Trustee Bylaws

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Bylaws 
Adopted by the Board of Trustees April 15, 2025.

ARTICLE I. ORGANIZATION

The name of the organization is the Board of Trustees of the Helen M. Plum Memorial Public Library District. (Referred to hereinafter as the Board or the Trustee/s.)

ARTICLE II. PURPOSE

The purpose is to ensure general oversight, adequate funding, and advocacy on behalf of the Helen M. Plum Memorial Public Library District for the benefit and access of all patrons, and to fulfill the Library’s Vision and Mission.

ARTICLE III: GOVERNANCE

Section 1: Board 

All actions of the Board are governed by the laws of the State of Illinois relating to public libraries and applicable ordinances of the Village of Lombard and federal laws. These Bylaws are supplementary to the provisions of applicable statutes and regulations. 

Section 2: Library

The Helen M. Plum Memorial Public Library District is a library district organized and established under the provisions of the Illinois Public Library District Act of 1991, 75 ILCS 16/1-1et. seq, exercising the powers and authority and assuming the responsibilities delegated to it under applicable statutes. (Referred to hereinafter as the Library.)

ARTICLE IV: TRUSTEES

Section 1: Membership

The Board consists of seven members elected at the Consolidated Election held in the odd-numbered years. The term of office is four years. Terms are staggered so that no more than four terms expire simultaneously. Trustees serve until their successors are appointed.

Section 2: Trustee Onboarding

 The Executive Director will meet with new Trustees to: 

1. Examine the property
2. Review services
3. Present an onboarding packet which includes Library policies and other material, a list of Trustees and committees, representative minutes and financial reports, and other pertinent information.

A biennial organizational meeting will be held to swear in new Trustees, adopt the policies and bylaws of the previous Board, and elect officers.

Section 3: Trustee Vacancies

Per section 16/30-25 of the Public Library District Act of 1991 (75 ILCS 16/1 et seq.): “Vacancies shall be declared in the office of trustee by the board when an elected or appointed trustee (i) declines, fails, or is unable to serve, (ii) becomes a nonresident of the district, (iii) is convicted of a misdemeanor by failing, neglecting, or refusing to discharge any duty imposed upon him or her by this Act, or (iv) has failed to pay the library taxes levied by the district. Absence without cause from all regular board meetings for a period of one year shall be a basis for declaring a vacancy.”

In the event of a vacancy on the Board, the Board will appoint a Trustee as soon as possible to serve the remainder of that term until the next regularly scheduled election at which time a Trustee will be elected to serve for the unexpired portion of the term. Further provisions regarding filling vacancies can be found in 75ILCS 16/30-25.

Section 4: Trustee Duties and Responsibilities

Each Trustee will carry out the spirit and intent of the Illinois Public Library District Act of 1991 as well as the ALA Bill of Rights and Freedom to Read Statement in establishing, supporting, and maintaining the Library as a provider of library service and, in addition to but without limiting other powers conferred by 75 ILCS 16/30-55, will have the following duties:

1. Meet the financial and reporting requirements of the Library and prepare annually a budget, appropriation, and levy pursuant to the requirements of Illinois statutes.
2. Secure adequate funds to:
   • Carry out programs
   • Provide for improvement of materials and services
   • Provide for building and space needs
   • Maintain Library property
   • Provide for staffing levels to support the needs of the Library and community
3. Approve policies and bylaws that:
   • Establish the terms of employment for staff
   • Govern the operation of the Library and assign their execution to the Executive Director
   • Ensure the ethical governance of the Board
4. Serve on at least one standing committee.
5. Appoint and determine the salary of a professionally qualified, competent Executive Director, the sole employee of the Board itself.
6. Serve the community in exercising ultimate responsibility over all Library monies and property.
7. Study the present and future role of the Library with respect to community needs, trends, and interests.
8. Advocate for the Library at the municipal, state, and federal levels.

Trustees are expected to act in the best interest of the Library and support the Library’s Vision and Mission, including but not limited to:

1. Keeping up to date on and complying with legal and ethical requirements and completing training and certifications as soon as possible. Each Trustee is strongly encouraged to attend a minimum of one continuing education workshop, seminar, or meeting each year. The Executive Director will make the dates of these professional development opportunities known to the Board in a timely manner.
2. Preparing for and attending meetings and events as required unless the President or Executive Director has been notified prior to the meeting.
3. Representing the Library in the community, as needed.
4. Participating in planning sessions and committee work, as the Board requires.

Section 5: Compensation and Expenses 

Trustees receive no compensation. Trustees are reimbursed for expenses incurred in attending meetings away from the Library, including, but not limited to, registration, meals, lodging, and travel. Travel by car is reimbursed at the rate allowed by the IRS. Trustees are not exempt from user fees. 

