Gail Borden Public Library District Trustee Email Communication

The Board of Trustees of the Gail Borden Public Library District is committed to transparent and lawful governance. In accordance with the Illinois Open Meetings Act (OMA), Illinois Freedom of Information Act (FOIA), and the Local Records Act, the Board aims to ensure appropriate and legally compliant use of email and other electronic communications in the conduct of Library business.

Board members should not use email to discuss or conduct substantive Library business. Communications by and among a majority of a quorum of the Board of Trustees (i.e., 3 or more Board members) that could be interpreted as deliberation must occur during duly noticed public meetings, as required by OMA. Because Library email accounts are hosted on Library servers, Board members should be aware that emails sent from and received by their Library email accounts may be subject to disclosure under FOIA.

Email may be used for limited purposes such as:

• Suggesting future agenda items
• Sharing logistical information (e.g., meeting dates, times, locations).
• Distributing board packets, agendas, or other public records.
• Responding to factual questions from staff, community members, or the Chief Executive Officer.

All such emails must be copied to the Chief Executive Officer, and no privacy should be expected for any message sent or received using email. To avoid a potential violation of the OMA, Board members should refrain from engaging in contemporaneous email correspondence with a majority of a quorum of the Board of Trustees.

To maintain transparency and comply with the Illinois Open Meetings Act, Trustees are discouraged from using real-time or group-based digital communication platforms to discuss Library business or engage in deliberation outside of a properly noticed public meeting.

Prohibited platforms include, but are not limited to:

• Group text messaging apps (e.g., GroupMe, WhatsApp, iMessage group chats)
• Real-time chat tools (e.g., Slack, Microsoft Teams, Discord)
• Online forums or message boards
• Social media group messaging features (e.g., Facebook Messenger groups)

These tools, when used to communicate with a majority of a quorum of the Board, pose a high risk of unintentional deliberation discussion, which could be interpreted as violating OMA by constituting an unofficial or unannounced meeting.

Trustees should avoid using these platforms for any purpose related to Library governance. All official communication must remain within approved channels (e.g., individual emails, Board meetings) and be documented as required by law.

The Chief Executive Officer may use email to provide updates, distribute materials, or share relevant information with Trustees.

Board members must:

• Respond only to the Chief Executive Officer (do not "Reply All").
• Avoid adding any comments that could be construed as deliberation with two or more other Trustees.

All official communications will be archived in accordance with state records retention requirements.

Trustees may share informational emails with the full Board only if:

• The message is clearly labeled "For Information Only – No Response Requested”.
• It does not include discussion or solicit feedback.
• A copy is sent to the Chief Executive Officer for archiving.

Upon receiving an email from another Trustee, Trustees should refrain from using “Reply All” or engaging in substantive discussions of Library business with 2 or more other Trustees to avoid an OMA violation.

Trustees may email one another regarding scheduling or availability, provided that:

• The discussion is limited strictly to logistics.
• Communication does not stray into substantive issues.
• Copies are provided to the Chief Executive Officer.

Board Responses

Emails from the public addressed to the Board will be shared with all Trustees and the Chief Executive Officer.

If an official Board response is required:

• The Board President, or their designee, will respond on behalf of the Board.
• A copy of the response will be shared with all Trustees and the Chief Executive Officer.

Individual Trustee Responses

Individual Trustees may respond to inquiries, concerns, or requests from constituents in their capacity as Board members, provided that such responses:

• Clearly state that the communication reflects the individual views/opinions of the Trustee and does not represent an official position, decision, or action of the Board;
• Do not imply authorization, endorsement, direction, or formal action by the Board;
• Do not commit the Library, Board, or staff to any action, expenditure, or policy position that has not been formally approved according to Library policies; and
• Are consistent with applicable laws and ethical standards.

Limitations

Individual Board members should refrain from speaking on behalf of the Board unless the Board or Board President provides prior, express authorization for the member to speak. If a Trustee appears on behalf of the Library before another unit of government or agency, a community organization, or through the media for the purpose of commenting on an issue before the Library, the Trustee should state the majority position of the Board, if known. If the position of the majority of the Board is not known, the Trustee should refrain from speaking to that issue, or clarify that the majority position of the Board is unknown. Personal opinions and comments that differ from the majority opinion of the Board may be expressed if the Trustee clarifies that these statements do not represent the official position of the Board.

Referral

When appropriate, Board members are encouraged to refer constituents to established processes and channels of communications, the Chief Executive Officer, or a public Board meeting to discuss matters requiring official consideration or action by the Board.

Trustees wishing to place an item on a meeting agenda must email both the Board President and the Chief Executive Officer in advance, following the Library’s standard agenda preparation timeline.

All action items will be developed and distributed by the Chief Executive Officer according to Board procedures.

To ensure compliance with the Local Records Act:

• The Chief Executive Officer will maintain a designated email account to archive official Trustee communications.
• These records will be preserved in accordance with the State of Illinois records retention schedule.
• If digital systems change, records may be transferred to a paper archive, subject to applicable retention guidelines.

Board members are expected to use email thoughtfully and in compliance with this Policy. Questions regarding the appropriate use of email or other electronic communication tools should be directed to the Chief Executive Officer or legal counsel.

Board Approved 2/10/2026