(Draft) BYLAWS CHEMISTRY DIVISION
SPECIAL LIBRARIES ASSOCIATION
Amended 1980
<< Amended 2001>>
ARTICLE I: NAME AND OBJECTIVES
Section 1. The name of this organization shall be Chemistry Division, Sp ecial Libraries Association, << hereinafter referred to as the "Association.">>
Section 2. The objectives of the Division shall be those of the Special Libraries Association; to provide an association of indiv
iduals and organizations having a professional, scientific or technical int
erest in library and information science, especially as these are applied i
n the recording, retrieval and dissemination of knowledge and information i
n areas such as the physical, biological, technical and social sciences and
the humanities; and to promote and improve the communication, disseminatio
n and use of such information and knowledge for the benefit of libraries or
other educational organizations.
Section 3. The Division is concerned with chemistry and chemical technol ogy, and the economics, educational advances, and information handling deve lopments in the field of chemistry and related subjects.
ARTICLE II: MEMBERSHIP
Section 1. The membership of the Division shall be all those members of Special Libraries Association who elect to affiliate with the Division.
Section 2. Members, Associate Members and Retired Members of the Associa tion who are members of the Division shall have the right to vote and to ho ld any elective or appointive office in the Division.
Section 3. Student Members of the Association who are members of the Div ision shall have the right to vote and to hold any appointive, but not elec tive, office in the Division.
Section 4. The rights and benefits of Sustaining Members and Honorary Me mbers shall be determined by the Association Board of Directors.
<<Section 5. Each member shall receive the official Division bu lletin without further payment.>>
ARTICLE III: EXECUTIVE BOARD
Section 1. There shall be an Executive Board, that shall have the power and authority to manage the Division'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 Division; and shall perform such oth
er functions as the membership may direct.
- take such actions as it considers necessary to carry out the objectives of the division;
- perform such other functions as the membership may direct.
Section 2. The Board shall consist of five members elected by the membe
rship: the chair, the chair-elect, the secretary, the treasur
er and the immediate past-chair. The Chair and the Chair-ele
ct shall be Members, Associate Members or Retired Members of Special Librar
ies Association. << All members of the Board shall be Mem
bers, Associate Members or Retired Members of the Special Libraries Associa
tions and the Division.>>
Section 3. The Board shall hold at least one meeting annually and may h old additional meetings upon call of the chair or upon written reque st of any two
members of the Board. Three members of the Board shall constitute a quor um.
Section 4. A vacancy in the membership of the Executive Board, except i n the office of chair, shall be filled by majority vote of the remai ning members of the Board, this Board-elected member to serve until the nex t annual election.
Section 5. The term of office of chair, chair-elect and p
ast-chair shall be <<one year.>> one year
to coincide with the term of Association officers. The term of of
fice of treasurer and secretary shall be two years with election for each b
eing in alternate years. All members of the Executive Board shall serve unt
il their successors are elected and assume their duties. The term of office
shall commence at the adjournment of the Annual Business Meeting of the As
sociation, or, if there is no Annual Business Meeting, on July 1 following
the election.
ARTICLE IV: OFFICERS
Section 1. The Chair shall be the Chief Executive Officer of the Division and, subject to the Executive Board, shall:
- have general supervision and control over its affairs;
- be responsible for development of the Division program for the Annual Conference <<during the year the office is held.>>
- preside at all business meetings of the Division and of the Execut ive Board;
- recommend to the Board such measures considered desirable to further t he objectives and broaden the effectiveness of the Division;
<<
- sign all contracts and other legal documents jointly with the secretar y;
- sign all checks drawn upon Division funds as co-signatory with the tre asurer, unless determined otherwise by the Executive Board;
- be a member ex-officio of all committees except the Nominating Committ ee;
- represent the Division, together with the chair-elect, at meetings of the Division Cabinet and Joint Cabinet during the Association Year in which the office is held, or, if either is unable to attend, shall designate a M ember, Associate Member or Retired Member of the Division to serve as alter nate representative;
- prepare such reports as may be required by the Association;
- be responsible for supervision the preparation of such reports as may be required of other Division officers by the Association.>>
<< The Chair may appoint a planner who is a Member, Associa
te Member or Retired Member of the Association, to develop the Division pro
