ࡱ> {` 0bjbjFF ,, @ )@ =. $V)$a+h-Tz)FFFz))FF 4 &jsd* ")0).f.D.(%(M < 3 %%%z)z) %%%)FFFF ZfJ f   Utah Library Association Policies and Procedures Manual Revised and Reviewed 2002 Utah Library Association P.O. Box 970488 Orem, UT 84097-0488 Utah Library Association Date revised: 2002 Policies and Procedures Manual Page: 0.1 Subject: Table of Contents Contents Page Introduction Purposes and Use of the Manual 1.1 General Responsibilities of Officers 1.1 Suggestions from ALA Chapter Handbook 1.2 2. Annual Updates...2.1 3. Elected and Appointed Officers Duties of Elected Officers 3.1 President 3.1 Vice-President/President-Elect 3.1 Immediate Past President 3.2 Representatives to Other Organizations 3.2 Duties of Board of Directors 3.3 Duties of Executive Committee 3.3 Duties of Appointed Officers 3.4 Executive Secretary 3.4 Treasurer 3.4 Historian 3.5 Parliamentarian 3.5 Program Coordinator 3.5 4. Finances and Budgeting Sample Forms 4.1 5. Meetings and Conferences Association 5.1 Board of Directors and Executive Committee 5.1 Subsidiary Units 5.1 Annual Conference 5.2 Joint Conferences 5.2 Utah Library Association Date revised: 9/20/01 Policies and Procedures Manual Page: 0.2 Subject: Table of Contents 6. Association Policies Mailing/Email Policy..6.1 Travel Reimbursement6.2 Presenter Reimbusement.6.4 Fund Raising 6.6 Intellectual Freedom........6.7 7. Relations with Other Organizations MPLA Representative 7.1 ALA Chapter Councilor 7.6 8. Association Bylaws 8.1 9. Section Bylaws 9.1 10. Round Table Bylaws 10.1 11. Standing Committee Guidelines 11.1 Bylaws..11.1 Conference Planning.11.2 Continuing Education...11.3 Legislative11.5 Membership..11.7 Public Relations11.9 Web Master..11.11 SECTION 1 INTRODUCTION Utah Library Association 12/02 Policies and Procedures Manual Page 1.1 Subject: Introduction INTRODUCTION Purpose and Use of the Manual Service in ULA represents a significant contribution of time and effort. This policies and procedures manual contains the basic information you will need to function effectively in the office you have been elected or appointed to. It contains calendars, lists of Board Members, policies, bylaws and guidelines. Read the manual in its entirety, noting how your specific office relates to the association as a whole, and then study carefully those sections most pertinent to your assignment. Use the information here to help you plan and carry out your responsibilities effectively. Become familiar with the annual calendar, the deadlines you need to meet, the procedures you are expected to follow, the forms you should use, and the association bylaws and policies that relate to your activities. Doing so will help you serve more effectively and enable the association to provide significant member benefits. Each member of the Board of Directors will receive a copy of the manual. Committee chairs will need to provide a copy of the committee guidelines to each of their committee members. The association year begins after the annual conference when the new officers are installed. As you leave office, pass your copy of this manual to your successor as soon as possible so that person can begin to function immediately. General Responsibilities of Officers When you accept an elective or appointive office in ULA, you should be aware of the general, as well as the specific, responsibilities of that commitment. You must be willing to commit yourself to fulfilling these responsibilities as well as you can. The following suggestions will help you serve effectively and gain the satisfaction of having done your job well: Attend all meetings required of you and be prepared to contribute your best thinking and judgment. Utah Library Association 12/02 Policies and Procedures Manual Page 1.2 Subject: Introduction 2. Plan and conduct meetings you are responsible for so you get the most out of the time and the people present. 3. Meet all deadlines for submission of goals, budgets, nominations, agendas, minutes, program plans, etc. Chairs should send a copy of the minutes of all their meetings to the president as soon as possible after each meeting. 4. Act as a goodwill representative of the association as you meet with colleagues and the public on library and professional issues. 5. Be creative and innovative in your approach to your assignment. Think in terms of what will be best for the association, its members, and the library professional as you plan meetings, workshops, and other activities. Suggestions from ALA Chapter Handbook The Association Board Member The function of the board of directors is to establish policy and review major policy and plans of the association. Board members have specific legal and fiscal responsibilities to the members of the association. Representing the Membership Elected as a director, the board member represents the ideas and concerns of colleagues. The success of the association depends on theperformance of the board members. Here are some suggestions to consider while serving on the board: Study your associations constitution and bylaws and other documents stating its purposes, objectives, and methods of operation. These documents chart your organizations operation and spell out what the association can and cannot do. As a director, you can help change some of these rules if they need to be changed. Until a rule is changed through formal procedures, the association must adhere to it. Utah Library Association 12/02 Policies and Procedures Manual Page 1.3 Subject: Introduction Even if you were elected by a specific region or a section of the association, as a board member you are responsible for considering the needs of the membership at large. Your statesmanship as a director will be measured by your ability to judge and plan on the basis of overall considerations. It is your responsibility to determine what your members need and want, and to bring those needs to the attention of the full board. You also should suggest ways in which these needs can be fulfilled. You are closer than most of your fellow members to the operation of the association. When you make statements about the association, members will tend to believe you--to accept your statements as official policy. For this reason, association leaders should consider careful what they say and do. Well-informed, constructive criticism is essential to the operation of a healthy board. If you are critical of an association policy or an issue under consideration by the board, know when and how to present your views. Your president will advise you on issues that need priority attention, and your concentration should be focused on these areas. Your input and professional opinion will be valuable. Members of the board of directors can be held individually or collectively liable if someone decides to challenge the legality of your associations action. You must therefore behave prudently in your role as a director. Make all efforts constructive. Strive to build a stronger organization that reflects current and future needs of the members and profession. Your role as an association director is to guide the profession. To do this effectively, you must address yourself to the major problems facing the association and not concern yourself with insignificant administrative details better assigned to others. Do your homework! To be an effective director you must be well informed. It is imperative that you study the issues and details relevant to the subject about which you must make a decision. Board of Directors Meetings Great contributions will be made through intelligent and active participation in board Utah Library Association 12/02 Policies and Procedures Manual Page 1.4 Subject: Introduction of directors meetings. Productive meetings require preparation and participation. Here are a few suggestions: When an agenda is issued prior to the meeting, study it carefully. If there is any item on it you do not understand, contact the president and ask for an explanation. During the meeting, stick to the agenda. Wait until the president asks for discussion of subjects not on the agenda before bringing up new business. Learn the exact purpose of the meeting and determine in advance how you are going to contribute. Keep your responses short and to the point. You are not there to deliver an oration. When you speak, do it clearly in a voice everyone can hear. Wait until you have the attention of the entire board before you begin your remarks. The presiding officer should ensure that a desirable atmosphere exits. Side conversations are distracting and should be avoided. If you think your remarks werent heard, repeat them. If your remarks are lengthy or involved, sum them up at the end of your discussion. Someone may have forgotten your objective before you have finished. If aimless discussions arise on subjects that require study or research, stop them with a motion that a study committee be appointed. This is one of the best methods for moving a meeting along and adjourning on time. Dont hesitate to comment, criticize constructively, or disagree. Know your subject and ask for support from members who believe as you do. If you disagree with a speaker, ask questions at the proper time. Make sure remarks are completely clarified. Pinpoint them in a direct summation that everyone can understand. If you have a comment, ask for the floor rather than joining aimless group discussion. Genuine contributions may be lost in confused conversation. Utah Library Association 12/02 Policies and Procedures Manual Page 1.5 Subject: Introduction There will always be dissenters or those with different points of view on particular subjects. Ask others to summarize their convictions. This permits a more thorough examination of an idea that could be highly constructive when completely understood. Hurriedly passed motions usually dont receive the consideration they require. Its better to table a motion until the next meeting than to pass one you will later regret. Committee Participation The most common reason for forming a committee is the desire for group participation in the solving of a problem. For a committee to feel its existence justified, its product should be something that no member of the committee could have done alone. A committees work should contribute to the efficient operation of an organization. A committee should be concerned with the communication of information and should assist the leadership in the decision-making process by providing needed information. Types of Committees Standing committees may be provided for in the association constitution and/or bylaws as they perform a continuing function. Examples are committees for nominations, awards and finance. Ad hoc committees are usually appointed to accomplish a specific objective and are dismissed upon completion of a study or work. The Committee Chair A committee without strong leadership is handicapped. If an association has a central staff, the committee chair should seek their help, guidance, and information. Ability to preside and guide the committee toward a definite goal will determine achievements. The following guidelines should be helpful: Always start the meeting on time and work with a definite agenda. State the reason for the meeting at the beginning, briefly and clearly. Provide committee members all the information relating to an issue, both pro and con. Utah Library Association 12/02 Policies and Procedures Manual Page 1.6 Subject: Introduction Review the committees objectives relative to the objectives of the association. Keep the meeting moving; interest lags when action lags. Get as much participation as possible. Keep responses short; get to the point; insist on order and talk to the group, not to individuals. Dont disagree with the individual who has the floor. Ask questions if you disagree, but remember that as presiding officer you should remain neutral. Make sure adequate minutes are kept of each meeting and that they are distributed to each committee member. Check at the end of the meeting to see if members feel that all relevant subjects have been covered adequately. SECTION 2 ANNUAL UPDATES Utah Library Association 12/02 Policies and Procedures Manual Page 2.1 Subject: Annual Updates The new board convenes in June with a training session prior to the first board meeting. At this meeting the president presents a schedule of meetings for the year. In addition to the June meeting, the board typically meets in September, December, February and April on Friday afternoons. The Executive Committee meets prior to the Board meetings, generally over a Dutch treat lunch. The Program Board meets as needed. SECTION 3 ELECTED and APPOINTED OFFICERS Utah Library Association 12/02 Policies and Procedures Manual Page 3.1 Subject: Elected and Appointed Officers Duties of Elected Officers President The president is responsible for the overall operation and administration of the association, its programs and activities. The specific duties listed in the Bylaws include: Calling and presiding at all association, Board of Directors, and executive committee meetings. Nominating people to fill vacancies on the Board of Directors between elections. Performing all duties that usually pertain to the office of president that do not conflict with duties and powers specifically granted to other officers. To a great extent, the success of the association depends on the ability of the president to exercise strong leadership, to establish goals and objectives to be achieved during the year, to coordinate the work of the other elected and appointed officers and committees, and to see that they follow established policies and procedures and meet all applicable deadlines. Much of the president's success depends on the preliminary work done during the person's tenure as vice president/president-elect. The president also serves as the presiding officer of the Board of Directors and Executive Committee of the Board of Directors. Vice-President/President-Elect The vice-president/president-elect is second in command and fills in for the president as necessary. A major role of this officer's responsibility is to prepare for tenure as president. The Bylaws specifically list the following duties and responsibilities: Preside at all meetings in the absence of the president. Perform duties assigned by the president. Preside over the Membership Committee. Utah Library Association 12/02 Policies and Procedures Manual Page 3.2 Subject: Elected and Appointed Officers Appoint the historian, parliamentarian, and the chairs and members of all committees prior to the annual conference. In addition to the above responsibilities, it has become traditional for the vice-president/president-elect to plan and conduct a Leadership Seminar for