|
BYLAWS
ROLLING PRAIRIE LIBRARY SYSTEM
Preface: The Rolling Prairie Library System derives its authority
for operation from the Illinois Library Systems Act, 75 ILCS
10/1-16.being Illinois Compiled Statutes.
ARTICLE I
Name
The name of the organization shall be Rolling Prairie Library System,
hereinafter referred to as the System.
ARTICLE II
Objectives
The objectives of the System shall be to promote, foster, encourage
and effectuate the improvement of library services and to serve all
libraries in the Rolling Prairie Library System in accordance with the
Library System Act Administrative Rules established by the Illinois
State Library, hereinafter referred to as the Administrative Rules, for
the administration of the Illinois Library Systems Act.
ARTICLE III
Membership
“Developmental Library Membership.” Category for a library which can
meet the Definition of a “Library” as well as the Definition applying to
their specific type of library as defined in the Administrative Rules,
but cannot meet the Criteria for Full System Membership. A public
library shall also meet either the financial requirements for state per
capita grants to public libraries as stated in the Act or levy a tax
that produces a revenue of $6.00 per capita.
“Full System Membership.” Category for a library which can meet the
Definition of a “Library” as well as the Definition applying to their
specific type of library as defined in the Administrative Rules, and can
additionally meet the Criteria for Full System Membership as defined in
the Plan for System Cooperation.
ARTICLE IV
Application Requirement
An application for membership in the Rolling Prairie Library System
shall meet the membership criteria, and shall include:
- A statement in writing that the institution applying for
membership:
- Is a library and one of the types of libraries as defined in
the Illinois Library Systems Act and in the Administrative Rules.
- Agrees to accept and to observe the provisions of the Illinois
Library System Act, the Administrative Rules, the System's By-Laws,
the Plan for System Cooperation, the Long-Range Plan of the System,
and all other rules of the System.
- Agrees to honor the provisions of the Interlibrary Loan Code
for Illinois.
- Will not reduce the financial and other support of its library
as a result of the institution's membership in the System.
- Will supply to the Illinois State Library and to the Rolling
Prairie Library System such evidence as either the Illinois State
Library or the Rolling Prairie Library System reasonably may require
from time to time for the evaluation and planning of library
activities within the Rolling Prairie Library System and the State,
and for the assurance that the provisions of the Illinois Library
Systems Act, the Administrative Rules, the System's By-Laws, the Plan
for System Cooperation, the Long-Range Plan of the System and all
other rules of the System are being observed.
- A Profile Sheet on the applying institution's library resources
and library budget.
- An Application for Membership in Rolling Prairie Library System
signed by the governing authority of the applying library.
ARTICLE V
Action on Membership Application
Within 90 days after receipt of an application for membership in the
Rolling Prairie Library System, the Board of Directors of Rolling
Prairie Library System shall act upon the application:
- If the requirements for membership as provided in the Illinois
Library Systems Act and the Administrative Rules as well as those
application requirements for membership established by the Rolling
Prairie Library System have been met by the applicant, the Board of
Directors of Rolling Prairie Library System shall approve the
application and submit the application to the Illinois State Librarian
for approval.
- If, in the judgment of the Rolling Prairie Library System, the
requirements for membership have not been met, the Rolling Prairie
Library System concurrently will give written notice of that fact to
the applicant and to the Illinois State Library. An institution whose
application has not been approved may appeal the System's decision to
the State Librarian.
ARTICLE VI
Suspension of a Library From Membership
The governing board of the Rolling Prairie Library System may suspend
a library from membership in the System for failure to comply with the
Illinois Library Systems Act, the Administrative Rules, the System's
By-Laws, the Plan for System Cooperation of the System, the Long-Range
Plan of the System, or all other rules of the System.
When the governing board of the System determines that a library
member is not meeting the requirements of membership, it shall notify
the library member and specify the requirements that are not being met.
