for any one or more of the four (4) reasons set forth above. In the event a vacancy is declared in the office of Trustee, said vacancy shall be filled pursuant to the provisions of section 16/30-25 of Chapter 75 of the Illinois Compiled Statutes following an advertisement and search for a new trustee.
3.8 In order to provide, support and maintain public library service within the District, the Board of Trustees shall have the exclusive powers and duties of governance of the District, providing for both physical and financial needs of the District and shall appoint a competent Librarian, all in compliance with the provisions of the Illinois Public Library District Act and such other laws which may apply.
3.9 All members of the Board of Trustees shall serve without compensation but shall be reimbursed from district funds for their actual and necessary expenses incurred in the performance of their duties.
Article IV. Responsibilities [75 IL 16/30-50, 5 ILCS 120/ 2.03
4.1 The Oglesby Public Library Board of Trustees is charged with the responsibility
of the governance of the library.
4.2 The Board will hire a skilled Library Director who will be responsible for the day to
day operations.
4.3 The Board will, by ordinance and by January 1st of each year, specify the time, place, and the date of the regular meetings for the next calendar year with at a minimum of 10 regular meetings called and a maximum of 12 regular meetings each calendar year.
4.4 Regular Board meetings will be open to the public and noticed in advance. The agenda and/or information packet for the meetings will be distributed to the Board by the Library Director prior to the meeting date. Any Board member wishing to have an item placed on the agenda will contact the Library Director or Board President in sufficient time preceding the meeting to have the item placed.
4.5 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.
4.6 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 Trustees to have each member attend a minimum of one Library System (or other library-related) workshop, conference, or meeting during each calendar year. Board members 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, conference, or meeting. Board members are not exempt from late fees, fines, or other user fees of the library.
4.7 If a trustee is prevented from physically attending a meeting, the trustee may be allowed to attend the meeting by video or audio conference provided all of the following conditions are satisfied:
a. The trustee must be prevented from physically attending because of:
(i) Personal illness or disability
(ii) Employment purposes or the business of the public body, or
(iii) A family or other emergency; and
b. Seventy-two hour advance notice shall be given by the trustee to the Secretary or the President of the Board unless such advance notice is impractical; and
c. A quorum of the Board must be physically present at the meeting; and
d. A minimum of four trustees must vote affirmatively to permit the attendance by audio or video conference.
Trustees participating electronically are afforded all of the same rights and are held to the same laws and standards of conduct as trustees physically participating.
Article V. Officers and Elections [75 ILCS 16/30-45 5 ILCS 120/2.06]
5.1 The officers of the Board shall be a president, a vice president, a secretary, and treasurer. Those officers shall be elected by a vote for 2-year terms at the regular meeting in the month of May of an election year.
5.2 All officers shall file a signature card at the library’s banking institutions in order to sign checks on the authorization of the Oglesby Public Library District Board of Trustees. All checks shall require two officer signatures.
5.3 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 shall not have or exercise veto powers. The president shall be the only spokesperson for the Oglesby Public Library Board of Trustees in all advisory or disciplinary action directed to the Library Director.
5.4 The vice president, in the absence of the president, shall assume all duties of the president.
5.5 The secretary, for the duration of the term, shall keep and maintain minutes of all board meetings, record attendance, and record a roll call on all votes (except when a ballot vote is taken or for the approval of minutes). The secretary shall perform all other such clerical duties as may be assigned by the Board.
5.6 The treasurer shall serve on the finance committee. The treasurer shall keep all financial records of the Board during the treasurer’s term in office. The normal depository of all financial records shall be in the library. The treasurer shall have charge of the library funds and income 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 amount of the bond shall be based upon a minimum of 50% of the total funds received by the district in the previous fiscal year. Costs of the surety bond shall be borne by the Library.
5.7 The Director shall meet with new trustees to examine the property and review services and shall present to the new trustee a packet which includes but not be limited to the By-Laws, Library Policy Manual, Personnel Manual and other procedural material, a list of trustees and committees, minutes and financial
reports for the previous 12 months, pertinent Library history and present goals and objectives or strategic plan.