incoming officers and committees. The outgoing officers and committee chairs are also invited so they can pass on materials and provide information to the new officers to make the transition as smooth as possible. The incoming president should introduce the goals and objectives established for the coming year, distribute a planning and activity calendar, outline the budgeting procedures, and otherwise lay the groundwork for a successful administration. Time should also be provided at the seminar for the executive committee, the section and round table officers, and the standing committees to meet in individual sessions to begin their planning and budget development for the new year. The seminar may also include training sessions in leadership skills. The vice-president/president-elect also serves as a member of the Board of Directors and the Executive Committee of the Board of Directors. Immediate Past President The immediate past president helps the association maintain continuity from one administration to the next and also performs the following duties as listed in Bylaws: Chairs the Finance Committee. Serves as an ex officio member of the Nominating Committee. Performs other duties as assigned by the president or Board of Directors. The past president also serves as a member of the Board of Directors and the Executive Committee of the board. Representatives to Other Organizations The duties of the MPLA representative, the ALA chapter councilor, and the ULA/UELMA liaison are covered in Section 7. Utah Library Association 12/02 Policies and Procedures Manual Page 3.3 Subject: Elected and Appointed Officers Duties of Board of Directors The Board of Directors consists of all the elected officers of the association, the immediate past president, the chair of each subsidiary unit, and the executive secretary (ex officio). The board is chaired by the president. The duties specified in the Bylaws are as follows: Hold meetings at least quarterly. Take the initiative in determining the policies of the association. Assume charge, control, and management of all association property. Approve an annual budget and all expenditures of funds, including approval of any expenditures approved subsequent to approval of the annual budget. Be responsible for the association Home Page by working with the Web-Committee While members of the board are responsible for approving the policies and expenditures of the association, suggestions for discussion of pertinent issues may be made by any member of the board, any subsidiary unit or committee, and any member of the association. The success and activity of the association will greatly depend on the active involvement of all board members in reviewing materials, suggesting items for meeting agendas, attending and participating in all meetings. When a subsidiary unit or committee chair cannot attend, a substitute should be appointed. To conduct official business, a quorum of seven voting members must be present at the meeting. Duties of the Executive Committee The Executive Committee of the Board of Directors consists of the president (who acts as chair), vice-president/president-elect, immediate past president, and the recording secretary. The program chair, the executive secretary and the treasurer shall serve as ex officio members. The committee's basic function is to facilitate the business of the association. This group can conduct preliminary studies and discussions on issues of concern to the association and prepare preliminary reports and recommendations for board action. It should not, however, act in any way to infringe on the rights and duties of the board as specified in the Bylaws. Utah Library Association 12/02 Policies and Procedures Manual Page 3.4 Subject: Elected and Appointed Officers Duties of Appointed Officers Executive Secretary The executive secretary handles the routine business affairs, mailings, rosters, directories, etc. for the benefit of the association and its subsidiary units. The Bylaws specifically describe the duties of this office. Since much of the credit for the smooth operation and continuity of the association is attributable to the person appointed to serve in this position, this person must make every effort to execute these and other duties in a timely and effective manner. It is particularly crucial that all printing and mailings be handled expeditiously. To accomplish this, the executive secretary is authorized by the Bylaws to receive an annual stipend and to employ paid assistants. Consequently, this office carries with it an especially strong imperative for efficiency and effectiveness. To assure the quality of the work done by this person, the Bylaws also require that the executive secretary be evaluated and appointed annually by the Board of Directors. Treasurer The treasurer is the association fiscal officer and handles all association funds, financial records, investments, and financial reports. This person's activities are conducted under the direction of the Finance Committee of which he/she is an ex officio member. The Bylaws specifically describe the duties of this office. Since the fiscal affairs of the association require careful and timely handling of receipts, expenditures, investments, financial records and reports, tax returns, and financial audits, the person appointed to this office must have sufficient knowledge of budgeting, accounting, investment, and other fiscal management practices to execute the duties of the office accurately and responsibly. The Bylaws also authorize an annual stipend for this officer. To assure the quality of the work done by this person, the Bylaws require that the treasurer be evaluated and appointed annually by the Board of Directors. Utah Library Association 12/02 Policies and Procedures Manual Page 3.5 Subject: Elected and Appointed Officers Historian The historian is appointed by the vice-president/president-elect to serve a two-year term commencing in even-numbered years. The Bylaws specify that the historian is to: Maintain a written and pictorial record of the significant events and activities of the association. This would obviously include a record of the annual conference events and activities. It could also include a record of the activities and events of the subsidiary units or of library-related activities in the state or nation in which ULA or any member of the association was involved in noteworthy achievements, honors, or activities. The historian should also gather minutes and other documents that should be preserved in the association archives and see that they are delivered to the archives in the Special Collections Department of the Marriott Library. The executive committee or Board of Directors may also charge the historian to perform specific activities or create specific reports. Parliamentarian The parliamentarian is appointed annually by the vice-president/president elect. The duties of this officer are those that usually pertain to this function but, may also include other assignments. The Bylaws specify that this person serves as a member of the Bylaws Committee and advises association officers on matters of parliamentary procedure. It is important for the parliamentarian to attend all board meetings and all public meetings of the association where parliamentary procedures are required. The service on the Bylaws Committee is to assure that the best form is followed in bylaws statements and provisions. Program Coordinator The Program Coordinator is appointed for a two year term by the vice-president/president elect. The Program Coordinator serves as a member of the Board of Directors and as an ex officio member of the executive committee of the board. Works with the Conference Planning committee on the Conference Programming. The program coordinator will appoint a planning committee to help in various aspects Utah Library Association 12/02 Policies and Procedures Manual Page 3.6 Subject: Elected and Appointed Officers of the work, but the Board of Directors must approve the conference budget and be kept informed of the program plans as they are developed. SECTION 4 FINANCES and BUDGETING SECTION 5 MEETINGS and CONFERENCES Utah Library Association 12/02 Policies and Procedures Manual Page 5.1 Subject: Meetings and Conferences Meetings and Conferences The association Bylaws and the section and round table bylaws and committee charges specify that a certain number of regular meetings must be held, but they do not set a maximum number of meetings. Officers and chairs of the association and its units must be aware of the meetings required and use their best judgment in calling additional discretionary meetings. Association Meetings The association is required to meet annually at such time and place as the Board of Directors determine. Notice of the annual meeting must be sent to each member sixty (60) days prior to the meeting. The board is also empowered to set a registration fee, and any motions to be presented at the meeting must be presented in writing before or at the time the motion is made. A quorum for transacting business at the annual meeting general sessions or business meetings consists of those present. Special meetings may also be called by the board or upon written request to the board by ten percent (10%) of the association members. These meetings are to be convened by the president. Notice of the meeting date and the business to be transacted must be sent to each member thirty (30) days prior to the meeting. The annual meeting is traditionally held at the annual conference. Details of conference planning are discussed later. Board of Director and Executive Committee Meetings The Board of Directors is required to meet at least quarterly. Notice of such meetings is to be published quarterly in the association newsletter, and any member of the association may attend. The office of members who miss two consecutive meetings without valid excuse can be declared vacant. Subsidiary Unit and Committee Meetings Subsidiary unit and committee meetings are held at the direction of their officers or as specified in their bylaws or charges. Unit chairs are required to attend Board of Directors meetings or to send a designated representative. Utah Library Association 12/02 Policies and Procedures Manual Page 5.2 Subject: Meetings and Conferences Annual Conference The Annual Conference is the single most important activity sponsored by the association each year, and the program chair has a major responsibility. The conference of the association is held at the time and place specified by the Board of Directors. The program chair is responsible for conference planning and may appoint a Conference Planning Committee to assist with various aspects of the planning. All conference plans, however, should be approved by the Board of Directors. It is recommended that the Board of Directors set conference locations and dates two to three years in advance to assure the availability of needed facilities on the dates and times desired. A Conference Planning Manual has been developed. Please refer to this manual for specifics about planning the Annual Conference. Joint Conference Historically, ULA has held joint conferences with MPLA and UELMA. When these are negotiated, a contract should be signed. An example of a joint contract drawn up from a previous ULA-UELMA conference is available from the historian or from a previous program chair. MPLA generally schedules its conferences five years in advance, which will necessitate longer than usual advance scheduling for ULA. They will also draw up a draft contract that can then be further negotiated. These joint conferences generally result in higher income so they are encouraged. SECTION 6 ASSOCIATION POLICIES Utah Library Association 12/02: Policies and Procedures Manual Page 6.1 Subject: Association Policies Mailing/Email Policy The use of Email will be used whenever possible to save month and to be more efficient. The executive secretary is charged with mailing all association and subsidiary unit materials upon request. Those anticipating a mailing should contact the executive secretary to work out the details of that which will be needed and also a timetable for meeting the anticipated mailing date. Sufficient time should be allowed to take care of any printing or duplicating of materials, holidays, vacations, etc. Utah Library Association 12/02 Policies and Procedures Manual Page 6.2 Subject: Association Policies Travel Reimbursement Policy The Board of Directors has authorized reimbursement for part of the mileage expenses incurred by officers, committee members, and subsidiary unit officers in the performance of their duties. This policy was adopted to insure that all qualified ULA members, regardless of their location in the state, would be able to serve in official positions in the association without incurring undue financial burden. However, reimbursement is subject to the following limitations: 1. Before submitting a request for reimbursement, an attempt should be made to obtain support for ULA involvement from the employing library. 2. Only miles in excess of 500 miles per year are reimbursable. 3. The rate of reimbursement is the amount allowed by the IRS for charitable travel. 4. Reimbursement requests must be submitted on the ULA Travel/Phone Reimbursement Request form and should be submitted for the fiscal year at the end of the year only. Utah Library Association 12/02 Policies and Procedures Manual Page 6.3 Subject: Association Policies ULA Travel Reimbursement Request POLICY: ULA will reimburse officers, committee members, and subsidiary unit officers for travel expenses in the performance of their duties at the current IRS charitable travel rate, but only for those miles over the first 500 traveled in any fiscal year. The log below must be filled out and submitted to receive reimbursement. MILEAGE LOG Destination Purpose of Travel Date Odometer Miles Beg End  Beg End  Beg End  Beg End  Beg End  Beg End  Beg End  Beg End  Beg End  Beg End Total Miles Traveled Total Reimbursable Utah Library Association 12/02 Policies and Procedures Manual Page 6.4 Subject: Association Policies Presenter Reimbursement Request POLICY: ULA will reimburse current members who are presenters at the Fall Workshop(s), or members of the ULA Continuing Education Committee or a presenter at other ULA unit sponsored programs. This reimbursement does not apply to the annual conference. Reimbursement will only be granted if applicans institution will not cover the full cost. Money is to be used for motel rooms, gas, or registration only. Receipts must be submitted for reimbursement along with the Presenter Reimbursement Request Form. Utah Library Association Presenter Reimbursement Request Form Criteria for Application 1. Applicant must be a current member of ULA. 2. Applicant must be a presenter at the Fall Workshop(s), a member of the ULA Continuing Education Committee or a presenter at other ULA unit-sponsored programs. This reimbursement does not apply to the annual conference. 