Section 6: Ethics, Behavior, and Conflicts of Interest

1. Trustees will adhere to the Code of Ethics of the American Library Association and the Public Library Trustee Ethics Statement developed by United for Libraries, a division of ALA.
2. Trustees will abide by all statutes and regulations governing ethical behavior of public officials, including the State Ethics Act, 5 ILCS 430/1-1 et seq.
3. Trustees will not solicit, accept, or agree to accept, gifts, loans, gratuities, discounts, favors, hospitality, or services offered with intent to influence official action.
4. Trustees will not accept economic, advancement, or honorary opportunities under circumstances when it may be reasonably inferred that the opportunity is being offered with intent to influence official action.
5. Trustees and Officers who take an official action that may be construed as conflicting with personal, family, monetary, or employment interests should abstain from official action if there is no reasonable way to eliminate the conflict.
6. Trustees and Officers will not engage in economic activity that involves the use or sale of information gained in the course of official duties.
7. When discussing Library matters, Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the Library, acknowledging the official position of the Board even if Trustees personally disagree.
8. Trustees must respect the confidential nature of Library business while being aware of and in compliance with applicable laws governing freedom of information.
9. Trustees should support the principles of intellectual freedom.
10. Trustees are expected to conduct themselves with courtesy and mutual respect during Board meetings.
11. Private electronic communication to Trustees and between Trustees is not permitted during Meetings.

ARTICLE V. OFFICERS

Section 1: Officers

The Officers of the Board are President, Vice President, Secretary, and Treasurer. 

1. Officers will be elected for two-year terms at the biennial organizational meeting held in the odd-numbered years. An officer will not serve more than three consecutive terms in the same role.
2. An Officer vacancy will be filled by Board nomination and vote. The Trustee elected will serve in that office until the next biennial organizational meeting.
3. No Trustee will be nominated as an Officer without the Trustee’s consent. 

Section 2: Officer Duties and Responsibilities 

President
The President will pre-approve Board meeting agendas, 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 executive officer of the Board, be an ex-officio member of all committees, and serve as official spokesperson for the Board. 

Vice President
In the absence or disability of the President, or a vacancy in that office, the Vice-President will assume the duties and functions of the President. In the absence of both, the Secretary will assume the duties of President. In the absence of the President, Vice President and Secretary, the Treasurer will assume the duties of President. 

Secretary
The Secretary has the responsibility to see that adequate minutes of meetings of the Board are taken and maintained as a public record. The Secretary signs meeting minutes after their approval by the Library Board or Committee. The Secretary also certifies documents on behalf of the Board, including ordinances and other legal documents as required.

Treasurer
The Treasurer has custody of all Library funds, including income and special funds, and will keep a separate record thereof and will arrange for a deposit of all such funds in financial institutions approved by the Board. 

The Treasurer will be bonded (surety bond) or insured in an amount as is required by statute (see 75 ILCS 16/30 – 45(e)). 

Monthly and annual financial reports are prepared by the Library and presented to the Board. The Treasurer oversees all financial reporting. 

In the absence of the Treasurer or when the Treasurer is unable to serve, the President or Vice President may perform the duties of the Treasurer. 

Section 3: Forfeiture of Office

Officers may be subject to forfeiture of office if, in any 12-month period, they are absent without cause from any four Board meetings. “Board meetings” include monthly and special Board meetings as well as any committee meetings to which the Officer is appointed.

ARTICLE VI. BOARD MEETINGS

Section 1: Monthly Board Meetings 

Regular meetings will be held each month at the Library. Board meetings are scheduled by an annual ordinance set by the Board. Public notice and conduct of meetings will be pursuant to the requirements of the Illinois Open Meetings Act, 5 ILCS 120/1.01 et seq. Any Trustee who is unable to attend a meeting, expects to be late, or plans to attend remotely should notify the Board President or the Executive Director.

Section 2: Changes to Meeting Dates

Meeting dates may be changed or canceled if needed. A quorum will be required to convene a meeting. A quorum consists of four Trustees (75 ILCS 16/30-50(b)). The Board President has sole discretion to change or cancel the meeting pursuant to the Open Meetings Act.

Section 3: Special Meetings 

Special meetings may be called by the President or at the request of any four (4) Trustees. All Trustees will be notified before the meeting date and no other business outside of the agenda will be conducted at a special meeting. Notice of special meetings will be given pursuant to the Open Meetings Act.

Section 4: Closed Meetings

The Board may hold closed meetings to discuss certain specific issues set forth in the Illinois Open Meetings Act, 5 ILCS 120/2, including but not limited to discussions related to:

1. Employee discipline, discharge, complaints, charges, or evaluations
2. Collective bargaining agreements
3. Purchase or lease of real estate
4. Specific pending litigation

A roll call vote is required to move into closed session by a majority of five out of seven Trustees (2/3 roll call vote of members serving). If only four members are present, the Board cannot move into a closed session.

