| Leadership >
Bylaws
Bylaws 2002 Proposal
Reviewing our bylaws was one of the SLA
WCC objectives for the 2000/2001 term. The current
bylaws are available for review. The proposed
bylaws follow.
Bylaws Committee
- Debbie Millward (Past President) - Committee Chair
- Christina Andrews (Edmonton Director)
- Susanne Barker (Vancouver Island Director)
TO: SLA WCC MEMBERS
We are pleased to present the attached (wcc-bylaws-2002.txt) recently
revised SLA WCC Bylaws for your approval.
By May 16, 2002 please vote to indicate your wishes regarding these
bylaws:
____ I approve the 2002 SLA WCC Bylaws
____ I do not approve the 2002 SLA WCC Bylaws
Send to this message via email to: patricia.cia@teckcominco.com
- President, SLA WCC
Or by mail to:
Patricia Cia
President
SLA Western Canada Chapter
c/o Teck Cominco Limited
600 - 200 Burrard St.,
Vancouver, BC V6C 3L9
Or by fax to: 604-640-5373
Proposed Chapter Bylaws
Western Canada Chapter Special Libraries Association
Article I: Name and Objectives
Section 1
The name of this organization shall be the Western Canada Chapter,
Special Libraries Association, hereinafter called the Chapter and
the Association, respectively. Where appropriate, reference to the
Chapter may be abbreviated to SLA Western Canada Chapter or SLA
WCC.
Section 2
The mission of the Chapter is to be a community of information
professionals. The objectives of the Chapter shall be those of the
Special Libraries Association: to advance the leadership role of
our members in putting knowledge to work for the benefit of decision-makers
in corporations, government, the professions, and society; as well
as to shape the destiny of our information and knowledge-based society.
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 Canadian provinces of British Columbia, Alberta,
Saskatchewan and Manitoba and the Yukon Territory, Northwest Territories
and Nunavut Territory, or who elect to affiliate with the Chapter.
Section 2
Members of the Association who are members of the Chapter shall
have the right to vote and to hold any elected or appointed office
in the Chapter.
Section 3
Student Members of the Association who are members of the Chapter
shall have the right to vote and to hold any appointed, but not
elected, office in the Chapter.
Section 4
The Association’s Board of Directors shall determine the rights
and benefits of Sustaining Members and Honorary Members.
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 Executive Board shall consist of at least four and up to twelve
members elected by the membership -- the President, the President-Elect,
the Secretary, the Treasurer, the immediate Past President, the
Communications Director, and six Regional Directors -- two from
British Columbia, two from Alberta, one from Saskatchewan, and one
from Manitoba, Yukon Territory, Northwest Territories, or Nunavut
Territory. All members of the Executive Board shall have voting
privileges and all shall be Members of the Association.
Section 3
The Executive Board shall hold at least three meetings annually
and may hold additional meetings upon call of the president or upon
written request of any two members of the Board. Four members of
the Board shall constitute a quorum.
Section 4
A vacancy in the membership of the Executive Board, except in the
office of President or President-Elect, shall be filled by majority
vote of the remaining members of the Board, this Board-elected member
to serve until the next annual election. In the event of a vacancy
in the office of President-Elect, a special election shall be held
as soon as possible, under similar terms for those of the annual
election.
Section 5
The term of office of President, President-elect, and immediate
Past President shall be one year. The term of office of the Secretary,
Treasurer, Communications Director, and Regional Directors shall
be two years. All members of the Executive Board shall serve until
their successors are elected or appointed 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 Executive and presiding officer of the
Chapter and shall preside at all Chapter and Executive board meetings;
speak, act or write officially on matters with areas of responsibility;
and, execute all legal documents of the Chapter. The President shall
have co-signing authority on cheques drawn upon Chapter funds, unless
determined otherwise by the Executive board. The President on the
advice of the Treasurer will select an auditor to ensure that the
transactions and financial report of the Chapter are accurate. The
President shall be an ex-officio member of all standing committees
except the Nominating Committee; represent the Chapter at all extra-chapter
activities or functions appropriate to the interests of the Chapter;
and, serve as a member of the Association Chapter Cabinet.
Section 2
The President-Elect shall assist the President in the performance
of the duties of the presidency; with the President, shall represent
the Chapter at meetings of the Chapter Cabinet. In the event of
absence or withdrawal of the President, the President-Elect shall
assume all the duties and obligations of the presidency.
Section 3
The Secretary shall keep a record of all meetings of the Chapter
and of the Executive Board and, with the President, shall sign all
legal documents, and perform such other duties as the President
may assign.
Section 4
The Treasurer shall have custody of the Chapter funds; sign cheques
drawn upon Chapter funds as co-signatory; furnish such financial
statements as may be required by the Executive Board, the President,
and the Association Chapter Cabinet officers; and perform such other
duties as the President may assign. The Treasurer will prepare and
present an annual budget to the Board, after consultation with the
Board and interested Members on their expenditure plans. The Treasurer
will present a summary of the year’s financial activities and
the financial condition of the Chapter at the annual meeting of
the Chapter.
Section 5
The Communications Director shall co-ordinate the Chapter’s
print and electronic communications to its members, manage the Chapter’s
web site, and liaise with SLA’s information technology manager.
Section 6
Regional Directors shall represent the members in their geographic
jurisdiction, and be responsible for local programming initiatives.
Regional Directors shall have signing authority, as delegated by
the President, for contracts related to regional programming.
