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Article IV - Meetings

Section 1:  Open Meetings

The Secretary shall give public notice of the schedule of regular meetings at the beginning of each fiscal year and shall state the regular dates, times, and places of such meetings as required by the Illinois Open Meetings Act (5ILCS 120/1 through 120/6).  An agenda for each regular meeting shall be posted at least 48 hours in advance of such meeting.  Executive sessions or closed meetings shall conform to the requirements of the Open Meetings Act.  The Board of Trustees is authorized but is not required to hold a closed meeting to consider the following subjects:

  1. The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the Addison Public Library, including hearing testimony on a complaint lodged against an employee to determine its validity;
  2. Collective negotiating matters between the Addison Public Library and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.
  3. The selection of a person to fill a public office as defined in the Open  Meetings Act, including a vacancy or the discipline, performance, or removal of the occupant of a public office;
  4. Evidence or testimony presented in open hearing, or in closed hearing where specifically authorized by law, to a quasi-adjudicative body, as defined by the Act, provided that the library prepares and makes available for public inspection a written decision setting forth its determinative reasoning.
  5. The purchase or lease of real property for the use of the library, including meetings held for the purpose of discussing whether a particular parcel should be acquired;
  6. The setting of a price for sale or lease of property owned by the library;
  7. The sale or purchase of securities, investments, or investment contracts;
  8. Emergency security procedures and the use of personnel and equipment to respond to actual danger to the safety of employees or public property provided that a description of the actual danger shall be made a part of the motion to close the meeting;
  9. Litigation, when an action against, affecting , or on behalf of the library has been filed and is pending before a court or administrative tribunal, or when the library finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting;
  10. The establishment of reserves or settlement of claims as provided in the Local Governmental and Governmental Employees Tort Immunity Act, if otherwise the disposition of a claim or potential claim might be prejudiced, or the review or discussion of claims, loss or risk management information, records, data, advice, or communication from or with respect to any insurer of the library or any intergovernmental risk management association or self insurance pool of which the library is a member.
  11. Informant sources, the hiring or assignment of undercover personnel or equipment, or ongoing, prior or future criminal investigations, when discussed by the library with criminal investigatory responsibilities.
  12. Professional ethics or performance when considered by an advisory body appointed to advise a licensing or regulatory agency on matters germane to the advisory body’s field of competence;
  13. Self evaluation, practices, and procedures or professional ethics, when meeting with a representative of a statewide association of which the library is a member.
  14. Discussion of minutes of meetings lawfully closed under the Act, whether for purposes of approval by the Trustees of the minutes or semi-annual review of the minutes as mandated by Section 2.06.

Section 2:  Regular Meetings

Regular meetings shall be held once per calendar month in the Addison Public Library or elsewhere as the Board may decide.  The day and time of the meetings shall be established at the annual meeting.

Section 3:  Special Meetings

Special meetings may be held at any time at the call of the President or upon written request of any three Board members, provided that notice thereof is given in compliance with the Open Meetings Act of the State of Illinois.  Public notice of any special meeting except a meeting held in the event of a bona fide emergency, or of any rescheduled regular meeting, or of any reconvened meeting, shall be given at least 48 hours before such meeting, which notice shall also include the agenda for the meeting.

Section 4:  Annual Meeting

The annual meeting shall be held in May, at which time the Library depository and related signatories shall be designated.

Section 5:  Closed Meetings

Attendance at executive sessions of the Board shall be limited to the Board of Trustees and others specially invited by the President with the concurrence of the Board to attend for specific reasons.

The Board of Trustees may hold a meeting closed to the public or close a portion of a meeting to the public upon a majority vote of a quorum present, taken at a meeting open to the public for which notice has been given as required by the Open Meetings Act.  The vote of each member on the question of holding a meeting closed to the public and a citation to the specific exception contained in Section 2 of the Act which authorizes the closing of the meeting to the public shall be publicly disclosed at the time of the vote and shall be recorded and entered into the minutes of the meeting (5 ILCS 120/1 through120/6).  No final vote may be taken in a closed session.

Section 6:  Quorum

As provided by statute, a quorum shall consist of a majority of Trustees.

Section 7:  Voting

A motion is not before the Board until it has been seconded.  A motion may be withdrawn by the proposer at any time before a vote is called. An amendment to modify an original motion shall be in order, but no amendment shall be made that changes the intent of the original motion.  The President or other presiding officer shall be permitted to vote.  A simple majority of votes from members present who vote “aye” or “nay” shall be necessary to carry a motion, unless otherwise provided by statute or bylaw.  A roll call vote shall be required on resolutions, on any matter creating a liability or expenditure, or upon request of any Trustee. If a Trustee has a conflict of interest, that Trustee shall not participate in the deliberation of nor vote on the matter.  The minutes of the meeting shall reflect that a disclosure was made and the abstention from voting.

Section 8:  Order of Business

The order of business for regular meetings shall include, but not be limited to, those items specified by state statute and any other items determined by the Board from time to time in the order determined by the Board.

Section 9:  Suspension of Rules

Any rule or resolution of the Board, whether contained in these bylaws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension shall be taken only at a meeting at which two-thirds of the members of the Board shall be present and two-thirds of those present shall so approve.  Statutory requirements may not be suspended.