3. Applicant can apply for reimbursement only if her/his institution will not cover the full cost. 4. Money is to be used for motel rooms, gas, or registration only. Receipts must be submitted for reimbursement. Todays date __________________________________________________ Applicants name ______________________________________________ Applicants institution __________________________________________ Address to send check __________________________________________ ___________________________________________ Date and place of program ______________________________________ Amount of institutional support ________________________ Amount requesting from ULA _________________________ Signature of library director ___________________________ Please submit form within two weeks of the event and attach original receipts. There are limited funds ($1000 per year for all requests) and you may not receive the total or any amount requested. The ULA Finance Committee will determine distribution of reimbursements. Send form to the ULA address, P.O. Box 970488, Orem, UT 84097-0488. Utah Library Association 12/02 Policies and Procedures Manual Page 6.6 Subject: Association Policies ULA Policy on Fund Raising 1. Fund raising efforts pursuant to the goals and objectives of the Association should be an ongoing concern of this organization. 2. All fund raising by the Association and its units, as well as the purposes therefore, shall be presented to the program coordinator and the Board of Directors for approval. 3. Fund raising efforts should be directed to the public as well as to the members of the Association. Corporations should be approached for contributions. Utah Library Association This section has not been revised. Policies and Procedures Manual Page 6.7 Subject: Association Policies Utah Library Association Policy for Actions on Intellectual Freedom Issues SEQ 1_0 \* ROMAN \r 1ISEQ 1_1 \* ALPHABETIC \r 0  Scope of Responsibility The Intellectual Freedom Committee of the Utah Library Association (ULA) is hereby assigned the responsibility to investigate and make recommendations relating to the principles of intellectual freedom as set forth in policies adopted by the ULA Board of Directors and the membership of the Utah Library Association. These policies include the Library Bill of Rights, The School Library Bill of Rights for School Library Media Center Programs, Statement on Labeling, and the Librarian's Code of Ethics. The Committee shall have full authority to interpret all pertinent ULA approved policies in implementing this policy for actions on intellectual freedom issues and conducting activities to meet its committee responsibilities. Nothing shall be understood, implied or interpreted as granting or vesting in the committee any policy-making function for any unit of the Utah Library Association. Nothing in this limitation, however, shall preclude the committee from referring to any appropriate unit the need for ULA policy. SEQ 1_0 \* ROMAN \nIISEQ 1_1 \* ALPHABETIC \c  Complaints SEQ 1_1 \* ALPHABETIC \nASEQ 1_2 \* Arabic \r 00 All complaints of alleged violations of intellectual freedom received by the Utah Library Association, regardless of the unit or individual receiving such, shall be forthwith transmitted to the committee. Upon receipt, all complaints shall be acted upon in an objective manner in order to provide fair and just treatment for all. The decision by the Intellectual Freedom Committee to accept or reject a complaint, implies no supposition as to the rightness or wrongness of the complainant or the validity of the complaint. SEQ 1_2 \* Arabic \n1SEQ 1_3 \* alphabetic \r 0  When a complaint is received, whether oral or written, the committee shall supply a standard form to be called a Request for Action. The form is to be completed, signed, and returned to the committee by the complainant. Utah Library Association Policies and Procedures Manual Page 6.8 Subject: Association Policies SEQ 1_2 \* Arabic \n2SEQ 1_3 \* alphabetic \c  Until a completed and signed Request for Action is received by the committee, no investigation or recommendation will be made. SEQ 1_2 \* Arabic \n3SEQ 1_3 \* alphabetic \c  That a completed and signed form is necessary for formal action in no way precludes the committee from taking informal action, such as, but in no way limited to telephoning the complainant or gathering additional information, advising the complainant of local channels for the redress of the grievance, or notifying alternative sources of potential support, as appropriate. In some instances, "informal" action may include an actual visit to the complainant, whether by a member of the committee, or by another person or persons the committee so designates. Such visits, however, will be undertaken only on the approval of the chair of the committee, or his or her designate. "Informal" action may include such emergency action as the committee agrees is necessary and appropriate. SEQ 1_1 \* ALPHABETIC \nBSEQ 1_2 \* Arabic \r 00 After receiving a completed and signed Request for Action, it shall be the responsibility of the committee to determine whether the matter is one which should be considered by this committee. SEQ 1_1 \* ALPHABETIC \nCSEQ 1_2 \* Arabic \c0 If the committee determines that action should be taken, it shall then determine the most appropriate course of action. Prior to undertaking any action, the committee shall determine whether or not an adequate remedy is available from another source. Such an alternative remedy should be pointed out to the complainant, and the committee may offer its assistance in the complainant's pursuit of that alternative. The committee shall then determine its course of action. SEQ 1_2 \* Arabic \n1SEQ 1_3 \* alphabetic \c  Among, but not limited to, the possible courses of action are an inquiry or referral of the matter to a more appropriate agency or organization. SEQ 1_2 \* Arabic \n2SEQ 1_3 \* alphabetic \c  If at any time after filing of the Request for Action, the case involves a law suit, the committee may recommend to the ULA Board of Directors that the Board, after seeking legal counsel, file an amicus curiae brief, or take other appropriate action. The filing of an amicus curiae brief, however, should be normally limited to cases involving issues of primary importance to the Utah Library Association, which have not yet been determined by the courts. Utah Library Association Policies and Procedures Manual Page 6.9 Subject: Association Policies SEQ 1_1 \* ALPHABETIC \nDSEQ 1_2 \* Arabic \r 00 Except as provided in section III. part A., complaints may be withdrawn by the complainant, upon written notification to the committee or its chair, at any time prior to the institution of formal action. SEQ 1_1 \* ALPHABETIC \nESEQ 1_2 \* Arabic \c0 The committee may decline to proceed further with a complaint at any point in the proceedings, when in the judgment of the committee, further action is unfeasible. In an instance when the committee declines to proceed, a report of the reasons why no further action is recommended shall be made by the chair to the ULA Board of Directors, which may either approve or disapprove the committee's action. SEQ 1_0 \* ROMAN \nIIISEQ 1_1 \* ALPHABETIC \r 0  Inquiries SEQ 1_1 \* ALPHABETIC \nASEQ 1_2 \* Arabic \c0 The committee may decide to attempt to arbitrate and mediate the problem,or it may determine that arbitration and mediation are not appropriate or would be to no avail and may proceed directly to a formal inquiry. If the committee determines that the problem cannot be resolved through arbitration and/or mediation, and that the matter warrants a formal inquiry, then the committee shall so notify the complainant. In such notification, the complainant shall be apprised of the seriousness of such an undertaking, and shall further be informed that he or she has ten business days from the date of notification to withdraw his or her Request for Action. If at the end of the ten-day period, the complainant has not withdrawn the Request for Action, the Intellectual Freedom committee shall commence a formal inquiry. Once the formal inquiry has began, no complainant may withdraw his or her Request for Action except by written communication to the chair of the Intellectual Freedom committee. A majority vote from the committee is required to cease the process for formal inquiry. SEQ 1_1 \* ALPHABETIC \nBSEQ 1_2 \* Arabic \c0 In proceeding with a formal inquiry, the committee shall gather all of the facts pertinent to the matter by reviewing all relevant documents and other materials, by interviewing the parties concerned, and through other appropriate means. SEQ 1_2 \* Arabic \n1SEQ 1_3 \* alphabetic \c  All interviews shall be conducted in the following manner: SEQ 1_3 \* alphabetic \naSEQ 1_4 \* Arabic \r 00 Each individual shall be interviewed singly by the committee. Utah Library Association Policies and Procedures Manual Page 6.10 Subject: Association Policies SEQ 1_3 \* alphabetic \nbSEQ 1_4 \* Arabic \c0 The committee may call an individual back for further questioning if additional information is needed. SEQ 1_3 \* alphabetic \ncSEQ 1_4 \* Arabic \c0 The committee may solicit information from individuals connected with the incident under investigation if they do not come forward voluntarily. SEQ 1_3 \* alphabetic \ndSEQ 1_4 \* Arabic \c0 There shall be no minutes or tapes of Intellectual Freedom Committee interviews. SEQ 1_3 \* alphabetic \neSEQ 1_4 \* Arabic \c0 All matters seen, heard and discussed by members of the Intellectual Freedom Committee in the course of a fact-finding investigation shall be treated by them with the utmost regard for privacy and confidentiality. Members of the committee may, however, be subpoenaed and compelled to testify in a court of law. SEQ 1_2 \* Arabic \n2SEQ 1_3 \* alphabetic \r 0  Following the completion of a fact-finding investigation, a report of the findings and recommendations shall be prepared. All members of the committee should examine the draft report, indicating their concurrence or disagreement with its findings and recommendations. The Report(s) of the committee shall be finalized by a majority vote. Reports of the committee shall be sent to the president of the Utah Library Association who shall direct copies to the ULA executive secretary, the ULA Legal Counsel and to the Board of Directors for further action. SEQ 1_2 \* Arabic \n3SEQ 1_3 \* alphabetic \c  It shall be the responsibility of the Intellectual Freedom Committee to recommend appropriate action, based on the facts gathered in the investigation and reported in written form to the ULA Board of Directors. SEQ 1_2 \* Arabic \n4SEQ 1_3 \* alphabetic \c  Reports of fact-finding investigations shall be considered highly confidential and shall not be made public, except as authorized by the ULA executive Board. SEQ 1_2 \* Arabic \n5SEQ 1_3 \* alphabetic \c  Reports of fact-finding investigations, including revisions and recommendations for further action, as determined by the committee, shall be reviewed by ULA Legal Counsel prior to submission to the Board of Directors. Utah Library Association Policies and Procedures Manual Page 6.11 Subject: Association Policies SEQ 1_2 \* Arabic \n6SEQ 1_3 \* alphabetic \c  Upon acceptance and approval of reports of fact-finding investigations by the Board of Directors, the full report, a summary thereof, or a statement may be published in Utah Libraries/News and other appropriate media, if so determined by the Board of Directors. SEQ 1_0 \* ROMAN \nIVSEQ 1_1 \* ALPHABETIC \r 0  Sanctions SEQ 1_1 \* ALPHABETIC \nASEQ 1_2 \* Arabic \r 00 Sanctions may be defined as the appropriate penalty or penalties incurred for violations of one or more of the ULA approved policies to which this policy relates, including, but not limited to, The Library Bill of Rights, The School Library Bill of Rights or School Library Media Center Programs, Statement on Labeling, and the Librarian's Code of Ethics. If, in the judgment of the Intellectual Freedom Committee and the complainant, continued negotiations might result in an amicable solution to the problem, the Board of Directors, on the recommendation of the Intellectual Freedom Committee, may authorize a lapse of time of no longer than six months between the board's acceptance of the Intellectual Freedom Committee report and its invocation of sanctions. The publication of the report would also be subject to this six month delay. When the facts gathered in a case so warrant, one or more of the following sanctions may be recommended: SEQ 1_2 \* Arabic \n1SEQ 1_3 \* alphabetic \c  Publication of a report that includes a statement of censure indicating the strong disapproval of ULA because of a violation of one or more of the policies to which this relates. SEQ 1_2 \* Arabic \n2SEQ 1_3 \* alphabetic \c  Suspension or expulsion from membership in ULA. SEQ 1_2 \* Arabic \n3SEQ 1_3 \* alphabetic \c  Listing of parties under censure in each issue of Utah Libraries/News as long as the censure is in effect, as a warning to persons considering employment in an institution under censure that its practices and policies are in conflict with ULA policies concerning the principles of Intellectual Freedom. On the same page with such listings of censured libraries and individuals shall appear the following statement: "The fact that the name of an institution appears on the censured list of administrations does not establish a boycott of a library, nor does it visit censure on the staff. There is no obligation for ULA members to refrain from accepting appointment in censured libraries. Utah Library Association Policies and Procedures Manual Page 6.12 Subject: Association Policies The ULA advises only that librarians, before accepting appointments, seek information on present conditions from the ULA Board of Directors." SEQ 1_1 \* ALPHABETIC \nBSEQ 1_2 \* Arabic \r 00 Sanctions can only be applied upon the completion of full fact-finding inquiry, leading to a formal report on the basis of which the Intellectual Freedom Committee recommends the imposition of appropriate sanctions. No sanction shall be imposed except with the approval of the ULA Board of Directors. SEQ 1_0 \* ROMAN \nVSEQ 1_1 \* ALPHABETIC \r 0  Appeals Should the committee recommend, and the Board of Directors approve, the application of sanctions, the principals shall be notified that an appeal hearing may be held before