Article V: Chapter Meetings
Section 1
An annual business meeting of the Chapter members shall be held
prior to the Association Annual Conference.
Section 2
Members from a regional group, with the approval of the Executive
Board, may hold a local meeting. The Executive Board shall receive
a copy of the minutes of all meetings or a summary program report.
Section 3
Special meetings may be held upon call of the Executive Board or
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 4
Notice of meetings shall be sent to each member at least seven
days before the meeting. Electronic notice of meetings will be sent
unless otherwise requested.
Section 5
A quorum for the transaction of business shall be ten Chapter members.
Section 6
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 shall appoint the members and designate the chairs
of all committees, except the Nominating Committee that is appointed
by the immediate past-Past President. Appointment to standing committees
shall be for one year, unless determined otherwise by the Executive
Board. No member may serve continuously on any one committee in
excess of three years, unless otherwise determined by the Executive
Board.
Section 3
Committee chairs, who are not members of the executive board, 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 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
The Executive Board shall authorize funds for committee expenses
in advance.
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
and from such other sources as the Executive Board of the Chapter
may approve. Eligibility for this allotment is based on the submission
to Chapter Cabinet officers of the Chapter’s 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
The President, as chief executive of the Chapter Board, has sole
authority for expenditure of Chapter funds. Two of three signatures
of either the President, President-Elect, Treasurer are required
on all cheques drawn upon chapter funds. The Treasurer co-signs
all expenditures to confirm that funds are available and that the
expenditure is consistent with Chapter and Association policy. All
workshops or programs of the Chapter must have the support of the
Board and the explicit or tacit authorization of the President.
The Treasurer is responsible for tracking all such expenditures,
but she/he delegates the local collection of funds and the payment
of costs to Directors, or their designates, who are managing a particular
event. Those delegates report both costs and income and submit funds/monies
or invoices to the Treasurer who then processes them, records and
reconciles the accounts, receiving the authorization of the President
as necessary. The Treasurer is responsible for tracking all expenditures
unrelated to programs or workshops. Members approach the Treasurer
directly concerning reimbursements or needed funds, and the Treasurer
then receives authorization from the President before making any
disbursements. The Treasurer is responsible for all financial reporting
for the Chapter.
Section 3
The fiscal year of the Chapter shall end on the date established
by the Association Board of Directors.
Section 4
Any agreement or contract entered into by the Chapter shall have
advance approval of the Executive Board. Any member of the Chapter,
acting on the Chapter's behalf, may arrange the terms of a contract,
however no contract is valid until authorized by the Chapter President.
The President will seek the advice of the Secretary before authorizing
contracts. The President reports to the board on her/his new or
anticipated commitments at each board meeting. In case the President
is not available, the President-Elect may authorize contracts. The
Secretary tracks the status of all current contracts for the Chapter
and reports to the Board on their disposition at each business meeting.
The Secretary ensures that no contract creates a conflict of interest
and that those doing business with the Chapter are treated fairly
and consistently. If the contract requires the expenditure of Chapter
money, the Treasurer must confirm that the funds are available before
the President authorizes the contract. The President and the Treasurer
co-sign for any expenditures. E-mail authorization is permissible.
Members should seek the guidance of the Secretary when considering
or drafting contracts. If liability exceeds the Chapter's available
or budgeted funds, 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. All affiliate and
contractual relationships shall be directed toward the best interest
of the Chapter and the Association and shall protect its property
and identity.
Section 5
Purchase of property by the Chapter shall have the written approval
of the Executive Board. If the cost is over $500.00, it shall have
the advance approval of the Chapter members. If it exceeds the Chapter's
available or budgeted funds, or exceeds $5,000.00, prior notification
shall be made to the Association 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 immediate past-Past President no
later than three months prior to the Chapter annual business meeting.
This committee shall comprise at least three members, no one of
whom other than the immediate past-Past President, should she/he
choose to participate on the committee, shall be a member of the
board.
Section 2
The Nominating Committee shall present at least one candidate for
President-Elect each year, and at least one candidate for Secretary,
Treasurer, Communications Director, and Regional Directors every
two years. At the outset of the nomination process the Committee
shall notify the Chapter membership in order that names of interested
nominees be brought forward. 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 provided to the
members no less than thirty days prior to the Chapter annual business
meeting. The final report of the Nominating Committee shall be included
in the notice of the Chapter's annual business meeting, and shall
be presented for approval by the membership at the annual business
meeting.
Section 4
If the slate includes more than one candidate for any office, election
shall be by secret ballot delivered to each Chapter member twenty-one
days before the Chapter annual business meeting. The Secretary must
receive the completed ballots 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
The Chapter shall produce an official publication for its members.
Control of all publications of the Chapter 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 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:
-
The objectives of such organization are consistent with those
of the Chapter and of the Association, and
-
The activities of such organization are not in conflict with
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 dis-affiliations shall be reported to the Chapter Cabinet
officers and to the administrator of the Association office.
Article XI: Amendments
Section 1
These bylaws may be amended by a two-thirds vote of the returned
ballots sent to the entire voting membership.
Section 2
Amendments may be proposed by the Executive Board, the Bylaws Committee
or by petition of ten members of the Chapter. Proposals originating
with the Executive Board or 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
the recommendation of the Board.
Section 3
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.
Last revised 29 April 2002
Last updated
May 24, 2004 11:49
Website maintained by SLA WCC Communications Director
|
