SMART Bylaws

SMART BYLAWS

Adopted October 12, 1960, Amended November 20, 1968, Amended November 9, 1972, Amended November 18, 1977, Amended November 5, 1981, Amended November 22, 1991,Amended October 29, 1999.

Article I. NAME

Section 1. The name of this Section shall be the Section on Management of Information Resources and Technology of the New York Library Association.

Article II. OBJECT

Section 1. The object of this Section shall be to serve professional personnel who are interested in collection management, acquisitions, cataloging, serials control, circulation, conservation/preservation and technology in all types of libraries and information centers within the State of New York, and to represent the interests of the members of the Section on Management of Information Resources and Technology.

Article III. RELATIONSHIP TO THE NEW YORK LIBRARY ASSOCIATION

Section 1. This organization is a Section of the New York Library Association. The Bylaws of that Association as far as they govern its Sections, shall take precedence over these Bylaws.

Article IV. AFFILIATIONS

Section 1. The Section shall affiliate with the Association for Library Collections and Technical Services of the American Library Association through its Council of Regional Groups. All pertinent documents, including minutes, bylaws, conference papers and brochures, shall be forwarded to the Chairperson of the Council of Regional Groups on a regular basis.

Section 2. The President of the Section shall be considered the group’s representative to the Council of Regional Groups, if able to attend; if not, he/she may appoint a delegate to attend in his/her place. Such a delegate shall be a member of the Association for Library Collections and Technical Services of the American Library Association.

Article V. MEMBERSHIP

Section 1. Any member of the New York Library Association who shall select membership in this Section in accordance with the provisions of the Bylaws of the New York Library Association shall thereupon become a member of this Section.

Section 2. On nomination of the Executive Board of the Section on Management of Information Resources and Technology, individuals who have been elected to Honorary Membership of the New York Library Association may be elected to Honorary Membership in this Section by a two-thirds vote of the members present and voting at a general business meeting of the Section. Honorary members do not pay dues, are not eligible for office, but are entitled to all other privileges of membership in this Section.

Article VI. OFFICERS

Section 1. The officers of this Section shall be a President, a Vice-President (President-Elect), a Secretary, and a Treasurer. The Officers of the Section shall perform the usual duties of their offices as outlined in both the New York Library Association Manual and the Section Manual of Procedures, and shall take office immediately following the annual meeting of the New York Library Association, or if no annual meeting is held, on October 1.

Section 2. The President shall preside at all business meetings of the Section, and shall represent the Section on the Council of the New York Library Association. The President shall, with the approval of the Executive Board, appoint all liaisons, standing and special committees, and shall be ex officio a member of such committees, except the Nominating Committee, without the right to vote except in case of tie.

Section 3. The Vice-President (President-Elect) shall perform the duties of the President in case of the President’s absence, resignation, disability or death. The Vice-President shall be consulted by the President and kept informed of all plans and policies, and shall be responsible for all Section on Management of Information Resources and Technology programs presented during the annual New York Library Association Conference.

Section 4. The Secretary shall record the minutes of all board and membership meetings, and transcribe and distribute them as required. The Secretary shall also maintain all the routine correspondence of the Section and shall distribute materials to the membership as required.

Section 5. The Treasurer shall maintain the financial records for the Section, shall relay all financial transactions to the New York Library Association office, and shall report on all income and expenditures of the Section annually at the general membership meeting and at the Section Executive Board meetings, as required.

Article VII. EXECUTIVE BOARD

Section 1. The administration of the Section shall be vested in an Executive Board which shall consist of the officers of the Section, the immediate Past President, three Directors-at-Large, all Standing and Special Committee chairs , and all liaisons appointed by the President. The President of the Section shall act as Chairperson of the Executive Board. All of the above listed members of the Executive Board shall be full voting members. Any other attendees, such as interns, do not have voting privileges.

Section 2. The Executive Board shall have the authority to conduct the business of the Section between annual meetings.

