Colorado Association of Libraries - Executive Board

Executive Board - Bylaws line

Amended November 2006 (pdf with page numbers)

ARTICLE I - NAME
ARTICLE II - PURPOSES
ARTICLE III - MEMBERSHIP
ARTICLE IV - DUES
ARTICLE V - MEETINGS
ARTICLE VI - EXECUTIVE BOARD
ARTICLE VII - REPRESENTATIVES
ARTICLE VIII - NOMINATION OF EXECUTIVE BOARD MEMBERS AT-LARGE AND ASSOCIATION REPRESENTATIVES
ARTICLE IX - ELECTIONS
ARTICLE X - FISCAL AFFAIRS
ARTICLE XI - COMMITTEES
ARTICLE XII - ASSOCIATIONS
ARTICLE XIII - DIVISIONS
ARTICLE XIV - INTEREST GROUPS
ARTICLE XV - COMMUNICATIONS
ARTICLE XVI - AFFILIATION WITH OTHER ORGANIZATIONS
ARTICLE XVII - RECORDS
ARTICLE XVIII - PARLIAMENTARY AUTHORITY
ARTICLE XIX - INDEMNIFCATION
ARTICLE XX - DISSOLUTION
ARTICLE XXI - AMENDMENTS

ARTICLE I - NAME

The name of this organization shall be The Colorado Association of Libraries.

ARTICLE II - PURPOSES

The purposes of the Association are to improve library services to the people of Colorado, to foster professional development of its members, and to encourage the effective utilization of information literacy in all libraries.

ARTICLE III - MEMBERSHIP

Section 1. Application
Any person or organization who supports the purposes of the Association may, upon payment of dues, become a member.

Section 2. Associate Members
Any other library organization may become an Associate Member by written agreement with the Executive Board.

Section 3. Privileges

Voting. Only individual members are eligible to vote and hold elected office.
Services and Publications. Members shall receive publications and services in accordance with the policies adopted by the Executive Board.
Participation. Only members in good standing are eligible to participate in CAL committees, associations, divisions and interest groups.

b - DUES

Section 1. Adoption
The Executive Board shall determine dues.

Section 2. Payment
The membership year is twelve months following the date a member pays annual dues. Failure to pay annual dues by the end of the membership year shall constitute forfeiture of membership, which may be reinstated upon payment of dues.

ARTICLE V - MEETINGS

Section 1. Official Calendar
The Business Manager shall maintain the official calendar.

Section 2. Annual Business Meeting
The Executive Board shall determine the place and time of the annual business meeting.

Section 3. Special Meetings
The President may call special meetings with the approval of the Executive Board, or by written petition signed by one-twentieth of the members eligible to vote at such meetings.

Section 4. Notice
The Secretary shall inform each member of any meeting at least ten days in advance.

Section 5. Voting
Procedures for voting shall be established by the Executive Board in order to conduct necessary business between annual business meetings, or in lieu of a quorum.

Section 6. Quorum
Ten percent of the individual members shall constitute a quorum at any meeting.

Section 7. Registration Fee
The Executive Board shall set fees for all meetings, conferences, and other purposes.

ARTICLE VI - EXECUTIVE BOARD

Section 1. Powers
The property, affairs, activities, and concerns of the Association shall be vested in the Executive Board.

Section 2. Officers and Board Members (effective November 2007)
The Executive Board consists of nine members, one member selected by and from each of the Associations, and the remainder of the members elected at-large from the general membership. The President-Elect shall commit to three (3) years, year 1 serving as President-Elect, year 2 as President, and year 3 as Past President. The Treasurer shall serve a three (3) year term. The Secretary shall serve a two (2) year term. Association Presidents shall serve one (1) year terms on the Executive Board. No individual may hold two voting positions.