gram for the Annual Conference.>> The Chair and th
e secretary shall sign all contracts and other legal documents. The Chair s
hall sign all checks drawn upon Division funds as co-signatory with the tre
asurer, unless determined otherwise by the Executive Board. The Chair shall
be a member ex-officio without vote of all committees except the Nominatin
ee;
- represent the Division, together with the chair-elect, at meetings of the Division Cabinet and Joint Cabinet during the Association Year in which the office is held, or, if either is unable to attend, shall designate a M ember, Associate Member or Retired Member of the Division to serve as alter nate representative;
- prepare such reports as may be required by the Association;
- be responsible for supervision the preparation of such reports as may be required of other Division officers by the Association.>>
<< The Chair may appoint a planner who is a Member, Associa
te Member or Retired Member of the Association, to develop the Division pro
gram for the Annual Conference.>> The Chair and th
e secretary shall sign all contracts and other legal documents. The Chair s
hall sign all checks drawn upon Division funds as co-signatory with the tre
asurer, unless determined otherwise by the Executive Board. The Chair shall
be a member ex-officio without vote of all committees except the Nominatin
g Committee. The Chair and the Chair-elect shall represent the Divis
ion at meetings of the Association Division Cabinet held during the year in
which they are Chair and Chair-elect; or, if either is unabl
e to attend a meeting of the Cabinet, the Division Chair shall desig
nate a member of the Division who is a Member, Associate Member or Retired
Member of the Association to serve as alternate representative. The Chair s
hall prepare such reports as may be required by the Association Division Ca
binet officers; and shall be responsible for the preparation of such report
s as may be required of other Division officers by the Division Cabinet off
icers.
Section 2. The chair-elect shall:
- assist the chair in the performance of his or her duties;
- represent the Division, together with the chair, at meetings of the Di vision Cabinet and Joint Cabinet during the Association Year in which the o ffice is held; and
- assume all the duties and obligations of the chair in the event of abs ence or withdrawal of the chair.
The Chair-elect and the Chair shall represent the Division at meetings of the Association Division Cabinet held during the As sociation Year in which he is Chair-elect. In the event of absence o r withdrawal of the Chair, the Chair-elect shall assume duties and obligati ons of the Chair. The Chair-elect shall be responsible for planning the Div ision program for the Annual Conference in the year in which he or she is < B>Chair.
Section 3. The secretary shall:
- keep a record of all meetings of the Division and of the Executive Boa rd;
- sign all contracts and other legal documents jointly with the chair; a nd
- perform such other duties as the chair may assign.
<< The secretary >> He
and the Chair shall sig n all contracts and other legal documents. <<The secretary >> He shall supervise mailings concerned with Division business and perform any other duties assigned by the Chair.
Section 4. The treasurer shall:
- have custody of the Division funds;
and shall
- sign all checks drawn upon Division funds as co-signatory with the chair;
unless determined otherwise by the Executive Board;
shall
- furnish financial statements, as required by the Executive Board, the
chair and the Association. Division Cabinet Officers.
<<Section 5: The Immediate Past-Chair shall be a member of the Executive Board and shall carry out such duties as the Chair and/or Board may assign. The Immediate Past-Chair shall serve on the Nominating Committe e.>>
ARTICLE V: MEETINGS
Section 1. The Division annual business meeting shall be held du ring the Association Annual Conference, or, if there is no Conference upon call of the Chair. At least one business meeting shall be held durin g the term of office of each elected Executive Board.
<<Section 2. Special meetings may be held upon call of the Exec utive Board or on petition of 20 members of the Division. Notice of a speci al meeting shall specify the business to be transacted, and no business oth er than that state in the notice shall be considered.>>
<<Section 3. Notice of meeting sin writing or printed in the Divis ion official bulletin shall be sent to each member at least 60 days before the meeting.>>
Section 2 4. A quorum for the transaction of business
shall be 20 members of the Division.
Section 3. 5, Whenever in the judgment of the Executiv
e Board a question arises <<that should be put to a vote of the en
tire voting membership and>> which cannot await the annual busine
ss meetings, the Executive Board may submit the question for vote by mail.
The closing date for the return of mail votes shall be established by the B
oard. The question presented shall be resolved by a majority vote, provided
30 percent of the members of the Division have voted.
Section 4. When not in conflict with these Bylaws, Robert's Rules of Or der << Newly>> Revised (latest edition) shall govern all deliberations.
