DIVISION
INFORMATION -- Bylaws
No title
P&HT
Division Bylaws
Adopted: August 31,
1976.
Amended: June 11, 1978.
Revised: August 21, 1998
Article
I: Name and Objectives
Section 1.
The name of this organization shall be the Pharmaceutical and Health Technology
Division of the Special Libraries Association.
Section 2.
The objectives of this Division 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; 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 services; to promote high professional standards
and to cooperate with organizations that have similar or allied interests.
Article
II: Membership
Section 1.
The membership of the Division shall be all those members of Special Libraries
Association who elect to affiliate with the Division.
Section 2.
Members, Associate Members and Retired Members of the Association who are members
of the Division shall have the right to vote and to hold any elective or
appointive office in the Division.
Section 3.
Student Members of the Association who are members of the Division shall have
the right to vote and to hold any appointive, but not elective, office
in the Division.
Section 4.
The rights and benefits of Sustaining Members and Honorary Members shall be
determined by the Association Board of Directors.
Section 5.
Division members shall be entitled to receive the Division Bulletin free of
charge.
Article
III: Executive Board
Section 1.
There shall be an Executive Board that shall have the power and authority to
manage the Division'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 the Division, and shall take such
actions as it considers necessary to carry out the objectives of the Division
and shall perform such other functions as the membership may direct.
Section 2.
The Executive Board shall consist of five (5) members elected by the membership:
the chair, the chair-elect, the secretary, the treasurer, and the most
recent past-chair. The chair and the chair-elect shall be Members, Associate
Members or Retired Members of the Special Libraries Association.
Section 3.
The Executive Board shall hold at least one (1) meeting annually and may hold
additional meetings upon call of the chair or upon written request of any
member of the Board. Four members of the Executive Board shall constitute
a quorum.
Section 4.
A vacancy in the membership of the Executive Board, except in the office of
chair, 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 chair, chair-elect, and past chair shall be one (1) year.
The term of secretary and treasurer shall be two (2) years each. 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 chair shall be the chief executive officer of the Division and, subject
to the Executive Board, shall have general supervision and control over
its affairs. He/she shall preside at all meetings of the Division and of
the Board. He/she shall be responsible for executing the Division Conference
program at the Annual Conference during which he/she is chair, which program
was planned by him/her during his/her term as chair-elect. He/she shall
recommend to the Board such measures as he/she considers desirable to further
the objectives and broaden the effectiveness of the Division. He/she and
the secretary shall sign all contracts and other legal documents. He/she
shall be a member ex-officio, without vote, of all committees except the
Nominations Committee. He/she and the chair-elect shall represent the Division
at meetings of the Association Division Cabinet held during the Association
Year in which they are chair and chair- elect; or if either is unable to
attend a meetings of the Cabinet the Division chair shall designate a Member,
Associate Member or Retired Member of his Division to serve as an alternate
representative. He/she shall prepare such reports as may be required by
the Association Division Cabinet officers and shall be responsible for
supervising the preparation of such reports as may be required of other
Division officers by the Division Cabinet officers.
Section 2.
The chair-elect shall assist the chair in the performance of his/her duties.
He/she shall be responsible for the advance planning of the Division's
Conference program which he/she will execute at the Annual Conference during
his/her year as chair of the Division. He/she and the chair shall represent
the Division at meetings of the Association Division Cabinet held during
the Association Year in which he/she is chair-elect. In the event of absence
or withdrawal of the chair, all of his/her duties and obligations shall
be assumed by the chair-elect.
Section 3.
The secretary shall arrange for the copying and mailing of all general announcements
to Division members. He/she shall prepare and mail ballots. He/she shall
keep a record of the minutes of all meetings of the Division and the Executive
Board and distribute a summary report to all Division members. He/she and
the chair shall sign all contracts and other legal documents. He/she shall
also perform such duties as the chair may assign.
Section 4.
The treasurer shall have custody of Division funds. He/she shall sign all checks
drawn upon Division funds, unless determined otherwise by the Executive
Board. He/she shall furnish such financial statements as may be required
by the Board, the chair, and the Association Division Cabinet officers.