the ULA Board of Directors to allow a final opportunity for appeals. A request for such a hearing should be made by the principals within forty-five days after receipt of notification. Copies of the report shall be forwarded to the individual(s) or group(s) sanctioned at the time of this notification. SEQ 1_0 \* ROMAN \nVISEQ 1_1 \* ALPHABETIC \c  Removal of Sanctions Sanctions may be withdrawn when the conditions causing their original imposition are corrected, and when there is reason to believe that ULA policies and principles concerning intellectual freedom will be observed in the future. To effect the removal of sanctions: SEQ 1_1 \* ALPHABETIC \nASEQ 1_2 \* Arabic \c0 Each year the committee shall query sanctioned individuals and/or institutions to determine if conditions warrant removal of sanctions, and/or SEQ 1_1 \* ALPHABETIC \nBSEQ 1_2 \* Arabic \c0 The sanctioned party may request the ULA Board of Directors to review the case. The board shall refer this request to the Intellectual Freedom Committee for an inquiry and a recommendation. The sanctioned party shall have the responsibility of furnishing pertinent information as to why the sanctions should be removed. SEQ 1_1 \* ALPHABETIC \nCSEQ 1_2 \* Arabic \c0 After conducting a fact-finding investigation, the committee votes to recommend to the ULA executive Board that sanctions be removed or retained and that appropriate notice of the board's action be published in Utah Libraries/News. Utah Library Association Policies and Procedures Manual Page 6.13 Subject: Association Policies SEQ 1_0 \* ROMAN \nVIISEQ 1_1 \* ALPHABETIC \r 0  Alternatives to Sanctions In addition to the possible sanctions, other recommendations for action can include, but are not limited to, the following: SEQ 1_1 \* ALPHABETIC \nASEQ 1_2 \* Arabic \c0 Distribute summaries of the final report to the library and educational press, to newspapers, and to other appropriate media, with a statement that copies of the report are available from the committee. SEQ 1_1 \* ALPHABETIC \nBSEQ 1_2 \* Arabic \c0 Assist, as appropriate, in finding suitable temporary employment for individuals who have lost their positions as a result of acting in defense of Intellectual Freedom. VIII. Program Review In order to assure the full implementation of this policy, a review of the program will be made at least every three years. The review of the nature and frequency of cases, the conduct of the program, and the effectiveness of the program will be conducted by the Intellectual Freedom Committee, and approved by the ULA Board of Directors. The committee will present its report and any recommendation for program changes to the Board of Directors. NOTE: This policy has been freely adapted to fit the needs of the Utah Library Association from a policy of the American Library Association titled "Program of Action for Mediation, Arbitration, and Inquiry" (Adopted by ALA Council, January 11, 1979; rev. July 3, 1980). SECTION 7 RELATIONS WITH OTHER ORGANIZATIONS Utah Library Association 12/02 Policies and Procedures Manual Page 7.1 Subject: Relations With Other Organizations Representatives to Other Organizations MPLA Representative General: Each MPLA member state is represented on the MPLA Executive Board by one state representative. Each representative's term of office is for two years, beginning at the first MPLA Executive Board meeting following the representative's selection. Representatives are selected in accordance with each state association's constitution and/or bylaws. A representative may be appointed by the MPLA President if a state association fails to elect or appoint one within four months following the annual conference at which the previous state representative's term expires. A state representative must be a member in good standing of MPLA. State representatives serve as voting members of the MPLA Board of Directors. Duties: A. State representatives serve three broad purposes: 1. Promotion of MPLA membership within the state represented. 2. Transmittal of publicity from MPLA to the state and from state to MPLA. 3. Two-way liaison between the MPLA Executive Board and the state association's Board of Directors. B. Both MPLA and the state associations can be strengthened by mutual cooperation; the state association representative is the primary vehicle of that cooperation. Representatives are not only the state association's representatives to MPLA, but also MPLA's representative to the state associations. Active support of MPLA and its objectives is as important as loyalty to the state association. If for reasons of personal conviction, wholehearted support of MPLA is not possible, it is suggested that the appointment be declined and that the state association appoint another person. Utah Library Association 12/02 Policies and Procedures Manual Page 7.2 Subject: Relations With Other Organizations C. The duties of state representatives are not specifically tied to a convention timetable, but pertain throughout the term of office as follows: 1. Attend state association board of director meetings and report on the activities of MPLA and MPLA Executive Board. 2. Attend MPLA Executive Board meetings and report on the activities of the state association and the association's board. 3. Each year, upon request, provide the MPLA executive secretary with a complete up-to-date list of all potential MPLA members in the state for purposes of mailing membership brochures and personal letters from the state representatives. 4. Represent MPLA at the state association's conference; request time during the program to speak on MPLA activities and promote membership. 5. Obtain membership brochures and MPLA information from the MPLA executive secretary and the Public Relations Committee and be sure they are included in state association conference packets. 6. See to the placing of MPLA publicity, including that generated by the Public Relations Committee, in the state's library press. 7. Provide the MPLA Newsletter editor, and the Public Relations Committee with library news of the state, including: a) State association officers, activities, programs, conference, etc. b) Library personnel changes. c) Innovative programs. 8. Investigative possibilities of joint MPLA/state association conferences or places in the state to hold MPLA conferences. 9. Actively assist the MPLA Conference chair when an annual conference is to be held in the state. Utah Library Association 12/02 Policies and Procedures Manual Page 7.3 Subject: Relations With Other Organizations State Association Conference Responsibilities A. MPLA executive secretary The MPLA executive secretary must be apprised of the state association conference dates well in advance of the conference so that he/she can: Send the MPLA exhibit, membership brochures, membership directories, MPLA ribbons, conference packet stuffers, and free membership drawing applications to the conference locale. B. MPLA Exhibit Space Space must be booked with the state association conference exhibit coordinator for the MPLA exhibit. The exhibit is often located in the conference registration area, and requires at least one table in addition to the exhibit itself. The entire exhibit requires a space similar to that required by a 3' x 8' table. C. MPLA President If possible, the MPLA president should be invited each year by the state representative to attend his/her annual state conference. The state representative is responsible for making the necessary arrangements with the MPLA president. MPLA has traditionally covered the cost of transportation and lodging, and meals. Time for the MPLA president to give a membership appeal during the conference should be requested from the state association president. D. MPLA Exhibit Assembly and Materials The MPLA exhibit arrives in a large suitcase and must be assembled. Assembly instruction are difficult to decipher, and assembly may require at least half an hour, and two people. The exhibit table must be stocked with membership brochures, newsletters, free membership drawing applications (and a receptacle in which to place the applications), and membership directories. E Free Membership Drawing Time should be requested in advance for the drawing to be held at a banquet or large gathering. The state representative is responsible for publicizing the drawing, and for providing a box in which to place the application blanks. After the winning Utah Library Association 12/02 Policies and Procedures Manual Page 7.4 Subject: Relations With Other Organizations blank is drawn, the winning blank and the remaining blanks should be mailed to the MPLA executive secretary. F. Return of MPLA Exhibit The state representative is responsible for sending the MPLA exhibit back to Joe Edelen, who coordinates its shipment to the next site. Use mailing label(s) included in the exhibit procedure manual. Send UPS and insure for $500. Membership Promotion Responsibilities A . Status of MPLA Members and Non-members within State Each year, the state representative should request from the executive secretary, an up-to-date listing of MPLA members within his/her State, so that non-members can be contacted for potential membership. Request MPLA conference and regular stationery and envelopes as needed from the executive secretary. B. Retrieval of Dues At the spring MPLA Executive Board meeting, the state representatives are given a list of their states' former members, or members who had not paid their dues. State representatives are responsible for contacting each party on the list with a renewal appeal, and sending all corrections of the status/address information to the executive secretary. Encourage prompt payment of MPLA annual dues by state associations. Resolve problems with membership by acting as liaison with MPLA executive secretary. C. Membership Promotion Appeals MPLA membership promotion appeals should be made regularly at state association meetings, and other library function. In addition to the exhibit, one may request an MPLA membership promotion poster. Utah Library Association 12/02 Policies and Procedures Manual Page 7.5 Subject: Relations With Other Organizations Promote MPLA state pre-conference grants, professional development grants, Jobline, and continuing education programs. Provide MPLA membership applications for state associations when they send out annual state association dues renewal forms. Reporting Responsibilities A. Annual Reports 1. For the state association: report on MPLA. 2. For MPLA: report on the state (due before the MPLA Newsletter August issue deadline of July 7). 3. Annual reports for state association boards need to be copied and sent to the MPLA executive secretary. B. Reports at Meetings 1. At state association meetings: report on MPLA and MPLA membership. 2. At MPLA Executive Board meetings (generally three times a year--May, December, and Joint Conference): report on state's library activities and state association. 3. A copy of the written report to the state association board shall be sent to the MPLA executive secretary. 4. Written reports for state association boards should be executed on MPLA stationary: written reports for MPLA Board should be executed on state association stationary. C. MPLA Newsletter Provide the MPLA Newsletter editor with library news of the state: 6 issues a year. See that the Newsletter editor and the executive secretary are on the mailing list for the state association and state library newsletter. Publication deadlines for the six MPLA Newsletter issues are listed in the publication information box in each Newsletter. Encourage libraries in state to mail their press releases and newsletters to the Newsletter editor, and to place him/her on their mailing lists. Newspaper clippings should also be sent when available. Utah Library Association 12/02 Policies and Procedures Manual Page 7.6 Subject: Relations With Other Organizations Utah ALA Chapter Councilor The Utah ALA chapter councilor represents ULA to the American Library Association and the association to ULA. This person must be a member in good standing of both associations. The term of office is four years to commence at the close of the ALA annual conference in the year the representative was elected or until a successor is elected and qualified. The new Councilor must be accredited to ALA by the ULA executive secretary in advance of the first meeting after the new Councilor is elected. All members of ULA vote for the chapter councilor, not just members of ALA in the association. Requirements of ALA The ALA Bylaws, Article IV, Section 6, specifies that: A vacancy in the membership of Council representing a state, provincial or territorial chapter, or a division of the Association, may be filled by the chapter or division on an interim basis. Each chapter or division shall accredit its interim council to the secretary of the Council in advance of the first meeting after selection. The interim councilor shall serve as a voting member until the next regularly scheduled election or for a maximum of one year by which time an election shall have been held to elect a successor. The ALA Policy Manual (section 6.l.3) specifies that: Chapter Councilors and Councilors-at-Large should work together to establish library issue caucuses at state and regional library association and type-of-library association meetings with the goal of identifying, developing information, and communicating recommendations on library issues to ALA Council and/or other appropriate bodies. Budget Request The chapter councilor prepares and submits a budget request to the ULA Finance Committee for financing attendance at the ALA Annual and Midwinter meetings. Candidates for this office are encouraged to see if their employing library will be willing to Utah Library Association 12/02 Policies and Procedures Manual Page 7.7 Subject: Relations With Other Organizations to help pay part of the cost of ALA conference attendance since the Councilor receives personal and professional benefits from conference attendance beyond serving ULA.) The budget request should also include an amount to be contributed from ULA to the ALA Washington Office for support of its lobbying efforts and an amount for ULA membership in the Freedom to Read Foundation (currently $50). The Councilor obtains checks for the approved amounts from the ULA treasurer and presents these at the appropriate Council session at the Midwinter Meetings. Duties The chapter councilor is expected to attend all Council sessions at both ALA Midwinter Meetings and Annual Conferences during the term of office and all chapter caucus meetings, at one of which each councilor briefly reports on library issues in their states and state associations. This is a