ARTICLE VI: COMMITTEES
Section 1. Standing and special committees of the Division shall be est
ablished by the Executive Board <<for the purpose of delegating su
ch powers and functions as the Board finds desirable for the conduct of its
business and for carrying out the objectives of the Division.>>
These committees shall be responsible to the Board. which will dele
gate such powers and functions to them as the Board finds desirable for the
conduct of its business and for carrying out the objectives of the Divisio
n.
Section 2. The Division chair shall appoint the members and desi gnate the Chair of all committees except the Nominating Committee. A ppointment to standing committees shall be for two years unless determined otherwise by the Executive Board. No member may serve continuously on any o ne committee in excess of six years.
Section 3. Committee Chairs may participate in meetings of the E xecutive Board but shall not have the right to vote.
Section 4. Each committee shall submit to the Executive Board,
at its annual meeting, a written <<annual>> rep
ort of its activities throughout the year, together with any recommendation
s considered necessary or advisable. Additional reports may be submitted by
a committee or be requested by the Board << or the chair.>>
<<Section 5. Funds for committee expenses shall be authorized b y the Executive Board.>>
<<ARTICLE VII: SECTIONS
Section 1. Sections relating to definite areas of interest within a Divi sion may be established by the Executive Board upon written petition of 50 members of the Division who desire to participate in the activities of the proposed Section. Sections shall receive needed operating funds from the Di vision, and shall submit to the Division Executive Board an annual report i ncluding a financial statement. Should dissolution of a Section occur, its assets shall revert to the Division. Formation or dissolution of a Section shall be reported to the Division Cabinet officers and the Association Offi ce.>>
ARTICLE VIII: FUNDS, CONTRACTS AND PROPERTY
Section 1. Funds for Division expenses shall be derived from the Associa tion as an allotted share of the annual dues paid by Division members. Elig ibility for this allotment is based on submission to the Division Cabinet o fficers of the Division financial statement for the previous year and on it s acceptance by those officers. Requests for additional funds or loans may be submitted to the Division Cabinet officers for presentation to the Assoc iation Board of Directors for its consideration. All funds received by a Di vision shall be used for purposes incident to the fulfillment of the Divisi on's objectives. Should dissolution of the
Division become necessary, its assets shall revert to the Association.
Section 2. Any agreement of contract <<, cont
ract, or obligation >>entered into by the Division <<,in
cluding the purchase of property such as office machines, filing cabinets,
computer equipment, etc.,>> shall have advance approval of the Ex
ecutive Board. If <<cost or >> liability exceeds <
<$2,000, it shall have the advance approval of Division members. If cost
or liability exceeds $5,000, the transaction must be reviewed and signed b
y the Association=92s Executive Director. If the cost or liability exceeds
the Division=92s available or budgeted funds, the transaction must be revie
wed and approved by the Association=92s Board of Directors. the
Division's available or budgeted funds, prior notification to the Division
Cabinet officers shall be made for the purpose of obtaining the required a
dvance approval of the Association Board of Directors. All affiliate and co
ntractual relationships shall be directed toward the best interest of the D
ivision and the Association and shall protect the property and identity of
the Division and the Association.
<<Section 3. All affiliate and contractual relationships shall be directed toward the best interest of the Division and the Association an d shall protect the property and identity of the Division and Association.& gt;>
Section 3. Purchase of property by the Division shall have the
written approval of the Executive Board. If the cost is over shall have the
advance approval of the Division members. If it exceeds the Division's ava
ilable or budgeted funds or exceeds $1000 prior notification shall be made
to the Division Cabinet officers for the purpose of obtaining the required
advance approval of the Association Board of Directors.
ARTICLE IX: NOMINATIONS AND ELECTIONS
Section 1. A Nominating Committee for each election of members to the Ex ecutive Board shall be appointed by the Board no later than six months prio r to the Division annual business meeting. This committee shall be composed of three members, one of whom shall be a Past-Chair of the Division .
Section 2. Each year the Nominating Committee shall present at least one
candidate for chair-elect, <<either secretary or treasurer
, the latter two offices to be filled in alternate years.>>
Section 3. The report of the Nominating Committee shall be published in the official bulletin or otherwise sent to Division members at least 75 da ys before the annual business meeting. Further nominations, accompanied by written acceptance of the nominee, may be entered by petition of 25 members of the Division and shall be filed with the Nominating Committee at least 60 days before the annual business meeting.
Section 4. Election shall be by printed ballot mailed to each Di
vision member no later than 45 days before the annual business meeting.
