FAIRVIEW HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
BY-LAWS
These by-laws have been established in accordance with Chapter 75 of the Illinois Compiled Statutes as a guide for members of the Fairview Heights Public Library Board of Trustees in conducting the Library’s business.
ARTICLE I GENERAL PROVISIONS
SECTION 1
The library shall be known as the Fairview Heights Public Library (hereafter referred to as the “Library”).
SECTION 2
These by-laws specify the duties of the officers of the Board of Library Trustees (hereinafter known as “The Board”) and describe procedures by which meetings of the Board are conducted. They also prescribe methods by which the business of the Board is to be carried on, describe the authority and duties of the Library Director, and provide other general rules.
SECTION 3
The term of each member of the Board shall commence on the first day of the term to which he or she is appointed and continue to the first day of the term of his or her successor, unless state law shall otherwise provide.
SECTION 4
Board offices shall be located at 10017 Bunkum Road, Fairview Heights, IL 62208-1703.
SECTION 5
The mission of the Fairview Heights Public Library is to offer our citizens an opportunity to learn, enjoy and experience the world through a wide variety of materials, programs and services.
ARTICLE II TRUSTEES
SECTION 1
The responsibility of management of the Library and its services is vested in the Board of Trustees, which shall be constituted and hold authority as specified in the Illinois Compiled Statutes 75 ILCS 5/4.
SECTION 2
The Board shall be composed of (9) nine members appointed by the Mayor of the City of Fairview Heights. Trustees must be at least 18 years of age and reside within the city limits of Fairview Heights.
SECTION 3
Each member shall be appointed for a term of three years, with three members appointed each year.
SECTION 4
The Board will hire a qualified Library Director who will be responsible for the day-to-day operations of the Library.
SECTION 5
Trustees who resign their appointments prior to the end of their term or decide not to accept reappointment shall provide written notice, at least one month in advance, to the Librarian and/or Board President.
ARTICLE III TRUSTEE ETHICS
SECTION 1
Trustees may not solicit or accept a gift that appears to be offered because of his or her official position. Trustees shall not act or vote on any contract, work, or business of the Library upon which the Trustee has a beneficial interest, either directly or indirectly. The Trustee must excuse himself or herself from any discussion or voting on that interest.
SECTION 2
Trustees shall adhere to the Fairview Heights Public Library Ethics Statement for Public Library Trustees (Addendum).
SECTION 3
Annually, Trustees must file a “statement of Economic Interest” as required by the Illinois Government Ethics Act. Each Trustee is responsible for the timely filing of such statement with the St. Clair County Clerk’s office.
ARTICLE IV OFFICERS AND DUTIES
SECTION 1
The officers of the Board shall be the President, Vice President, Secretary, and Treasurer.
SECTION 2
The Board shall elect its officers from among its members at the regular August meeting of each year. Officers shall serve for a term of one year. If a vacancy occurs in any office, that vacancy shall be filled for the balance of the term by Board appointment.
SECTION 3
The President shall supervise the affairs of the Board and preside at all meetings. The President shall be an ex-officio member of all committees. He or she may approve the regular bills list for months in which no meeting is scheduled.
SECTION 4
The Vice President shall preside at meetings in the absence of the President. He or she may approve the regular bills list for months in which no meeting is scheduled.
SECTION 5
The Secretary shall prepare a written record and permanent minutes of the Board’s proceedings. If a member is absent or abstaining from the vote, the record will so indicate. The Secretary shall be the custodian of all Board records. He or she shall file the minutes, keep records of all official Board actions; and provide for Board correspondence.
SECTION 6
The Treasurer shall review all payment vouchers drawn from the Board’s funds. Two signatures are required on checks drawn on Board funds over $1000.00 as stated in the Policy Manual of the Fairview Heights Public Library under the Routine Banking Procedure. The Library Director and all officers listed on the checking account signature card are authorized to sign checks drawn on Board funds.
SECTION 7
The Board’s fiscal year shall be May 1 through April 30.