great place to pick up new ideas for ULA as well as to share our good ideas with others. In addition, the Councilor should attend meetings of the Chapter Relations and Membership committees. The Councilor is also encouraged to attend the Membership Meetings held at the Annual Conference and other meetings where issues pertinent to chapters are being discussed, such as hearings on ALA policy issues, i.e., intellectual freedom, professional ethics, etc. The Chapter Relations Office of ALA sends to each councilor a list of meetings of interest to chapters prior to both Midwinter and the Annual Conference to help in selecting meetings of greatest interest to chapter councilors. Several months prior to each ULA annual conference, the chapter councilor should request from the ALA Chapter Relations Office a display unit, ALA ribbons, and promotional literature to be displayed at the conference to make ULA members aware of ALA and to encourage them to join the association. The display also needs to be scheduled with the Exhibits chair on the ULA Conference Planning SECTION 8 ASSOCIATION BYLAWS Utah Library Association 12/02 Policies and Procedures Manual Page 8.1 Subject: Association Bylaws BYLAWS Utah Library Association Article 1. Name Section 1. The name of the organization is Utah Library Association, hereinafter referred to as the association. Section 2. The association is organized as a chapter of the American Library Association and as a state-affiliated member of the Mountain Plains Library Association. Article 2. Mission The mission of the association is to serve the professional development and educational needs of its members and to provide leadership in developing and improving library and information services in the state. Article 3. Goals The goals of the association are A. To promote library services and librarianship in all types of libraries in the state of Utah. B. To provide opportunities for professional involvement of all persons engaged in any phase of librarianship within the state. C. To formulate standards and principles for libraries in the state. D. To provide continuing education programs for Utah librarians and library employees. Utah Library Association 12/02 Policies and Procedures Manual Page 8.2 Subject: Association Bylaws Article 4. Areas of Focus The association concentrates its efforts and resources on the following areas of focus: A. Professionalism--Continuing education and research; service opportunities; improved communication among members; adequate compensation; recruitment and scholarship; standards and certification; ALA/MPLA relations. B. Public Access to Information--Intellectual freedom; literacy and lifelong learning; networking/cooperation among libraries; application of technological advances; influencing quality and availability of information resources. C. Funding--Improved funding for the State Library Division; state grants to public libraries; improved funding for school and academic libraries. D. Lobbying--Improvement of statewide library services; addressing local, state and national needs and issues; confidentiality of individual patron library records; access to local, state, and federal information. E. Public Image--Cooperation with others who support the association's mission; publications; public relations in behalf of libraries and literacy; awards; status of librarians and libraries; publicity and press releases about ULA conferences, workshops, and awards. F. Cooperation--Further the mission of ULA by cooperating with the Utah Educational Library Media Association (UELMA), UtahAcademic Library Council (UALC), Utah Interlibrary Load Advisory Council, and other library, educational, and publishing associations to improve library and information services in the state. Article 5. Membership Section 1. Any person interested in the work of libraries is eligible for membership in the association. Section 2. The membership year shall be from September 1 to August 31. Membership application or notification forms shall be mailed to members, prospective members, and all libraries in the state no later than August 15. Utah Library Association 12/02 Policies and Procedures Manual Page 8.3 Subject: Association Bylaws Section 3. A membership directory or updates shall be published annually. An additional charge shall be accessed for the directory. A subscription to the association's newsletter is included with membership. Article 6. Finances Section 1. The association fiscal year shall be July 1 to June 30. The budgeting process shall begin immediately following the annual conference. The submission date for all budget requests shall be included in the annual calendar. Section 2. Membership dues are payable on September 1. Members failing to pay dues by December 31 shall lose their membership and all membership rights and be considered prospective members until such time as dues for the current membership year are paid. Section 3. Payment of dues entitles a member to affiliate with one primary section (academic, public, school or special) of the association, and several or all round tables without additional dues. Members may join a secondary section upon payment of an additional fee to be determined by the Board of Directors. All dues are paid into the general fund. Section 4. The schedule of amounts payable as annual dues for association membership shall be determined by the Board of Directors. Dues shall be set for the following categories: A. Category I--Students, trustees, friends of libraries, retired librarians, UELMA members, first-time members and persons employed in a library less than 20 hours a week. B. Category II--Persons employed in a library setting 20 or more hours a week or in library related work. C. Category IV--Life membership (full privileges) Utah Library Association 12/02 Policies and Procedures Manual Page 8.4 Subject: Association Bylaws Article 7. Rights and Privileges Section 1. All individual members shall have the right to vote on matters of association business presented either at association meetings or by mail. Section 2. Any individual member in good standing may hold office and serve on association committees. Article 8. Elected Officers and Representatives Section 1. All elected officers and representatives shall be members in good standing of the association and shall consist of the president, vice-president/president elect, immediate past president, six members-at-large, Mountain Plains Library Association representative, and American Library Association chapter councilor. Section 2. Unless otherwise specified, a year is defined, in terms of service in a particular office, as the time between the annual business meetings of the Association. Section 3. The officers and representatives shall be elected prior to the annual meeting of the association, according to the nominations and elections procedures. Section 4. The president, vice-president/president elect, and immediate past president shall each serve a total of three (3) years as officers of the Association, serving a term of one (1) year in each office. Upon election, the vice-president/president-elect shall serve one (1) year in that office, the succeeding year as president of the association, and the year succeeding that as past president. The six members-at-large shall serve three year terms staggered such that two positions stand for election each year. Members-at-large may be re-elected to one successive term. Section 5. Mountain Plains Library Association (MPLA) Representative The MPLA representative shall be elected to a two-year (2) term by the association, to assume office at the close of the annual MPLA conference in even-numbered years. The representative shall be a member in good standing of both ULA and MPLA. Utah Library Association 12/02 Policies and Procedures Manual Page 8.5 Subject: Association Bylaws Section 6. American Library Association (ALA) Chapter Councilor The ALA chapter councilor shall be elected to a four-year term by the association in those years evenly divisible by four to assume office at the close of the ALA annual conference in that year. The councilor shall serve in accordance with ALA bylaws and policies. The councilor shall be a member in good standing of both ULA and ALA. Article 9. Appointed Officers Section 1. Executive Secretary A. The executive secretary shall be appointed annually by the Executive Committee with approval of the Board of Directors. B. The executive secretary shall be evaluated annually by the Executive Committee. Section 2. Treasurer A. The treasurer shall be appointed annually by the Executive Committee with approval of the Board of Directors. B. The treasurer shall be evaluated annually by the Executive Committee. Section 3: Recording Secretary The recording secretary shall be appointed annually by the president, with the consent of the Board of Directors. The recording secretary shall be evaluated annually by the Executive Committee. Section 4. Program Coordinator The program coordinator shall be appointed president, with the consent of the Board of Directors, for a two-year term. Utah Library Association 12/02 Policies and Procedures Manual Page 8.6 Subject: Association Bylaws Section 5. Conference Chair This person shall serve the first year as a member of the Conference Planning Committee, and the second year as the Conference chair. Section 6. Historian The historian shall be appointed annually by the vice-president/president elect. Section 7. Parliamentarian The parliamentarian shall be appointed annually by the vice-president/president elect. Section 8. Federal Relations Coordinator The federal relations coordinator shall be appointed annually by the vice-president/president elect. Section 9. ULA/UELMA Liaison The ULA/UELMA liaison shall be jointly appointed to a three-year term by the ULA and UELMA presidents. The liaison must be a member in good standing of both associations and must be able to attend board meetings of both associations regularly and report on the activities of each association to both associations. Section 10. ULA/UALC Liaison ULA/UALC liaison shall be jointly appointed to a three-year term by the ULA President and the chair of UALC. The liaison must be a member in good standing of ULA, must be currently employed in an academic library, and must be able to attend board meetings of both organizations regularly and report on the activities of each to the other organization. Utah Library Association 12/02 Policies and Procedures Manual Page 8.7 Subject: Association Bylaws Article 10. Duties of Elected and Appointed Officers Section 1. President A. The president shall call and preside at all association, Board of Directors, and Executive Committee meetings. B. The president shall fill vacancies that arise on the Board of Directors, until the next annual election, with the approval of the Board of Directors. C. The president shall fill vacancies on committees. D. The president shall perform all other duties that usually pertain to the office of president that are not in conflict with the duties and powers granted other officers of the association. Section 2. Vice-President/President-Elect A. The vice-president/president elect shall, in the absence of the president, preside at all meetings and shall perform other duties assigned by the president or the Board of Directors. B. The vice-president/president-elect shall coordinate all association fund raising activities in accordance with the established ULA Fund Raising Policy. C. The vice-president/president-elect shall preside over the Membership Committee. D. The vice-president/president-elect shall oversee the strategic planning process, monitoring the implementation of the plan, reporting to the Board of Directors and the membership on the status of implementation, and recommending to the Board of Directors modifications in implementation efforts as deemed necessary. In even-numbered years, the vice-president/president elect shall appoint a committee to review the strategic plan and recommend modifications to the Board of Directors as deemed necessary, with due notification of the suggested changes to the membership through the Utah Library Association 12/02 Policies and Procedures Manual Page 8.8 Subject: Association Bylaws Associations newsletter and by other means as determined to be necessary and appropriate. The vice-president/president elect shall appoint the historian, the parliamentarian, federal relations coordinator and the chairs and members of all association committees prior to the annual conference at which the vice-president assumes office as president. The officers and committee members so appointed shall begin functioning at the time the vice-president assumes office as president. Section 3. Immediate Past President A. The immediate past president shall preside over the Finance Committee and shall serve as a member of the Conference Planning Committee and as an ex officio member of the Nominating Committee. B. The immediate past president shall perform other duties as assigned by the president or the Board of Directors. Section 4. Program Coordinator A. The Program Coordinator shall preside over the Programming Board and shall be responsible for all program planning and implementation and evaluation during the term in office. B. The Program Coordinator shall serve as a non-voting ex officio member of the Board of Directors. The Program Coordinator shall be responsible to submit to the Executive Committee of the Board of Directors the annual goals and objectives of the Program Board and of each section and round table, and the minutes and annual report of the activities of the Program Board and each of these subunits. Goals and ojbectives for the Program Board and for the subunits shall be presented to the Board of Directors at its regularly scheduled September meeting, and annual reports and minutes of the Program Board and the subunits submitted within one month following the annual conference. Utah Library Association 12/02 Policies and Procedures Manual Page 8.9 Subject: Association Bylaws Section 5. Conference Chair A. The Conference Chair shall preside over the Conference Planning Committee and be responsible for all conference planning, implementation and evaluation during the current term in office. The Conference Chair shall direct the Conference Planning Committee in the selection of conference sites at least three years in advance of the date of the conference. Section 6. Conference Vice-Chair The Conference Vice-Chair shall serve as a member of the Conference Planning Committee. Section 7. Recording Secretary A. The recording secretary shall keep accurate and complete minutes of all Executive Committee, Board of Directors, and annual conference business meetings. These minutes shall be distributed as directed by the president. B. The recording secretary shall serve as a non-voting ex officio member of the Board of Directors and the Executive Committee. Section 8. Mountain Plains Library Association (MPLA) Representative A. The MPLA representative shall obtain instruction from the ULA Board of Directors or the Executive Committee prior to attendance at the MPLA Annual Conference or MPLA executive board meetings. B. The MPLA representative shall prepare a brief written report for the ULA Board of Directors within one month after the conclusion of each MPLA meeting attended on behalf of the association, and shall submit reports of MPLA news and activities to the newsletter editor for publication. Utah Library Association 12/02 Policies and Procedures Manual Page 8.10 Subject: Association Bylaws Section 9. American Library Association (ALA) Chapter Councilor A. The ALA chapter councilor shall obtain instructions from the ULA Board of Directors or the Executive Committee prior to attendance at the ALA council meetings. B. The ALA chapter councilor shall prepare a brief written report for the ULA Board of Directors within one month after the conclusion of each ALA Council meeting attended on behalf of the association, and shall submit reports of ALA news and activities to the newsletter editor for publication. Section 10. Executive Secretary A. The executive secretary shall 1. Maintain a master file of association affairs. 