BYLAWS

PACIFIC NORTHWEST CHAPTER
SPECIAL LIBRARIES ASSOCIATION

Revised:                April 1963 (Bylaws of the Pacific Northwest Chapter)

Revised:                May 1966

Revised:                May 1976

Amended:             November 1988

Amended:             May 1985

Amended:             December 1991

Article I                             Name and Objectives 

Section 1.            The name of this organization shall be the Pacific Northwest Chapter of the Special Libraries Association, hereinafter called the Chapter and the Association respectively. 

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. 

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 states of Alaska, Idaho, Montana, and Washington, 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 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 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. 

Article III           Executive Board 

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 six members elected by the membership: the president, the president-elect, the secretary, the treasurer, one director, and the immediate past-president.  All members of the Executive Board shall be Members, Associate Members or Retired Members of the Association. 

Section 3.            The Board shall hold at least three meetings annually and may hold additional meetings upon the call of the president or upon written request to the president of any two of its members.  Fifty percent (50%) of the members of the Executive Board shall constitute a quorum at Executive Board Meetings. 

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 next annual election. 

Section 5.            The term of office of president, president-elect, immediate past-president, secretary, and director shall be one year.  The term of office of treasurer 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 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.  The president shall recommend to the Board such measures as that officer considers desirable to further the objectives and broaden the effectiveness of the Chapter.  With the secretary, the president shall sign all contracts and other legal documents.  Other functions of the president shall include the following:  preside at all meetings of the Chapter and of the Executive Board; be member ex officio without vote of all committees except the Nominating Committee, prepare such reports as may be required by the Association 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.  The president and president-elect shall represent the Chapter at meetings of the Chapter Cabinet.  If either officer is unable to attend, the president shall designate a Member, Associate Member or Retired Member of the Chapter to serve as alternate representative.  The president shall sign all checks drawn on chapter funds as co-signatory with the treasurer, unless determined otherwise by the Executive Board. 

Section 2.            The president-elect shall assist the president in the performance of the president’s duties and, with the president, shall represent the Chapter at meetings of the Chapter Cabinet.  In the event of the absence or withdrawal of the president, all the president’s duties and obligations shall be assumed by the president-elect. 

Section 3.            The secretary shall keep a record of all meetings of the Chapter and of the Executive Board.  With the president, the secretary shall sign all contracts and other legal documents.  The secretary shall perform other duties as assigned by the president. 

Section 4.            The treasurer shall have custody of the Chapter funds.  The treasurer shall sign all checks drawn upon Chapter funds as co-signatory with the president, unless determined otherwise by the Executive Board.  The treasurer shall furnish such financial statements as may be required by the Executive Board, the president and the Association Chapter Cabinet officers. 

Section 5.            The director and the immediate past president shall be members of the Executive Board, and shall perform such duties as the president and/or Board may assign. 

Article V             Meetings 

Section 1.            At least five meetings shall be held each year from June through May.  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 ten 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 ten days before the meeting. 

Section 4.            A quorum for the transaction of business shall be ten Chapter members. 

Section 5.            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 Chapter.  These committees shall be responsible to the Board. 

Section 2.            The president shall appoint the members and designate the chairpersons of all committees except the Nominating Committee.  Appointment to standing committees shall be for one year unless determined otherwise by the Executive Board. 

Section 3.            Committee chairpersons 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 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 5.            Funds for committee expenses shall be authorized by the Executive Board. 

Article VII          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 must have the advance approval of the Executive Board.  If liability exceeds the Chapter’s available or budgeted funds, prior notification must be made to the Chapter Cabinet officers for the purpose of obtaining the required advance approval of the Association Board of Directors.  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 both.

Section 3.            Purchase of property by the Chapter must have the written approval of the Executive Board.  If the cost is over $400, it must have the advance approval of the Chapter members.  If it exceeds the Chapter’s available or budgeted funds, or exceeds $2,000, prior  notification shall be made to the Chapter Cabinet officers for the purpose of obtaining the required advance approval of the Association Board of Directors. 

Article VIII         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 no one of whom shall be a member of the Board but one of whom shall be a former Chapter officer or a member of the previous Nominating Committee. 

Section 2.            Each year the Nominating Committee shall present one or more candidates for president-elect, director, and secretary.  Every other year the Nominating Committee shall present one or more candidates for treasurer. 

Section 3.            The report of the Nominating Committee shall be read at the Chapter business meeting preceding the Chapter annual business meeting.  Additional names may be placed in nomination at the time provided acceptance by the nominee is assured.  The final report of the Nominating Committee shall be included in the notice of the Chapter annual business meeting and shall be presented for approval by the membership at the Chapter annual business meeting. 

Section 4.            If the slate includes more than one candidate for any office, election shall be by printed ballot mailed to each Chapter member 14 days before the Chapter annual business meeting.  The completed ballots must be received by the secretary no later than the date specified on the ballot.  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 IX           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 statement or opinions advanced in its publications or at any 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 X             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 1: Section 3, 4, and 5 of the Association Bylaws. 

Any 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 Chapter Cabinet officers and to the administration of the Association office. 

Article XI           Amendments 

Section 1.            These Bylaws may be amended by a two-thirds vote of the returned mail ballots sent to the entire voting membership. 

Section 2.            Amendments to the Bylaws may be proposed by the Executive Board, the Bylaws Committee or by petition of 10 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 recommendation of the Board. 

Section 3.            Notice containing the text of any proposal shall be sent to each member at least 20 days before the meeting at which it is to be discussed.  If approved by a majority of the voting members present, the proposal shall be submitted to the entire voting membership by mail ballot for final decision. 

Section 4.            The Chapter shall submit the final draft of new or amended Bylaws to the Association’s Bylaws Committee for review prior to consideration and action by the Chapter membership. 

These Bylaws were: 

Approved by the Bylaws Committee, Special Libraries Association 

___________________________, Chairperson                    ________________   DATE

 Approved by the Chapter membership

___________________________, President                         ________________   DATE