By-laws, 1992, Amended 2002 - Revised 2007

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IOWA LIBRARY ASSOCIATION CHAPTER
OF THE
ASSOCIATION OF COLLEGE AND RESEARCH LIBRARIES




ARTICLE I
Name


The name of this organization will be the Iowa Library Association Chapter of the Association of College and Research Libraries (hereinafter referred to as the Chapter), an affiliate of the national Association of College and Research Libraries (hereinafter referred to as ACRL), and a Subdivision of the Iowa Library Association (hereinafter referred to as ILA). The Chapter's acronym for all official purposes will be ILA/ACRL.


ARTICLE II
Purpose


The purpose of the Chapter is to represent the common interests of the libraries and library staff in higher education and independent research libraries. The Chapter seeks to enhance library service, user education, and staff development in these libraries.


ARTICLE III
Membership


Section 1. Qualifications

Any person who is a personal member of ILA is eligible for membership. Any personal member of ILA who designates the Chapter as a Subdivision membership and pays dues is a member of the Chapter. Each paid member will have one vote.

Section 2. Dues

Dues are levied by ILA on all members. Dues for the Chapter will be determined annually by the Executive Board and changes presented to the membership for its approval at the Annual Business Meeting. They may be adopted by a majority vote of the members present or through a mail ballot and take effect the following calendar year. The membership will be given at least 30 days written notice of the proposed change in the Chapter dues structure.


ARTICLE IV
Meetings


Section 1. Frequency

There will be an Annual Business Meeting each year held during ILA's annual conference. The Chapter may hold other meetings as necessary at the request of the President. The membership will be given at least 30 days written notice of any additional meetings specifying time, place, and purpose.

Section 2. Quorum

These meetings will be convened upon the presence of a quorum of ten percent of the members.


ARTICLE V
Officers


Section 1. Officers

There will be three officers of the Chapter: a President, a Vice-President/President-Elect, and a Secretary/Treasurer. Officers must be members of both the Chapter and ACRL.

Section 2. Duties

A. The President will:

i. Preside at all meetings of the Chapter;

ii. Serve as Chapter liaison to ACRL;

iii. Subject to Executive Board approval, appoint a delegate to the ACRL Chapters Council who will serve as a non-voting ex officio member of the Executive Board;

iv. Subject to Executive Board approval, appoint an ACRL chapter Government Relations Representative who will serve as a non-voting ex officio member of the Executive Board

v. Subject to Executive Board approval, appoint officers to fill temporarily any vacancy which occurs between elections, (See Article VI, Section 2, vi);

vi. Subject to Executive Board approval. appoint members to fill vacancies on committees as necessary,

vii. Submit an annual budget request each year to ACRL in accordance with ACRL guidelines;

viii. Attend the Annual Planning Session of ILA to plan for the following year's activities in accordance with ILA policies;

ix. Submit an annual report at the end of the term of office to the Executive Officers of ACRL in accordance with ACRL policies;

x. Submit reports as required by ILA policies and bylaws;

xi. Maintain an archival copy of Chapter documents for which this position is responsible. (See Article IX);

xii. Execute the wishes of the membership or Executive Board as expressed in the motions and resolutions passed at any business or Executive Board meeting;

xiii. In consultation with the Executive Board of the Chapter, act upon all issues requiring action prior to the next regularly scheduled business meeting;

xiv. Authorize payment of all Chapter funds up to the amount specified in the Chapter budget in accordance with ILA policies. Unbudgeted expenditures will be subject to Executive Board approval. (See Article VI, Section 2, iv).