The voting officers shall be President, President-Elect, Past-President, Secretary, and Treasurer. Other voting members include the Presidents of the Associations, and the At-Large Member.
All Executive Board Members must be U.S. citizens, Colorado residents, and individual members in good standing.
The Board shall assume their duties at the end of the annual business meeting.
The President shall preside at all meetings of the Association and the Executive Board and shall be an ex-officio member, with the right to vote, of all committees except the Nominating Committee.
The President-Elect shall perform the duties of President during the absence of the President.
The Secretary shall be responsible for the current records of the Association.
The Treasurer shall be the chief fiduciary officer and shall serve as the financial advisor and representative on all committees concerned with the financial structure and programs. The Treasurer shall submit financial statements and reports as required by the Executive Board.
Board members may designate a proxy to represent them, with voting powers on established written agenda items, at Executive Board meetings. Written or email notification of said proxy must be received by the President at least 24 hours prior to an Executive Board meeting. In the case of the President, similar notification must be given to the Vice President.

Section 4. Meetings
The President shall call a minimum of four meetings per year. A majority of the Executive Board may call a special meeting. Between meetings, a vote by email, conference call or other means may be taken by the President, in accordance with procedures established by the Executive Board, and shall be recorded in the minutes of the next meeting.

Section 5. Quorum
A quorum shall consist of five members of the Executive Board.

Section 6. Absence
If a member is absent for more than two meetings in one year without good cause, a majority of the Executive Board may declare that person's position vacant.

Section 7. Resignation
Any member may resign by giving notice to the President.

Section 8. Removal
Any member may be removed by a majority vote of the Executive Board.

Section 9. Vacancies
Vacancies from any Association shall be filled by that Association according to its bylaws. The Executive Board shall fill by appointment any at-large vacancy until the next annual election.

Section 10. Policies and Procedures Manual
The Executive Board shall maintain a Policies and Procedures Manual that identifies the roles and responsibilities of officers and committees, and that documents management procedures.

Section 11. Staff
The Executive Board shall appoint the office staff and determine its terms of service, compensation, and methods of evaluation.

ARTICLE VII - REPRESENTATIVES

Section 1. Elected Representatives
A Councilor to the American Library Association, a Delegate to the American Association of School Librarians, and a Representative to the Mountain Plains Library Association shall be ex-officio non-voting members of the Executive Board.

Section 2. Eligibility
Each elected representative shall be a U.S. citizen, resident of Colorado, an individual member of the Association, and an individual member of the organization to which he or she is the representative.

Section 3. Removal
Any representative may be removed by a majority vote of the Executive Board.

Section 4. American Library Association (ALA) Councilor
The ALA Councilor shall be elected for a three-year term or in conformance with the rules and regulations of ALA, so long as the Association remains a chapter of the former. The ALA Councilor shall advise and coordinate the mutual activities and programs of the Association and ALA.

Section 5. American Association of School Librarians (AASL) Delegate
The AASL Delegate shall be elected for a three-year term or in conformance with the rules and regulations of AASL, so long as the Association remains an affiliate of the former. The AASL Delegate shall advise and coordinate the mutual activities and programs of the Association and AASL.

Section 6. Mountain Plains Library Association (MPLA) Representative
The MPLA Representative shall be elected for a three-year term or in conformance with the rules and regulations of MPLA so long as the Association remains a member of the former. The MPLA Representative shall advise and coordinate the mutual actives and programs of the Association and MPLA.

Section 7. Vacancies
The Executive Board shall fill by appointment any Representative vacancies until the next annual election.

ARTICLE VIII - NOMINATION OF EXECUTIVE BOARD MEMBERS AT-LARGE AND ASSOCIATION REPRESENTATIVES

Section 1. Candidates

Member-at-large.The Nominating Committee shall name at least one candidate for a vacant member-at-large position.
ALA Councilor. The Nominating Committee shall name at least one eligible member of the Association in the year of the expiration of the incumbent's term, or to fill a vacancy.
AASL Delegate. The Nominating Committee shall name at least one eligible member of the Association in the year of the expiration of the incumbent's term, or to fill a vacancy.
MPLA Representative. The Nominating Committee shall name at least one eligible member of the Association in the year of the expiration of the incumbent's term, or to fill a vacancy.

