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Bylaws
Chapter Bylaws
Western Canada Chapter
Special Libraries Association
Adopted April 18, 1985
Amended October 15, 1999
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.
Section 2
The mission of the chapter is to be a community of information professionals
promoting our relevance and credibility as prime knowledge managers.
The objectives of the 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;
and to promote and improve the communication, dissemination and
use of information and knowledge for the benefit of libraries or
other 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 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, 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 to 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's 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 Executive Board shall consist of 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, Associate Members or Retired 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 chief executive officer of the
Chapter and, subject to the Executive Board, shall have general
supervision and control over its affairs; shall preside at all business
meetings of the Chapter and of the Executive Board; shall recommend
to the Board such measures considered desirable to further the objectives
and broaden the effectiveness of the Chapter; with the Secretary
shall sign all legal documents; and shall sign all cheques drawn
upon Chapter funds as co-signatory with the Treasurer, and/or the
President-Elect, unless determined otherwise by the Executive Board.
The President shall also: be a member ex-officio of all committees
except the Nominating Committee; with the President-Elect, represent
the Chapter at meetings of the Chapter 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 Chapter Cabinet officers; and be responsible
for supervising the preparation of such reports as may be required
of other Chapter officers by the Chapter Cabinet officers.
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
all cheques drawn upon Chapter funds as co-signatory with the President
and/or President-Elect; 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.
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
immediately prior to the Association Annual Conference.
Section 2
Any ten members from a regional group, with the approval of the
Executive Board, may hold a local meeting for the purpose of organizing
local programs, discussing local concerns, or for any other purpose
in keeping with the aims of the Chapter. 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 fourteen
days before the meeting.
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. 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 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: Groups
Groups, or sub-units within a Chapter, may be established by the
Chapter. Groups may 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. 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
and from such other sources as the Executive Board of the Chapter
may approve. 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
The fiscal year of the Chapter shall end on the date established
by the Association Board of Directors.
Section 3
Any agreement or contract entered into by the Chapter shall have
advance approval of the Executive Board. 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 4
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 Chapter Cabinet officers for the
purpose of obtaining the required advance approval of the Association
Board of Directors.
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 five 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
member of a previous Nominating Committee.
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. 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 six weeks preceding the Chapter annual business
meeting. Additional names may be placed in nomination at that time,
provided acceptance by the nominee is assured. 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 mailed to each Chapter member twenty-one
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 X: 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 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:
- 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
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 dis-affiliations shall be reported
to the Chapter Cabinet officers and to the administrator of the
Association office.
Article XII: 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 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.
These Bylaws were:
Approved by the Bylaws Committee, Special Libraries Association
_____(Signed)________, Chair _____(Date)_____
Approved by the Chapter Membership ___________________, President
_____(Date)__________.
Last updated
April 23, 2003 11:44
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