The library shall have 60 days to respond to allegations of the System
Board. If the library member does not respond to the allegations made
against it, or if its response does not satisfy the System Board that
the library will meet the requirements for System membership within a
specific time, the System Board may suspend it from System membership.
The System Board shall notify the State Librarian immediately of its
action for review as provided in the Administrative Rules. The State
Librarian shall review the action of the System Board in suspending a
member library within 60 days of receipt of notice of such action. If
the State Librarian does not concur in the suspension of a member
library by the System Board, he shall so inform the System Board and the
library and shall furnish a written explanation of his decision. The
suspension, then, shall not take effect.
During the period of suspension, a library cannot participate in any
System services, and has no obligation to the System, except obligations
specifically incurred prior to the date of the suspension. If the
library does not re-establish its membership in the System within three
years of the date of suspension, or if a library receives three
suspensions within a period of three consecutive years, the State
Librarian may terminate the library's membership in the System. A
library whose membership in a System is terminated shall return to the
System administrative headquarters all library materials and equipment
purchased with System headquarters funds and on deposit at such library.
ARTICLE VII
Transfer of Membership
A public library may transfer membership under the procedures set
forth in the Administrative Rules.
ARTICLE VIII
Withdrawal
A library may withdraw from a System pursuant to the procedures as
outlined in the Illinois Library Systems Act.
ARTICLE IX
Board of Directors
The System shall be governed by a Board of Directors numbering (9)
Directors. No library shall be represented by more than one Director.
All Board members must be eligible electors in the geographical area of
the System. All Board members will be elected for a term of three years.
Five of the RPLS Directors shall be public library trustees of member
participating libraries apportioned in the following manner: at least
one Director shall be from a public library serving a population of
50,000 or more, and four shall be at-large Directors.
Four of the
Directors shall be librarians of member libraries distributed as
follows: one from an academic library, one from a school library, one
from a special library and one from a public library.
The terms of the
Directors shall start at the annual meeting at which the Board member is
elected. Directors may serve no more than the number of years permitted
by the Library Systems Act. Public library trustees must maintain
membership on the board of a participating library. All other Directors
must maintain a connection with the type of library they represent.
Vacancies may be filled by appointment by the remaining members of the
Board. The appointee shall serve for the unexpired term of the Director
replaced. Persons appointed must have the same qualifications as those
elected, and represent the constituency of the vacant seat, except that
if a person of the same library constituency is not available for
appointment within thirty (30) days from the date of vacancy, the Board
may appoint a qualified person representing any library constituency.
A
Nominating Committee will be selected to oversee the election process
for the multitype Board of Directors. Nominations will be solicited from
each type of library to arrive at a list of candidates to fill the
number of directorships required on the Board from that segment of the
library community. In the event that there are two individuals from the
same library nominated for different categories, it will be the
responsibility of the Nominating Committee to resolve the issue before
the ballot is presented.
A paper ballot especially related to library type (public, academic,
school, special) will be prepared and distributed by the Nominating
Committee. Each library will be entitled to cast one vote for nominees
from its respective type of library. The ballots will be returned to the
Nominating Committee prior to the Annual Meeting.
Non-attendance of a member of the Board of Directors 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 Directors.
The Directors of the System shall serve without compensation, but
their actual and necessary expenses shall be a proper charge against the
System fund. All Directors individually and as a body represent the
entire System.
ARTICLE X
Duties of the Board of Directors
The Board of Directors of the System shall carry out the spirit and
intent of the Systems Act and, in addition to the other power conferred
by the Systems Act, shall have the powers as stated in the Illinois
Library Systems Act.
ARTICLE XI
Officers
The Officers shall consist of a President, a Vice President, a
Secretary, and a Treasurer elected at the Annual Meeting by the
Directors from among their number. The officers shall be elected for a
term of one year. No Board member shall serve in the same office
(President, Vice President, Secretary, or Treasurer) for more than two
consecutive years. A lapse of at least one year must occur before an
individual having served two years would again be eligible to hold that
same office.
