May 2000
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.
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.
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.
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; ULA/ALA and ULA/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), Utah Academic Library Consortium (UALC), Utah Interlibrary Loan 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. Any library or organization interested in the work of libraries is eligible for membership.
Section 2. The membership year shall be from September I 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.
Section 3. A membership directory or update shall be published annually. A subscription to the Association's newsletter is included with membership.
Article 6. Finances
Section 1. The Association fiscal year shall be July I 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, other sections and several or all round tables without additional dues. 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 III --Life membership (full privileges)
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.
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. 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 three-year (3) term by the Association, to assume office at the close of the annual MPLA conference in the year 2000 and every third year thereafter. The representative shall be a member in good standing of both ULA and MPLA.
Section 6. American Library Association (ALA) Chapter Councilor
The ALA chapter councilor shall be elected to a three-year (3) term by the Association, to assume office at the close of the ALA annual conference in the year 2000 and every third year thereafter. 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 consent of the Board of Directors, and may be reappointed.
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 consent of the Board of Directors, and may be reappointed.
B. The treasurer shall be evaluated annually by the Executive Committee. A formal independent review of the financial records will be conducted no less frequently than every three years.
Section 3. Recording Secretary
A. The recording secretary shall be appointed annually by the president, with the consent of the Board of Directors, and may be reappointed.
B. The recording secretary shall be evaluated annually by the Executive Committee.
Section 4. Program Coordinator
The Program Coordinator shall be appointed by the President, with the consent of the Board of Directors, for a two-year term, and may be reappointed.
Section 5. Conference Chair
The Conference Chair shall be appointed Conference vice-chair by the vicepresident/president elect the year prior to becoming 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 vicepresident/president elect.
Section 9. ULA/UELMA (Utah Educational Library Media Association) 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 I 0. ULA/UALC (Utah Academic Library Consortium) 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.
Section 11: Webmaster
The Webmaster shall be appointed annually by the president, with the consent of the Board of Directors, and may be reappointed.
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 Association's newsletter and by other means as determined to be necessary and appropriate.
E. 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 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, implementation and evaluation during the term in office. This includes, but is not limited to, the annual conference and continuing education committee programs.
B. The Program Coordinator shall be responsible to select conference sites at least three years in advance and present them to the Executive Committee for approval.
C. The Program Coordinator shall serve as a non-voting ex-officio member of the Board of Directors.
Section 5. Conference Chair
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 report to the Program Coordinator.
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.
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.
B. The executive secretary shall be responsible to the Executive Committee and Board of Directors, and serve as a non-voting 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.
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
A. Attend ULA and UELMA board meetings and report on the activities of each Association.
B. Prepare articles on ULA and UELMA activities for the newsletters of the two Associations.
C. Facilitate cooperative initiatives of the two associations under the direction of the ULA and UELMA boards.
Section 16. ULA/UALC Liaison
The ULA/UALC Liaison shall
A. Attend ULA & UALC board meetings and report the activities of each organization.
B. Prepare articles on ULA and UALC activities for newsletters and other communications of the two organizations.
C. Facilitate cooperative initiatives of the two organizations under the direction of the ULA and UALC boards.
Section 17. Webmaster
The ULA Webmaster shall maintain the ULA homepage. The Webmaster may appoint others to assist in this task.
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, the chair of each section, the MPLA representative, and the ALA chapter councilor. The executive secretary, the recording secretary, the treasurer, the program coordinator, the UELMA liaison, the UALC liaison, the Federal Relations Co-ordinator, and committee chairs shall serve 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 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.
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 vicepresident/president-elect, and the immediate past president. The program coordinator, the executive secretary, the recording secretary, a representative from the Board of Directors who is elected by the Board, 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.
` E. The Executive Coard 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.
Section 4. Nothing shall be published under the name of the Association without the review and approval of the Executive Committee.
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. The Program Board shall be responsible for collecting and reporting annually on the goals/accomplishments of all sections and roundtables. This report shall be presented in writing at the September Board of Directors meeting and published on the ULA Website after approval by the Board.
