Bylaws
Bylaws of the San Andreas Chapter
Special Libraries Association
Adopted July 1980 Revised May 1987 Revised June 1997 Superceded February 2004 by the Chapter Governing Document
CONTENTS:
ARTICLE I: Name and Objectives
ARTICLE II: Membership
ARTICLE III: Executive Board
ARTICLE IV: Officers
ARTICLE V: Advisory Council
ARTICLE VI: Meetings
ARTICLE VII: Committees
ARTICLE VIII: Groups
ARTICLE IX: Funds, Contracts and Property
ARTICLE X: Nominations and Elections
ARTICLE XI: Publications
ARTICLE XII: Chapter Representation and Affiliation
ARTICLE XIII: Amendments
ARTICLE I: NAME AND OBJECTIVES
Section 1. The name of this organization shall be San Andreas Chapter, Special Libraries Association.
Section 2: The objectives of this Chapter shall be those of the Special Libraries Association: to provide an association of individuals and organizations having a professional, scientific or technical interest in library and information science, especially as these are applied in the recording, retrieval and dissemination of knowledge and information in areas such as the physical, biological, technical and social sciences and the humanities; and to promote and improve the communication, dissemination and use of such information and knowledge for the benefit of libraries or other educational organizations.
Section 1. The membership of the Chapter shall be those members of the Association who reside or work within the geographical boundaries of the Chapter, defined as the California counties of Monterey, San Benito, Santa Cruz, Santa Clara, and the southern portion of the county of San Mateo to and including the city of Belmont (and any other members who elect to affiliate with the Chapter).
Section 2. Members, Associate Members and Retired Members of the Association who are members of the Chapter shall have the right to vote and to hold any elective or appointive office in the Chapter.
Section 3. Student Members of the Association who are members of the Chapter shall have the right to vote and to hold any appointive, but not elective, office in the Chapter.
Section 4. The rights and benefits of Sustaining Members and Honorary Members shall be determined by the Association Board of Directors.
Section 5: All members of the Chapter shall have the right to receive the Chapter Bulletin, and Directory, if issued, free.
Section 1. There shall be an Executive Board that shall have the power and authority to manage the Chapter's property and to regulate and govern its affairs. The Board shall determine policies and changes therein within the limits of the Bylaws of the Association and of the Chapter and shall take such actions as it considers necessary to carry out the objectives of the Chapter, and shall perform such other functions as the membership may direct.
Section 2. The Board shall consist of 7 members elected by the membership: the president, the president-elect, the immediate past president, the secretary, the treasurer, and two directors-at-large. All members of the Executive Board shall be Members, Associate Members or Retired Members of Special Libraries Association.
Section 3. The Board shall hold at least 5 meetings annually and may hold additional meetings upon call of the president or upon written request of any member of the Board. A quorum of the Board shall be 4 members.
Section 4. A vacancy in the membership of the Executive Board, except in the office of the president, shall be filled by majority vote of the remaining members of the Board, this Board-elected member to serve until the next annual election.
Section 5. The term of office of the president, president-elect, and immediate past president shall be one year. The term of office of secretary, treasurer and director-at-large shall be two years. All members of the Executive Board shall serve until their successors are elected and assume their duties. The term of office shall commence at the adjournment of the Association's Annual Business Meeting, or, if there is no Annual Business Meeting, on July 1 following the election.
Section 1: The president shall be the chief executive officer of the Chapter and, subject to the Executive Board, shall have supervision and control over its affairs; shall preside at all meetings of the Chapter and of the Executive Board; shall recommend to the Board such measures considered desirable to further the objectives and broaden the effectiveness of the Chapter; with the secretary, shall sign all contracts and other legal documents; shall sign all checks drawn upon Chapter funds as co-signatory with the treasurer, unless determined otherwise by the Executive Board; shall be a member ex-officio of all committees except the Nominating Committee; with the president-elect, shall represent the Chapter at meetings of the Chapter Cabinet during the Association Year in which the office is held, or, if either is unable to attend, shall designate a Member, Associate Member or Retired Member of the Association who is a member of the Chapter to serve as alternate representative; shall prepare such reports as may be required by the Chapter Cabinet officers; and shall be responsible for supervising the preparation of such reports as may be required of other Chapter officers by the Chapter cabinet officers.
