Bylaws

ARTICLE I. Name

Sec. 1. The name of this organization shall be Oklahoma Chapter of the Association of College and Research Libraries, Inc. (OK-ACRL).

 

ARTICLE II. Goals

Sec. 1. Goals. The Chapter shall provide opportunities for professional growth and communication among academic and research librarians; encourage the exchange of ideas and information relating to library development; and enhance library service to all users of academic and research libraries in the state.

 

ARTICLE III. Affiliation

Sec. 1. This organization is an affiliate of the American Library Association. It is subject to Article IV (Chapters) of the ACRL Constitution and Bylaws and the Guidelines for ACRL Chapters.

 

ARTICLE IV. Membership Categories and Dues

Sec. 1. Eligibility. Any student, librarian, institution, or individual residing in the state of Oklahoma with an interest in academic librarianship can become a member of OK-ACRL.

Sec. 2. Dues. There are no dues or fees associated with becoming a member of OK-ACRL. Membership is free of charge.

 

ARTICLE V. Officers and Board Members

Sec. 1. Officers. The officers of the Chapter shall be a president, a vice-president / president-elect, a secretary, and a treasurer. In compliance with the ACRL Constitution and Bylaws and the Guidelines for ACRL Chapters, the president and president-elect must be members of ALA/ACRL.

Sec. 2. Terms. The officers shall serve for one year or until their successors are elected, except for the treasurer who shall serve for two years. They shall take office January 1 and shall serve through December 31 the same year.

Sec. 3. Duties. The duties of the officers shall be those which normally pertain to those officers and any other duties specified in the Bylaws. In addition,

President:

  1. The president shall chair the board meetings.
  2. The president shall serve as Chapter program chair-person or shall appoint the vice-president/ president-elect to serve as Chapter program chair.
  3. The president shall function as the Chapter’s representative.
  4. The president shall issue annual chapter reports to ALA/ACRL.
  5. The president shall facilitate communication among board members.
  6. The President will distribute the OK-ACRL bylaws to the incoming board members at the first meeting of the new year for review and possible revision.
  7. The President will ask at least one member-at-large to maintain communication outlets beyond the email list and the website that are in use by OK-ACRL.

President-Elect:

  1. The president-elect shall preside over board meetings in the absence of the president.
  2. The president-elect shall chair the nomination committee for new officers and board members and coordinate the nomination efforts of the interest groups.
  3. The president-elect shall oversee the chapter’s elections.
  4. The President-Elect will contribute to the Chapter Topics each year. Chairs of the OK-ACRL interest groups may submit information to the President-Elect for inclusion in the Chapter Topics.

Past President:

  1. The past president shall serve as a member of the board of directors, with those powers and duties.
  2. The past president shall serve as adviser to the current officers, and shall work closely with the president toward the organization’s goals for the year.
  3. The past president will submit information about the incoming President, President-Elect and Past President to national ACRL

Treasurer:

  1. The treasurer shall maintain the treasury, which includes balancing and reconciling the chapters’ various bank accounts each month, and pay invoices approved by the board or the president.
  2. The treasurer shall maintain the membership roster and administer the email list for the general membership.
  3. The treasurer shall make financial reports to the board at its monthly meetings, and prepare an annual financial report for general distribution to the chapter members.

Secretary:

  1. The secretary shall keep minutes of all meetings, and shall forward copies of the minutes to the webmaster for the chapter website. The secretary will also send the new list of Board Members and Interest Group Chairs to the webmaster.
  2. The secretary shall maintain the chapter’s history during the term, including copies of records of minutes, newsletters, treasurer’s reports, election results, and correspondence.
  3. The secretary will maintain any shared documents for the OK-ACRL board.

Webmaster:

  1. The webmaster will work with the interest group webmasters to keep the websites for OKACRL.org current.

Sec. 4. Vacancies. A vacancy in any office shall be filled by an appointment made by the Board of Directors.

 

ARTICLE VI. Meetings

Sec. 1. Business Meetings. A regular business meeting shall be held at least once a year.

Sec. 2. Special Meetings. Special meetings may be called by the Board of Directors or by petition of ten Chapter members.

Sec. 3. Quorum. One tenth of the current membership shall constitute a quorum for a business meeting of the Chapter.

Sec. 4. Programs / Workshops. The Chapter shall sponsor at least one program each year. Programs shall be approved by the Board of Directors.

