CONSTITUTION AND BY-LAWS OF THE
CHATHAM AREA PUBLIC LIBRARY DISTRICT
(As Promulgated August, 1986 and Amended October, 1996)
Preface: The Chatham Area Public Library District derives its authority for operations from the Public Library District Act of 1991 contained in 75 Illinois Compiled Statutes 16/1-1 et seq.
The name of the organization shall be the “Chatham Area Public Library District”, hereinafter referred to as the “Library District”.
Board of Library Trustees
The Library District shall be governed by a Board of Library Trustees, numbering seven (7) voting members. Trustees shall serve from the consolidated election at which they are elected and until their successors are duly elected. Subsequent to the initial formation of the Board of Library Trustees, elections shall be as provided by law and those elected shall serve a term of four (4) years or until their successors are duly elected. Board trustees may succeed themselves.
Organization of the Board-Officers-Terms-Duties
Section 1. The officers shall be a President, a Vice President, a Secretary and a Treasurer, elected from the members of the Board of Library Trustees at the annual meeting of the Board.
Section 2. Officers shall serve a term of two years from the annual meeting at which they are elected and until their successors are duly elected.
Section 3. The President shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex-officio voting member of all committees and as an ex-officio member of the Friends of the Chatham Area Public Library Foundation as provided in Article X hereunder, and generally perform all duties associated with that office.
The Vice President, in the event of the absence or incapacity of the President, or of a vacancy in that office, shall assume and perform the duties and functions of the President.
The Secretary shall keep a true and accurate record of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office.
The Treasurer shall be the principal disbursing officer of the Board, issuing and signing all checks for payment of bills approved by the Board. He shall have all checks co-signed by the President and otherwise perform such duties as generally devolve upon the office. He shall be bonded in an amount as may be required by law. In the absence or incapacity of the Treasurer, his duties shall be performed by such other members of the Board as the Board may designate.
Section 1. Regular meetings shall be held each month, the date and hour to be set by the Board at its annual meeting.
Section 2. In cases when a regular meeting would fall on a holiday, the meeting shall be held on the call of the President, at the regular time and place.
Section 3. The annual meeting of the Board of Library Trustees of the Chatham Area Library District shall be held during the month of July at the regular time and place.
Section 4. Special meetings shall be called by the President: or upon oral request of four Board members, for the transaction of business stated in the call.
Section 5. The order of business for annual or regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown so far as the circumstances will permit:
Call to order
Approval of minutes
Approval of treasurer’s report
Report of the Librarian
Report of the committees
Approval of bills
Public presentation to, or discussion with, the Board
Section 6. Conduct of meetings: Proceedings of all meetings shall be governed by Robert’s Rules of Order.
A quorum for the transaction of business at all regular or special meetings shall consist of four members of the Board, at least two (2) members present being officers of the Board.
Section 1. An affirmative vote of the majority of all members of the Board present at the time shall be necessary to approve any action before the Board. The President may vote upon and may move or second a proposal before the Board.
Section 2. Except as provided by Article X hereunder, the constitution and by-laws may be amended by the majority vote of all members of the Board provided written notice of the proposed amendment shall have been mailed to all members at least ten days prior to the meeting at which such action is proposed to be taken.
Section 3. Any rule or resolution of the Board, whether contained in these by-laws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which four (4) of the members of the Board shall be present and all those present shall so approve.
Section 4. When a vacancy of the Board of Library Trustees occurs, the Board shall appoint a qualified individual to fill out the term of the person creating the vacancy.
Section 5. When a vacancy on the Board of Library Trustees is caused by the resignation or death of an officer of the Board, the Board shall take prompt action in accordance with Section 4, Article VI of these By-Laws. The Board will immediately convene a special meeting of the full Board of Library Trustees for the purpose of selecting and electing a member to replace the officer creating the vacancy.
Section 6. Board members shall notify the Secretary if unable to attend the regular Board meeting. If three consecutive unexcused absences occur, it shall cause the member to forfeit his place on the Board.
Non-attendance of a member of the Board of Library Trustees for three consecutive meetings shall be a basis for declaring a vacancy. A Board member can be removed for excessive non-attendance by a majority vote of the Board of Trustees.
Section 1. The Library Director shall be considered the executive officer of the Library Board and shall have sole charge of the administration of the library under the direction and review of the Board.
Section 2. The Library Director shall be responsible for the care of the building, grounds, and the equipment; for the efficiency of the library’s service to the public; and for the operation of the library under the financial condition set forth in the annual budget.
Section 3. The Library Director shall attend all Board meetings except those at which the Librarian’s appointment or salary is to be discussed or determined.
Section 4. The Library Director shall serve as an ex-officio member of the board of directors of the Friends of the Chatham Area Public Library District Foundation.
Policies and Practices
Section 1. A record of all business transactions shall be kept.
Section 2. Any time spent on TV or radio programs, or book reviews, for various organizations, or otherwise presenting the library to the public, is considered as time spent at the library.
Section 1. The Board of Library Trustees shall appoint two (2) of its members to serve on the board of directors of the Friends of the Chatham Area Public Library District Foundation. The President of the Board of Library Trustees shall serve as an ex-officio member of the board of directors of the Foundation. The directors shall be appointed by a majority vote of those present, and shall serve four (4) year terms. Vacancies shall be filled by appointment by the Board of Library Trustees.
Section 2. No trustee shall be eligible for appointment to the board of directors of the Foundation for more than two consecutive terms. For this purpose, those who have served half a term or more shall be considered to have served a full term.
Section 3. The Board of Library Trustees shall jointly appoint with the board of directors of Friends three directors to the Foundation from the community at-large.
Section 4. The Foundation declaration of trust may be amended by a two-thirds (2/3) vote of the Board of Library Trustees, provided that no amendment shall authorize the directors to conduct the affairs of the Foundation trust in any manner or for any purpose contrary to the provisions of Section 501(c)(3) of the Internal Revenue Code and its regulations as now or hereafter amended.
“This document which promulgates the Constitution and the By-Laws of the Chatham Area Public Library District is hereby amended, approved and adopted by the Chatham Area Public Library District, signed and attested by the following Board Trustees on this 21st day of October, 1996.”