He/she shall be bonded, and the financial records of the Division shall
be audited as he/she leaves office.
Section 5.
The past-chair shall be a member of the Executive Board and shall carry out
such duties as the chair or the Board may assign.
Article
V: Meetings
Section 1.
The Division annual business meeting shall be held during the Association Annual
Conference, or if there is no Conference, upon call of the chair. At least
one business meeting shall be held during the term of office of each elected
Executive Board. Prior notice of time, and place shall be given to Division
members.
Section 2.
Special meetings may be held upon call of the Executive Board of the Division
or upon petition of twenty (20 ) Division members. 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 shall be sent to each member of the Division or printed
in the official Division bulletin at least thirty days prior to the date
of such meetings.
Section 4.
A quorum for the transaction of business shall be twenty (20) Division members.
Section 5.
Whenever, in the judgment of the Executive Board, a question arises that cannot
await the annual business meeting, the Executive Board may submit the question
for vote by mail of the members. One month shall be allowed for return
of the ballots. The question presented shall be resolved by a majority
vote of the returned ballot.
Article
VI: Committees
Section 1.
Appointments to positions or 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 Division. These committees shall be responsible
to the Board and comprise the Advisory Council.
Section 2.
The Division chair shall appoint the members and designate the appointed positions
and chairs of all committees except the Nominations Committee. Appointments,
standing committees shall be for one year unless determined otherwise by
the chair. No member shall serve continuously on any one committee in excess
of two (2) years as chair and no more than three additional years as a
member.
Section 3.
The Advisory Council shall vote on issues of policies and programs of the Division
along with the Executive Board.
Section 4.
At the conclusion of each association year and prior to the annual business
meeting, each appointed position and committee shall submit to the Executive
Board a written report of its activities throughout the year, together
with any recommendations considered necessary or advisable. During the
Association year, additional reports may be submitted by a committee or
requested by the Board or Division chair.
Section 5.
Funds for the support of Committee activities or for special Committee projects
may be authorized by the Executive Board. Each committee or project chair
shall submit an application setting forth in such detail as the Board might
require the purpose for which funds are requested, with an approximate
budget of expenses.
Article
VII: Sections
Section 1.
Sections relating to specific areas of interest within a Division may be established
by the Executive Board upon written petition of twenty (20) members of
the Division who desire to participate in the activities of the proposed
Section. Sections shall receive needed operating funds from the Division
and shall submit to the Division Executive Board an annual report including
a financial statement. Should dissolution of a section occur, its assets
shall revert to the Division. Formation or dissolution of a Section shall
be reported to the Division Cabinet officers.
Article
VIII: Funds, Contracts and Property
Section 1.
Funds for Division expenses shall be derived from the Association as an allotted
share of the annual dues paid by Division members. Eligibility for this
allotment is based on submission to the Division Cabinet officers of the
Division financial statement for the previous year and on its acceptance
by those officers. Requests for additional funds or loans may be submitted
to the Division Cabinet officers for presentation to the Association Board
of Directors for its consideration. All funds received by a Division shall
be used for purposes incident to the fulfillment of the Division's objectives.
Should dissolution of the Division become necessary, its assets shall revert
to the Association.
Section 2.
Any agreement or contract entered into by the Division shall have advance approval
of the Executive Board. If liability exceeds the Division's available or
budgeted funds, prior notification to the Division Cabinet officers shall
be made 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 Division and the Association
and shall protect their property and identity.
Section 3.
Purchase of property constituting an item or long-term material value to the
Division shall require written approval, in advance, from the Executive
Board. If the cost is over $2,000, it shall have the advance approval of
the Division members, as determined by vote. If it exceeds the Division's
available or budgeted funds, prior notification shall be made to the Division
Cabinet officers for the purpose of obtaining the required approval of
Association Board of Directors.
Article
IX: Nominations and Elections
Section 1.