2. Receive copies of minutes of the association and subsidiary unit meetings. 3. Maintain a master association calendar and schedule containing the dates of all scheduled association functions as well as other events significant to libraries and librarians in the state of Utah. 4. Work with the ULA historian to assure that association materials are submitted regularly to the ULA Archives at the University of Utah. 5. Maintain the membership records of the association--receive membership application forms, and record changes in the membership records promptly and correctly. 6. Coordinate all association mailings. 7. Receive association mail, respond to it as appropriate under the direction of the president, or forward it to the appropriate association officer. 8. Prepare and distribute the Membership Directory and updates. 9. At the request of the president, perform miscellaneous duties required to keep the association operational as a business organization. Utah Library Association 12/02 Policies and Procedures Manual Page 8.11 Subject: Association Bylaws B. The executive secretary shall be responsible to the Executive Committee and Board of Directors, and serve as an ex-officio member of the Board of Directors and the Executive Committee. C. For services performed, the executive secretary shall receive an annual stipend to be determined by the Executive Committee with the approval of the Board of Directors. The Board of Directors may also authorize the hiring of paid assistants to the executive secretary. Section 11. Treasurer A. As the association's fiscal officer, the treasurer shall 1. Maintain all financial records of the association, receive all monies payable to the association and disburse funds in payment of association expenditures. 2. File association income tax returns and maintain the tax exempt status of the association. 3. Maintain liability insurance for the association. 4. Invest association funds not required for current operations in appropriate financial sources to obtain the highest return consistent with prudent fiscal policy and security of funds. 5. Present quarterly and annual financial statements to the Board of Directors and a report of the financial status of the association at the annual meeting of the association. 6. Arrange for an annual review of the financial records of the association at the end of each fiscal year by a committee independent of the finance committee; consisting of people with accounting experience from within the library community. This committee shall submit a report to the Board of Directors. B. Activities of the treasurer shall be conducted under the direction of the Finance Committee in accordance with the ULA Policy on the Monitoring and Investing of Funds. C. An audit of the treasurer's financial records may be ordered at the discretion of the Executive Committee. Utah Library Association 12/02 Policies and Procedures Manual Page 8.12 Subject: Association Bylaws D. The treasurer shall serve as an ex officio member of the Finance and Executive committees and the Board of Directors. E. For services performed, the treasurer shall receive an annual stipend to be determined by the Executive Committee with the approval of the Board of Directors. Section 12 Historian The historian shall maintain a written and pictorial record of the significant events and activities of the association consistent with the ULA Archives Policy. Section 13. Parliamentarian The parliamentarian shall serve as adviser to association officers on matters of parliamentary procedure and serve as a member of the Bylaws Committee. Section 14. Federal Relations Coordinator The federal relations coordinator shall serve as a member of the Legislative Committee and shall serve in an advisory capacity to the Board of Directors on all matters pertaining to the ALA Washington Office and federal level concerns. Section 15. ULA/UELMA Liaison The ULA/UELMA liaison shall Attend ULA and UELMA board meetings and report on the activities of each association. Prepare articles on ULA and UELMA activities for the newsletters of the two associations. Facilitate cooperative initiatives of the two associations under the direction of the ULA and UELMA boards. Utah Library Association 12/02 Policies and Procedures Manual Page 8.13 Subject: Association Bylaws Section 16. ULA/UALC Liaison shall Attend ULA & UALC board meetings and report the activities of each organization. Prepare articles on ULA and UALC activities for newsletters and other communications of the two organizations. Facilitate cooperative initiatives of the two organizations under the direction of the ULA and UALC boards. Article 11. Board of Directors Section 1. The Board of Directors shall consist of the president, the vice-president.president-elect, the immediate past president, the six members-at-large, and the chair of each section, the MPLA representative and the ALA chapter councilor with the executive secretary, the recording secretary, the treasurer, the program coordinator, the UELMA liaison, the UALC liaison, the federal relations coordinator, and committee chairs as non-voting ex officio members. Section 2. The Board of Directors shall take the initiative in determining the policies of the association, assume charge, control, and management of all property belonging to the association, and approve expenditures. Section 3. The office of a member of the Board of Directors may be declared vacant for cause by the Board upon the absence of the member from two consecutive Board meetings without good and sufficient reason, or upon petition of ten percent (10%) of the association's general membership. Section 4. The Board of Directors shall be responsible for all association publications following review and approval by the Publications Committee. The Board of Directors will not have the power to censor the publications after Publications Committee acceptance. Section 5. The Board of Directors shall approve an annual budget and any subsequent expenditures of the general fund in support of association activities, operating expenses, publications, and other reasonable expenditures consistent with the purposes of the association. Utah Library Association 12/02 Policies and Procedures Manual Page 8.14 Subject: Association Bylaws Section 6. In the absence of the president and the vice-president/president-elect,the Board of Directors shall designate one of their number as a presiding officer. Section 7. A quorum of the Board of Directors shall be eight (8) voting members. Section 8. The Board of Directors may authorize cooperative ventures with library and non-library organizations which support common interests. Article 12. Executive Committee of the Board of Directors Section 1. The Executive Committee shall consist of the president, the vice-president/president-elect, and the immediate past president. The program coordinator, the executive secretary, the recording secretary and the treasurer shall serve as non-voting ex officio members. Section 2. The Executive Committee shall hold meetings as necessary during the year, separate from the Board of Directors, as called by the president. Section 3. The Executive Committee shall act in behalf of the Board of Directors to facilitate the business of the association. A. The Executive Committee shall act for the Board and make decisions on matters requiring action before the next board meeting, subject to later review of the Board. B. The Executive Committee shall act on matters specifically delegated by the Board to the committee. C. The Executive Committee shall act on matters affecting the budget that require immediate attention. D. The Executive Committee shall make recommendations to the Board on matters of association policy, operations, activities, and priorities. The Executive Board shall submit to the historian all records, including minutes, goals and objectives, and annual reports, of all Association units and subunits, no later than sixty (60) days following the annual conference. Utah Library Association 12/02 Policies and Procedures Manual Page 8.15 Subject: Association Bylaws Article 13. Meetings Section 1. The association shall meet annually at such time and place as may be determined by the Board of Directors. A. Notice of the annual meeting shall be sent to each member at least (60) days prior to the meeting. B. For all such meetings, the Board of Directors may set a registration fee, including fees for partial and non-member registration. C. All motions to be presented at the annual meeting shall be submitted in writing to the presiding officer before or at the time the motion is made. D. For purposes of transacting business at the annual meeting general sessions, a quorum shall be those members present at the session at which business is being transacted. Section 2. Special meetings of the entire membership may be called at the discretion of the Board of Directors, or upon written request to the Board by ten percent (10%) of the association members. Special meetings will be convened by the president, and notice of each special meeting and the business to be transacted shall be sent to each member at least thirty (30) days prior to the special meeting. Section 3. Meetings of subsidiary units may be held at the direction of their officers. Section 4. The Board of Directors shall meet at least quarterly. Timely notice of such meetings shall be published in the newsletter. Article 14. The Program Board Section 1. The Program Board shall be responsible for planning, implementing and evaluating all programs of the Association and its subunits throughout the year. Section 2. The Program Board shall consist of a Program Coordinator, who acts as Chair of the Program Board and is appointed by the President, with the consent of the Board of Directors, for a two-year term, and may be Utah Library Association 12/02 Policies and Procedures Manual Page 8.16 Subject: Association Bylaws reappointed; a Conference Chair, appointed by the President (while serving as Vice-President/President-Elect) to serve one (1) year on the Conference Planning Committee, and the succeeding year as Conference Chair; a program representative from each section, appointed for a one (1) year term by the Section Chair; and a program representative from each Round Table, appointed by the Round Table chair for a one (1) year term; and a recording secretary, appointed by the Program Coordinator for a one (1) year term; with the Executive Secretary serving as an ex officio member. Section chairs and Round Table chairs may serve as the program representative to the Program Board. Section 3. The Program Board shall meet within one (1) month following the annual conference, and at least quarterly thereafter, with additional meetings called as deemed necessary by the Program Coordinator to accomplish the planning, implementation and evaluation of Association and subunit programs. However, the Program Board will submit to the Board of Directors at its quarterly meeting in September an outline of all programs, excluding the annual conference, planned for the upcoming fiscal year and an accompanying budget request to be approved by the Board of Directors as part of the Associations annual budget. The budget may include uncommitted programming funds which can be used throughout the year, with the approval of the Finance Committee, for programs which are developed after the September meeting of the Board of Directors. Section 4. The Program Board shall submit to the Board of Directors at its quarterly meeting in December a budget for the annual conference. Article 15. Conferences and Workshops Section 1. An annual conference of the association shall be held at such time and place as may be determined by the Program Board and the Conference Planning Committee with approval of the Board of Directors. Section 2. A Conference Planning Committee shall be selected to plan each conference and shall be composed of the conference chair, conference vice-chair, a program representative from each section and round table, and the chair of the Finance Committee, with the ULA executive secretary as an ex officio member. Utah Library Association 12/02 Policies and Procedures Manual Page 8.17 Subject: Association Bylaws Section 3. An executive committee of the Conference Planning Committee, to coordinate all conference planning, shall consist of the program coordinator, conference chair, conference vice-chair, and chair of the Finance Committee, with the executive secretary as an ex officio member. Section 4. Regional conferences and workshops shall be held annually at such times and places as may be determined by the Board of Directors. Article 15. Nominations and Elections Section 1. A Nominating Committee shall be composed of the Nominating chairs of the round tables and sections with a general chair appointed by the president. The committee shall be formed by the first Board of Director's meeting following the annual conference of the association. The committee shall nominate candidates for offices to be filled the following year. All candidates shall be current members of ULA. A. The Nominating Committee shall nominate two (2) or more candidates for the position of vice-president/ president