The Chair may appoint a planner who is a Member, Associate Member or Retired Member of the Association, to develop the Division program for the Annual Conference.

Section 2. The chair-elect shall:

• assist the chair in the performance of the duties of the chair;
• represent the Division, together with the chair, at meetings of the Division Cabinet and Joint Cabinet during the Association Year in which the office is held; and
• assume all the duties and obligations of the chair in the event of absence or withdrawal of the chair.

Section 3. The secretary shall:

• keep a record of all meetings of the Division and of the Executive Board;
• sign all contracts and other legal documents jointly with the chair; and
• perform such other duties as the chair may assign.

Section 4. The treasurer shall:

• have custody of the Division funds;
• sign all checks drawn upon Division funds as co-signatory with the chair; unless determined otherwise by the Board; and l
• furnish such financial statements, as may be required by the Board, the chair and the Association.

Section 5: The Past-Chair shall:

• serve on the Nominating Committee; and
• carry out such duties as the Chair and/or Board may assign.

ARTICLE V: MEETINGS

Section 1. The Division annual business meeting shall be held during the Association Annual Conference, or, if there is no Conference upon call of the chair. At least one business meeting shall be held during the term of office of each elected Executive Board.

Section 2. Special meetings may be held upon call of the Executive Board or on petition of 20 members of the Division. 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 Division official bulletin shall be sent to each member at least 60 days before the meeting.

Section 4. A quorum for the transaction of business shall be 20 members of the Division.

Section 5. Whenever in the judgment of the Executive Board a question arises that should be put to a vote of the entire voting membership and cannot await the annual business meetings, the Board may submit the question for vote by mail. The closing date for the return of mail votes shall be established by the Board. The question presented shall be resolved by a by a two thirds vote of the returned mail ballots sent to the entire voting membership

Section 6. When not in conflict with these Bylaws, Robert's Rules of Order Newly Revised (latest edition) shall govern all deliberations.

ARTICLE VI: COMMITTEES

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 Division. These committees shall be responsible to the Board.

Section 2. The Division chair shall appoint the members and designate the chair of all committees except the Nominating Committee. Appointment to standing committees shall be for two years unless determined otherwise by the Executive Board. No member may serve continuously on any one committee in excess of six years.

Section 3. Committee Chairs may participate in meetings of the Executive Board but shall not have the right to vote.

Section 4. Each committee shall submit to the Executive Board, a written annual report of its activities, together with any recommendations 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 by the Executive Board.

ARTICLE VII: SECTIONS

Section 1. Sections relating to definite areas of interest within a Division 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 Division, and shall submit to the Division Executive Board an annual report including 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 Office.

ARTICLE VIII: FUNDS, CONTRACTS AND PROPERTY

Section 1. Funds for Division expenses shall be derived from the Association as an allotted share of the annual dues paid by Division members. Eligibility for this allotment is based on submission to the Association of the Division financial statement for the previous year and on its acceptance by the Association. Requests for additional funds or loans may be submitted to the Division Cabinet officers for presentation to the Association Board of Directors for its consideration. All funds received by a Division shall be used for purposes incident to the fulfillment of the Division's objectives. Should dissolution of the Division become necessary, its assets shall revert to the Association.

Section 2. Any agreement, contract, or obligation entered into by the Division, including the purchase of property such as office machines, filing cabinets, computer equipment, etc., shall have advance approval of the Executive Board. If cost or liability exceeds $2,000, it shall have the advance approval of the Division members. If cost or liability exceeds $5,000, the transaction must be reviewed and signed by the Association's Executive Director. If the cost or liability exceeds the Division's available or budgeted funds, the transaction must be reviewed and approved by the Association's Board of Directors.

Section 3. All affiliate and contractual relationships shall be directed toward the best interest of the Division and the Association and shall protect the property and identity of the Division and the Association.

ARTICLE IX: NOMINATIONS AND ELECTIONS

Section 1. A Nominating Committee for each election of members to the Executive Board shall be appointed by the Board no later than six months prior to the Division annual business meeting. This committee shall be composed of three members, one of whom shall be the Past-Chair of the Division.

Section 2. Each year the Nominating Committee shall present at least one candidate for chair-elect, and for either secretary or treasurer, the latter two offices to be filled in alternate years. The Committee shall obtain written acceptance of each nominee prior to submission of its report.

Section 3. The report of the Nominating Committee shall be published in the official bulletin or otherwise sent to Division members at least 75 days before the Division 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. The report of the Nominating Committee shall be presented for approval by the membership at the Division Annual Business Meeting.

Section 4.. If the slate includes more than one candidate for any office, election shall be by secret ballot mailed to each Division member 45 days before the Division annual 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 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 Division's annual business meeting

ARTICLE 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 opinions advanced in its publications or at meetings of the Division, or for statements by any of its members except those authorized by the Division Executive Board or those reflecting duly established policies of the Division or of the Association.

ARTICLE X XI: DIVISION REPRESENTATION AND AFFILIATION

Section 1. Division representatives to joint committees and meetings of other societies having objectives allied to those of the Division and of the Association shall be appointed 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 organization provided that:

1) The objectives of such organizations are consistent with those of the 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 organization, shall be approved by the Association Board of Directors. Notices of affiliations and disaffiliations shall be reported to the Association.

ARTICLE XII: DISSOLUTION AND MERGER

Section 1. The Division may petition for dissolution, or for merger with another Division, by mail vote of its membership, the ballots to be mailed not more than 45 days after an annual business meeting at which a majority of the members present votes that it no longer meets the needs of the membership. If two-thirds of the mail ballots favor dissolution, or merger, the petition shall be submitted to the Division Cabinet officers for presentation to the Association Board of Directors, which shall make the final decision.

Section 2. In the event of dissolution, all assets of the Division shall 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 bodies concerned. Any other monies shall revert to the Association.

ARTICLE XIII: AMENDMENTS

Section 1. These Bylaws may be amended by a two-thirds vote of the members present at any Division meeting, provided written notice containing the text of the proposed amendment has been sent to each member at least 45 days before the meeting at which it is to be considered.

Section 2. Any revisions in or amendments to the Division Bylaws shall be submitted to the Association Bylaws Committee for review before presentation 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 Board or in the Division committee concerned with Bylaws shall be approved by a two-thirds vote of the Board before submission to the members. Proposals originating by membership petition shall be submitted in writing to the 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

__________________________________, Chair ______________________
(Signed)                                  (Date)

Approved by the Division membership

__________________________________, Chair ______________________
(Signed)                                  (Date)

 

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