Cordova District Library
402 Main Avenue
Cordova, IL 61242
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).
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.
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
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.
A quorum at any meeting shall consist of four (4) Board Members.
E Board of
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
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.
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.
The Vice-President, in the absence of the President, shall assume all
duties of 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.
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.
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.
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
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.
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.
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.
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.
Building and Grounds Committee.
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.
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
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
following Order of Business shall be followed at regular meetings:
Call to order
Roll call, recording both present and absent members
report, approval of minutes as received or corrected, correspondence
Financial report, approval of bills
Committee reports, in order of their appearance in the By-Laws
Robert’s Rules of Order Revised, shall govern the parliamentary
procedure of the Board,
unless otherwise specified in the by-laws.
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
Policy and other procedural material, a list of Trustees and committees, minutes
and financial reports for the previous 12 months, and other pertinent information.
Duties of the Library Director.
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
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.
Copyright and Copying.
The Library may copy for its own collection material that has been lost
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
Confidential records of the Board, such as personnel records concerning
shall be kept by the Secretary and only members of the Board shall
have access to those records.
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.
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
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
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