Bylaws of the Human Resources & Administration Forum (HRAF)
Article 1 — Name
The name of this organization shall be the Human Resources & Administration Forum (HRAF) of the Illinois Library Association (ILA).
HR and Administration professionals support the library's workforce and its success. Their key responsibilities may include several key areas:
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Talent Management: Find, attract, screen, and hire the right employees for the library. Create job descriptions, conduct interviews, and onboard new hires.
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Compensation and Benefits: Administer employee pay and benefits packages, including health insurance, retirement plans, and paid time off. Ensure these programs comply with regulations and stay competitive in the job market.
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Budget Management: Perform accounts payable and/or accounts receivable functions including processing invoices, paying bills, and invoicing patrons/vendors. Record budget expenditures and prepare financial reports for the Board of Trustees. Organize and retain files in accordance with generally accepted accounting principles.
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Training and Development: Help employees grow their skills and knowledge through training programs, workshops, and development opportunities. Continual learning benefits the employee and improves the library's overall effectiveness and service to its community. Implement succession planning to ensure library services and patron needs are met to continue services to the community with minimal interruption.
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Employee Relations: Foster a positive work environment and handle employee concerns. Mediate disputes, address corrective actions, and ensure a safe and fair workplace.
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Compliance: Monitor employment laws and regulations to ensure* the library operates legally, including those regarding discrimination, harassment, and wage and hour laws.
*Refers to an individual’s duties at their library. The Forum may provide resources to assist with understanding and implementing employment laws and regulations but does not and cannot provide legal advice.
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Performance Management: Facilitate the library’s performance by developing the performance of individuals and teams. Utilizing various activities designed to ensure employees’ work aligns with the library’s goal and objectives.
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Risk Management: Develop policies and procedures to minimize the library's exposure to legal risks and safety hazards.
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Change Agent: Help employees adapt to library restructuring or new technologies.
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Data and Analytics: Use data such as exit interviews, employee turnover rates, workplace accidents, incident reports, annual HR audits, and more to track employee trends and improve HR practices.
Article II — Purpose
The purpose of HRAF shall be to:
- Promote the professional development of library staff working in human resources and/or administration.
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Share best practices and resources related to human resources and administration in libraries. This is accomplished in part by sharing information provided by statewide programs and Illinois Library Systems.
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Provide opportunities for networking and collaboration among HRAF members.
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Advocate for the interests of library human resources and administration professionals within ILA and the broader library community.
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Offer educational programs and resources on relevant topics included but not limited to hiring, compensation and benefits, employee relations, and legal compliance.
Article III — Membership
Section 1. Forum Board Membership
All members of the HRAF Board must be personal members of ILA. Forum Board members are expected to maintain their personal ILA membership for the duration of their term.
Section 2. Forum Membership
Membership in the HRAF shall be open to any current Human Resources and/or Administration Professional in an Illinois library, library system, library trustee role, or library-related field. Participation in HRAF events is open to any individual with an interest in human resources and/or administration, regardless of current occupation. Participation and membership in the HRAF are not dependent on ILA personal membership except for those serving on the Forum Board.
Article IV – Forum Board
Section 1. Composition
The HRAF board shall consist of no more than 9 individuals, each serving 3 year terms, and may choose to serve additional terms. The HRAF board members cannot be from the same library/organization. The HRAF board shall be composed of the 2 co-managers serving 2-year staggered terms, additional Members-at-large, ILA Board Liaison, and ILA Staff Liaison.
Section 2. Duties
The HRAF board members must attend at least 50% of the forum’s board meetings each year. Inability to attend 50% of the forum’s board meetings within one year may result in the removal from the HRAF board.
The HRAF board sets the forum’s annual goals, and plans and submits at least 1 proposal for the Annual Conference, plans continuing education and networking opportunities for forum members throughout Illinois, and other events and activities as determined by the Board.
Section 3. Co-managers Selection
The Manager-elect must be selected from members of the current HRAF board or from previous HRAF board members. The nominees must be personal members of ILA. Nominees are elected for the term, which begins in July. HRAF board members will elect the co-manager from the nominees.
Section 4. Co-manager Vacancy
Upon the resignation of one of the Co-managers, the HRAF board will decide if the vacancy needs to be filled. If so, the Co-manager Selection process will be followed.
Section 5. HRAF Board Selection
HRAF Board members must be selected from current HRAF members. The nominees must be personal members of ILA. Nominees are elected for a term that begins in July. Current HRAF board members will elect incoming board members from the nominees.
Article V — Communication
The HRAF shall communicate with its members through the HRAF Google group. Events will be shared to the greater ILA community via the ILA calendar, the HRAF forum web page, in the ILA Alert, and any other online media as approved by the Forum Board.
Article VI — Committees, Other Duties
The Forum co-managers and HRAF Board may create or dissolve committees as deemed necessary. Committee members should be HRAF members. A personal ILA membership is not required but preferred for the entirety of their term on a committee. Preference may be given to HRAF members who do have a personal ILA membership for committee appointments.
Article VII — Association Year & Meetings
Section 1. Association Year
The HRAF association year is July 1 - June 30.
Section 2. HRAF Board Meetings
The HRAF Board shall meet a minimum of two times per year. The date and time of meetings shall be determined by the co-managers. Meetings will be conducted by one of the co-managers. The board/staff liaison will preside in the absence of both co-managers. Notes will be taken by rotating volunteers at each meeting. All meetings can be held in-person, virtually, or a combination. Forum Board meetings are open to any member of the Forum.
Approved and Adopted December 20, 2024.
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