Section 5: Meeting Agendas & Order of Business

Agenda
An agenda for each meeting will be prepared by the Executive Director and reviewed by the Board President. The agenda will serve as notification of the meeting and be made available at least 48 hours in advance of the meeting.

Order of Business
Unless otherwise determined by the Board, the order of business will be as follows:

          Call to Order 
          Pledge of Allegiance
          Land Acknowledgement
          Roll Call 
          Public Comment 
          Adoption of the Agenda 
          Consent Agenda
          Committee Reports 
          Unfinished Business 
          New Business 
          Communications 
          Director’s Report 
          Library Activity Report
          Closed Session, if scheduled 
          Adjournment 

Requesting an Agenda Item
Trustees may request items for inclusion on the agenda but should notify the President at least one week in advance of the meeting. The President may include such items on the agenda if the President sees fit. If the President chooses not to include items on the agenda, the requesting Trustee will be notified in advance of the meeting. If a majority of Trustees request an agenda item, the President will include it on the agenda. 

Consent Agenda
The agenda may include a Consent Agenda. Items on the Consent Agenda are intended to be routine and may be approved by general consent of Trustees (e.g., approval of minutes and financial reports). If there are no objections to items on the Consent Agenda, all items on the Consent Agenda are approved. Any item on the Consent Agenda may be removed from the Consent Agenda at the request of any Trustee in which case the item will be considered separately. 

Public Comment
At any open meeting, the members of the public and Library employees may comment, subject to reasonable constraints, in-person during the Public Comment section of the meeting. There will be a maximum of 30 minutes allotted for Public Comment. The Board President may extend this time limit if deemed necessary. Additionally, the Board President or presiding officer may grant a request for Public Comment during other portions of a meeting. 

Public Comment is a valued source of information for the Board. The Public Comment portion of the meeting is an opportunity for the public to speak, and the time allotted is not to be occupied by Trustee comments or responses. Individuals appearing before the Board are expected to follow these guidelines: 

1. Each person who wishes to speak is asked to complete the Public Comment Request Form prior to the start of the meeting and submit it to the Board President.
2. Speakers will be called to speak in the order submitted and may address the Board only at the appropriate time as indicated on the agenda and when recognized by the Board President.
3. Speakers are asked to identify themselves by name and group affiliation, if any.
4. Comments are limited to three minutes. The Board President may lengthen a person’s opportunity to speak if deemed necessary.
5. Copies of speakers’ written materials will be accepted and added to the Library’s records but will not be added to the meeting minutes.
6. Each speaker must maintain civility and cannot disrupt a meeting by using obscene, abusive, or threatening language or gestures. Violating this expectation closes a speaker’s public comment time. Any person who poses a threat to public safety will be removed immediately from the meeting and Library property.
7. Any person attending a meeting is expected to comply with Library Policies and Rules.
8. An immediate response from the Board is not to be expected. 

The Board will take no action, make any decisions, or recommend changes to existing policies until adequate information related to comments has been gathered and available options objectively discussed.

The Board President has authority to determine additional procedural matters regarding Public Comment not otherwise described above.

Section 6: Board Meeting Actions

Robert’s Rules of Order govern parliamentary procedure of the Board, provided they do not conflict with these Bylaws. 

Section 7: Voting 

A majority of the votes of all Trustees present and voting is required for the passage or adoption of any motion, resolution, or ordinance. Absentee voting is not permitted. 

The President may vote upon and may move or second any motion, resolution, or ordinance.

A roll call vote is required on resolutions, on any matter creating a liability or expenditure, or upon request of any Trustee.

Section 8: Remote Trustee Participation 

Participation
The fullest participation and attendance in all Board meetings should be achieved whenever possible. As defined in the Open Meetings Act (5 ILCS 120/7), remote Trustee participation in meetings via communication devices[1] may be utilized under the following circumstances:

1. Personal illness or disability
2. Employment purposes or the business of the public body
3. A family or other emergency
4. Unexpected childcare obligations

A Trustee can participate remotely, including voting on all issues, via communication device, if:

1. They have a valid reason (as noted above).
2. They provide advance notification to the Board President and/or Executive Director.
3. The Board has a quorum physically present.

Accountability
Meeting minutes will document any remote Trustee participation.

Voting
Remote Trustees can vote on all issues. In such cases, votes will be completed by roll call for accuracy in meeting minutes.

ARTICLE VII. COMMITTEES

Section 1: Standing Committees

The standing committees are: 

1. Audit Committee
2. Director Relations Committee
3. Policy and Bylaws Committee 

The standing committees will each consist of three Trustees appointed by the Board President in consultation with each Trustee. Two of the three appointed committee members constitute a quorum. 

