Bylaws
Bylaws of the Champaign Public Library Board of Trustees:
Article I. Name
The name of this organization shall be Champaign Public Library Board of Trustees.
Article II. Membership
Section 1. Appointment
The Board of Trustees shall consist of nine (9) residents of the City of Champaign appointed by the Mayor of the City of Champaign with the approval of the City Council for three (3) year terms, commencing July first, as provided by statute. The terms of three (3) trustees shall expire each year. One member of the board shall be a member of the Champaign City Council. 75 ILCS 5/4-1, 4-2; Champaign Municipal Code Sec. 2-414.
Section 2. Removal
Any member of the Board of Trustees may be removed by the Champaign City Council whenever in its judgment the best interests of the Champaign Public Library would be served thereby. 75 ILCS 5/4-1.1: Champaign Municipal Code Sec. 2-393.
Section 3. Vacancies
In the event of the 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 the City of Champaign as the appointing authority, to be filled by the Mayor and City Council as provided by law.
Article III. Library Mission Statement
A Mission Statement for the Champaign Public Library shall be adopted by the Board of Trustees and reviewed from time to time.
Article IV. Powers and Duties
The Board of Trustees shall have such powers and duties as are given to it by law. 75 ILCS 5/4-1 et seq.; Champaign Municipal Code Sec. 2-419.
Article V. Reporting
The Board of Trustees shall make such reports as may be requested from time to time by the Champaign City Council, including an annual budget presentation of the financial condition of the Library. Champaign Municipal Code Sec. 2-419.
Article VI. Officers and Their Election
Section 1. Officers
The officers of the Board of Trustees shall be President, Vice President, Secretary and Treasurer, each of whom shall be a member of the Board of Trustees.
Section 2. Election and Tenure
The officers of the Board of Trustees shall be elected annually for a one (1) year term by the Board of Trustees at its first regular meeting subsequent to the appointment of trustees each year by this Mayor and City Council. Each officer shall hold office until his successor shall have been duly elected. The office of Board President shall be limited to six years of concurrent terms.
Section 3. Vacancies
A vacancy in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Board of Trustees, four days’ notice of such an election being given to the Board of Trustees by the President. In the case of a vacancy occurring in the office of the President, the Vice President shall serve notice of the election.
Article VII. Duties of Officers
Section 1. President
The President shall:
- Preside at all Board of Trustees meetings which he/she attends.
- Appoint all committees and committee chairs and serve as an ex-officio member of all committees.
- Exercise general supervision of the affairs of the Board of Trustees.
- Sign Board of Trustees-approved checks and documents as necessary.
- Work with the Library Director to prepare documents for Board of Trustees approval.
- Serve as a spokesperson for the Board of Trustees.
Section 2.Vice President
The Vice President shall:
- Preside at Board of Trustees meetings which the President is unable to attend.
- Sign Board of Trustees-approved checks and documents as necessary.
- 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 3. Secretary
The Secretary shall:
- Approve and sign all minutes of meetings of the Board of Trustees.
- Sign Board of Trustees-approved checks and documents as necessary.
Section 4.Treasurer
The Treasurer shall:
- Assist the President and Library Director in the preparation of the annual budget for the Library.
- Sign Board of Trustees-approved checks and documents as necessary.
Article VIII. Committees
The Board of Trustees shall act as a committee of the whole. Standing committees may be established by the Board. Standing committees may include: Personnel Committee, Budget and Finance Committee, Policy Committee and Nominating Committee. Additional ad hoc committees may be appointed for special purposes.
Article IX. Meetings
Section 1. Meetings
Regular meetings of the Board of Trustees shall be held once each month. Regular meeting locations, times, and dates shall be determined prior to the new fiscal year, and published pursuant to Open Meetings Acts requirements. The order of business at each meeting is determined by the Board and may be changed at their discretion.
Section 2. Open Meetings Act
All Meetings of the Champaign Public Library Board of Trustees and its committees shall conform to the Open Meetings Act (5 ILCS 120/1 et. seq.).
Section 3. Attendance
Members of the Champaign Public Library Board of Trustees are expected to attend every meeting of the Board and any committee(s) to which they are appointed or are members. Board members with more than six (6) absences in a calendar year shall meet with the President and the Library Director. Vacancies shall be declared as provided in the Illinois Local Library Act.