 

ARTICLE VII. Board of Directors

Sec. 1. Composition. The Board of Directors shall consist of the officers, the past president, three members elected at large, a webmaster, and the chairpersons from each special interest section. All members of the Board shall be voting members with the exception of special interest section chairpersons who are considered ex officio, non-voting members of the Board.

Sec. 2. Terms. Officers shall serve the term of their office. The three members-at-large and the webmaster shall serve for two years and shall be elected in alternate years. To initiate a staggered term cycle, at the first election one member-at-large shall be elected for a one year term and two members-at-large shall be elected for a two-year term.

Sec. 3. Powers and Duties. The Board of Directors shall have general oversight and direction of the affairs of the Chapter. it shall have authority to make decisions for the Chapter during the periods between meetings.

Sec. 4. Meetings. The Board of Directors shall hold at least two meetings a year. Other meetings may be called as necessary. A quorum for the Board shall be four members.

Sec. 5. Notification and Attendance. Except for emergency meetings, all meetings shall be announced at least thirty (30) days in advance at a prior meeting or through email, fax, or telephone. All members are expected to attend regularly.  Emergency meetings may be called for good cause at any time by the president or president-elect and may be held upon the attainment of a quorum with subsequent, immediate notification via  e-mail to all members not in attendance as to all actions taken. Generally the Board will meet monthly. Meetings may be in-person, electronic, or a combination.

Sec. 6. Vacancies. If a member-at-large cannot complete his/her term on the Board, the position shall be filled by an appointment made by the remaining members of the Board.

ARTICLE VIII. Committees and Sections

Sec. 1. Standing Committees may be authorized by the Board of Directors. The name, purpose, and size of the committee shall be specified at the time of its authorizations. The chairperson and other members of each committee will be named by the president of the Chapter.

Sec. 2. Ad hoc committees may be authorized by the president of the Chapter as needed.

Sec. 3. Discontinuance. Any committee may be discontinued or declared inactive by the Board of Directors.

Sec. 4. Special interest sections may be formed within the structure of OK-ACRL, subject to the Bylaws of the Chapter. Each special interest section may elect a chairperson, a chair-elect, a webmaster and, if needed, a secretary. The interest group chair will represent their group at OK-ACRL Board meetings.Interest Groups may create any other positions they feel are necessary but must notify the Board each year of new positions.

 

  1. Terms
    1. An Interest Group Chair will serve a one year, elected term. No Interest Group chair may serve more than three concurrent terms.
  2. Powers and duties
    1. Each chairperson will be an ex officio non-voting member of the Board. A report summarizing the activities of the special interest section shall be submitted to the OK-ACRL President at the end of each year. Each special interest section will assist in planning and implementing any programs or workshops sponsored by OK-ACRL[NS1] . Each chairperson will administer the email list and any shared documents for that particular interest group.

ARTICLE IX. Publications

Sec. 1. Newsletter. An OK-ACRL Newsletter, as well as any other publications deemed appropriate by the President, may be distributed to members at the discretion of the President. The President or designee of the Board will be responsible for creating, editing, and distributing these publications..

 

ARTICLE X. Nominations and Elections

Sec. 1. Election. The election shall be held no later than November 15. The President-elect shall compose and present a slate of candidates to the members one month before election. The President-elect shall utilize all available means to advertise available positions and make every effort to procure at least two candidates per vacancy. All members will receive a ballot. Ballots must be returned and counted by November 30. Members may submit the names of other candidates of their choice provided that the consent of the nominees to serve if elected is obtained. Candidates receiving a majority of votes cast shall be elected. In the case of a tie vote, the successful candidate shall be determined by lot.

 

ARTICLE XI. Adoption and Amendments

Sec. 1. Adoption of the Bylaws requires a majority vote by OK-ACRL members present and voting at a meeting at which they are to be considered.

Sec. 2. Amendments. The Bylaws may be amended by an affirmative majority of members and voting at a Chapter meeting provided such amendments are consistent with the ACRL Constitution and Bylaws. Notification of changes which are substantive must be sent to all members one month prior to the meeting at which they are to be considered.

 

ARTICLE XII. Year

Sec. 1. Membership year. The membership year shall be the calendar year.

 

ARTICLE XIII. Dissolution

Sec. 1. Upon the dissolution of OK-ACRL, the Board shall, after paying or making provision for the payment of all liabilities of the organization, dispose of all assets of the organization exclusively for the stated purposes of the organization.