Bylaws

These bylaws replace all previous versions for governing the affairs of the Association and will become effective January 1 of the year after the vote has taken place.

Article I – Name

The name of this Association shall be the Arkansas Library Association.

Article II – Purpose
The purpose of the Association shall be to promote library service and the profession of librarianship in the State of Arkansas.

Article III – Articles of Organization

Section 1. IRS CLASSIFICATION

The Association shall devote a major part of its activities to further its purpose, within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986.

Section 2. ASSETS

Its assets shall be distributed solely for the furtherance of the purpose of the organization.

Section 3. DISSOLUTION

In the event of the dissolution of the Association, its assets shall be distributed for one or more of the exempt purposes specified in section 501(c)(3) of the Internal Revenue Code of 1986.

Article IV – Affiliation with Other Organizations

Section 1. American Library Association

The Association shall hold a chapter membership in the American Library Association and shall be represented by a Councilor or Councilors elected to the American Library Association Council in accordance with provisions of the Constitution and Bylaws of the American Library Association.

Section 2. Other Organizations

The Association may choose to join other library-related associations as deemed necessary.

Article V – Membership

Section 1. Eligibility

Any person, library, or other organization interested in library science, librarianship, and the purpose of the Association may become a member upon payment of dues or upon being granted an honorary membership. Membership for the Association will run on a 12 month basis from time of payment.

Section 2.  Classification of membership

Membership of the Association shall consist of personal members and institutional members.  Personal members shall have the right to vote in elections, hold office, serve on committees, attend division and round table meetings, and receive all publications and notices of the Association upon payment of annual dues.

Section 3.  Dues

  1. Members must pay dues to the Executive Administrator. Expired memberships may be reinstated upon payment of dues.
  2. The Association will maintain a list of member categories and associated dues for each member type. Any changes to these categories or dues must be voted on by the entire membership and passed with a simple majority.
  3. An additional joint membership option is available for students in partnership with the American Library Association. The membership dues are determined by American Library Association, and the fee is split evenly between the national association and our chapter.

Article VI – Administration and Organization

Section 1. Administration

  1. The business of the Association shall be administered by an Executive Board, an Executive Committee, and any committees or representatives as may be required and have been appointed by the President and approved by the Executive Board. Members may attend meetings of the Executive Board and any committees either in person or by electronic tele-presence.
  2. Authority for policies, expenditures, and administration of the Association shall be vested in the membership unless otherwise specified in the Bylaws.
  3. No policy, expenditure, or action of the Association or any of its parts shall be contingent on policy, expenditure or action of any other body.

Section 2. ArLA Manual

  1. The Office of the Executive Administrator shall maintain and distribute the ArLA Manual to guide Association employees, officers, committees, division, round tables, task forces, and interest groups in the discharge of their duties.
  2. The ArLA Manual and all changes shall be approved by the Executive Board unless otherwise stated in these Bylaws. Changes become effective immediately upon approval by the Board.

Section 3. Officers

  1. The officers of the Association shall serve until their successors are duly elected and assume office. The Officers shall perform the duties prescribed by the ArLA Manual. All officers must be Association members. Association officers consist of:
    1. President – serves a one-year term.
    2. Vice President/President-Elect – serves a one-year term.
    3. Secretary/Treasurer – serves a two-year term.
    4. ALA Councilor – serves a three-year term; term begins immediately after the election results are announced, as per American Library Association policy.
  2. Nomination and election of officers.
    1. One or more eligible candidates who hold personal membership shall be proposed by the Nominating Committee for each elected office. A report of the Nominating Committee shall be submitted to the President no later than sixty days prior to the annual meeting. Consent of all nominees shall be secured prior to nomination.
    2. A majority of the votes cast by personal members shall constitute election. An exact voting schedule and procedure shall be established by the Executive Board in advance of the election.
    3. Should a special election be necessary, the Executive Board shall set an exact voting schedule and procedures.
  3. Vacancies and appointments
    1. If the office of the President becomes vacant, the Vice-President/President-Elect shall serve as President for the remainder of the unexpired term and shall continue in office for the full succeeding term for which he/she was elected.
    2. If the office of the Vice-President/President-Elect becomes vacant, the Executive Board shall hold a special election in which the Association membership votes for a replacement. The winner of this special election shall serve for the remainder of the unexpired term as well as President the following year.
    3. If a vacancy occurs in any other elected office, the Executive Board shall have the power to fill the vacancy. An officer selected by the Executive Board shall serve only for the remainder of the unexpired term unless nominated and elected by the membership for the succeeding term.
  4. Disciplinary Action
    1. Duties and responsibilities for all Association officers are outlined in both the Bylaws and the ArLA Manual. All officers agree to fulfill these duties in an ethical manner when taking office.
    2. Should any officer act in a way that is illegal, unethical, and/or contrary to the rules or purposes of the Association, the Executive Board may initiate a removal process.

