MORRISON AND MARY WILEY LIBRARY BYLAWS POLICY
These
rules are supplementary to the provisions of the statutes of the State of
Regular Meetings
The
regular meetings of the Library Board of Trustees of the Morrison and Mary
Wiley Library shall be on the first Monday of each month (no less than ten
times per year). The meeting shall be at
the library at
Special Meetings
Special
meetings shall be held at any time when called by the President or Secretary or
by any three Library Board of Trustees members, 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 news 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 bulletin board of
the library except in the case of a bona fide emergency.
Annual Meeting
An
annual meeting shall be held in January for the purpose of hearing the annual
reports of the Library Director and committees.
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.
Quorum
A
quorum at any meeting shall consist of four Library Board of Trustees members.
Library Board of Trustees
The Library
Board of Trustees of the Morrison and Mary Wiley Library is charged with the
responsibility of the governance of the library. The Library Board of Trustees will
hire a skilled Head Librarian who will be responsible for the day-to-day
operations of the library. The Board
will meet at least once per month (no less than ten times per year). These
meetings will be open to the public and noticed in advance.
The
agenda and information packet for the meetings will be distributed to the Library
Board of Trustees by the Head Librarian one week prior to meetings. Any Library Board of
MORRISON AND MARY WILEY LIBRARY BYLAWS POLICY
(CONT.)
Trustee member wishing to
have an item placed on the agenda will call the Head Librarian at least ten
days before the meeting to have the item placed on the agenda. Any Library Board of Trustees 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.
The Library Board of Directors will be responsible for
overseeing the policies and procedures of the library, the hiring, evaluation
and discipline of the Head Librarian, handling of personnel issues that need
assistance beyond the Head Librarian, discipline issues with patrons of the
library and management of money for the library outside of the endowment. Issues that arise at the meeting of the seven
person board that are related to finances from the endowment will be taken to
the meeting of the five person board.
Library Board of Trustees members are not to be
compensated pursuant to statute, but will be reimbursed for necessary and
related expenses as Trustees. To be effective,
Library Board of Trustees 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 Head Librarian will make the dates of
these workshops known to the Library Board of Trustees in a timely manner. It is the goal of the Library Board of
Trustees to have each member attend a minimum of one Library System (or other
library related) workshop, seminar or meeting during each calendar year. Library Board of Trustees members 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. Library Board of Trustees members are not
exempt from late fees, fines or other user fees.
Officers and Elections
The
officers of the Library Board of Trustees shall be a President, a Vice-President,
a Secretary and a Treasurer. Those
officers shall be elected by a ballot vote for four year terms at the regular
meeting in January. The President shall
not serve more than two consecutive terms, unless by unanimous Library Board of
Trustees 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 ballot vote at the next regular meeting.
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 Library Board of Trustees. The President shall be the only
spokesperson for the Library Board of Trustees in all advisory or disciplinary
action directed to the staff.
Vice President
The Vice-President,
in the absence of the President, shall assume all duties of the President.
MORRISON AND MARY WILEY LIBRARY BYLAWS POLICY
(CONT.)
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 Library Board of Trustees.
Treasurer
The
Treasurer is authorized by the Library Board of Trustees to sign checks and shall
serve on the finance committee. The
Treasurer shall keep all financial records of the Library Board of Trustees. 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 Library Board of Trustees 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 Library Board of
Trustees and according to statute requirement.
The Treasurer is authorized to pay salaries and insurance bills as they
come due.
Standing and Special Committees
.
The Standing
Committees shall be appointed annually in the month of January and shall
consist of three members of Library Board of Trustees, including the Head Librarian. The Standing Committees at their first
meeting shall elect a Chairperson. Special
Committees may be appointed by the President to present reports or recommendations
to the Library Board of Trustees and shall serve until the completion of the
work for which they were appointed. The Standing
Committees shall be the Finance Committee, the Personnel Committee, the Policy Committee
and the Building/Grounds Committee. The
library shall be the depository of all committee reports.
Finance Committee.
