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  By-Laws
BY LAWS
ASIAN CHAPTER
SPECIAL LIBRARIES ASSOCIATION
Adopted SEPTEMBER 1999.
ARTICLE I : NAME AND OBJECTIVES
 
Section 1. The name of this organization shall be the Asian Chapter, Special Libraries Association.
Section 2. The objectives of this Chapter shall be those of the Special Libraries Association: to provide an association of the 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.
ARTICLE II: MEMBERSHIP
 
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 Bangladesh, Bhutan, Brunei, Cambodia, China, Hong Kong, India, Indonesia, Laos, Macau, Malaysia, Myanmar, Mongolia, Nepal, Philippines, Singapore, South Korea, Sri Lanka, Taiwan, Thailand and Vietnam, or 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, to hold any elective or appointive office in the Chapter, and to receive the Chapter bulletin free of charge.
Section 3. Student Members of the Association who are members of the Chapter shall have the right to vote, to hold any appointive, but not elective office in the Chapter, and to receive the Chapter bulletin free.
Section 4. The rights and benefits of Sustaining Members and Honorary Members shall be determined by the Association's Board of Directors.
ARTICLE III: EXECUTIVE BOARD
 
Section 1. There shall be an Executive Board, herein referred to as the "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 Chapter policies within the limits of the Bylaws of the Association and of the Chapter; take such actions as it considers necessary to carry out the objectives of the Chapter; and perform such other functions as the membership may direct.
Section 2. The Board shall consist of five members elected by the membership: the president, the president-elect, the secretary, the treasurer and two Directors. When there is an immediate past president on the Board, the number of Directors will be reduced to one. 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 two meetings annually and may hold additional meetings upon call of the president or upon written request of any member of the Board. Three members of the Board shall constitute a quorum. Executive Board Meetings shall be open to all members of the Chapter, unless determined otherwise by affirmative vote of four members of the Board.
Section 4. A vacancy in the membership of the Executive Board, except in the office of president, shall be filled by majority vote of the remaining members of the Board, this Board-elected member to serve until the expiration of that term of office. Should a vacancy occur in the presidency, the President elect shall become President immediately, and the executive Board should chose an acting President-elect to serve until next election. Should a vacancy occur in the office of President-elect, the executive Board shall conduct a special election as soon as possible.
Section 5. The term of office of president, president-elect, and past president shall be one year. The term of office of secretary, treasurer and director(s) 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.
ARTICLE IV: OFFICERS
 
Section 1. The president shall be the chief executive officer of the Chapter and, subject to the Executive Board, shall: have general supervision and control over its affairs preside at all meetings of the Chapter and of the Executive Board; recommend to the Board such measures considered desirable to further the objectives and broaden the effectiveness of the Chapter; sign all contracts and other legal documents with the secretary-Treasurer; sign all cheques drawn upon Chapter funds as co-signatory with the Secretary -treasurer, unless determined otherwise by the Executive Board; be a member ex-officio of all committees except the Nominating Committee; represent the Chapter, together with the president-elect, at meetings of the Chapter Cabinet and Joint 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 Chapter to serve as alternate representative; prepare such reports as may be required by the Association; and be responsible for supervising the preparation of such reports as may be required of other Chapter officers by the Association.
Section 2. The president-elect shall:
-assist the president in the performance of the duties of the presidency;
-represent the Chapter, together with the president, at meetings of the Chapter Cabinet and Joint Cabinet during the Association Year in which the office is held; and
-assume all the duties and obligations of the presidency in the event of absence or withdrawal of the president.
Section 3. The secretary- Treasurer shall:
-keep a record of all meetings of the Chapter and of the Executive Board;
-sign all contracts and other legal documents, jointly with the president; and
-perform such other duties as the president may assign;
-have custody of the Chapter funds;
-sign all checks drawn upon Chapter funds as co-signatory with the president, unless determined otherwise by the Executive Board; and
-furnish such financial statements as may be required by the Executive Board, the president, and the Association.
Section 4. The immediate past president and the director(s) shall be members of the Executive Board and shall carry out such duties as the president or the Board may assign.
ARTICLE V: MEETINGS
 
