GOV-2: Library Board Bylaws

Revised 05/20/25

BYLAWS OF THE BOARD OF LIBRARY TRUSTEES FOR LAKE BLUFF PUBLIC LIBRARY

The Lake Bluff Public Library was established and operates under the Illinois Local Library Act as a villagelibrary (75 III. Comp. Stat. 5/1-0.1 et seq. The Lake Bluff Public Library Board of Library Trustees (theBoard) is a publicly elected body having the duties, responsibilities, and privileges set forth in Illinois law.

This Policy Manual supplements the provisions of the statutes as they relate to the procedures of the Library.

ARTICLE I: MEETINGS

Regular Meetings

The regular meeting of the Board is on the second Tuesday of each month, at the Library at 7:00 p.m.Meetings shall be open to the public and noticed in advance. At the beginning of each fiscal year, theBoard will specify regular meeting dates and times, and post the schedule in the Library.

The agenda and/or information packet for the meetings will be distributed to the Board by the LibraryDirector during the week prior to meetings. Any Library Trustee wishing to have an item placed on theagenda will call the Library Director in sufficient time before the packets are prepared. Any LibraryTrustee who is unable to attend a meeting will contact the Library Director to indicate that he or she willbe absent. Because a quorum is required for each meeting, this contact should be made as far in advance as possible.

Committee of the Whole Meetings

Committee of the whole meetings will be held on an as needed basis. No action items will be voted on inany committee of the whole meeting. Meetings shall be open to the public and noticed in advance. Theagenda and/or information packet for the meetings will be distributed to the Board by the Library Directorduring the week prior to the meetings. Any Library Trustee wishing to have an item placed on the agendawill contact the Library Director in sufficient time before the packets are prepared. Any Library Trusteewho is unable to attend the meeting will contact the Library Director to indicate that he or she will beabsent. Because a quorum is required for each meeting, this contact should be made as far in advance aspossible.

Special Meetings

Special meetings shall be held at any time when called by the President or Secretary or by any threeLibrary Trustees provided that notice with the agenda of the special meeting is given at least 48 hours inadvance, except in the case of a bona fide emergency, to Library Trustees and to any news mediumwhich has filed an annual request for notice under the Open Meetings Act. No business except thatstated in the notice and agenda shall be transacted. Notice and agenda shall be posted 48 hours inadvance on the front door of the library except in the case of a bona fide emergency. For an emergencymeeting, notice and an agenda shall be posted as far in advance of the meeting as possible.

Annual Meeting

The regular meeting for the month of May shall be designated the Annual Meeting. A copy of theannual budget report shall be forwarded to the Illinois State Library in accordance with the law. A copywill be on file in the Library.

Quorum

A quorum at any meeting shall consist of a majority of the Board.

ARTICLE II: BOARD OF LIBRARY TRUSTEES

Library Trustees are elected officials. In the event a vacancy occurs on the Board before the term ofoffice is expired, the Board has authority to appoint a Trustee by majority vote.

Pursuant to statute, Library Trustees are not to be compensated, but can be reimbursed for necessaryand related expenses.

The officers of the Board shall be a President, a Vice-President, a Secretary, and a Treasurer. Thoseofficers shall be elected at the Annual Meeting. In the event of a resignation from an office, an electionto fill the unexpired term of that office will be conducted by a ballot vote at the next regular meeting.

President The President of the Board shall preside at all meetings of the Board, authorize calls for anyspecial meetings, appoint the chairpersons and members of all committees, execute and sign alldocuments authorized by the Board, serve as ex-officio member of all committees, approve agendas forall meetings, serve as the Library’s representative to the Village of Lake Bluff on funding or othermatters, and generally perform all duties associated with that office and as assigned by the Board.

Vice-President The Vice-President shall assume and perform all duties of the President in case of thetemporary absence of the President, and in case of death or resignation shall assume and perform allduties until a successor President is elected. The Vice-President may undertake other duties at thePresident’s request or at the direction of the Board.