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 reappointed; a Conference Chair, appointed by the President (while serving as Vice-President/President-Elect) to serve one year as conference vice-chair, and the succeeding year as Conference Chair; the vice-chair of each section; a recording secretary, appointed by the Program Coordinator for a one-year (1) term; a program representative from each Round Table, appointed by the Round Table chair for a one-year (1) term; a program representative, appointed by the committee chair for a one-year (1) term, from any committee that conducts any programming. This includes, but is not limited to, the following committees: Legislative, Continuing Education, Intellectual Freedom, Great Issues Forum and Public Relations. Round Table and Committee 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 Association's 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 Programming Coordinator and the Executive 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, ULA Executive Treasurer, and other members as needed who are appointed by the conference chair.
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 ULA Executive Treasurer.
Section 4. Regional conferences and other workshops shall be held at such times and places as may be determined by the Program Board and approved by the Board of Directors.
Article 16. Nominations and Elections
Section 1. A Nominating Committee shall be composed of the chairs of the round tables and sections with a general chair appointed by the president. The committee shall be formed at 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. (Recording secretary deleted - appointed position, not elected.)
B. 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.
D. 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 nominee's goals for the association, and a statement of each candidate's 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 the Executive Secretary to reproduce and distribute.
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.
C. If the slate of candidates for a round table is disapproved, the nominating 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 (I5) 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 electronically or by return mail at least (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 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 secondary sections at no additional charge.
3. Sections shall be concerned with administrative, management, political, or policy issues which relate to a specific type of library.
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 (I5) members.
2. If a round table has fewer than fifteen (I5) 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 (I5) 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 Committee, Awards, Bylaws, Conference Planning, Continuing Education, Finance, Intellectual Freedom, Legislative, Membership, Nominating, Public Relations, Publications, 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 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.
6. Each committee shall submit to the President its goals and objectives for the year. The President shall submit these to the Board of Directors. Upon approval they shall be published on the ULA Website.
7. 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. Upon approval they shall be published on the ULA Website.
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 appointed secretary-treasurer. The chair and vice-chair will be elected for two-year (2) terms by ballot mailed to the members of the section along with the Association ballots. The vice-chair does not serve as chair-elect. The vice-chair is not precluded from running for the office of chair. Elections for section officers will be staggered so that 2 sections stand for election each year. The public and school library sections will stand for election in even-numbered years, and the academic and special library sections in odd-numbered years.
B. Candidates for section officers shall be nominated by nominating committees appointed by section officers to function according to nominations and elections procedures.
C. 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.
E. The vice-chair of each section is that section's representative to the program board.
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.
H. Section chairs shall see that minutes are kept of all meetings, including officer meetings, and submitted to the Executive Committee of the Board of Directors within thirty (30) days. They shall also submit reports of news and activities of the unit to the newsletter editor and Webmaster for possible publication.
I. Section chairs must submit annual reports to the Executive Committee of the Board of Directors within thirty (30) days following the annual conference of the Association.
Section 4. Each round table shall be organized in the following manner.
A. Each shall be governed by a steering committee, which shall include a chair, vice-chair/chair-elect, and a secretary/treasurer. Each round table steering committee, at the discretion of the nominations chair, shall have a minimum of one and a maximum of three members-at-large.
B. 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.
C. The vice-chair/chair-elect will move to the chair position in his/her second year of service. A vice-chair/chair-elect may not serve more than two (2) successive terms in the same office. Other members of the steering committee may not serve more than three (3) successive terms, with the term of office being one (1) year. All members may be re-nominated after one election cycle.
D. Vacancies on the steering committee will be filled by the chair of the committee, with the approval of the remaining members of the committee.
E. 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.
G. The chair of each round table retains a standing invitation to attend all Board of Directors meetings as a non-voting member.
H. 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 representative to the Program Board within one month following the annual conference.
I. Each round table shall hold an annual business meeting in conjunction with the Association's 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.
L. Round Table chairs must submit annual reports to the Program Co-ordinator, 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 that the membership of such unit has been below the required minimum for a period of three (3) years. 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.
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 members of the Board of Directors and the Chair of the Bylaws Committee 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 within fifteen (I5) days of the vote deadline.
Section 3. Amendments to the bylaws may be adopted by an electronic or 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.