Section 1. At least two meeting(s) shall be held each year from June through May, at times and places determined by the Executive Board. The meeting immediately prior to the Association Annual Conference shall be the Chapter annual business meeting.
Section 2. Special meetings may be held upon call of the Executive Board or on petition of 30% of the 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 all chapter meetings in writing or printed in the Chapter official bulletin shall be sent to each member at least seven days before each meeting.
Section 4. A quorum for the transaction of business shall be 51% of the members present.
Section 5. When not in conflict with these Bylaws, Robert's Rules of Order 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 Chapter. These committees shall be responsible to the Board.
Section 2. The president, with the advise of the Executive Board, shall appoint the chairmen of all committees except the Nominating Committee. The committee Chairmen shall name their own committee members among the chapter membership. No member may serve continuously on any one committee in excess of six years.
Section 3. Appointment to Standing Committees shall be for two years, unless determined otherwise by the Executive Board . The term of appointment shall begin at the end of the first Executive Board meeting following the association annual business meeting.
Section 4. Committee Chairmen may participate in meetings of the Executive Board but shall not have the right to vote.
Section 5. Each committee Chairmen shall submit a written annual report of its activities, together with any recommendations considered necessary or advisable. Additional reports may be submitted by a committee are requested by the Board or the President.
Section 6. Funds for committee expenses shall be authorized by the Executive Board.
ARTICLE VII: GROUPS
 
Interested Groups within the Chapter may be established by the Chapter.
Groups shall receive operating funds from the Chapter at the discretion of the Executive Board and shall submit to the Chapter, prior to the Chapter annual business meeting, 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 VIII: 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 Association of the Chapter financial statement for the previous year and on its acceptance by the Association. Requests for additional funds or loans may be submitted to the Chapter Cabinet officers for presentation to the Association's 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, contract, or obligation entered into by the Chapter, 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 $250=00, it shall have the advance approval of the Chapter members. If cost or liability exceeds $5,000, the transaction must be reviewed and signed by the Association's Executive Director; any which exceed the Chapter's available or budgeted funds requires approval by the Association's Board of Directors.
Section 3. All affiliate and contractual relationships shall be directed toward the best interest of the Chapter and the Association and shall protect the property and identity of the Chapter 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 three months prior to the Chapter annual business meeting. This committee shall be composed of three members including the Past President who is the chair of the committee. Except the past President, no other current Board member shall be a member of this committee, but one of whom shall be a member of the previous Nominating Committee.
Section 2. Each year the Nominating Committee shall present at least one candidate for president-elect, secretary - treasurer, and director. The Committee shall obtain the written acceptance of each nominee prior to 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, and shall be mailed to those members unable to attend the annual business meeting two months prior to the meeting.
Additional names may be placed in nomination at the Chapter annual meeting, or obtained from those members unable to attend. All additional names shall be eligible provided acceptance by the nominee is obtained. The final report of the Nominating Committee shall be included in the notice of the 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 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 annual business meeting.
ARTICLE X: PUBLICATIONS
 
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, or for statements by 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 XI: CHAPTER REPRESENTATION AND AFFILIATION
 
Section 1. Chapter representatives to joint committees and meetings of other societies having objectives allied to those of the Chapter and of the Association shall be appointed by the president. 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 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 I: Sections 3, 4 and 5 of the Association's Bylaws.
Section 3. 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: AMENDMENTS
 
Section 1. These Bylaws may be amended by a two-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. 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.
Section 3. Amendments may be proposed by the Executive Board, the Bylaws Committee or five members of the Chapter. Proposals originating in the Executive Board or in the bylaws committee shall be approved by a majority 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 recommendations of the Board.
 
These Bylaws were:
Approved by the Bylaws Committee, Special Libraries Association

______________________________, Chair__________________
(Signed) (Date)

Approved by the Chapter membership

______________________________, President_______________
(Signed) (Date)

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