Section 2. The president-elect shall assist the president in the performance of the duties of the presidency; with the president, shall represent the Chapter at meetings of the Chapter Cabinet during the Association Year in which the office is held; and in the event of absence or withdrawal of the president, shall assume all the duties andobligations of the presidency.
Section 3. The secretary shall keep a record of all meetings of the Chapter and of the Executive Board; with the president, shall sign all contracts and other legal documents; and shall perform such other duties as the president may assign.
Section 4. The treasurer shall have custody of the chapter funds; shall sign all checks drawn upon the Chapter funds as co-signatory with the president, unless determined otherwise by the Executive Board; and shall furnish such financial statements as may be required by the Executive Board, the president, and the Association Chapter Cabinet officers.
Section 5. The immediate past president shall be a member of the Executive Board and shall carry out such duties as the president or the Board may assign.
Section 6. The directors-at-large shall be members of the Executive Board and shall carry out such duties as the Board may assign.
Section 1. There shall be an Advisory Council which shall meet with the Executive Board, except when the Board is in executive session. Members of the Council shall not have the right to vote on motions before the Board.The Advisory Council shall exist to aid in coordinating Chapter activities and to provide advice to the presidentand the Board. Chapter committee chairmen and Chapter group chairmen, when such exist, shall constitute the Advisory Council.
Section 1. At least 5 Chapter meetings shall be held each year from June through May. The meeting immediately prior to the Association Annual Business Meeting shall be the Chapter annual business meeting.
Section 2. Special meetings may be held upon call of the Executive Board or on petition of fifteen members of the Chapter. Notice of a special meeting shall specify the business to be transacted, and no business other than that stated in the notice shall be considered.
Section 3. Notice of meetings in writing or printed in the Chapter official bulletin shall be sent to each member at least 30 days before the meeting.
Section 4. A quorum for the transaction of business shall be 20 Chapter members.
Section 5. When not in conflict with these Bylaws, Robert's Rules of Order Revised (latest edition) shall govern all deliberations.
Section 1. Standing and special committees shall be established by the Executive Board for the purpose of delegating such powers and functions as the Board finds desirable for the conduct of its business and for carrying out the objectives of the Chapter. These committees shall be responsible to the Board.
Section 2. The president shall appoint the members and designate the chairmen of all committees except the Nominating Committee. Appointment to standing committees shall be for one year, unless determined by the Executive Board. No member may serve continuously on any one committee in excess of 6 years.
Section 3. Each committee shall submit to the Executive Board a written report of its activities throughout the year, together with any recommendations considered necessary or advisable. Additional reports may be submitted by a committee or requested by the Board or the president.
Section 4. Funds for committee expenses shall be authorized by the Executive Board.
Section 1. Groups within a Chapter may be established by the Chapter. Groups shall receive needed operating funds from the Chapter and shall submit to the Chapter an annual report including a financial statement. Should dissolution of a Group occur, its assets shall revert to the Chapter. Formation or dissolution of a Group shall be reported to the Chapter Cabinet officers.
ARTICLE IX: FUNDS, CONTRACTS AND PROPERTY
Section 1. Funds for Chapter expenses shall be derived from the Association as an allotted share of the annual dues paid by Chapter members. Eligibility for this allotment is based on the submission to the Chapter Cabinet officers of the Chapter financial statement for the previous year and on its acceptance by those officers.Requests for additional funds or loans may be submitted to the Chapter Cabinet officers for presentation to the Association Board of Directors for its consideration. All funds received by the Chapter shall be used for purposes incident to the fulfillment of the Chapter's objectives. Should dissolution of the Chapter become necessary, its assets shall revert to the Association.