Section 4. Special Meetings
Special meetings of the Board of Trustees may be called by the President at his/her discretion or whenever the President has received written requests for a special meeting from three (3) or more members. Written notice of any special meeting shall be mailed to all members with the agenda for the meeting at least (3) days in advance of the meeting. Emergency special meetings may be held without three days’ notice provided all members execute a written waiver of notice requirements.
Section 5. Quorum
A simple majority of duly appointed members shall constitute a quorum, provided that a member who votes “pass”, “present” or votes to abstain shall not be counted for purposes of computing the quorum. Champaign Municipal Code Sec. 2-392.
Section 6. Electronic Attendance
If a quorum is physically present, a majority of the Board of Trustees may allow a member to attend the meeting by video or audio conferencing if the member is prevented from physically attending because of: (i) personal illness or disability; (ii) the member’s employment or business activities; (iii) the business of the Champaign Public Library; or (iv) a family or other emergency. A member wishing to attend by video or audio conferencing must notify the Library Director before the meeting unless advance notice is impractical. 5 ILCS 120/7.
Section 7. Public Attendance; Right to Speak
All meetings of the Board of Trustees and its committees are open to the public except when closed under the provisions of Illinois Complied Statutes, including the Open Meetings Act (5 ILCS 120/1 et. seq. Each agenda shall include "public participation" as an item on the agenda. Public comment is limited to no more than five (5) minutes per person and to no more than two (2) hours per meeting, unless extended by consent of a majority vote of Board members present. The President or the President's designee shall monitor each speaker's time and notify the speaker when the allotted time has expired. The presiding chair may require persons wishing to speak to sign in before the start of the meeting and to provide their names. Prior to speaking, each person must be recognized by the presiding chair and must state his or her name and city of residence for the record. If the presiding chair recognizes that more than twenty (20) persons wish to speak,l he or she may limit each speaker to comments of no more than three (3) minutes. The Board may establish additional rules and regulations regarding public participation as authorized pursuant to the Open Meetings Act. 5 ILCS 120/2.06(g).
Article IX. Parliamentary Authority
All meetings of the Board of Trustees shall be held in accordance with the rules of parliamentary practice comprised in the latest published edition of Robert’s Rules of Order unless found to be inconsistent with the special rules of the Board of Trustees, the ordinances of the City of Champaign, or Illinois Compiled Statutes. Provided that no substantive action may be taken unless at least five Board members vote on such action, including votes both for and against, but not including any member who votes “pass,” “present” or to abstain. Champaign Municipal Code Sec. 2-392.
Article X. Relationship between Board of Trustees and Library Director
The Board of Trustees establishes Library policies which are administered by the Library Director. The Library Director is employed and evaluated by the Board of Trustees. As chief administrator, the Library Director has full responsibility for personnel selection and management, development and administration of programs and services, and selection of materials.
Article XI. Amendment of Bylaws
These Bylaws may be amended at any regular meeting of the Board of Trustees by a simple majority of those present and voting, provided that the proposed amendment has been submitted in writing at the previous regular meeting. The requirements for the adoption of a revised set of bylaws shall be the same as in the case of an amendment. Bylaws are to be reviewed at least every three years.
Article XII. Ethics and Conflict of Interest
All members of the Board of Trustees shall abide by all ethical requirements imposed by federal, state and local law. The Board may adopt ethics statements which shall be deemed incorporated into these Bylaws and to which members, including future members, shall be bound. In accordance with applicable laws, including the State Officials and Employees Ethics Act, Board members are expected to refrain from prohibited political activities, inappropriate giving and receiving of gifts, and participation or voting on matters in which they have a direct or indirect conflict of interest. If a trustee is in violation of the Ethics Act or other similar law or regulation, or exhibits conduct that jeopardizes the Library's reputation or ability to function effectively within the community, the President may request in writing that the Trustee submit his or her letter of resignation from the Board of Trustees to the Mayor.
In addition, the Library Board abides by the Code of Ethics of the American Library Association and the Public Library Trustees Ethics Statement (adopted on April 21, 2021).
Bylaws reviewed and approved by the Board of Trustees on May 19, 2021