ARTICLE V MEETINGS
SECTION 1
Regular meetings shall be held on the third Thursday of each month (except December and July) at 7 p.m. in the Library. If the third Thursday falls on a holiday, the regular meeting will be held on the third Wednesday of that month, or at such other time as the Board may designate.
SECTION 2
Each member is expected to attend all meetings. If not able to attend, it is requested you inform the Library Director prior to the meeting. ILCS 75 5/4-4 specifically lays out conditions for removal from the Library Board of Trustees.
SECTION 3
The date, place, and time of a regular meeting may be changed by affirmative vote of a majority of Trustees present and voting at the regular meeting.
SECTION 4
Special meetings may be requested at any time at the call of two members of the Board, only for the transaction of business stated in the call. Notice with the agenda of the special meeting must be given at least 48 hours in advance, except in the case of a bona fide emergency. Notice must be posted in at least two conspicuous places.
SECTION 5
All meetings of the board, its committees and subcommittees shall be open to the public and conducted in accordance with the Illinois Open Meetings Act.
SECTION 6
A quorum of the full Board shall consist of five members. A majority of those present shall decide the vote taken on any questions for the transaction of business at any meeting of the Board. For electronic attendance, in accordance with 5 ILCS 120/7(c) and 5 ILCS 120/7(a), members may attend via audio/video conferencing under specified conditions.
SECTION 7
Robert’s Rules of Order (newly revised) shall govern parliamentary procedure unless otherwise specified, except where the Illinois Open Meetings Act supersedes it.
SECTION 8
No vote or action of the Board shall be rescinded at any special meeting unless as many members are present as were present when the action was taken.
SECTION 9
An agenda for each regular meeting shall be prepared by the Library Director and approved by the Board President. The agenda shall be distributed prior to meetings and follow the stated order of business:
- Opening of Meeting
- Consent agenda
- Financial statements and bills
- Communications
- Citizens comments
- System report
- Standing committees
- Special committees
- Business
- Closed Session
- Adjournment
SECTION 10
Time is provided for public comments. Speakers are limited to 5 minutes. Comments may be limited if irrelevant, repetitious, or disruptive.
SECTION 11
Meeting schedules shall be determined annually in November and posted publicly. Any changes require 48 hours’ notice.
SECTION 12
Succession of presiding officer: Vice-President, Secretary, Treasurer.
ARTICLE VI COMMITTEE AND LIBRARY SYSTEM REPRESENTATIVE
SECTION 1
Standing committees: Finance, Personnel, Policy/By-Laws.
SECTION 2
Ad hoc committees may be created as needed.
SECTION 3
Each committee consists of three Board members and one alternate. The President is ex-officio on all committees.
SECTION 4
Committee members serve one-year terms.
SECTION 5
Committees must comply with the Illinois Open Meetings Act.
SECTION 6
Committee minutes and reports shall be filed with the Secretary and posted within seven (7) days of approval.
SECTION 7
A Board member may serve as representative to the Illinois Heartland Library System Board.
ARTICLE VII LIBRARY DIRECTOR
SECTION 1
The Library Director is the administrative officer responsible for implementing Board policies and managing staff.
SECTION 2
The Director submits monthly reports and recommends policies to improve Library operations.
SECTION 3
The Director is responsible for expenditure of funds as authorized in the budget, with a $1,000 threshold for dual signature requirements.
ARTICLE VIII CIRCULATION RECORDS
Circulation records identifying library users are confidential and restricted to staff and authorized legal processes. Records may only be released pursuant to valid legal order or subpoena, after review by the Library Director and legal counsel. Library staff must resist disclosure until proper legal authority is confirmed.
ARTICLE IX AMENDMENT OF BY-LAWS
SECTION 1
Bylaws become effective upon approval by a majority vote and supersede prior bylaws.
SECTION 2
Bylaws may be amended at any regular meeting with proper notice given at least ten (10) days in advance.
SECTION 3
Bylaws shall be reviewed every 3 years.
Revision to By-Laws approved: 11/17/2017, 5/20/21, 9/16/2021
