Trail Libraries System Bylaws
ADOPTED MAY 17, 1971
(REVISED APRIL, MAY, 1972)
(REVISED JANUARY, 1985)
(REVISED MARCH, 1991)
(REVISED MAY, 1995)
(REVISED SEPTEMBER, 1995)
ARTICLE I Name
- ARTICLE II Authority
- ARTICLE III Vision
- ARTICLE IV Membership
- ARTICLE V Board
- ARTICLE VI Officers
- ARTICLE VII Meetings
- ARTICLE VIII Committees
- ARTICLE IX Administration
- ARTICLE X Parliamentary
- ARTICLE XI Amendments
I: Name [Top]
- The name of this organization shall be Lincoln Trail
Libraries System, hereafter referred to as the
II: Authority [Top]
- The System
derives its authority for operation as a cooperative multitype
library system from The Illinois
Library System Act (Illinois Revised Statutes c. 81Q
111et seq. ) and operates in accordance
with the most current Illinois Library System Act
III: Vision and Mission [Top]
- The System is a cooperative multitype library system
serving academic, public, school, and special libraries
in the East Central Illinois counties of Champaign,
Clark, Coles, Douglas, Edgar, Ford, Iroquois, Piatt, and
Vermilion. The System is committed to excellence in
library service through empowerment of library
information partners and citizens (Vision). The System
facilitates and promotes collaboration and cooperation
which empowers information agencies to improve and expand
access to and delivery of information resources
IV: Membership [Top]
- Section 1. All academic, public, school, and special
libraries whose governing authority headquarters are
within the geographic boundaries of the System are
eligible to apply for membership. Member libraries in
good standing at the time of revision of these bylaws
shall remain members and are subject to meeting criteria
outlined in the System's Membership Policy by July 1,
- Section 2. There are two levels of membership: Full
- Full membership status is granted to libraries
meeting Illinois State Library System Act criteria for
developmental membership as well as additional criteria
outlined in the LTLS Membership Policy. Developmental
membership status is granted on an annual basis,
renewable for up to three years, in accordance with the
LTLS Membership Policy and Library System Act
- Section 3. Libraries applying for Full or
Developmental membership in the System are subject to the
following minimum eligibility requirements, as defined in
the Illinois Library System Act administrative rules, as
well as additional requirements adopted by the Board of
Directors and found in the Membership Policy:
- Libraries must, in accordance with eligibility
criteria established by the Illinois State Library,
serve the basic information and library needs of their
constituents through a bibliographically organized
collection of library materials, and must have at
least one employee who works at least fifteen hours
per week as a librarian. The collection must have
permanent financial support, be accessible centrally,
and occupy identifiable quarters in one principal
location. These requirements can be met through
contractual services provided by another library.
- Section 4. Applications for Full or Developmental
membership in the System shall be in writing and in
accordance with LTLS Membership Policy requirements.
- Section 5. After membership review, if it is
determined that an applying library does not meet Full or
Developmental eligibility requirements, the library
agency governing authority may appeal in writing to the
Executive Director and Board of Directors within sixty
(60) days for reconsideration of eligibility.
- Section 6. A library's Full membership status can be
changed to Developmental status in accordance with the
LTLS Membership Policy and Illinois Library System Act
- Section 7. A library's membership may be suspended
and subsequently terminated if the member fails to
fulfill its System membership responsibilities outlined
the LTLS Membership Policy. The suspension shall be
effective upon the concurrence of the Illinois State
Library pursuant to the Illinois Library System Act
- Section 8. Upon written notice on or before April 1
of any year, a member library governing authority may
voluntarily terminate System membership on or before June
30 of the following year (the end of the System's fiscal
year) and upon fulfillment of all outstanding obligations
to the System.
V: Board of Directors [Top]
- Section 1. The System shall be governed by a Board of
Directors of thirteen members.
- Section 2. Membership on the Board of Directors shall
be apportioned in the following manner:
- a. Public Library Trustee Directors
At least 7 members of the Board shall be members of boards
of Full membership public
libraries in the System.
- 2. The Trustee Director positions should
reflect diverse geographic and population
representation. Directors shall be representative
of each of the following geographic locations and
- Champaign County Libraries
- Vermilion County Libraries
- Iroquois, Ford, and Piatt County
- Douglas, Coles, Edgar, and Clark County
- Libraries over 15,000 population
- Libraries between 3,000 and up to 15,000
- Libraries under 3,000 population
- 3. If no persons representing any of the above
categories are willing to serve, Public Library
Trustee Directors from other geographic or
population groups may be elected at-large.
- b. Library Interest Directors
- 1. Six Directors, one each representing
academic and public library interests and two each
representing school and special library interests,
shall be elected at large by the System Full member
libraries. Each Library Interest Director must be a
member of the governing Board of a Full member
library or an official specifically empowered by
the library governing Board to represent it.