B. The Vice-President/President-Elect will:

i. Preside at meetings in the absence of the President;

ii. Assume the position of President upon the conclusion of the term of office of the President;

iii. Serve as chair of Nominating Committee and appoint Nominating Committee members for the coming year, as prescribed in Article VIII, Section 1, B, i and ii;

iv. Appoint chairs of standing committees (except the Nominating Committee) for the coming year in consultation with the Nominating Committee and subject to the approval of the Executive Board. (See Article VI, Section 2, iii);

v. Attend the Annual Planning Session of ILA and preside over the Chapter portion of the meeting to plan for the following year's activities in accordance with ILA policies;

vi. Prepare the Chapter budget, subject to approval of the Executive Board. (See Article VI, Section 2, iv);

vii. Maintain an archival copy of chapter documents for which this position is responsible. (See Article IX);

viii. Act as Parliamentarian of the Chapter at all meetings when questions of form or order arise;

ix. Perform such other duties as may be assigned to the office by the President, membership, Executive Board or Iowa Library Association.

C. The Secretary/Treasurer will:

i. Record the minutes of all business and Executive Board meetings, and produce them for review at the next meeting;

ii. Report at the Annual Business Meeting and at Executive Board meetings on the financial status of the Chapter;

iii. Maintain an archival copy of all Chapter documents for which this position is responsible. (See Article IX);

iv. Collect all archival documents from officers and committee chairs and deposit these in the archival depository before leaving office in accordance with Article IX;

v. Deposit a copy of all Chapter reports, program and meeting notices, and other records of Chapter activities with the Executive Officers of ILA and ACRL in accordance with the policies of each organization;

vi. Perform such other duties as may be assigned to the office by the President, membership, or Executive Board.

Section 3. Vacancies

A vacancy in the office of President will be filled for the unexpired term by automatic advance of the Vice-President/President-Elect. The Vice-President/President-Elect will complete the unexpired term of the President and then serve his or her own year as President. A vacancy in the office of Vice-President/President-Elect or Secretary/Treasurer will be filled as prescribed in Article V, Section 2, A, v. A vacancy in the office of Past President will not be filled.


ARTICLE VI
Executive Board


Section 1. Membership

The Executive Board will consist of the officers of the Chapter, the immediate Past President, the chairs of the standing committees, and two at-large members. The ACRL Chapter Government Relations Representative and ACRL Chapters Council Representative will serve as non-voting ex officio members of the Executive Board.

Section 2. Duties

i. The policies and programs of the Chapter will be determined by the Executive Board, in accordance with all ILA general, financial, and meeting policies. The Board will
manage the affairs of the Chapter, subject to its Bylaws, except when a Business Meeting is in session;

ii. Propose dues for the Chapter annually and present proposed dues changes to the membership 30 days in advance for its approval at the Annual Business Meeting or by mail ballot (See Article III, Section 2);

iii. Approve appointments of standing committee chairs made by the Vice-President/President-Elect as chair of the Nominating Committee (See Article V, Section 2, B, iv);

iv. Approve the Chapter budget and unbudgeted expenditures. (See Article V, Section 2, A, xiv and Article V, Section 2, B, vi);

v. Authorize the creation of ad hoc committees and determine their charge and budget. (See Article VIII, Section 2);

vi. Approve temporary appointments of officers to fill any vacancy which occurs between elections. (See Article V, Section 2, A, v);

vii. In the case of a tie vote in elections, determine the successful candidate by majority vote. (See Article VII, Section 6);

viii. Direct the dissolution of the Chapter if needed (See Article X);

ix. Approve all appointments made by President. (See Article V, Section 2,A, iii-vi).

Section 3. Term

The officers and the two at-large members of the Executive Board take office January 1 following their election. (See Article VII, Section 1 and Article VII, Section 2).

Section 4. Meetings

The Executive Board will meet at least once a year at a time and place determined by the President. The President or three members of the Executive Board may call additional Board meetings. At least five days’ notice of meetings should be given to all Board members.

Section 5. Quorum

A majority will constitute a quorum of the Executive Board.

Section 6. Vacancies

Vacancies in a position of at-large member of the Executive Board will be filled at the next election if the vacancy occurs during the first year of office. If a vacancy occurs during the second year of office, the position will not be filled.