The
Finance Committee shall be comprised of two members of the Library Board of
Trustees, including the Treasurer, the Head Librarian and two members of the
five person Library Board of Trustees. The
Finance Committee’s responsibilities include, but are not limited to, drafting
a preliminary Budget or Budget and Appropriations for full Library Board of
Trustees approval, drafting a Levy for full Library Board of Trustees approval,
drafting a working budget for full Library Board of Trustees approval, monitoring library
investments and implementing the library’s investment policy.
Personnel Committee
.
The
Personnel Committee shall be comprised of two members of the Library Board of
Trustees including the President and the Head Librarian. The Personnel Committee’s responsibilities
include, but are not limited to, preparation of the annual review of the Head Librarian
for discussion among the full Library Board of Trustees prior to the formal
review, assisting the Head Librarian 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 Head Librarian
is responsible for the annual review of all other library employees.
MORRISON AND MARY WILEY LIBRARY BYLAWS POLICY
(CONT.)
Policy Committee
The
Policy Committee shall be comprised of two members of the Library Board of
Trustees and the Head Librarian. The
primary responsibility of the Policy Committee is to develop the Library
Policies. These policies shall include
the Division of Responsibility Between the Library Board of Trustees and staff,
a Library Materials Selection Policy and shall adhere to the “Library Bill of
Rights” and the “Freedom to Read” statements 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 insure that all policy
is reviewed at an interval not to exceed three 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. The entire Library Policies
Manual must be approved by Library
Board of Trustees vote and made readily available to the public.
Building/Grounds Committee
The
Building/Grounds Committee shall be comprised of two members of the Library
Board of Trustees and the Head Librarian.
The Building/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 Library Board of Trustees 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.
Librarian Search Committee
When
the position of Head Librarian falls vacant, the Library Board of Trustees shall
immediately select an acting librarian for the interim and establish a
Librarian Search Committee, which shall consist of the President and two members
elected from the Library Board of Trustees.
Applications for the position of Library Director shall be filed at the
library and available to all Library Board of Trustees members. The Search Committee shall report the results
of applications and interviews to the Library Board of Trustees. Five votes shall be required for the Library Board
of Trustees to hire a Library Director, after which the Search Committee is
dissolved.
.
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
President’s
report
Secretary’s
report, approval of minutes as received or corrected
Correspondence,
communications and public comments
Financial
report, approval of bills paid
Library
Director’s report
Committee
reports, in order of their appearance in the Bylaws
Unfinished
business
MORRISON AND MARY WILEY LIBRARY BYLAWS POLICY
(CONT.)
New
business
Other
Adjournment
Parliamentary Procedure
Robert’s Rules of Order, Revised
shall govern the parliamentary procedure of the Library Board of Trustees,
unless otherwise specified in the Bylaws.
New Trustees
The Head
Librarian shall meet with new Library Board of Trustees members to examine the
property and review services and shall present to new Library Board of Trustees
members a packet which includes Library Policies and other procedural material,
a list of Library Board of Trustees members and committees, minutes and
financial reports for the previous 12 months and other pertinent information.
Duties of the Head Librarian
.
The Head
Librarian shall administer the policies adopted by the Library Board of
Trustees. Among duties and
responsibilities of the Head Librarian shall be that of hiring personnel,
directing, supervising and disciplining of all staff members, monthly and
annual reports as required by the Library Board of Trustees and recommending
such policy and procedure as will promote the efficiency and service of the
library.
Amendments
Amendments
to these Bylaws, Library Policies or any other procedural document may be
proposed at any regular meeting of the Library Board of Trustees 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 records
shall include the monthly and annual reports of the library, all financial
reports, minutes of the public Library Board of Trustees meetings and actions
and other such items as the Library Board of Trustees or Head Librarian shall
file there.
Staff
personnel records are confidential and shall be kept in a secure place and only
the Library Director or any person authorized by the Head Librarian shall have
access to these records.
MORRISON AND MARY WILEY LIBRARY BYLAWS POLICY
(CONT.)
Confidential
records of the Library Board of Trustees, such as personnel records concerning
the Head Librarian, shall be kept in the library and only members of the
Library Board of Trustees 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 Library Board of Trustees
President and the Library Attorney to insure 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.