Section 4. Executive Board

  1. The Executive Board shall be responsible for all business affairs of the Association and act for the Association in intervals between meetings of the Association.
  2. The Executive Board consists of the following voting members:
    1. The elected officers of the Association
    2. The immediate Past-President
    3. The American Library Association Councilor
    4. The Division chairs
    5. The Round Table chairs
    6. The standing committee chairs
  3. The Executive Administrator shall be an ex-officio member without a vote.
  4. Ad hoc committee chairs may be given voting rights at the discretion of the board.
  5. The Executive Board shall fill vacancies in Association offices, approve all committee chair appointments, approve budgets, assist in planning and arranging official meetings, authorize the establishment and the dissolution of divisions and round tables, and accept, create, or establish any other activities, functions, or services within the Association that it deems advisable provided that such action is submitted to the membership for approval at the next annual meeting.
  6. The President shall call meetings of the Executive Board as necessary to transact business of the Association. A simple majority of voting members of the Board shall constitute a quorum.  Board meetings are open to members of the Association as observers unless an Executive Session is called.

Section 5. Executive committee

The Executive Committee of the Executive Board shall serve as an advisory group to the Executive Board, and, in case of emergency, may act on their behalf. The Executive Committee shall be composed of the President, Vice-President/President-Elect, Past-President, Secretary/Treasurer, and the American Library Association Councilor. The Executive Administrator shall serve as an ex-officio member without a vote. The Committee shall meet upon call from the President.

Section 6. Committees of the Association

  1. All committee members must be Association members.
  2. The committees shall consist of not less than two members.
  3. The President shall appoint a chair for each committee from the Association membership.
  4. All appointments of committee chairs shall be with the approval of the Executive Board.
  5. The committee chair shall be responsible for appointing members to their committee for a one-year term. No member may be appointed to any one committee for more than three consecutive terms.
  6. In the event of a committee chair vacancy, the President shall appoint a replacement.
  1. No Association member may serve on more than three committees unless one of those committees is required by an office held by the member. No Association member may chair more than one committee unless one of those committees is required by an office held by the member.
  2. All documentation required by the committee, including annual reports, budget requests, and other official documents are the responsibility of the committee chair.
  3. Ad hoc committees may be appointed by the President as needed to perform definite assignments of limited duration. Committees whose work extends beyond the term of the President who appoints them will be subject to reappointment or replacement by the incoming President.

Section 6. Executive Administrator

The Executive Administrator shall be contracted by the Executive Board and shall serve until the contract is terminated by either party following at least thirty days written notice. Duties and salary shall be governed by the Executive Board.

Article VII – Meetings

Section 1. Annual Meeting

  1. The Association shall hold an annual meeting at a time and place determined by the Executive Board.
  2. In time of emergency an annual meeting may be canceled or discontinued for one or more years by vote of the Executive Board.

Section 2. Special Meetings

Special meetings will be held if 1) the Executive Board chooses to call one, or 2) fifty or more members petition the President to call one. Only business specified in the call for the special meeting may be transacted.

Section 3. Notice of Meetings

The Association shall notify all members at least thirty days before the time of the annual meeting or any special meetings. In case of special meetings, this notice shall specify the business for which it is called.

Section 4. Quorum

Five percent of the total personal membership shall constitute a quorum for the transaction of business of the Association at any general membership meeting. Official membership records in the Association office will be used to determine the number needed for the quorum.

Article VIII – Finance

Section 1. Fiscal Year

The fiscal year of the Association shall be the calendar year.

