PAM Manual PAM Publications and Discussions PAM Projects and Initiatives PAM Subject Specific Pages An sound wave representing Physics A star representing Astronomy An infinity symbol representing Mathematics PAM Division Home page Special Libraries Association Home Page Send comments and suggestions PAM Division Home page Special Libraries Association Home Page PAM Division Home Page
PAM Menu PAM Division

Division Structure and Governance

Note: This text is drawn almost completely from SLA's Recommended Division Practices, as several sections treat possibilities that have not yet arisen in PAM's experience.

Relationship of Division to Association and to Division Cabinet

Divisions are created and their activities are carried on within the framework of the Association's bylaws and policies as determined by the Association's Board of Directors. The Association receives direct impetus in many of its professional activities from the work and support of the Divisions. In turn, Divisions receive the benefits of an international body that fosters inter-Division cooperation and collectively promotes the advancement of special librarianship and information services.

Divisions exist to serve their members' special interests and the interests of the Association by planning meetings and programs, issuing publications (such as bulletins and/or newsletters), maintaining online discussion lists and web sites, and engaging in special projects (such as organizing professional institutes or seminars and cooperating with other library and professional groups in their respective subject area).

All Division officers and leaders must be members of the Association and members of the Division.

The Division Cabinet consists of all SLA Division Chairs and Chairs-Elect. The Division Cabinet shall hold at least one regular meeting; if there is only one meeting, it shall be held during the Association's annual conference. Special meetings may be held upon call of the Chair or upon written request of 8 members of the Cabinet. If the Division Chair or Chair-Elect is unable to attend a meeting of the Division Cabinet, the Chair may assign a delegate to attend the meeting. The Division Cabinet represents Division interests on all matters considered by the Board of Directors or acted upon by the Association staff and committees, and the Division Cabinet keeps the Divisions informed of all decisions and policies affecting them. The Division Cabinet is headed by the Cabinet Chair and Chair-Elect, elected by the SLA membership to the Board of Directors. Joint sessions with the Chapter Cabinet may be requested by the Division Cabinet Chair or the Association President. Meetings of the Division Cabinet shall be open to all Association members.

Governing Document

PAM is operating under the revised PAM Division Governing Document approved at PAM’s annual business meeting on June 7, 2005. It is based on the Model Division Governing Document (Approved by Division Cabinet: June 10, 2003 Approved by Board of Directors: January 21, 2004; Effective Date: February 1, 2004). Model Division Governing Document and copies of other Divisions' governing documents can be requested from the Association office or from the Divisions themselves. See also SLA Bylaws.

Procedures for Amending the Division's Governing Document

To amend the Division's Governing Document, the following steps must be completed in the order presented:
  • At least six months prior to the Division business meeting, send the proposed Governing Document to the Chair of the Association Bylaws Committee for review, comment and approval.
  • Submit to the Division's Executive Board for approval. Amendments may be proposed by the Executive Board, governance committee, or 10 members of the Division. Proposals originating in the Executive Board or in the Division committee concerned with governance 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 Executive Board and shall be presented to the members with the recommendations of the Board.
  • Send notice containing the text of the proposed amendment to each member at least 30 days before the meeting at which it is to be considered.
  • If significant amendments are proposed to the Governing Document after it has been reviewed by the Association Bylaws Committee, it is important to continue consultation with the Chair of the Committee in preparation for final approval.
  • Present Governing Document revisions to Division membership for approval in accordance with the current Division Governing Document.
  • After membership approval, Division Chair must sign and date two originals of the complete text of the newly approved Governing Document.
  • Send both copies of the signed complete text to the Chair of the Association Bylaws Committee with space for signature and date on the last page. One signed original will be returned to the Division.
  • Original signed copy retained in Division archives.
  • Copies showing both signatures are sent to Association Leadership Department and the Division Cabinet Chair and Chair-Elect.

Sections within the Division

Sections relating to definite areas of interest within a Division may be established by the Division.

The Director Leadership and the Division Cabinet Chair and Chair-Elect should be the first points of contact when consideration is given to creating a new section. Scope notes will be reviewed to prevent duplication of effort and to ensure that the section is paired for the best match with a Division. As a courtesy, the Division Chairs/Division Chairs-Elect will be notified of the potential section. Advance notice enables the entire Leadership to think through the process of section development and best fit.

The petition for the formation of a section within a Division must be prepared and signed by 15 current Division members interested in the section and then submitted with a scope note to the Division's Executive Board for approval. If approved, the scope note and the petition is then forwarded to the Division Cabinet Chair, with a copy to the Division Cabinet Chair-Elect.