Section 2: Committee Chairs

Committee Chairs and alternates are appointed by the Board President at the regular Board meeting following the biennial organizational meeting.

The Board President serves as a non-voting ex-officio member of each standing advisory committee. The Executive Director attends all committee meetings unless specifically requested not to attend. 

Committee Chair responsibilities include: 

1. Scheduling meetings as required
2. Presiding over committee meetings
3. Making a verbal report on Committee meetings during monthly Board meetings
4. Bringing recommendations from the Committee to the Board

Section 3: Committee Meetings

The Executive Director prepares agendas for the Audit Committee and Policy and Bylaw Committee. The Director Relations Committee Chair prepares agendas for the Director Relations Committee. Committee agendas will be available at least 48 hours in advance of the meetings. 

Committee meeting minutes are approved by committee members within 30 days after that meeting or at the committee’s second subsequent regular meeting, whichever is later. The Board does not approve committee meeting minutes. 

Each advisory committee will discuss recommendations to the Board and is not involved in the day-to-day administration of the Library. In addition to the committee charges listed below, each committee will consider other matters at the request of the Board of Trustees. 

The Library is the depository of all committee reports. 

Section 4: Audit Committee

The Audit Committee will review the Secretary’s records, legal notices, ordinances and written minutes for completeness and accuracy. The Committee will meet twice annually to review all closed session meeting minutes and consider opening them to the public. The Audit Committee cannot include the Board Secretary.

Section 5: Director Relations Committee

The Director Relations Committee will serve as a liaison between the Board and the Director in matters relative to the Director’s employment and will meet as needed. The Committee will regularly conduct and discuss with the Director the Director’s performance evaluation and job description. Additionally, the Director Relations Committee is responsible for regularly conducting the Board self-evaluation. 

Section 6: Policy and Bylaws Committee

The Policy and Bylaws Committee will discuss and review all policies and bylaws before presentation to the Board and will meet as needed. The Committee will review existing policies, considering additions, changes, and deletions. All policies, after Board approval, will be available to the public. 

Section 7: Ad Hoc Committees 

The Board may, by motion, create ad hoc committees. Prior examples of ad hoc committees include Community Relations, Decennial, Finance, and Building and Grounds.

In creating an ad hoc committee, the Board will consider: 

1. Committee appointments
2. Number of voting members
3. Chairperson and alternate chairperson
4. Committee procedures

ARTICLE VIII. ADMINISTRATION AND OPERATION

Section 1. Executive Director

The Executive Director is considered the executive officer of the Library and has the sole charge of administration of the Library under the direction and review of the Board. The Executive Director is responsible for:

1. Ongoing strategic plan implementation
2. Building strong community relationships
3. Hiring, managing, and developing a strong team
4. Assuring high-quality library services
5. Overseeing operational effectiveness and safety
6. Managing financial aspects of the Library operations
7. The care of the building and equipment

The Executive Director is further responsible for: 

1. Recommending to the Board policies and procedures that promote the efficiency of the Library and regular communication to the Board in monthly, annual, and required reports
2. Advising the Board on relevant legislative updates
3. Presenting the Board with an annual timeline of fiscal requirements
4. Presenting the Board with an annual working budget for approval prior to the fiscal year close
5. Providing an annual Trustee tour of the building and grounds as part of a regular or special Board meeting

Section 2. Library Records

Library records will be kept in the Library and will be available to the public upon request, in accordance with the Freedom of Information Act. These records include the monthly and annual reports of the Library, all financial reports, and minutes of Board meetings.

Section 3. Personnel Records

Staff personnel records are confidential and will be kept in a secure place. Only the Executive Director or any person authorized by the Board or Executive Director has access to these records. 

Section 4. Board Confidential Records 

Confidential records of the Board, such as personnel records concerning the Executive Director and closed session minutes, will be kept in the Library. Only Trustees and the Director have access to these records. 

Section 5: Patron Records

Registration and circulation records are confidential in accordance with the Library Records Confidentiality Act, 75 ILCS 70/1.

Section 6: Legal Requests for Information

Library staff will observe the following procedures: On receipt of any legal process, order, or subpoena, the Executive Director or Person in Charge will immediately inform the Board President and consult with the Library Attorney to ensure that (a) the document is in proper form, and (b) there has been a showing of good cause for its issuance. Until the legality of such process, order, or subpoena has been established, the Library will resist disclosure of the records. 

ARTICLE IX. AMENDMENTS

Amendments to these Bylaws may be made at any Board meeting. Advance written notice of any proposed amendment will be submitted to each Trustee. Compliance with these Bylaws may be waived or suspended by the Board.

[1] Communication devices include, without limitation, audio and/or video equipment which enable remote Trustees to participate fully in discussions and votes.