<<If the slate includes more than one candidate for any offi
ce, election shall be by secret ballot mailed to each Division member 45 da
ys before the Division annual meeting.>> The candidate who receiv
es the largest number of votes for any office shall be elected. In the even
t of a tie, a majority vote of the members present at the annual bu
siness meeting shall prevail. <<election shall be by maj
ority vote of the members present at the annual business meeting.>>
Section 5. In the event that the Nominating Committee presents only one
candidate for each office and there are no further nominations by petition
for any of the offices, the election of officers shall be held at the Divi
sion's annual business meeting rather than by mail ballot, as described in
article VIII XI, Section 4 of these bylaws.
ARTICLE IX X: PUBLICATIONS
Section 1. Control of all publications of the Division for its members shall be vested in the Executive Board.
Section 2. The Division shall not be responsible for statements or opin ions advanced in its publications or at meetings of the Division, or for st atements by any of its members except those authorized by the Division Exec utive Board or those reflecting duly established policies of the Division o r Association.
ARTICLE X XI: DIVISION REPRESENTATION AND AFFILIATION<
/P>
Section 1. Division representatives to joint committees and meetings of
other societies having objectives aligned <<alli
ed>> to those of the Division and of the Association shall be app
ointed by the chair. Such representatives shall submit at least one
written report to the Executive Board during the year.
Section 2. Upon approval by a majority of the Division members voting, the Division may affiliate or disaffiliate with a common interest organizat ion provided that:
1) The objectives of such organizations are consistent with those of th e Division and of the Association and
2) The activities of such organization are not in conflict with Article I: Sections 3, 4 and 5 of the Association Bylaws.
Any other affiliation, including that with a national or international o
rganization, shall be approved by the Association Board of Directors. Notic
es of affiliations and disaffiliations shall be reported to <<the
Association.>> the Division Cabinet officers and the admi
nistrator of the Association office.
ARTICLE XII: DISSOLUTION AND MERGER
Section 1. The Division may petition for dissolution, or for merger wit h another Division, by mail vote of its membership, the ballots to be maile d not more than 45 days after an annual business meeting at which a majorit y of the members present votes that it no longer meets the needs of the mem bership. If two-thirds of the mail ballots favor dissolution, or merger, th e petition shall be submitted to the Division Cabinet officers for presenta tion to the Association Board of Directors, which shall make the final deci sion.
Section 2. In the event of dissolution, all assets of the Division shal
l revert to the Association. In the event of merger, assets shall become a
part of the new merged unit, as decided upon by the two bo
dies concerned. Any other monies shall revert to the Association.
ARTICLE XIII: AMENDMENTS
Section 1. Amendments may be proposed by the Executive Board, t
he Bylaws Committee or 15 members of the Division. Proposals originating in
the Executive Board or in the Bylaws Committee shall be approved by a majo
rity vote of the Board before submission to the members. Proposals originat
ing by petition shall be submitted in writing to the Executive board and sh
all be presented to the members with recommendation of the Board.
<<Section 1. These Bylaws may be amended by a two-thirds vote o f the members present at any Division meeting, provided written notice cont aining the text of the proposed amendment has been sent to each member at l east 45 days before the meeting at which it is to be considered.>>
Section 2. These Bylaws may be amended by a two- thirds vote of the members present and voting at any Division meeting provided written no tice containing the text of the proposed amendment has been sent to each me mber at least 30 days before the meeting at which it is to be considered.
<<Section 2. Any revisions in or amendments to the Division Byl aws shall be submitted to the Association Bylaws Committee for review befor e presentation to the Division membership.>>
Section 3. Any revisions in or amendments to the Division Bylaw s shall be submitted to the Association Bylaws Committee before presentatio n to the Division membership.
<<Section 3. Amendments may be proposed by the Executive Board, the Bylaws Committee or 25 members of the Division. Proposals originating in the Executive Board or in the Division committee concerned with Bylaws s hall be approved by a two-thirds vote of the Board before submission to the members. Proposals originating by membership petition shall be submitted i n writing to the Executive Board and shall be presented to the members with the recommendations of the Board:>>
<<These Bylaws were:
Approved by the Bylaws Committee, Special Libraries Association
(Signed) (Date)
Approved by the Division membership
,
(Signed) (Date)
( These Bylaws were last approved by:
Approved by the Bylaws Committee, Special Libraries Association
M. Elizabeth Moore, Chair, February 28, 1980
Approved by the Division membership
Carol A. Drum, Chair,
June 16, 1980)