elect The Nominating Committee shall nominate a minimum of four but no more than six candidates for member-at-large.. C. The Nominating Committee shall nominate at least two (2) candidates each for American Library Association chapter councilor and for Mountain Plains Library Association representative, from among association members who are also current members of the respective organization. The Nominating Committee shall receive the lists of candidates, biographical sketches, and other pertinent details from the nominating committees of each of the sections and round tables of the association. E. The Nominating Committee shall submit to the Board of Directors the list of candidates for the upcoming year at its regularly scheduled quarterly meeting in December, or at a specially-scheduled meeting to be held no later than 90 days prior to the annual meeting if circumstances so require and if approved by the Executive Committee of the Board of Directors. The list shall include a professional biographical sketch of each candidate, a statement of the nominees Utah Library Association 12/02 Policies and Procedures Manual Page 8.18 Subject: Association Bylaws goals for the association, and a statement of each candidates qualifications for the elective office. This material shall also be made available to the newsletter editor for publication. F. The Nominating Committee shall prepare master ballots of association, section and round table candidates for reproduction and mailing by the executive secretary. Section 2. Election of officers shall be by ballot sent to all members by the executive secretary at least ninety (90) days prior to the annual meeting. A. Each ballot shall be accompanied by the candidate's biographical sketch, statement of qualification, and statement of goals. B. The ballots shall allow for write-in candidates for association and section offices, and for both approval and disapproval of the slate of candidates for round table offices. If a slate of candidates for a round table is disapproved, the nomination committee for that round table shall meet again and propose a new slate of candidates, which shall be submitted, no later than thirty (30) days after the annual conference, to the members of the round table for approval or disapproval. Submission to the members shall be by a mailed ballot, to be returned to the Executive Secretary, postmarked no later than fifteen (15) days following the mailing. The Executive Secretary shall submit the results of the balloting to the Executive Committee of the Board of Directors, who shall certify approval or, in the case of disapproval, direct the nominating committee of the round table to propose another slate of candidates, which shall be submitted to the membership of the round table for a vote in the manner that conforms to the process herein specified. Section 3. Completed ballots must be submitted by return mail at least sixty (60) days prior to the annual meeting of the association. A. The ballots shall be counted by the Nominating Committee at least forty five (45) days prior to the annual meeting, and the committee chair shall inform the president of the results. The president shall Utah Library Association 12/02 Policies and Procedures Manual Page 8.19 Subject: Association Bylaws declare those candidates elected who received a plurality of the votes cast, and shall declare the slate of candidates for each round table as either approved or disapproved. Tie votes shall be resolved by a coin toss in the presence of the Executive Committee. B. The Nominating Committee chair shall inform all candidates of election results at least thirty (30) days prior to the annual meeting. C. Announcement of the elected officers shall be made by the president at the annual meeting. Section 4. Any vacancies occurring in any of the elective offices before expiration of the regular term shall be filled for the balance of the term through appointment by the president and approval by the Board of Directors. Section 5. The procedure and timetable established for the association nomination and election process shall be followed by all subsidiary units of the association. Article 17. Subsidiary Units Section 1. Subsidiary units of the association consist of sections, round tables, and committees. These units are organized to promote the purposes of the association. Section 2. The Board of Directors may establish or be directed by vote of the membership to establish subsidiary units of the association under the following conditions: A. Sections 1. There shall be four sections based on type of library--academic, public, school and special. 2. ULA members may belong to one primary section. Members may join a secondary section upon payment of an additional fee to be determined by the Board of Directors. 3. Sections shall be concerned with administrative, management, political, or policy issues which relate to a specific type of library. Utah Library Association 12/02 Policies and Procedures Manual Page 8.20 Subject: Association Bylaws 4. Sections shall be responsible for major programs at the annual conference, which shall be planned through and in coordination with the Program Board. B. Round Tables 1. A round table must have no fewer than fifteen (15) members. If a round table has fewer than fifteen (15) members at the close of the annual conference, the Executive Secretary will so notify the Executive Committee of the Board of Directors, which in turn will so notify the steering committee of the round table. If the membership of the round table does not increase to at least fifteen (15) before the close of the current membership year, which is August 31, the Board of Directors at its regularly scheduled quarterly meeting in September shall declare the round table dissolved. Members of the association wishing to re-establish the round table may not file a petition to do so with the Board of Directors until after the close of the next annual conference of the Association. 3. A round table shall promote a specified focus area of library activity which covers more than one type of library. 4. ULA members may belong to several or all round tables. 5. Round tables shall be responsible for major programs at the annual conference of the association, which shall be planned through and in coordination with the Program Board.. C. Committees 1. The standing committees of the association are Association Review, Awards, Bylaws, Conference Planning, Continuing Education, Finance, Intellectual Freedom, Legislative, Membership, Nominating, Public Relations, Publications, and Research, and Utah Newspapers, and the ULA Certificate of Achievement Board.. 2. Standing committee chairs shall be appointed annually by the vice-president/president-elect with the exception of the Association Review Committee, appointments to which shall be made in accordance with the Association Review Committee Guidelines; volunteers shall be accepted as Utah Library Association 12/02 Policies and Procedures Manual Page 8.21 Subject: Association Bylaws . members. Committee chairs shall be non-voting members of the Board of Directors 3. Each committee shall have a set of guidelines approved by the Board of Directors. The guidelines shall not be in conflict with the association bylaws. 4. Each committee shall have its charge reviewed annually by the vice-president/president elect before chairs are appointed. 5. Members of committees must be members in good standing of the association. Each committee shall submit to the President its goals and objectives for the year. The President shall submit these to the Board of Directors. Each committee shall submit to the Executive Committee of the Board of Directors an annual report of its activities, including the minutes of its meetings. 8. The Board of Directors may establish ad hoc committees or task forces as needed to accomplish specific tasks. Section 3. Each section shall be organized in the following manner: A. Each shall be governed by a chair, vice-chair and secretary-treasurer elected for two-year terms by ballot mailed to the members of the unit along with the association ballots. B. Candidates for section officers shall be nominated by nominating committees appointed by unit officers to function according to nominations and elections procedures. Sections shall have formal bylaws consistent with a centrally established pattern of bylaws and the association bylaws, approved by the Board of Directors. D. The chair of each section shall be a voting member of the Board of Directors. The chair of each section shall appoint a representative to the Program Board, who may be any member of the section, including the chair. F. Each section shall hold an annual business meeting in conjunction with the association's annual meeting, and may hold such other meetings as they deem necessary or desirable. Utah Library Association 12/02 Policies and Procedures Manual Page 8.22 Subject: Association Bylaws G. Sections shall establish annual goals and objectives, and submit them to the Executive Committee of the Board of Directors. Section chairs shall see that minutes are kept of all meetings, including officer meetings, and submitted to the president and executive secretary within thirty (30) days. They shall also submit reports of news and activities of the unit to the newsletter editor for possible publication. I. Section chairs must submit annual reports to the president and executive secretary. Section 4. Each round table shall be organized in the following manner: Each shall be governed by a five-member steering committee, which shall include a chair, vice-chair/chair-elect, and three members-at-large, one of whom shall be appointed by the chair to serve as secretary. The steering committee members will be submitted as a slate of officers, with the proposed office for each individual specified, for the approval or disapproval of the members of the round table. No member of the steering committee may serve more than three successive years, but may be re-nominated after one election cycle. Vacancies on the steering committee will be filled by the chair of the committee, with the approval of the remaining members of the committee. The annual slate of officers for a round table steering committee shall be formed by a nominating committee appointed by the chair of the committee and may include members of the committee. Round tables shall have formal bylaws consistent with a centrally established pattern of bylaws and the Association Bylaws and approved by the Board of Directors. The chair of leach round table retains a standing invitation to attend all Board of Directors meetings as a non-voting member. The chair of each round table shall appoint a representative to the Program Board, who may be any member of the round table, including the chair. The chair shall notify the Program Coordinator of the Utah Library Association 12/02 Policies and Procedures Manual Page 8.23 Subject: Association Bylaws representative to the Program Board within one month following the annual conference. Each round table shall hold an annual business meeting in conjunction with the Associations annual meeting and at least one meeting of the steering committee during the year, and may hold such other meetings as it deems necessary or desirable. Round tables shall establish annual goals and objective, and submit them to the Program Coordinator, who shall submit them to the Executive Committee of the Board of Directors. Round table chairs shall see that minutes are kept of all meetings, including steering committee meetings, and submit them to the Program Coordinator within thirty (30) days. They shall also submit reports of news and activities of the unit to the newsletter editor for possible publication. Round table chairs must submit annual reports to the Program Coordinator, who will submit them to the Executive Committee. Section 5. Members of subsidiary units must be members in good standing of the association. Section 6. The Board of Directors shall oversee the activities of the subsidiary units to ensure proper planning, budgeting and quality control. Section 7. The Board of Directors may discontinue a section or round table if it considers its usefulness has ceased, provided that such action is approved by a majority of the members of the unit, or if the membership of such unit has fallen below the required minimum as covered in Article 17, Section 2, A. 2. A committee may be discontinued by a majority vote of the Board of Directors. Article 18. Depository The University of Utah Libraries are the official depository for association records. Utah Library Association 12/02 Policies and Procedures Manual Page 8.24 Subject: Association Bylaws Article 19. Dissolution In the event of dissolution of the association, no part of the net earnings or assets of the association shall inure to any private member or individual. All net earnings or assets shall be given to a library organization that is non-profit and tax exempt under the Internal Revenue Service codes and regulations. Article 20. Parliamentary Authority The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rule of order. Article 21. Amendments Section 1. Proposed amendments to the association bylaws shall be submitted to the Board of Directors at least thirty (30) days prior to a regularly scheduled board meeting. Section 2. Proposed amendments to the bylaws as approved by the Board of Directors shall be included in the call for a vote mailed to the membership at least thirty (30) days prior to the vote deadline. Votes from members must be postmarked no later than the vote deadline in order to be counted. Votes shall be counted independently by both the Executive Secretary and the Chair of the Bylaws Committee, and the results submitted to the President with fifteen (15) days of the vote deadline.. Section 3. Amendments to the bylaws may be adopted by a mail vote of a majority of association members voting, or by a two-thirds (2/3) vote of members present and voting at a general association meeting. No amendments may come from the floor except by a four-fifths (4/5) vote in the assembly. SECTION 9 SECTION BYLAWS Utah Library Association 12/02 Policies and Procedures Manual Page 9.1 Subject: Section Bylaws Article 1. Names The names of the sections shall be as identified below. They shall be sections of the Utah Library Association, hereafter referred to as ULA. ALS - Academic Library Section PLS - Public Library Section ScLS - School Library Section SpLS - Special Library Section Article 2. Purpose The purpose of each section is to support and promote the mission, goals and focus of ULA within the areas of academic, public, school and special libraries. Article 