Article VI. Standing and Special Committees
6.1 The standing committees shall be appointed annually in the month of June and shall consist of two board trustees, the board president as Ex-Offico and the Library Director. Members of standing committees shall serve for a one (1) year term. Committees only have advisory powers concerning library business.
6.2 All committees at their first meeting shall elect a chairperson and a secretary.
6.3 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.
6.4 The standing committees shall be the Finance Committee, the Technology Committee, Personnel/Policy committee, and the Building and Grounds Committee. The Library shall be the depository of all the committee reports.
Article VII. Committees
7.1 Finance Commitee
a. The Finance Committee shall be comprised of the Board President, the treasurer, one other Library Trustee and the Library Director
b. The Finance Committee's responsibilites include,but are not limited to, drafting a working budget for Board approval, monitoring library investments and implementing the library's inveestment policy,
7.2 Technology Committee
a. The Technology Committee shall be compromised of the Board President, two other Library Trustees, and the Library Director.
b. The Technology Committee’s responsibilities include, but are not limited to, drafting a long range/strategic plan for the library’s future technology needs based on emerging technologies, security, the library’s needs and the community’s needs and priorities.
7.3 Personnel/Policy Committee
a. The Personnel/Policy Committee shall be comprised of the Board President, two other Library Trustees and the Library Director.
b. The Personnel/Policy Committee assists 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 that cannot be resolved by the Library Director. The Library Director is responsible for the annual evaluation of all other library employees.
c. The Personnel/Policy Committee develops the Library Policy and Personnel Policies. This Library Policy shall include the division of responsibility between the Library Board and the staff as well as the Library Materials Selection Policy, and shall adhere to the “Library Bill of Rights” and the “Freedom to Read” statements of the American Library Association.
d. The committee shall determine the library regulations governing the use of the Library and review sections of the existing policies in a systematic fashion to ensure that all policy is reviewed at an interval not to exceed three years with the exception the policy governing the selection and use of library materials must, by law, be reviewed biennially. As a result of such policy reviews, the Personnel/Policy committee will make recommendations regarding additions or changes to existing policy as well as deleting policies which are no longer appropriate or of value.
e. The entire Library Policy and Personnel policy must be approved by Board vote and made readily available to the public.
7.5 Director Search Committee
a. When the position of Director falls vacant, the Board shall immediately select an acting director for the interim and establish a Director Search Committee, which shall consist of the President and two members appointed from the Board.
b. Applications for the position of Director shall be filed at the library and available to all Board members.
c. The committee shall review applications and select appropriate candidates for interview. The Search Committee shall report the results of applications and interviews to the Board.
d. Majority votes shall be required for the Board to hire a Director, after which the Search Committee is dissolved.
7.6 Committee Dissolution
a. Standing & special committees, task forces, and advisory groups may be dissolved with the approval of the Oglesby Public Library Board of Trustees.
Article VIII. Meetings [ 75 ILCS 16/30/50 ILCS 5 ILCS 120/2 2.01, 2.02]
Regular Meetings
8.1 The regular meeting of the Oglesby Public Library Board of Trustees shall be on the fourth Monday of each month. In the event the fourth Monday falls on a holiday, the regular meeting will be rescheduled as agreed upon by the board. The meeting shall be held at the library at 6:30 P.M. All meetings are in compliance with the Open Meetings Act.
8.2 The Library Director or Secretary of the board shall then post the schedule of meetings in the library with dates, times, and places of such meetings.