A Nominations Committee for each election of officers shall be appointed by
the Executive Board no later than December 1st of the current Association
year. This Committee shall be composed of three members, no one of whom
shall be a member of the Board, but one of whom is the past chair rotating
off the board of the Division. It shall be the responsibility of the chair
to see that the committee is activated.
Section 2.
Each year, the Nominations Committee shall present a slate of one or more candidates
for chair-elect, and for either secretary or treasurer, the latter two
offices to be filled in alternate years.
Section 3.
Nomination may be made by petition signed by twenty (20) Division members,
when accompanied by written acceptance of nominee and if received by the
Division chair no later than ten (10) weeks before the Division annual
business meeting. Nominations so received must be placed on the ballot.
Section 4.
Election shall be by secret ballot mailed to each member. Ballots shall be
mailed at least six weeks prior to the Division annual business meeting.
One month shall be allocated for the return of the ballots. The candidate
who receives the largest number of votes for any office shall be elected.
The chair shall not vote in a mail ballot, reserving his/her vote to resolve
any tie.
Section 5.
The Nominations Commitee shall tabulate the votes and shall send the chairman
the tabulation. The Nominations Committee chair shall notify all candidates
of the outcome. The Nominations Committee reports the election results
at the Division annual business meeting.
Section 6.
An elected officer who is unable to assume office is replaced by his election
opponent. In case where there is no opponent, the Nominations Committee
shall find a replacement.
Article
X: Projects and Publications
Section 1.
Control of all publications of the Division for its members shall be vested
in the Executive Board.
Section 2.
Revenue derived from projects and publications, over and above the working
capital, shall be deposited with the treasurer.
Section 3
The Division shall not be responsible for statements or opinions advanced in
its publications or at meetings of the Division or for statements by any
of its members except those authorized by the Division Executive Board
or those reflecting duly established policies of the Division or Association.
Article
XI: Representation and Affiliation
Section 1.
Division representatives to joint committees and meetings of other societies
having objectives allied to those of the Association shall be appointed
by the chair. 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 Division membership, the Division may affiliate
or disaffiliate with a common interest organization provided that:
1) The objectives of such organization are consistent with those of the Division
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 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 disaffiliation shall be reported to the Division Cabinet officers and to
the administrator of the Association Office.
Articles
XII: Dissolution and Merger
Section 1.
The Division may petition for dissolution, or for merger with another Division,
by mail vote of its membership, the ballots to be mailed not more than
45 days after an annual business meeting at which a majority of the members
present votes that it no longer meets the needs of the membership. If two-thirds
of the mail ballots favor dissolution, or merger, the petition shall be
submitted to the Division Cabinet officers for presentation to the Association
Board of Directors, which shall make the final decision.
Section 2.
In the event of dissolution, all assets of the Division shall revert to the
Association. In the event of a merger, assets shall become a part of the
new merged unit, as decided upon by the bodies concerned. Any other monies
shall revert to the Association.
Article
XIII: Amendments
Section 1. The Bylaws may be adopted
or amended by a two-thirds vote of the membership present at the Division
annual business meeting. If changes in Bylaws are submitted to the
membership by mail, one month shall be allowed for the return of the
ballots.
Section 2.
Amendments may be proposed by the Executive Board, the Bylaws Committee or
twenty (20) members of the Division. Proposals originating in the Executive
Board or in the Bylaws Committee shall be approved by a two-thirds vote
of the Executive 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 Executive Board.
Section 3.
Any revisions in, or amendments to, the Division Bylaws shall be submitted
to the Association Bylaws Committee for review before presentation to the
Division membership.
Article
XIV: Parliamentary Procedures
Section 1.
For all procedures not covered in the Bylaws, those in the Division's Procedures
Manual shall be followed.
Section 2.
When not in conflict with these Bylaws, Robert's Rules of Order Revised (latest
edition) shall govern all deliberations.
These Bylaws were:
Approved by the Division membership:
Margaret Hentz
Chair, Pharmaceutical & Health Technology Division
Date: October, 1998
Approved by the Bylaws Committee, Special
Libraries Association:
Betty Edison Chair, Bylaws Committee,
Special Libraries Association Date: October, 1998
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