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Rocky
Mountain Chapter
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Effective February 1, 2004 - These bylaws have been superseded by SLA Chapter Governing Documents
See "
MODEL CHAPTER GOVERNING DOCUMENT."
ARTICLE I: NAME AND OBJECTIVES
Section 1. The name of this organization shall be the Rocky Mountain 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; to stimulate research in the field of information service; to cooperate with organizations having similar or allied interest; and, to meet the need for continuing education of the members of this Chapter.
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 Colorado, Wyoming, Utah, and South Dakota, 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 and the Chapter membership directory free.
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 and the Chapter membership directory 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 must approve an annual Chapter budget.
The Board shall:
- determine Chapter policies and changes therein 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 seven 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 Board shall be Members, Associate Members or Retired Members of the Special Libraries Association.
Section 3. The Board shall hold at least five meetings annually and may hold additional meetings upon call of the President or upon written request of any member of the Board. Five members of the Board shall constitute a quorum.
Section 4. A vacancy in the membership of the Board, except in the office of President, shall be filled by majority vote of the remaining members of the Board. The Board-elected member shall serve until the next annual election. A vacancy in the office of President is provided for in Article IV, Section 2.
Section 5. The term of office of each Board member, except Secretary, Treasurer and Directors, shall be one year. The term of office for each, the Treasurer and the Secretary, shall be two years. The Secretary's term of two years shall start in the off year of the Treasurer's term. The Directors' terms of office shall be two years, staggered. With the exception of the offices of President, President-Elect and immediate Past President, any officer shall be eligible for re-election, but shall not serve in any one office more than three consecutive terms. Any other Past President shall be eligible for election to any Board office. All members of the 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 6. The Board will be guided by an Advisory Council, as outlined in Article VI, Section 5.
ARTICLE IV: OFFICERS
Section 1. The President as chief executive officer of the Chapter and, subject to the Board shall:
- have general supervision and control over Chapter affairs; - preside at all meetings of the Chapter and of the Board;
- recommend to the Board such measures that further the Chapter's objectives and broaden its effectiveness;
- co-sign with the Secretary all contracts and other legal documents;
- co-sign with the Treasurer all checks drawn upon Chapter funds unless otherwise determined by the 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, 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;
- assume all the duties and obligations of the presidency in the event of absence or withdrawal of the President;
- serve as the Chair of the Program Committee.
Section 3. The Secretary shall:
- keep a record of all meetings of the Chapter and of the Board;
- co-sign with the President all contracts and other legal documents;
- perform such other duties as the President may assign.
Section 4. The Treasurer shall:
- have custody of the Chapter funds;
- co-sign with the President, all checks drawn upon Chapter funds unless determined otherwise by the Board:
furnish such financial statements as may be required by the Board, the President, and the Association.
Section 5. The immediate Past President shall:
- be a member of the Board;
- serve as the Chapter's parliamentarian;
- serve on the Chapter's Long Range Planning Committee;
- chair the Awards Committee unless otherwise designated by the Board;
- carry out such duties as the President and/or the Board may assign.
Section 6. The Directors shall:
- be members of the Board;
- carry out such duties as the President and/or the 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 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. Every member shall receive notification, at least ten days prior to the meetings. Notification shall be by electronic transfer, in writing or printed in the official Chapter bulletin.
Section 4. A quorum for the transaction of business shall be twenty members of the Chapter.
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 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 chair of all committees except the Nominating Committee which is provided in Article IX.
Section 3. Appointment to standing committees shall be for two years, unless determined otherwise by the Board. No member may serve continuously on any one committee in excess of three years.
Section 4. There shall be an Advisory Council that shall advise the Board on matters pertaining to the policies and programs of the Chapter and that may initiate proposals for consideration by the Board.
Section 5. The Advisory Council shall consist of the chairs of committees, Chapter Division Groups if any, and special appointees designated by the President. They shall be entitled to attend and participate, without right to vote, in meetings of the Board with the exception of executive sessions. Any Advisory Council member unable to attend such meetings may designate a member of the committee or group as the alternate.
Section 6. Each committee shall submit to the 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 requested by the Board or the President.
Section7. Funds for committee expenses shall be authorized by the Board.
Section 8. There shall be Chapter Manuals describing the duties of each office and standing committee. Each incumbent officer and committee chair shall have a specific manual for their position and shall be held responsible to return the manual, to the Secretary, upon termination of office. The returned manuals shall be reviewed by the Secretary for completeness and currency and by the Past President for adherence to the Bylaws and revised as needed. Revised manuals shall be provided to all officers-elect and appointed chairs.
ARTICLE VII: GROUPS
Section 1. Groups within a Chapter may be established by the Chapter. A written petition of ten members of the Chapter, who desire to participate in the activities of the proposed Group/Division, shall be submitted to the Board who will present its recommendation to the Chapter at the next meeting.
Section 2. 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.
Section 3. Formation or dissolution of a Group shall be reported to the Chapter Cabinet officers and the Association Office.
ARTICLE VIII: FUNDS, CONTRACTS AND PROPERTY
Section 1. Funds for Chapter expenses shall be principally 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 Association Chapter Cabinet officers for presentation to the Association's Board 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 Board.
Section 3. If cost or liability exceeds $1000, 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 expenses which exceed the Chapter's available or budgeted funds requires approval by the Association's Board of Directors.
Section 4. All affiliate and contractual relationships shall be directed toward the best interest of the Chapter and of 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 Board shall be appointed by the Board no later than six months prior to the Chapter annual business meeting. This committee shall be composed of at least three members, no more than one of whom is a member of the current Board but at least one of whom shall be a former Chapter officer or member of the previous Nominating Committee. The penultimate Past-President or, if unable to serve, another Past-President shall be a member, but not the Chair of the committee.
Section 2. Each year the Nominating Committee shall present at least one candidate for President-elect, one Director and either a Secretary or Treasurer. The office for each the Treasurer and the Secretary is filled every two years. The election for the office of Secretary is held in the off year of the Treasurer's election. The Committee shall obtain the written acceptance of each nominee prior to submission of its report.
Section 3. Nominations may also be made by petition of five voting members, provided acceptance by the nominee has been secured. Such nominations shall be filed with the Nominations Chair at least 90 days before the annual business meeting.
Section 4. The Nominating Committee Chair shall present the slate to the Board at least 60 days before the annual business meeting. The ballot with write-in capacity and biographical sketches of each candidate shall be prepared by the Nominating Committee for secret balloting.
Section 5. The official ballot, shall be sent to each Chapter member 30 days before the Chapter annual business meeting. The ballot may be included in the Chapter newsletter or sent separately with return required no later than two weeks before the annual meeting. The candidate receiving the largest number of votes for each 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 6. The Nominating Committee shall serve as the Tellers Committee. The Committee shall count returned ballots and votes (in case of tie, at the annual business meeting).
Section 7. The Teller Committee shall report the election results at the annual business meeting and shall see that the election results be posted in the Chapter newsletter.
ARTICLE X: PUBLICATIONS
Section 1. Control of all publications of the Chapter for its members shall be vested in the Board.
Section 2. The Chapter shall publish an official Chapter newsletter, membership directory, and such other publications as the Board may authorize.
Section 3. 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 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 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.
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 10 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 Board, the Bylaws Committee or 15 members of the Chapter. Proposals originating in the Board or in the Chapter 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.
Bylaws
Approved by the
Rocky Mountain Chapter membership,
May 1997
Approved by SLA
June 1997
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