8.3 The meetings shall be open to the public and noticed 48 hours in advance.
8.4 The following Order of Business shall be followed at regular meetings:
· Call to order
· Roll call, recording both present and absent members
· Public Comment on Agenda Items
· Approval of Minutes
· Monthly Bills
· President’s report
· Treasurer’s report
· Director’s report
· Committee reports
· Correspondence
· Unfinished business
· New business
· Executive Session
· Public comment
· Adjournment
8.5 The Board welcomes comments from the public who attend Board meetings. The Board provides a specific period on the agenda during meetings when citizen may comment.
a. All persons wishing to speak must sign up prior to the beginning meeting. A sign-in roster will be provided. The roster will determine the speaking order for people who wish to make public comment. People wishing to address the Board will be asked to provide their name. Anyone refusing to identify himself or herself will be prohibited from speaking.
b. Public comments are limited to 5 (five) minutes per speaker.
c. A spokesperson representing several other parties or organization will also have 5 (five) minutes to make public comment.
d. If the number of people wishing to speak is large, the President or President Pro Tempore may rule that a separate meeting be scheduled on a particular issue and ask those wishing to comment do so at that meeting.
e. Public comments will be addressed to the Board, not to other members of the public.
f. The public comment portion regarding agenda items of the meeting will be the third order of business at all meetings. Comments unrelated to the agenda items will occur after all agenda items have been addressed.
g. If at any time a speaker appearing before the Board exceeds the time limitations set forth in this policy or becomes abusive in language or behavior, the President or President ProTempore may declare that person out of order and refuse him or her permission to continue to address the Board.
8.6 A written summary of public comments will be recorded in the minutes of the Board meeting at which the comments occurred.
Special Meetings [5 ILCS 120/2.02]
8.7 Special meetings shall be held at any time when called by the President, 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 medium which has filed an annual request for notice under the Open Meetings Act.
8.8 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.
Committee Meetings
8.9 Committee meetings may be called by the Board President or Chairperson of the committee. The meeting shall be open to the public and noticed 48 hours in advance.
8.10 A quorum at regular and special meetings shall consist of four Board members. A quorum at committee meetings shall consist of one half or more of committee members.
8.11 Robert’s Rules of Order, Revised shall govern the parliamentary procedure of the Board.
Article IX: Closed Meetings [120/2] (from CH. 102, par.40), [120/2.02] (from Ch. 102, pa. 42.02)
9.1 The Board may adjourn to a “closed” meeting to discuss matters as permitted by the Open Meetings Act.
9.2 No final action can be taken at a closed meeting.
9.3 Minutes must be kept of closed meetings as well as a verbatim record of all closed meetings in the form of an audio or video recording. The minutes and audio or video recording of the closed session will be stored at the library in a secure and locked area. No library employee shall have access to the information. The minutes shall be made available to the public “only after the Board determines that it is no longer necessary to protect the public interest or the privacy of an individual by keeping them confidential.”
9.4 The closed meeting must be properly called with:
a. Appropriate notice and quorum present.
b. A citation of the specific exception permitting a closed meeting.
c. A roll call vote on the motion for a closed meeting with a majority required to close the meeting; voting must be recorded in the minutes.
9.5 Only topics specified in the vote for a closed meeting may be considered in the closed meeting.
Article X. Director
10.1 The Library Director shall be appointed by the Board of Trustees and shall be responsible to the Board.
10.2 The Library Director shall be considered the executive officer of the library under the direction and review of the Board, and subject to the policies established by the Board.
10.3 The Director shall hold only such financial authority as may be delegated by Board policy.
10.4 The director shall act as technical advisor to the Board. The director shall be invited to attend all Board meetings (but may be excused from closed sessions) and shall have no vote.
10.5 Among the duties of the Director shall be the following:
a. Administer the policies adopted by the Oglesby Public Library Board of Trustees.
b. Hire, direct, supervise, evaluate, and discipline personnel.
c. Submit monthly and annual reports as required by the Board.
d. Recommend policies and procedures.
e. Promote the efficiency and service of the library.
f. Select and purchase library materials including, but not limited to, books, periodicals, and DVDs. The Oglesby Public Library Board of Trustees does support and affirm the belief in the “Library Bill of Rights” and the “Freedom to Read” statements of the American Library Association.
XI. Copyright and Copying
11.1 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.