Section 2. Funds

  1. Fees or charges levied for any activity or project of the Association shall be subject to approval by the Executive Board.
  2. The Executive Board shall set and approve an annual budget based on available funds.
  3. All money collected by the Association or any of its parts shall be deposited in an account owned and maintained by the Association.

Section 3. Records

The Executive Administrator and Secretary/Treasurer shall maintain accurate records of all financial affairs of the Association, shall make a written report to the Association members at each annual meeting, and shall make all financial records available for audit upon request of the President.

Section 4. Audit

  1. The President shall appoint 3 members of the Executive Board to conduct an annual financial review of the financial records of the preceding year to be conducted by the end of January. As soon as practical after completion, the review results shall be published in the official publications of the Association.
  2. The President shall arrange for an audit by a qualified auditor at any time during the fiscal year that a new Executive Administrator is appointed.
  3. The auditing agency shall be identified in the annual financial report.

Section 5. Bonding

The Executive Administrator, President and Secretary/Treasurer shall be bonded annually for an amount to be determined by the Executive Board. The bonding agent shall be identified in the annual financial report.

Section 6. Disbursements

  1. The Executive Administrator shall pay all bills in accordance with guidelines established by the Executive Board and included in the annual budget. Payment of bills for items not budgeted must have the approval of the Executive Committee at the earliest opportunity.
  2. No expense in excess of budgeted amounts may be incurred on behalf of the Association by any officer or committee without the approval of the Executive Board or the Executive Committee acting on its behalf.

Article IX – Divisions and Round Tables

Section 1. Definitions

Divisions and Round Tables may be organized to represent specific groups or interests within the Association. Divisions are organized around a certain type of library or institution within the library field; some of these Divisions are state chapters of American Library Association Divisions. Round Tables are organized around specific types of professions, functions, or areas of interest within the library field, regardless of the type of institution.

Section 2. Formation

A Division or Round Table may be formed following a petition to the President of 25 or more Association members interested in the same general field of activity. Once this petition has been made, the Executive Board will authorize the creation of a new Division or Round Table. The general membership will vote on establishing the new Division or Round Table at the next annual meeting, at which time members may join the Division or Round Table and vote to appoint a chair. Any personal member of the Association may have membership in more than one Division or Round Table.

Section 3. Purpose

A list of recognized Divisions and Round Tables may be found in the ArLA Manual. All Divisions and Round Tables exist for the purpose of discussion, planning, and cooperative action. All activities of the Divisions and Round Tables shall be related to the policies and work of the Association and shall not be discharged independently of the Association and its  Executive Board.

Section 4. Budget

Each Division and Round Table shall prepare an annual income and expense budget for the Executive Board. The Executive Board may appropriate and budget reasonable sums to support the work of a Division or Round Table.

Section 5. Officers

Each Division or Round Table shall elect officers in accordance with their specific rules, subject to review by the Executive Board of the Association. All candidates and elected Division or Round Table officers and committee members must be Association members.

Section 6. Meetings

Divisions and Round Tables shall notify the Executive Board of any meetings, joint sessions, or other programs that are held other than at the time and place of the annual Association meeting.

Section 7. Reporting

All Divisions and Round Tables shall submit minutes of annual meetings and any special meetings to the Association Secretary.

Section 8. Dissolution

Divisions or Round Tables of the Association may be dissolved by a petition submitted by a majority of its members, subject to the approval of the Executive Board. Any money earmarked for that Division or Round Table will revert to the Association’s General Fund.

Article X – Parliamentary Authority
The Standard Code of Parliamentary Procedure by Alice Sturgis, in the latest edition, shall govern the Association in all cases to which it can be applied and in which it is not inconsistent with the Bylaws or special rules of order of the Association.

Article XI – Amendments
The Bylaws may be amended or revised at any membership meeting of the Association by a two-thirds vote of the members present. The proposed amendments must be filed by their proponents in writing to the Bylaws Committee 90 days and the Executive Board 60 days prior to the annual meeting. Notice of the proposed amendments shall be given to the membership 30 days prior to the beginning of the annual meeting. All amendments to the Bylaws will be forwarded to the American Library Association.