Section 2. Consent.
The Nominating Committee shall obtain the consent of each candidate before placing that person's name on the ballot.

Section 3. Slate of Candidates.
The Nominating Committee shall submit its report to the Executive Board no later than 90 days prior to the annual meeting. The report shall be distributed to the membership no later than sixty days prior to the annual business meeting.

Section 4. Nomination by Petition
Individual members of the Association may be nominated by petition for any elected office. Petitions must be signed by a minimum of twenty-five individual members of the Association and must be accompanied by the nominee's written consent. The President must receive the petition at least 120 days prior to the annual business meeting in order to be included on the ballot.

ARTICLE IX - ELECTIONS

Section 1. Annual Ballot
The ballot for the annual election shall contain the names of the Association candidates. It may also contain the names of candidates for offices of any Association or Division and any Association issues requiring a vote of the membership.

Section 2. Elections
Ballots shall be distributed to each individual member no later than sixty days prior to the annual business meeting. Completed ballots received by the Business Manager no later than thirty days prior to the annual business meeting will be counted.

Section 3. Report
The Nominating Committee shall count the ballots and report the results to the Executive Board promptly. The Nominating Committee shall promptly inform candidates as to the results. The results of the election shall be announced at the annual business meeting and published in an official publication. A plurality shall elect.

Section 4. Tie votes
In the event of a tie, a vote the membership shall occur.

ARTICLE X - FISCAL AFFAIRS

Section 1. Fiscal Year
The fiscal year shall be the calendar year.

Section 2. Annual Budget
The Association shall develop an Annual Budget in keeping with its operational programs and activities.

Section 3. Authorization of Funds
No expense shall be incurred on behalf of the Association except upon authorization of the Executive Board.

Section 4. Management of Funds
The Treasurer shall be responsible for all funds and shall file all necessary reports.

Section 5. Audit
The financial records shall be audited annually by an independent Certified Public Accountant.

ARTICLE XI - COMMITTEES

Section 1. Policy Committees
The Policy Committees shall be: Legislative and Intellectual Freedom.

Section 2. Operational Committees
Standing Operational Committees shall advise the Executive Board. These Committees are: Awards, Budget and Finance, Conference Planning, Continuing Education, Development, Library Marketing and Public Relations, Membership, Nominating, Organization and Planning, Publications, Revisions, Site Selection, and Strategic Issues and Emergency Response Implementation (SIER).

Section 3. Executive Committee.
Members of the Executive Committee are the President, President-Elect, Past President, Secretary and Treasurer. The Executive Committee has the power to act for the Board, within limitations, when the Board is not meeting.

Section 4. Operating and Planning Committee
This Committee consists of representatives of the Associations and is chaired by the CAL President-Elect. The Committee reviews and recommends advisesto the Executive Board changes to committee existence, organization, membership, charges or operations. It reviews the CAL Strategic Plan and revises it as necessary.

Section 5. Nominating Committee
This Committee shall consist of representatives of the Associations. The committee presents a list of candidates to the Executive Board no later than 90 days prior to the annual business meeting. It assures that ballots are distributed to each individual member no later than 60 days prior to the annual business meeting. It counts completed ballots received by the Business Manager no later than 30 days prior to the annual business meeting. It notifies candidates of the election results. It reports election results to the membership at the annual business meeting.

Section 6. Appointment
The President, with the approval of the Executive Board, shall appoint all other standing committees, Special Committees, and Task Forces. The latter two shall dissolve upon completion of their charge.

ARTICLE XII - ASSOCIATIONS

Section 1. Membership

Any Association member may choose membership in any of the type-of-Library Associations, each of which determines its own specific name, governance, programs, and leadership.
Each includes members who have an interest in, or are affiliated with, the type-of-Library Associations.

Section 2. Organization
Each Association shall have on file with the Business Manager a current copy of its bylaws that shall include a method for electing its representative to the Executive Board.