12.1 Administrative Records
a. 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 Director shall file there.
b. Staff personnel records are confidential and shall be kept in a secure place, and only the Library Director or persons authorized by the Library Director shall have access to these records.
12.2 Circulation Records
a. 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 legitimate interest therein, as hereafter provided for.
b. All library staff and employees are hereby advised that such records shall not be made available to casual members of the public, the press, Law Enforcement, 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 discovery procedures or legislative investigative power.
c. 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.
Article XIII Claims or Actions Not Covered by Insurance
13.1 If any claim or actions not covered by insurance is instituted against a trustee of the library district rising out of an act or omission by a trustee acting in good faith for a purpose believed to be in the best interest of the district: or if any claim or action not covered by insurance is instituted against an employee of the Oglesby Public Library District allegedly arising out of an act or omission occurring within the scope of his or her duties as such employee: the Library District shall, at the request of the trustee or employee:
a. Appear and defend against the claim of action,
b. Pay or indemnify the trustee for a judgement and court costs, based on such claim or action. This section shall not apply if the Oglesby Public Library Board of Trustees finds that the claim or action arises out of malicious, willful, or criminal misconduct on the part of the trustee and/or employee.
Article XIV. Bylaws Review
14.1 These bylaws shall be reviewed at least every 2 years.
Article XV. Amendments
15.1 These By-Laws may be amended by a majority vote at a regular meeting of the Oglesby Public Library Board of Trustees provided written notice of the proposed amendment has been given at the preceding regular meeting, or at a special meeting.
15.2 All changes and amendments shall be incorporated into the By-Laws after having been adopted by the Oglesby Public Library Board of Trustees.
Article XVI. Severability
16.1 If any provision of these By-Laws enacted after their effective date is held invalid, such invalidity does not affect other provisions or applications of these By-Laws.
Article XVII. Ethics Statements for Library Trustees
The Board subscribes to the following code of ethics, approved by the Public Library Association and American Library Trustee Association Boards of Directors in July 1985 and amended in 1988 and 1989.
a. Trustees in the capacity of trust upon them, shall observe ethical standards with
absolute truth, integrity and honor.
b. Trustees must avoid situations in which personal interests might be served for financial benefits gained at the expense of library users, colleagues, or the situation.
c. It is incumbent upon any Trustee to disqualify himself or herself immediately whenever the appearance or a conflict of interest exists.
d. Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the institution, acknowledging the formal position of the Board even if they personally disagree.
e. A Trustee must respect the confidential nature of library business while being aware of and in compliance with applicable laws governing freedom of information.
f. Trustees must be prepared to support to the fullest the efforts of librarians in resisting censorship of library materials by groups or individuals.
g. Trustees who accept appointment to a Library Board are expected to perform all of the functions of Library Trustees.
Article XVIII Conflicts of Interest
a. No Trustee shall be in any manner financially interested directly in their own name or indirectly in the name of any other person, trust, corporation, or entity in any contract or the performance of any work with the Library with respect to which the Trustee may be called upon to vote.
b. Trustees shall disclose any such actual or any perceived conflict of interest to the Board at the earliest opportunity when the conflict is apparent, and such disclosure shall be recorded in the Board minutes.
c. The Trustee making disclosure of a conflict shall ask to be recused from the Board, and shall be recused, during any discussion of the business. The Trustee shall not be present during any portion of the meeting at which the contract or the performance of the work is considered or acted upon.
d. An abstention from voting is not a sufficient action in responding to a conflict of iinterest. The minutes shall reflect that any Trustee disclosing a conflict of interest was recused from the Board throughout the meeting from the time of disclosure through final action on the issue.
e. In any vote approving minutes of a meeting where a Trustee was recused due to conflict of interest, that Trustee shall note the recusal on that issue, and may otherwise vote on approval of the minutes.
f. New Trustees shall be advised of this policy upon assuming the duties of office.
End of By-Laws
By-Laws Amended 5/22/2023, Amended 2/24/2025