ARTICLE VII
Nominations and Elections


Section 1. Officers

The Vice-President/President-Elect and Secretary/Treasurer will be elected annually. Officers cannot serve consecutive terms.

Section 2. Executive Board

The two at-large Executive Board members will be elected for two-year terms. Terms will expire in alternate years, with one member being elected each year for a two-year term. Elected Executive Board members cannot serve successive terms.

Section 3. Nominations

The Nominating Committee will nominate at least one candidate for each elected position. No person will serve as an officer of the Chapter unless he or she is a member of the Chapter and ACRL. No person will serve as a member of the Executive Board unless he or she is a member of the Chapter. If a member of the Nominating Committee becomes a candidate for election, he or she must resign from that committee. The Nominating Committee will verify the qualifications of all candidates for office.

Section 4. Nominating Committee Report

The Nominating Committee will issue a written report of its nominations to the Chapter membership at least 30 days prior to the Annual Business Meeting.

Section 5. Nomination by Petition

Any other nominations signed by not fewer than five percent of the total Chapter membership and presented during the Annual Business Meeting will be included in the official election ballot. Nominations must be accompanied by written consent of the nominee and must meet the qualifications specified in Article VII, Section 3. Write-in votes will not be tallied.

Section 6. Elections

Elections will be by paper ballot mailed to the Chapter membership immediately following the Annual Business Meeting of the Chapter. The Nominating Committee will have charge of the election and the counting and tabulating of all votes cast. For each position, the candidate receiving the largest number of votes will be elected. Twenty-five percent of the membership will constitute a quorum for elections by mail ballot. In the case of a tie vote, the successful candidate will be determined by majority vote of the Executive Board. (See Article VI, Section 2, vii). Results will be communicated to the Chapter Executive Board immediately after they have been tabulated and to the membership in the next issue of the Chapter newsletter.


 

ARTICLE VIII
Committees


Section 1. Standing Committees

There will be at least eight standing committees: the Spring Conference Program Committee, the Nominating Committee, the Awards Committee, the Membership Committee, the Directory Committee, the Newsletter Committee, the Fall Program Committee, and the Electronic Communications Committee. Committee members must be members of the Chapter.

Members will be appointed by the Nominating Committee (except those on the Nominating Committee) and the Chapter notified of the appointments. Members will be appointed for a period of two years, for terms January 1-December 31, Members shall be appointed for a period of two years, for terms January 1-December 31 except for the Spring Planning Committee which shall be appointed from July 1 to June 31. Committee chairs are appointed by the Vice-President/President-Elect (except the Nominating Committee) in consultation with the Nominating Committee, subject to the approval of the Executive Board. (See Article V, Section 2, B, iv and Article VI, Section 2, iii).

Committee vacancies are filled by the President. (See Article V, Section 2, A, v). The President may appoint additional committee members for a one-year term if circumstances demand. Committee terms will be rotated as described below. Committee chairs may serve successive terms as Chair of the same committee with the approval of the Executive Board. In the case of a tie vote, the vote of the President will prevail.

A. The Spring Conference Program Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least six members, including the Chair, appointed by the Nominating Committee. Three members will continue from previous year, if possible;

iii. Plan and publicize the Chapter's Spring Conferences, including invitation and selection of contributed paper sessions.

B. The Nominating Committee will:

i. Be chaired by the Vice-President/President-Elect;

ii. Consist of at least five members, including the chair. New members, are appointed by the Vice-President/President-Elect. Two members will continue from previous year, if possible. Members will serve no more than two years in succession;

iii. Publicize committee vacancies, seek out people in the Chapter to serve on committees every year, and appoint members to committees;

iv. Notify the Chapter membership of appointments to committees;

v. Fulfill responsibilities for nomination and election of officers as outlined in Article VII Section 3.