- Section 3. Election
- a. Directors
shall be elected for staggered 3 year terms.
- b. Directors shall be elected by mail ballot to
the official Full member library representatives as
defined in the System Standing Rules, from a slate
presented by the Board Nominating Committee. All
member libraries are eligible to cast one vote.
Additional names may also appear on the ballot if
representatives of at least ten libraries sign
petitions on behalf of a qualified candidate.
- Section 4. Terms of Office
- a. System
Board of Directors terms are effective from July 1 of the
year and continue through June 30
of the third following year.
- b. No
more than one Director at a time from any Full member library
may serve on the Board.
- c. No Director shall be permitted to serve on the
System Board for more than six years unless two years
have elapsed since Director's sixth year of
- Section 5.
If a director resigns or for other reasons cannot complete a
term, a replacement will be selected
the following manner:
- a. Vacant Library Director positions will be
filled by Board Executive Committee appointment if
less than one year remains in the three-year term. If
more than one year remains in the unexpired term, the
Board Executive Committee will appoint a Director to
serve until the next election, at which time a
Director will be elected by ballot to serve the
remainder of the unexpired term.
- Section 6.
The members of the Board of Directors shall serve without compensation,
but their actual and
necessary expenses shall be paid by the System.
Section 7. No member of the System Board of Directors
shall receive compensation or profit directly or
indirectly from any business conducted with the System in
accordance with the established System Policies.
Section 8. All records and accounts of the System
shall be kept in the System office and in the custody of
the Executive Director in the System office or in a
Board-approved remote storage location. All such records
and accounts shall be open to the inspection and use of
all members of the Board of Directors at all reasonable
- Section 9. The Board of Directors of the System shall
have the authority to make such policy to carry out the
spirit and intent of The Illinois Library System Act, and
shall have the powers conferred by the Act.
VI: Officers [Top]
1. The officers of the Board of Directors shall be a President,
a Vice-President, a
Secretary, and a Treasurer.
- Section 2. The election of officers shall be held at
the annual meeting. The officers shall be elected in the
- a. The Board Nominating Committee shall present
its slate of candidates to the Board.
- b. Additional nominations may be made from the
floor by any director.
- c. In
no case will any person be nominated without the consent of
- d. The directors shall then vote for candidates
for the offices of President, Vice-President,
Secretary, and Treasurer.
- Section 3. In the event that the office of President
becomes vacant, the Vice-President shall assume the
duties of the President, and the Board shall elect one of
its members to the office of Vice-President for the
remainder of the term. In the event other offices become
vacant the Board shall elect one of its members for the
remainder of the term.
- Section 4. The officers shall be elected for one
year, and no officer shall serve more than two
consecutive terms. A term of six months or more shall be
considered a full term.
- Section 5. Unless otherwise specified, the duties of
the officers shall comply with those provided in Robert's
Rules of Order, latest edition, and as prescribed by the
Illinois Library System Act.
VII: Meetings [Top]
- Section 1. At the beginning of each fiscal year, the
Board shall determine a regular monthly meeting date and
time and give appropriate notice to the membership and
the public. A minimum of ten meetings shall be held each
- Section 2. Special meetings may be called by the
President or upon the request of three members of the
Board of Directors. Notice will be given of the purpose
of such meetings and no other business shall be conducted
at such meetings.
- Section 3. A majority of the Directors shall
constitute a quorum for the conduct of business of the
- Section 4. Non-attendance of a member of the Board of
Directors for three (3) consecutive regular meetings
without an acceptable reason shall be regarded as a
resignation of that Director.
- Section 5. All meetings shall be conducted in
compliance with the Illinois Open Meetings Act.
VIII: Committees [Top]
- Section 1. The President, Vice-President, Secretary,
and Treasurer shall constitute the Executive Committee to
consider business between regularly scheduled meetings
and shall be prepared to bring the findings and
recommendations to the Board of Directors.
- Section 2. A Nominating Committee to nominate members
of the Board according to Article V, Section 2. shall be
appointed by the President to be ratified by the Board of
- Section 3. The business of all committees shall be
concerned with the formulation of policy for the System.
The implementation of policy shall be the responsibility
of the Executive Director of the System.
IX: Administration [Top]
- There shall be an Executive Director of the System
who shall be responsible for the administration of the
System. The Executive Director shall be considered the
chief executive officer of the System to implement the
established System Policies.
X: Parliamentary Authority [Top]
- The rules contained in Robert's Rules of Order,
latest edition, shall govern this organization in all
cases to which they are applicable and in which they are
not inconsistent with these bylaws. A Parliamentary
Advisor may be appointed by the President.
XI: Amendments [Top]
- These bylaws may be amended by a vote of two-thirds
(2/3) of the entire Board members at a regular meeting of
the Board of Directors of the System provided a written
draft of the proposed amendments has been given to each
Director at the preceding regular meeting with copies
sent to all member libraries.
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