Cordova District Library
402 Main Avenue
Cordova, IL 61242
309-654-2330


                                                

BY-LAWS OF THE CORDOVA DISTRICT 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.  The Board of Trustees reviews these by-laws in May of even numbered years as stated in General Policy (A-2).

 A     Regular Meetings.

The regular meeting of the Board of Library Trustees of the Cordova District Library shall be on the second Tuesday of each month at 4:30 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 Director of the Board shall (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.  

B     Special Meetings.

Special meetings shall be held at any time when called by the President or Secretary or by any three Trustees of the Board, provided that notice with the agenda of the special meeting is given at least 48 hours in advance, with notice given on the front door of the library, given to Board Members and to any news medium which has filed an annual request for notice under the Open Meetings Act; except in the case of a bona fide emergency. No business except that stated in the notice and agenda shall be transacted. 

 

C     Annual Meeting.

An annual meeting shall be held following the completion of fiscal and program reports.  This meeting shall be in connection with the regularly scheduled Board meeting.  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 should also be on file in the Library. 

 D     Quorum.

              A quorum at any meeting shall consist of four (4) Board Members.

 

E     Board of Library Trustees.

The Board of Library Trustees of the Cordova District Library, herein called the Board, is charged with the responsibility of the governance of the library.  The Board shall hire a skilled Library Director who will be responsible for the day-to-day operations of the library.  The agenda and/or information packet for the meetings will be distributed to the Board by the Director one week prior to meetings.  Any Board Member wishing to have an item placed on the agenda will call the Library Director 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 (1) library system (or other library related) workshop, seminar, 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, seminar, or meeting.  Board Members are not exempt for late fees, fines, or other user fees. 

F     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 for terms of 2 years at the May meeting of odd-numbered years, following the April general election.  Elections will be by ballot vote, except where there is only one nominee for an office.  In that event, the election will be by voice vote.  The President shall not serve more than two (2) consecutive terms unless by unanimous ballot vote.  In the event of a resignation from an office, an election to fill the unexpired term of that office will be conducted by a ballot vote at the next regular meeting.

 

G     President.

The President shall preside over all meetings, appoint members of committees authorized by the district’s regulations, serve on all committees and perform other duties specified by the district’s regulations, ordinances, or other appropriate action.  In the Presidents absence, the Vice-President shall preside at meetings.  The President shall not have or exercise veto powers.

 H     Vice-President.

            The Vice-President, in the absence of the President, shall assume all duties of the President.

 I      Secretary.

The Secretary shall keep and maintain appropriate records for his or her term in office, shall include in those records a record of the minutes of all meetings, the names of those in attendance, the ordinances enacted, the resolutions and regulations adopted, and all other pertinent written matter affecting the operation of the district.  The Secretary shall administer oaths and affirmations.   In the absence of the President and Vice-President, the Secretary shall preside at meetings.

 J     Treasurer.

The Treasurer is authorized to sign checks, and shall serve on the Finance Committee.  The Treasurer will work with the Library Director and shall be aware of all financial records of the Library. The Treasurer shall ensure that the annual audit and financial report requirements shall conform to Section 3 of the Governmental Account Audit Act.  The Treasurer shall be bonded under the employee dishonesty insurance policy carried by the Library.  In the absence of the Treasurer the Library Director may report at each meeting the state of the funds.  The Treasurer shall serve in the absence of all preceding officers.

 K     Standing and Special Committees.

The standing committees shall be appointed annually in the month of July by the President.  The standing committees shall be the Finance Committee, the Personnel Committee, the Policy Committee, the Technology Committee, the Building and Grounds Committee, and the Community Relations and Outreach Committee.  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 committee reports.

 

L     Finance Committee.

The Finance Committee shall be comprised of the Treasurer, the President and the Library Director.  The Finance Committee’s responsibilities include, but are not limited to, drafting a preliminary 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 implementing the Library’s investment policy.

 M     Personnel Committee.

The Personnel Committee shall be comprised of a member of the Board, the President and the Library Director.   The Personnel Committee’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 and wage recommendations of all other Library employees.

N     Policy Committee.

The Policy Committee shall be comprised of a member of the Board, the President and the Library Director.  The primary responsibility of the Policy Committee is to develop the Library Policy.  This policy shall include the Division of Responsibility Between Board and Director (E-12), a Materials Selection Policy (F-10), and shall adhere to the “Library Bill of Rights” (A-1) and the “Freedom To Read” statement (F-6) of the American Library Association.  The Committee shall determine the Library regulations governing the use of the Library, and review sections of existing policy in a systematic fashion to ensure that all policy is reviewed at an interval not to exceed 3 years. 

 

As a result of such policy reviews, the 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.  Policy changes must be approved by Board vote and made readily available to the public.

  

O     Technology Committee.

The Technology Committee shall be comprised of two members of the Board and the Library Director.  The responsibilities of the Technology Committee include, but are not limited to, developing a technology plan for the Library, review and update the technology plan at least every two years, research opportunities to improve technology access to the community, provide resources for training to the staff and the public, and have a periodic survey of the community’s needs and interests in the area of technology.
 

P      Building and Grounds Committee.

The Building and Grounds Committee shall be comprised of a member of the Board, the President and the Library Director.  The Building and Grounds Committee’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.

 

Q      Community Relations and Outreach Committee.

The Community Relations and Outreach Committee shall be comprised of a member of the Board, the President and the Library Director.  The primary purpose of the Community Relations and Outreach Committee is to promote the Cordova Library throughout the community and to be responsive to its needs. 

 R     Library Director Search Committee.

When the position of the Library Director falls vacant, the Board shall immediately select an acting director for the interim and establish a Library Director Search Committee, which shall consist of the President and two (2) members elected from the Board.  Applications for the position 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.

S    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

Secretary’s report, approval of minutes as received or corrected, correspondence and communications

              Financial report, approval of bills

              Director’s report

              Librarian’s report

              Committee reports, in order of their appearance in the By-Laws

              Unfinished business

              New business

              Other

              Public comments

              Adjournment

 

 

T     Parliamentary Procedure.

            Robert’s Rules of Order Revised, shall govern the parliamentary procedure of the Board, unless otherwise specified in the by-laws.

 U     New Trustees.

            The Library Director shall meet with new Trustees 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.

 

V     Duties of the Library Director.

Under the direction of the Cordova District Board of Trustees, the Library Director assumes responsibility for coordinating, planning, and management of operations of the Library in the delivery of quality services for the patron and the Library district.

 W     Amendments.

            Amendments to these By-Laws, 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.

 

X     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 (D-14).

 Y      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 Director shall file there.

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

 

            Confidential records of the Board, such as personnel records concerning the Director, shall be kept by the Secretary and only members of the Board shall

            have access to those records.

 

Z      Circulation Records.

For the purpose of this Section, “library” means any public library or library of an educational, historical institution, organization or society; “registration records” includes any information a library requires a person to provide in order for that person to become eligible to borrow books and other materials, and “circulation records” includes all information identifying the individual borrowing particular books or materials.

 The registration and circulation records of a library are confidential information.  Except pursuant to a court order, no person shall publish or make any information contained in such records available to the public

 This section does not prevent a library form publishing or making available to the public reasonable statistical reports regarding library registration and book circulation where those reports are presented so that no individual is identified therein.

 The Library Director shall observe the following procedures:  On receipt of any legal process, order or subpoena, the Library Director will immediately consult with the President of the Board and the Library Attorney to ensure that 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 resolved.