Section 2. Any agreement or contract entered into by the Chapter shall have advance approval of the Executive Board.If cost or liability exceeds $5,000.00, the transaction must be reviewed and signed by the Association's Executive Director;if cost or liability exceeds the Chapter's available or budgeted funds, prior notification shall be made to the Chapter Cabinet officers for the purpose of obtaining the required advance approval of the Association's Board of Directors. All affiliate and contractual relationships shall be directed toward the best interest of the Chapter and the Association and shall protect its property and identity.
Section 3. Purchase of property by the Chapter shall have the written approval of the Executive Board. If the cost or liability exceeds $5,000.00, the transaction must be reviewed and signed by the Association's Executive Director;ifthe cost or liability exceeds the Chapter's available or budgeted funds,prior notification shall be made to the Chapter Cabinet officers for the purpose of obtaining the required advanced approval of the Association's Board of Directors.
ARTICLE X: NOMINATIONS AND ELECTIONS
Section 1. A Nominating Committee for each election of members to the Executive Board shall be elected by the Board at the earliest possible date, but no later then the end of November. This committee shall be composed of 3 members, no one of whom shall be a member of the Board, but one of whom shall be a former office of the Chapter.
Section 2. Each year the Nominating Committee shall present to the membership candidates for president-elect, director-at-large, and for either secretary or treasurer, the last two offices to be filled in alternate years. The Committee shall obtain the written acceptance of each nominee prior to the submission of its report.
Section 3. The report of the Nominating Committee shall be read at a Chapter meeting preceding the Chapter annual business meeting. Additional names may be placed in nomination at that time, provided acceptance by the nominee is assured. The final report of the Nominating Committee shall be included in the notice of the Chapter's annual business meeting.If the slate has only one candidate for each office, the slate shall be presented for verbal approval by the membership at the Chapter annual business meeting.
Section 4.If the slate includes more than one candidate for any office, elections shall be by secret ballot mailed to each Chapter member 30 days before the Chapter annual business meeting. The candidate who receives the largest number of votes for any office shall be elected. In the event of a tie, election shall be by majority vote of the members present at the Chapter annual business meeting.
Section 1. Control of all publications of the Chapter for its members shall be vested in the Executive Board.
Section 2. The Chapter shall not be responsible for statements or opinions advanced in its publications or at meetings of the Chapter, orby any of its members, except those authorized by the Chapter Executive Board, or those reflecting duly established policies of the Chapter or the Association.
ARTICLE XII: CHAPTER REPRESENTATION AND AFFILIATION
Section 1. Chapter representatives to joint committees and meetings of others societies having objectives allied to those of the Chapter and the Association shall be appointed by the president. Such representatives shall submit at least a written report to the Executive Board during the year.
Section 2. Upon approval by a majority of the Chapter members voting, the Chapter may affiliate or disaffiliate with a local common interest organization provided that:
1) the objectives of such organization are consistent with those of the Chapter and of the Association, and 2) the activities of such organization are not in conflict with Article 1: Sections 3, 4 and 5 of the Association Bylaws;
any other affiliation, including that with a national or international organization, shall be approved by the Association Board of Directors.Notices of affiliations and disafilliations shall be reported to the Chapter Cabinet officers and to the administrator of the Association Office.
Section 1. These bylaws may be amended atwo-thirds vote of the members present at any Chapter meeting, provided written notice containing the text of the proposed amendment has been sent to each member at least 30 days before the meeting at which it is to be considered.
Section 2. Amendments may be proposed by the Executive Board, the Bylaws Committee or 5 members of the Chapter. Proposals originating in the Executive Board or in the Bylaws Committee shall be approved by a two thirds vote of the Board before submission to the members. Proposals originating by petition shall be submitted in writing to the Executive Board and shall be presented to the members with the recommendation of the Board.
Section 3. Any revisions in or amendments to the Chapter Bylaws shall be submitted to the Association Bylaws Committee for review before presentation to the Chapter membership.