BY-LAWS
of
The Herrin City Library Board of Trustees
ARTICLE I
MEETINGS
SECTION 1. NAME. The name of this organization is the Herrin City Library Board of Trustees.
SECTION 2. REGULAR MEETINGS. Regular meetings of the Herrin City Library Board of Trustees shall be held once a month on the second Tuesday at 6:30 P.M., at the library, or at such other place as may be determined by the president. Regular meeting locations, times, and dates shall be determined prior to the new fiscal year, and published pursuant of Open Meetings Acts requirements.
SECTION 3. ANNUAL MEETING. An Annual meeting shall be held at the time of the regular monthly meeting for the month of April, at which meeting officers shall be elected.
SECTION 4. SPECIAL MEETINGS. Special meetings may be called by the president, or by any three members, for the transaction of business stated in the call for the meeting.
SECTION 5. QUORUM. A quorum for the transaction of business shall consist of five members of the nine member Board.
SECTION 6. ELECTRONIC ATTENDANCE. A quorum at any meeting shall consist of a majority of the Trustees serving on the Board at the particular time who are physically present. Trustees may attend a meeting by teleconference, video conference, or by other electronic means and in compliance with the Illinois Open Meetings Act so long as a quorum is present at the place designated in the public notice of the meeting.
SECTION 7. OPEN MEETINGS ACT.
All meetings of the Herrin City Library Board of Trustees and its committees shall conform to the Open Meeting Act.
ARTICLE II
MEMBERSHIP
SECTION 1. APPOINTMENT. The Board of Trustees shall consist of nine (9) residents of the City of Herrin appointed by the Mayor of Herrin for three (3) year terms.
SECTION 2. VACANCIES. In the event of death, resignation, removal from office or other inability of any member of the Board of Trustees to act, such vacancy shall be reported to the Mayor of Herrin as the appointing authority, to be filled by the Mayor of Herrin.
ARTICLE III
OFFICERS
SECTION 1. OFFICERS. Officers shall be a president, a vice-president, a secretary, and a treasurer.
SECTION 2. ELECTION. Officers shall be selected by a nominating committee of at least two members and elected at the annual meeting.
SECTION 3. VOTE NECESSARY. The vote of a majority of members of the Board shall be necessary to elect.
SECTION 4. TERM. An officer may succeed himself, provided, however, a president or vice-president shall not serve more than six consecutive terms (six years.)
SECTION 5. PRESIDENT. The president of the Board shall preside at all meetings, appoint all committees, authorize calls for special meetings, generally perform the duties of the presiding officer, and serve as spokesperson for the Library Board of Trustees.
SECTION 6. VICE-PRESIDENT. The vice-president shall preside in the absence of the president. Assume all the duties of President in the event of a vacancy in the office. These duties will be performed until a new President is elected.
SECTION 7. SECRETARY. The secretary of the Board shall keep a true and accurate account of all proceedings of the board meeting; and on the authorization of the president or any three members of the board shall issue notices of all special meetings; shall have custody of the minutes and other records of the board; shall notify the mayor of any vacancies on the Board.
SECTION 8. TREASURER. The treasurer shall have charge of the special library funds and income other than the appropriations in charge of the city treasurer; shall sign checks on the account; and with the authorization of the Board, shall certify all bills approved by the Board, and shall report at each meeting on the state of the funds.
ARTICLE IV
COMMITTEES
SECTION 1. STANDING COMMITTEES. There shall be six standing committees: (1) Building and Grounds, (2) Community Enrichment (3) Library Development & Technology (4) Special Gifts Committee (5) Friend Liaison, and (6) Herrin History Room.
SECTION 2. SPECIAL COMMITTEES. (1) Special committees for the study and investigation of special problems may be appointed by the president, such committees to serve until the completion of the work for which they were appointed. (2) A nominating committee shall be appointed by the president at the meeting preceding the annual meeting in April.
ARTICLE V
LIBRARY DIRECTOR
SECTION 1. EXECUTIVE OFFICER. The library director shall be considered the executive officer of the board and shall have sole charge of the administration of the library under the direction and review of the board.
SECTION 2. RESPONSIBILITY. The library director shall be held responsible for the care of the building and equipment, for the direction of the staff, for the efficiency of the library’s service to the public, and for the operation of the library under the financial conditions set forth in the annual budget.
SECTION 3. DUTIES. The library director shall attend all board meetings except those meetings or sessions at which his or her appointment or salary is to be discussed or decided.
ARTICLE VI
AMENDMENTS
These by-laws may be amended at any regular meeting of the board at which a quorum is present, by a favorable vote of a majority of the Board, providing the amendment was stated in a call for the meeting.
ARTICLE VII
ATTENDANCE
If continued absences on the part of a board member indicate a lack of interest, then the board may recommend to the mayor that a replacement be appointed.
BY-LAWS
ARTICLE VIII
ORDER OF BUSINESS
The order of business at regular meetings shall be as follows:
Call to Order
Roll Call
Reading and Approval of the Minutes
Presentation and Approval of the Treasurer’s Report
Report of the Librarian
Reports of the standing committees
Reports of special committees
Approval of bills
Communications
Unfinished business
New business
Adjournment
ARTICLE IX
PARLIAMENTARY AUTHORITY
Sturgis “Standard Code of Parliamentary Procedure” shall be the parliamentary authority of the board, subject to special rules which may be adopted.
ARTICLE X
ETHICS AND CONFLICT OF INTEREST
All members of the Library Board of Trustees shall abide by all ethical requirements imposed by federal, state and local law. The Library Board abides by the Code of Ethics of the American Library Association and the Public Library Trustees Ethics Statement.
Updated 06-14-2016
Updated 07-13-2021
Updated 10-10-2023