If in the opinion of the Division Cabinet Chair and/or Chair-Elect there appears to be a possible conflict between the scope of the proposed section and another existing section or Division, the Division Cabinet Chair notifies the Chair of the Division, and the scope note and petition is sent by the Division Cabinet Chair along with their recommendation, to the Division Cabinet Members. The Cabinet then votes on the recommendation.

After approval of a new section, an announcement is made to the Division Cabinet and is published in the Information Outlook. The Division Cabinet Chair is responsible for seeing that both announcements are made and reports the formation of the new section as part of the routine report to the Board of Directors at its next meeting.

The Division is financially responsible for the section. Sections shall receive needed operating funds from the Division. The Division Chair includes a report of the section's activity in the Chair's annual report and ensures that the SLA Leadership Department receives a list of the names and addresses of the section officers.

The Chair of the section is responsible for submitting an annual report, including an annual financial statement, to the Division Chair. Information on the activities of the section can be included in the Division's newsletter or in a separate newsletter. If separate, the distribution needs to include the Association office and the SLA Board of Directors.

Time should be allowed for the section to hold its annual business meeting prior to the Division's annual business meeting at the annual conference.

The section and any proposed section may want to have its own programs at the annual conference. This should be coordinated with the Division conference program planner.

Dissolution of a Section shall be reported to the Division Cabinet Officers. Should the section be dissolved, its assets automatically revert back to the Division.

Merger of Divisions

The matter of merging Divisions is one that must be given careful consideration by the members and Executive Board of any Division considering such action and should be discussed with the Division Cabinet Chair.

After seeking the guidance of the Division Cabinet Chair, if the Division Executive Board still wishes to affiliate with another Division, the Division Chair shall immediately contact the Division Executive Board with which they wish to affiliate and negotiate the terms for merging the two Divisions.

When both Executive Boards are in agreement on the terms of the merger, they shall provide advance notice to their respective membership that the topic will be discussed at the next annual business meeting of each Division. If the merger proposal is approved by a majority of the members present and voting at both of these meetings, both Divisions will send a ballot to all their members no later than 45 days after the business meeting. If a two-thirds majority of each Division's members returning valid ballots approve the proposal to merge, the Chairs of both Divisions will notify the Division Cabinet Chair in the form of a single petition, signed by both Division chairs. The petition will include the reason(s) for merging, the election results, the terms of the merger, the proposed effective date of the merger, the changes needed in the name, scope note, and governing document, and a plan of how the activities of both Divisions will be combined.

The Division Cabinet Chair will present the petition to the Association's Board of Directors at its next regularly scheduled meeting. Upon approval by the Board, the Chairs of the petitioning Divisions will be notified by the Association office that the two Divisions are being merged, advising of the merger effective date. The Division Chairs will then notify their respective members of the Board's approval. The general membership will be notified through a notice in the Information Outlook. Funds, properties, and financial responsibilities of the two Divisions will become the responsibility of the newly merged Division.

Return to Provisional Division Status

Division membership falling below 100 members for more than one Association year will be reported to the Division Cabinet Chair. The Division may be placed on provisional status until membership increases or there is a decision to dissolve the Division.

Dissolution of the Division

The dissolution of a Division is one that must be given careful consideration by the members and Executive Board of a Division. The Division Chair, acting on behalf of the Executive Board, considering such action should discuss its concerns with the Division Cabinet Chair.

Upon determination that the Division has ceased to fulfill a useful role and does not wish to affiliate or formally merge with another Division, the Chair shall bring forth the matter for discussion at the Division's annual business meeting. Advance notice must be given to the Division membership that the topic will be discussed. If a majority of the voting members present approve the proposed dissolution, a ballot shall be sent to all Division members regarding the proposed dissolution no later than 45 days after the business meeting. A two-thirds majority of the members returning valid ballots is required to approve the proposal to dissolve. The Chair shall notify the Division Cabinet Chair in the form of a petition for dissolution. The petition will contain the reason(s) for dissolution, the election results, the proposed effective date of the dissolution, and plans to complete current Division activities and business matters.

The Division Cabinet Chair will present the petition to the Association's Board of Directors at its next regularly scheduled meeting. Upon SLA Board approval, the members of the Division will be notified by the Association office that the Division is being dissolved with the effective date, and that its funds and properties will revert to the Association. Assistance in joining another Division will be provided to members by the Association office.

Affiliation with Other Societies

Upon approval by a majority of the Division members voting, the Division may affiliate or disaffiliate with a local common interest organization provided the objectives of the organization are consistent with those of the Division and of the Association and the activities of the organization are not in conflict with the Association Bylaws. The Association board of directors shall approve any other affiliation, including that with a national or international organization. Notices of affiliations and disaffiliations shall be reported to the Association.

PAM Practices Manual Editor: Kristine Fowler, fowler@math.umn.edu

Copyright protected.

Page last updated: October 10, 2005