Illinois Administrative Code
Title 23 - EDUCATION AND CULTURAL RESOURCES
Part 3030 - THE ILLINOIS LIBRARY SYSTEM ACT
Subpart B - MULTITYPE LIBRARY SYSTEM
Section 3030.255 - Board of Directors Policies
Universal Citation: 23 IL Admin Code ยง 3030.255
Current through Register Vol. 48, No. 38, September 20, 2024
a) Policies and bylaws adopted by the library system boards for the governance of library systems shall be filed with the Illinois State Library. Policies should cover, at a minimum, the following areas of system operations:
1) Fiscal accountability;
2) Personnel;
3) Core services as specified in Section
3030.215;
4) Technology, including plans for updating
technological equipment and software and security measures to safeguard
electronic financial information, employee data and other
records.
b) All library system policies and bylaws shall be in accordance with State law and subject to approval by the State Librarian.
c) Each library system shall adopt, post on its web site and submit to the Illinois State Library a copy of policies that regulate activities of the library system in a manner no less restrictive than as follows:
1) Contracts and Purchasing
A) Purchases of $25,000 or More
i) All contracts for supplies, materials or
work involving an expenditure of $25,000 or more, other than professional
services, shall be awarded to the lowest responsible bidder, after
advertisement at least once in a newspaper or newspapers of general circulation
within the area of the library system, not less than 14 days before the bid
date.
ii) All competitive bids for
contracts involving an expenditure of $25,000 or more must be sealed by the
bidder and must be opened by a board member or employee of the library system
at a public bid opening at which the contents of the bids must be announced.
Each bidder must receive at least 3 days' notice of the time and place of the
bid opening.
iii) The library
system board of directors may reject any and all bids and re-advertise. The
system shall not be required to accept a bid that does not meet the library
system's established terms of delivery, quality and serviceability.
iv) When the emergency expenditure is
approved by 3/4 of the members of the library system board of directors, a
contract can be let without advertising for bids. When possible, emergency
purchases shall be made on the basis of three informal competitive
quotations.
B) Purchases
of More Than $5,000 but Less Than $25,000. Any purchase by a library system for
services, materials, equipment or supplies, other than professional services,
with a value greater than $5,000 but less than $25,000 shall be made, whenever
feasible, on the basis of three or more informal competitive
quotations.
C) Governmental
Agencies. The requirement to advertise for bids does not apply to contracts for
goods or services procured from another governmental agency.
D) Professional Services. Contracts that, by
their nature, are not adapted to award by competitive bidding, such as
contracts for the services of individuals possessing a high degree of
professional skill when the ability or fitness of the individual plays an
important part, contracts for utility services such as water, light or heat,
contracts for the use, purchase, delivery, movement or installation of data
processing equipment, software or services, telecommunications and interconnect
equipment, software or services, contracts for duplicating machines and
supplies, contracts for goods or services procured from another governmental
agency, purchases of equipment previously owned by some entity other than the
district itself, and contracts for the purchase of magazines, books,
periodicals, pamphlets and reports are not subject to competitive
bidding.
2) Conflict of
Interest. No library system employee, nor the spouse or minor child of a system
employee, may be in any manner financially interested directly in his or her
own name or indirectly in the name of any other person, association, trust or
corporation in any purchase or lease contract entered into by the system. This
provision shall not apply if the purchase or lease contract is with a person,
firm, partnership, association, corporation or cooperative association in which
the interested employee, the employee's spouse, or the employee's minor child
has less than a 7.5 percent share of the total distributable income. Any
purchase or lease contract entered into by the system with an employee, the
employee's spouse, or minor child before the start of the employee's employment
with the system in which the employee, spouse, or minor child has a pecuniary
interest is voidable if it cannot be completed within 365 days after the
employee is employed.
3) Travel
Expenditures. It is the policy of the system to reimburse full and part-time
employees and members of the library system board of directors for reasonable
authorized expenses incurred by them in the performance of their duties. The
library system board of directors shall develop a policy for the control of
travel sufficient to prevent obligation of funds exceeding budget limitations
and to hold travel to the minimum required for the efficient and economical
conduct of the library system's business. The policy for the control of travel
established by the library system board of directors shall include a
description of the library system's travel approval process, allowable
transportation expenses, non-reimbursable expenses, and rates of reimbursement
for mileage, including automobile, air and train; per diem/meals; and lodging.
Travel reimbursements shall follow federal travel regulations (FTR) promulgated
by the U.S. General Services Administration (41 CFR 300-304) .
4) Secondary Employment. The board shall
approve and regularly review a policy on secondary employment for system
employees. No library system employee may accept employment that may cause a
conflict of interest or infringe on official work time with the library
system.
Disclaimer: These regulations may not be the most recent version. Illinois may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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