3. Objectives The objectives of the sections are as follows: ALS A. Support ULA in accomplishing its objectives. B. Promote cooperation among college and university libraries in Utah. C. Promote academic libraries and academic librarianship in general. D. Through workshops and other programs, provide an opportunity for the discussion of issues, events, needs, and problems currently related to the academic library. E. Encourage and promote active participation of all academic librarians in ULA. F. Be alert to problems within the academic community which may affect librarians and to bring such problems before the ULA Board of Directors for possible action. Utah Library Association 12/02 Policies and Procedures Manual Page 9.2 Subject: Section Bylaws PLS A. Promote relevant, quality continuing education for librarians and trustees through publications, preconferences, programs and exchanges. B. Provide an effective forum for discussing issues of concern to public librarians and trustees, as well as improving networking between public librarians in the state. C. Promote appropriate interlibrary cooperations. D. Support intellectual freedom. E. Promote legislation beneficial to public libraries. F. Promote family literacy. G. Honor and recognize outstanding public librarians and trustees. H. Foster ties and cooperation with the Utah State Library Division. I. Promote library service for all Utah citizens. ScLS A. Promote the interests of school libraries and school library/media teachers. B. Provide opportunities for continuing education for school librarians/media teachers. SpLS A. Promote the interests of special libraries and special librarians. B Provide opportunities for continuing education for special librarians. Article 4. Membership Any member of ULA may become a member of one or two sections identified above as specified in Article 16 of the ULA Bylaws. Utah Library Association 12/02 Policies and Procedures Manual Page 9.3 Subject: Section Bylaws Article 5. Rights and Privileges Any member in good standing of a section identified above shall have the right to vote, hold office, serve on committees and participate in the business of the section. Article 6. Finances Funds to support a section's activities shall be budgeted annually from the ULA general funds based upon requests approved by the ULA Board of Directors and following ULA policy. Article 7. Officers and Duties Section 1. ALS shall be governed by a steering committee consisting of a chair, vice-chair/chair-elect and a secretary/treasurer elected by ballot mailed to members of ALS along with the ULA ballots. The terms of elected officers shall be for one year, commencing with the conclusion of the annual ULA conference. Two members-at-large will be selected from the membership each year by the steering committee to serve on the steering committee. PLS shall be governed by a steering committee consisting of a chair, vice-chair/chair-elect and a secretary/treasurer and two members-at-large elected by ballot mailed to members of PLS along with the ULA ballots. An ex-officio officer will be appointed by the State Library Division to coordinate public library activities and continuing education. The terms of elected officers shall be for one year, commencing with the conclusion of the annual ULA conference. ScLS shall be governed by a steering committee consisting of a chair, vice-chair/chair-elect and a secretary/treasurer elected by ballot mailed to members of ScLS along with the ULA ballots. The terms of elected officers shall be for one year, commencing with the conclusion of the annual ULA conference. SpLS shall be governed by a steering committee consisting of a chair, vice-chair/chair-elect and a secretary/treasurer elected by ballot mailed to members of SpLS along with the ULA ballots. Two additional members shall be appointed from the membership each year by the elected officers of the steering committee. The terms of elected officers shall be for one year, commencing with the conclusion of the annual ULA conference. Utah Library Association 12/02 Policies and Procedures Manual Page 9.4 Subject: Section Bylaws Section 2. The Steering Committee shall initiate policy and budget, approve meetings, appoint committees and representatives, fill vacancies, and conduct other business as shall arise. Section 3. The duties of the Chair are to: A. Be the chief administrative officer of the section. B. Preside at all meetings. C. Serve as a member of the ULA Board of Directors. D. See that minutes are kept of all meetings and forwarded to the ULA president and executive secretary within 30 days of each meeting. E. See that news and activities are submitted to the Utah Libraries/News editor. F. Submit an annual report of activities, goals and objectives to the ULA president and executive secretary. G. Perform all other duties that usually pertain to the office of chair which are not in conflict with duties and powers granted to other officers of the section. Section 4. The duties of the vice-chair/chair-elect are to: A. Preside and assume all responsibilities in the absence of the chair. B. Succeed to the office of chair upon the completion of the chair's term or vacancy prior to the expiration of that term. C. Perform other duties requested by the chair or Steering Committee. Section 5. The duties of the secretary-treasurer are to: A. Maintain the fiscal records. Utah Library Association 12/02 Policies and Procedures Manual Page 9.5 Subject: Section Bylaws B. Record minutes of meetings. C. Conduct correspondence as directed by the chair. D. Submit appropriate materials to ULA archives. Section 6. ALS, PLS, SpLS: The duties of members-at-large, when applicable, are to perform assignments deemed necessary by the chair or Steering Committee. Article 8. Meetings Section 1. The section shall hold an annual business meeting in conjunction with the ULA annual conference. The current edition of Robert's Rules of Order shall govern the order of business at all meetings. Section 2. Meetings in addition to the annual business meeting may be held at such times and places as determined by the Steering Committee. Section 3. Minutes of meetings shall be forwarded to the ULA president and executive secretary within 30 days of each meeting. Section 4. The Steering Committee shall meet as necessary to promote the round table's objectives and interests. Section 5. Other committees shall meet as necessary or as directed by the chair. Article 9. Section Committees PLS Section 1. Subsidiary committees of the PLS are organized to promote the purposes of the section. Utah Library Association 12/02 Policies and Procedures Manual Page 9.6 Subject: Section Bylaws Section 2. The steering committee may establish, or be directed by vote of the membership to establish, subsidiary committees of the section under the following conditions: A. The standing committees are Conference Planning, Trustee, Nominating, Exchange, Urban Library and Small Library. Their duties are as follows: Conference Planning: In conjunction with the Steering Committee is responsible for developing and implementing quality programs with appropriate evaluations of their effectiveness. Trustee: Composed of public library trustees, focused on improving the effectiveness of Utah library boards through continuing education, public relations and trustee networking. Nominating: As defined by Article 10, Section 1. Exchange: Plans, promotes and coordinates librarian exchanges and visits throughout the state in order to promote networking and good communication. Urban Library: Focuses on issues which are primarily the concern of urban libraries, that is, libraries serving populations over 25,000. May create programs, continuing education workshops or other activities in efforts to resolve these issues. Small library: Focuses on issues which are primarily the concern of small libraries, that is, libraries serving populations under 25,000. May create programs, continuing education workshops or other activities in efforts to resolve these issues. B. Standing committee chairs shall be appointed by the vice-chair/chair-elect; volunteers shall be accepted as members. Committee chairs shall be nonvoting members of the Steering Committee. C. Each committee shall have a set of guidelines approved by the Steering Committee. The guidelines shall not be in conflict with ULA bylaws. D. Each committee shall have its charge reviewed annually by the vice-chair/chair-elect before chairs are appointed. Utah Library Association 12/02 Policies and Procedures Manual Page 9.7 Subject: Section Bylaws E. Members of committees must be members in good standing of the section. F. The Steering Committee may establish ad hoc committees as needed to accomplish specific tasks. Article 10. Section Nominations and Elections Section 1. The nominating committees are as follows: ALS. An ALS Nominating Committee appointed by the Steering Committee shall present a slate of at least two candidates each for vice-chair/chair-elect and secretary/treasurer to the Steering Committee at least 120 days prior to the annual ULA meeting. PLS. A PLS Nominating Committee appointed by the Steering Committee and chaired by a member-at-large shall present a slate of at least two candidates each for vice-chair/chair-elect, secretary/treasurer and members-at-large to the Steering Committee at least 120 days prior to the annual ULA meeting. No member of the Steering Committee, except for a member-at-large, shall be a member of this committee. ScLS. An ScLS Nominating Committee appointed by the Steering Committee shall present a slate of at least two candidates each for vice-chair/chair-elect and secretary/treasurer to the Steering Committee at least 120 days prior to the annual ULA meeting. SpLS. A SpLS Nominating Committee appointed by the Steering Committee shall present a slate of at least two candidates each for vice-chair/chair-elect, secretary-treasurer and members-at-large to the Steering Committee at least 120 days prior to the annual ULA meeting. Section 2. The list of candidates shall include a professional biographical sketch of each candidate, a statement of the candidate's goals for the section and a statement of each candidate's qualifications for the elective office. All candidates must be current members of ULA. Utah Library Association 12/02 Policies and Procedures Manual Page 9.8 Subject: Section Bylaws Section 3. The Steering Committee shall forward an approved list of candidates to the ULA Nominating Committee chair at least 100 days prior to the annual meeting. Section 4. Balloting and vote counting shall proceed as outlined in the ULA Bylaws and procedures manual. Section 5. Each section Nominating Committee chair shall inform the section Steering Committee and all candidates of election results at least two weeks prior to the annual business meeting. The section chair shall introduce the new officers to section members at that meeting. Section 6. Any vacancies occurring in any of the elective offices, except for the section chair, before the expiration of the regular term shall be filled for the balance of the term through appointment by a majority of the Steering Committee. Article 11. Amendments Section 1. Amendments to these bylaws shall be proposed in writing to the Steering Committee 120 days prior to the membership vote. Section 2. Following approval of the Steering Committee, amendments shall be submitted to the chair of the ULA Bylaws Committee of ULA 90 days prior to the time of the membership vote. Section 3. Upon certification that the proposed changes are not in conflict with the ULA Bylaws, the amendments shall be presented for approval of the ULA Board of Directors by the section chair 60 days prior to the vote of the members. Section 4. After approval by the ULA Board of Directors, the proposed amendments shall be mailed to the section membership at least 30 days prior to the voting deadline. Utah Library Association 12/02 Policies and Procedures Manual Page 9.9 Subject: Section Bylaws Section 5. Amendments shall be ratified by mail vote of a majority of members voting or by a majority vote at the annual business meeting if at least ten percent of the membership is present. Article 12. Constriction In the case of conflicts between these bylaws and the ULA bylaws the bylaws of ULA are binding. SECTION 10 ROUND TABLE BYLAWS Utah Library Association 12/02 Policies and Procedures Manual Page 10.1 Subject: Round Table Bylaws Article 1. Names The names of the round tables shall be as identified below. They shall be round tables of the Utah Library Association, hereafter referred to as ULA. ACRL - Utah Chapter, Association of College and Research Libraries AMSC - Archives, Manuscripts and Special Collections CSRT - Children's Services GENERT- Genealogy GODORT - Government Documents HEART - Health LAMRT - Library Administration and Management LIRT - Library Instruction LPSS - Library Paraprofessional and Support Staff NPRT - New Perspectives RAS - Reference and Adult Services COMART - Computer Applications TSRT - Technical Services YART - Young Adult Article 2. Purpose The purpose of each round table is to support and promote the mission, goals and focus of ULA within the area of focus. Article 3. Objectives The objectives of the round tables are as follows: ACRL A. Contribute to the professional development of academic and research libraries. B. Promote and speak for the interests of academic and research librarianship. C. Enhance the capability of academic and research libraries to serve the needs of users. Utah Library Association Date revised: 03/16/95 Policies and Procedures Manual Page 10.2 Subject: Round Table Bylaws D. Promote study, research, publications and presentations relevant to academic and research librarianship. E. Support ULA, and its Academic section, in accomplishing their objectives and work within the guidelines for round tables as established by ULA. AMSC A. Provide a program at which the discussion of common problems and concerns of librarians working or interested in archives, manuscript repositories or special collections libraries may occur. B. Provide a forum for presenting papers, panel discussions or other activities concerning any aspect of archives, manuscript repositories or special collections libraries. C. Increase communication between library administrators, curators, archivists, catalogers, bibliographers, and others who have an interest in archives, manuscript repositories or special collections libraries. D. Contribute to the general knowledge of archives, manuscript repositories and special collections libraries in the state of Utah. CSRT A. Promote professionalism in library service to children in Utah. B. Promote reading among youn