Secretary The Secretary shall keep a true and accurate record of all meetings of the Board and anyother records required by law, shall issue notice of all regular and special meetings in accordance withIllinois law, shall maintain a record of all motions before the Board, and, in the event of a roll call vote,indicate the vote of each Library Trustee, and shall perform such duties as are generally associated withthat office. The Secretary shall also sign documents and contracts where applicable. The Secretary maydesignate the Library Director to post notice of the meetings.

Treasurer The Treasurer shall be the officer responsible for fiscal matters of the Board, and, as such,shall establish a Library fund or funds as necessary, oversee the accounts and financial records of theLibrary, and perform any other duties assigned by law or by the Board. The Treasurer shall report thestatus of funds to the Board at regular meetings. The Treasurer shall serve as the Chairperson of theFinance Committee. The Treasurer shall be responsible for reviewing the annual financial audit andreporting to the Board. The custodian(s) of the funds of the Library, including the Treasurer and anyother officer designated to sign checks, will be bonded as specified by law.

ARTICLE III: COMMITTEES

Standing and Special Committees

Library Trustees shall be appointed to committees at the Annual Meeting. Standing committees shallconsist of at least two Library Trustees and the Library Director. Each committee shall elect achairperson. Special committees may be appointed by the President to present reports orrecommendations to the Board and shall serve until the completion of the work for which they wereappointed. Standing Committees are: Finance and Policy.

Finance Committee

The Finance Committee shall be comprised of at least two Library Trustees, including the Treasurer, andthe Library Director. The Finance Committee’s responsibilities include, but are not limited to, drafting apreliminary Budget for Board approval, drafting a Levy for Board approval, drafting a working budget forBoard approval, monitoring Library investments, and implementing the Library’s investment policy.

Policy Committee

The Policy Committee shall be comprised of at least two Library Trustees and the Library Director. ThePolicy Committee’s responsibilities include, but are not limited to, working with the Director to create ormodify policies as needed and review all Library policies on a two year rotation.

ARTICLE IV: ORDER OF BUSINESS

The below Order of Business shall be followed at regular meetings:

  • Call to order
  • Opportunity for Public to Address the Board (limited to five minutes per person per meeting)
  • Approval of minutes
  • Consent Agenda, including approval of Treasurer’s report and authorization of payment of bills and/or salaries
  • Library Director’s Report
  • Committee Reports
  • Old or unfinished Business
  • New Business
  • Adjournment

ARTICLE V: DUTIES OF THE LIBRARY DIRECTOR

The Board shall appoint a qualified Library Director, with a Master’s Degree in Library and InformationScience (or equivalent degree), who shall be the executive and administrative officer of the Library. TheDirector operates under the Board’s review and direction. The Director shall specify the staff positiondescriptions and be responsible for hiring personnel. The Director shall be responsible for thesupervision and evaluation of the staff. The Director shall manage the care and maintenance of theLibrary property. The Library Director shall be responsible for selecting materials in keeping with thecollection management policies, for providing efficient Library services, and for managing the Library’sfinancial operations within the limits of the budget. The Library Director takes an active role in planning,in space utilization assessment, in technological advancements and maintenance, and in allocatingresources for the best possible fulfillment of the service roles of the Library.

ARTICLE VI: AMENDMENTS

Amendments to these Bylaws may be proposed at any regular meeting of the Board and will becomeeffective if and as adopted by a majority of those Library Trustees present provided they represent aquorum.

ARTICLE VII: RECORDS

Administrative records of the Library shall be kept in the Library per the Library’s record retention policyand shall be available to the general public upon request.

Staff personnel records are confidential and shall be kept in a secure place. Only the Library Director orany person authorized by the Library Director has access to these records.

Confidential records of the Board, such as personnel records concerning the Library Director, shall bekept secure, and only Library Trustees shall have access to these records.