Section 3. Meetings
All meetings shall be cleared with the Executive Board to avoid conflicts with other Associations and the Divisions.

Section 4. Affiliations
Any Association may affiliate with any related organization. Such organizations may admit members who are not members of the Association or the Association.

Section 5. Dissolution
Any Association may be dissolved by action of its members with the approval of the Executive Board.

Section 6. Report
Each Association shall submit an annual report to the Executive Board.

ARTICLE XIII - DIVISIONS

Section 1. Types
Divisions include members who are engaged in similar work or who have common interests. Members may affiliate with any Division.

Section 2. Establishing a New Division
A petition to the Executive Board for the establishment of a new Division shall state the purpose of and need for the proposed Division. Petitions shall be signed by at least twenty-five members.

Section 3. Bylaws
Each Division shall adopt its own bylaws and name, subject to the approval of the Executive Board. A copy of the bylaws of each Division shall be filed with the Executive Director. Divisions may create sections and appoint committees.

Section 4. Meetings
All meetings shall be cleared with the Executive Board to avoid conflicts with the other Divisions, the Associations, and the Association.

Section 5. Affiliations
A Division may affiliate with any other related organization. Such organizations may admit members who are not members of the Division, Associations, or Association.

Section 6. Dissolution
A Division may be dissolved by action of its members with the approval of the Executive Board.

Section 7. Report
Each Division shall submit an annual report to the Executive Board.

ARTICLE XIV - INTEREST GROUPS

Section 1. Creation
Interest Groups include members who have similar interests but are not numerous enough to establish a Division or a Section.

Section 2. Establishing an Interest Group
A petition to the Executive Board for the establishment of an Interest Group shall state the purpose of and need for the proposed Interest Group. Petitions shall be signed by at least eight members.

Section 3. Organization
Interest Groups are intended to be informal and need not have bylaws or officers.

Section 4. Dissolution
An Interest Group shall exist as long as its members wish. If membership increases, the members may petition the appropriate authority(s) to become a new Division or a section of an established Division. An Interest Group may be dissolved by action of its members with the approval of the Executive Board.

Section 5. Reports
Interest Groups shall submit a brief annual report to the Executive Board.

ARTICLE XV - COMMUNICATIONS

Section 1. Publications
All Association, Division or Interest Groups and Committee communications shall be under the auspices of CAL.

Section 2. Logo
An Association may develop a logo to express its group's identity. The logo may be used on internal communications, such as a newsletter header or on the group's page within the CAL website. On external communications, the Association's logo shall be designed in combination with the CAL logo.

ARTICLE XVI - AFFILIATION WITH OTHER ORGANIZATIONS

Section 1. Process
The Association may affiliate with other library, technology, or educational organizations by a vote of the majority of the members present at any annual business meeting.

Section 2. Representatives
The Executive Board may appoint representatives to functions and activities as needed.

ARTICLE XVII - RECORDS

The Executive Board shall determine records policy and designate a repository.

ARTICLE XVIII - PARLIAMENTARY AUTHORITY

The parliamentary authority shall be the current edition of Sturgis Standard Code of Parliamentary Procedure when it is not in conflict with these bylaws.

ARTICLE XIX - INDEMNIFICATION

The Association shall indemnify its officers, employees, Executive Board members, and others who are appointed to act for the Association.

ARTICLE XX - DISSOLUTION

The Association shall use its funds only to accomplish the purposes specified in these bylaws. No part of said funds shall inure, or be distributed to the members of the Association. On dissolution of the Association, any funds remaining shall be distributed to one or more libraries in Colorado organized as a nonprofit corporation under section 501(c) of the Internal Revenue Code, or a publicly funded library established under the laws of Colorado, which shall be selected by the Executive Board.

ARTICLE XXI - AMENDMENTS

Bylaws may be amended by two-thirds of those who vote according to a method established by the Executive Board. Notice of the proposed amendments shall be given at least ten days prior to the date the completed ballots are due.