Section 3. Meetings of the Executive Board may be called by the President at such times and places as the President may designate and shall also be called upon request of four members of the Board. A majority of the Executive Board shall constitute a quorum.

Section 4. The Executive Board may adopt rules for the transaction of business provided such rules do not conflict with the Bylaws of the Section on Management of Information Resources and Technology and with the Bylaws of the New York Library Association.

Article VIII. COMMITTEES

Section 1. Standing Committees shall be established, abolished, and their size determined by the Executive Board. The Chairperson of each Committee shall be appointed by the President for a term of one year.

Section 2. Special Committees (ad hoc) may be appointed by the President subject to the approval of the Executive Board.

Section 3. Committee vacancies which occur between meetings of the Executive Board may be filled by Presidential appointment, subject to approval of the Executive Board.

Section 4. Committee Chairpersons shall report at the meetings of the Executive Board and of the general membership.

Article IX. MEETINGS

Section 1. At least one general membership meeting shall be held as part of each Annual Conference of the New York Library Association. Such meetings may be closed to non-members of the Section, by vote of the Executive Board.

Section 2. If an Annual Conference of the New York Library Association is not called, all Section business ordinarily voted upon at that time shall be submitted to the membership by mail for a referendum vote.

Section 3. At least one program meeting shall be held as part of each Annual Conference of the New York Library Association, and shall be open to all members of the New York Library Association.

Article X. NOMINATIONS AND ELECTIONS

Section 1.  Each year there shall be elected a Vice-President who shall serve one year as Vice-President (President-Elect), the following year as President, and the third year as Past President and Member of the Executive Board.  The three Directors-at-Large shall be elected for overlapping terms of three years each.  The Secretary and Treasurer shall be elected for two year terms.

Section 2.  The Nominating Committee, consisting of the immediate Past President as Chair and other members approved by the Executive Board, shall prepare a ballot consisting of a slate of candidates to fill the open positions. An open call for candidates will be issued, sufficiently in advance of the election, during which Section members may nominate other section members or themselves for open positions.

Section 3. Not less than six weeks prior to the annual meeting or prior to October 1, whichever shall occur first, the ballot shall b made available to members of the Section.  The actual election will be conducted according to New York Library Association current official practice.

Section 4. Not less than two weeks prior to the annual meeting or prior to October 1, whichever shall occur first, the ballot must be submitted.  Election of officers and Directors-at-Large shall be by plurality vote.

Section 5. The members of the Section shall be notified of the results of the election at the annual general membership meeting, or if no meeting is held, by publication in the official organ of the New York Library Association.

Section 6. Vacancies in any elected office occurring between elections shall be filled by Executive Board appointment until the next annual election at which time a vote will be taken to fill the balance of the unexpired term.

Section 7. All candidates for office in the Section will be requested to submit to the Chair of the Nominating Committee a biographical resume and a statement of what they consider to be the vital issues facing the Section, and their views on such issues.  These will be made available to the membership with the ballot.

Article XI. FINANCIAL MATTERS

Section 1. No officer, committee or member of the Section shall incur any expense in its name unless authorized by the President, nor shall the Treasurer approve for payment except for expenditures so authorized and on vouchers approved in writing by the President.

Section 2. The financial status of the Section shall be audited annually according to New York Library Association practice, and a report shall be made by the Treasurer to the Section’s Executive Board.

Article XII. AMENDMENTS

Section 1. These articles may be amended, after approval by a majority of the Executive Board, by a two-thirds vote of the members present and voting at a general membership meeting, or in the absence of a general membership meeting, by a two-thirds vote of those members voting by mail, provided that the proposed changes have been sent to the membership at least three weeks before the date set for final action.

Article XIII. PARLIAMENTARY AUTHORITY

Section 1. The latest edition of Roberts Rules of Order shall be the parliamentary authority of this Section in all matters not covered by the bylaws of the New York Library Association and of the Bylaws of the Section.

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s