The President shall preside at all
meetings of the Board, appoint any necessary committees, be an ex
officio member of all committees, and entitled to vote on such committee
(except the Nominating Committee).
The Vice President shall preside at meetings
in the absence of the President, and shall in case of the resignation of
the President, assume the President's responsibilities until the
election of a new President.
The Secretary shall have the responsibility
for the records of the Board of Directors.
The Treasurer shall be chairperson of the
Finance Committee which is the committee that recommends all bills for
payment.
Should an office become vacant prior to the expiration of the term of
that office, the Directors shall elect from their number an officer to
fill the unexpired term.
ARTICLE XII
System Funds
Before entering upon the duties, the Treasurer shall be required to
give a bond in an amount to be approved by the Board, but in no case
less than the minimum amount specified in the Library System Act,
conditioned that the Treasurer will safely keep and pay over upon the
order of the Board all funds received and held by the Treasurer for the
System. The funds of the Library System shall be deposited in a bank or
banks designated by the Board of Directors and shall be expended only
under the direction of such Board authenticated vouchers.
ARTICLE XIII
Meetings
The Board of Directors shall meet a minimum of nine (9) times a year
to conduct the business of the System. There must be five (5) Directors
present to constitute a quorum.
The annual meeting shall be held in July at which time the Board of
Directors shall establish the meeting times. Special meetings of the
Board of Directors may be called by the President or upon the request of
three Directors, for the transaction of such business as shall be stated
in such notice.
Should both the President and Vice President be absent from any
meeting, the attending Directors shall choose, from among their number,
a temporary presiding officer who shall be designated Chairperson Pro
Tem.
All motions shall be decided on a recorded (roll call) vote.
ARTICLE XIV
Order of Business
The usual order of business at all regular meetings shall be:
- Call to order
- Approval of minutes
- Reports of committees
- Unfinished business
- New business
- Report of the Executive Director
- Adjournment
ARTICLE XV
Committees
The President of the Board of Directors shall appoint committees as
needed. Membership on committees shall be not less than three. Terms on
committees are for one year or until such time as new appointments are
made.
ARTICLE XVI
Records of the Board of Directors
All records and accounts of the System shall be kept in the custody
of the Executive Director. All such records and accounts shall be open
to the inspection and use of all members of the Board of Directors at
all reasonable times.
ARTICLE XVII
Executive Director of the System
The Executive Director shall:
- Be responsible for carrying out the policies of the Board of
Directors.
- Attend all Board meetings.
- Give notice of all meetings at the direction of the proper
officer.
- Act with all standing and special committees.
- Be the Chief Administrative Officer.
- Have the general charge of the Rolling Prairie Library System in
consultation with the Board of Directors.
- Certify all bills and money expended.
- Share with the Board the responsibilities for compliance with the
Administrative Rules.
ARTICLE XVIII
Gifts
The Board of Directors may, at its discretion, accept gifts,
donations or endowment funds for the System.
ARTICLE XIX
Amendments
The By-Laws may be amended at any special or regular meeting of the
Board providing that written notice to the Board of the proposed
amendment and the meeting date has been given ten (10) days prior to the
meeting date. The written notice must include a copy of the amendment in
the form to be considered. To amend the By-Laws the amendment must be
passed by a two-thirds vote of all the Directors. That is, the amendment
must be approved by six (6) Directors.
ARTICLE XX
Executive Committee
The President, Vice President, Secretary, and Treasurer shall
constitute the Executive Committee. During the periods between Board
meetings the Executive Committee shall have the power to take action
necessary for the normal operation of the System subject to approval by
the full Board.
ARTICLE XXI
Fiscal Year
The fiscal year of the System shall begin with July 1 and end with
June 30.
ARTICLE XXII
Rules of Order
Robert's Rules of Order shall, in the absence of provision to the
contrary herein, be observed in governing the transactions of the
business of the System.
3/18/08 |