C. The Awards Committee will:

i. Be chaired by the immediate Past President;

ii. Consist of at least four members, in addition to the chair, appointed by the Nominating Committee. Two members will continue from previous year, if possible;

iii. Designate and publicize awards every year, the nature of which to be determined by the committee, in consultation with the President and/or Executive Board. The amount of the awards should not exceed the amount specified in the Chapter budget;

iv. Consult with the President and/or Executive Board to determine the number of awards to be offered.

v. Notify award winners of their responsibility to report to the Newsletter Committee Chair.


D. The Membership Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least eight members including the chair, appointed by the Nominating Committee. Four members will continue from previous year, if possible;

iii. Consist of representatives from various regions of the state and types of institutions;

iv. Identify potential new Chapter members in the state;

v. Provide membership information as necessary;

vi. Encourage Chapter membership and activity.

E. The Directory Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least eight members including the chair, appointed by the Nominating Committee. Four members will continue from previous year, if possible; ;

iii. Prepare a staff directory of all academic and research libraries in the state every other year;

iv. In cooperation with the Electronic Communications Committee distribute the directory to all Chapter members and others as directed by the President.

F. The Newsletter Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least eight members including the chair, appointed by the Nominating Committee. Four members will continue from previous year, if possible;

iii. Prepare a Chapter newsletter for periodic distribution;

iv. In cooperation with the Electronic Communications Committee distribute the newsletter to all Chapter members and others as directed by the President.

G. The Fall Program Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least four members, including the chair, appointed by the Nominating Committee. Two members will continue from previous year, if possible;

iii. Plan and publicize the Chapter's program(s) and discussion forum at the ILA Annual Conference, including invitation and selection of speakers and papers, in cooperation with the ILA Conference Planning Committee.

H. The Electronic Communications Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least four members, including the chair, appointed by the Nominating Committee. The IA-ACRL listserv owner will serve as a non-voting ex officio member. Two members will continue from previous year, if possible;

iii. Develop and maintain the electronic products of the Chapter and post them to the ILA/ACRL web page;

iv. In cooperation with the Newsletter and Directory Committees develop editorial guidelines for the content of electronic information products;

v. Distribute Chapter information electronically as directed by the President and Executive Board.


Section 2. Ad Hoc Committees

From time-to-time, there may be created by the Executive Board, its members appointed by the President, an ad hoc committee to fill a temporary need. The Executive Board will determine the charge and budget of the ad hoc committee. (See Article VI, Section 2, v). Such a committee may exist for a period of up to two years but no longer. If the work of the committee has not been completed in that length of time, it will be disbanded, and a new committee may be appointed by the President, subject to the approval of the Executive Board. (See Article VI, Section 2, v).


ARTICLE IX
Archives


The University of Iowa Libraries is the archival depository for both the ILA and the Chapter. Chapter documents will be deposited annually in the University of Iowa Libraries Special Collections Department. The Secretary/Treasurer of the Chapter is responsible for this action. Before Chapter documents are submitted to the Secretary/Treasurer for archival deposit, working copies will be made as needed and given to new officers and committee chairs for the following year.


ARTICLE X
Dissolution


Upon dissolution of the Chapter, the ILA/ACRL Executive Board will, after paying or making provision for the payment of all liabilities of the Chapter, transfer all assets of the Chapter to the ILA. (See Article VI, Section 2, viii).


ARTICLE XI
Amendments


These bylaws may be amended by a two-thirds vote of the membership present at any business meeting of the Chapter, a quorum being present, or by mailed paper ballot. For a mail ballot, 25 percent of the voting membership will constitute a quorum and a two-thirds majority of those voting will decide the issue. The proposed changes will have been posted on the ILA/ACRL web page or submitted in writing to the membership by the Secretary/Treasurer at least 30 days before the vote. The listserv and newsletter will serve as the vehicles by which members are alerted to bylaw changes. Amendments will take effect immediately unless otherwise specified.

ARTICLE XII
Parliamentary Authority


The parliamentary authority to be used in conducting the meetings and all other business of the Chapter will be the latest revised edition of Henry M. Robert's Rules of Order, insofar as it is not contrary to these bylaws or to the bylaws of ILA and ACRL.

 

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