Bylaws

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BYLAWS FOR THE COLLEGE AND UNIVERSITY LIBRARIES SECTION OF THE KANSAS LIBRARY ASSOCIATION
Approved October 23, 2003; Amended and approved with amendments April 7, 2010; Amended and approved with amendments October 28, 2014; Amended and approved with amendments May 29, 2015

Table of Contents

Article I –NAME
Article II – PURPOSES
Article III — AFFILIATIONS
Article IV — MEMBERSHIP
Article V — MEMBERSHIP MEETINGS
Article VI — EXECUTIVE BOARD AND OFFICERS
Article VII — NOMINATIONS AND ELECTIONS
Article VIII — COMMITTEES
Article IX — INTEREST GROUPS
Article X — OFFICIAL YEAR
Article XI — FINANCES
Article XII — AMENDMENTS
Article XIII — PARLIAMENTARY RULES AND PROVENANCE

Article I — NAME

The name of this body shall be the College and University Libraries Section (CULS) of the Kansas Library Association (KLA).

Article II — PURPOSES

CULS provides a forum in which to address the concerns of academic libraries in Kansas.

Section 1.
Leadership: To represent the common interests of libraries and library staff in Kansas academic libraries.

Section 2.
Collegiality: To foster a collegial, professional relationship among academic librarians and library staff statewide.

Section 3.
Promotion: To expand and promote its membership.

Section 4.
Services: To improve library services, resources, and user education.

Section 5.
Professional Development: To plan professional development opportunities for all library staff.

Section 6.
Participation: To encourage membership and participation in professional associations such as KLA, Association of College and Research Libraries (ACRL), and others.

Section 7.
Support: To provide, develop, and facilitate activities that will support the above purposes.

Article III — AFFILIATIONS

Section 1.
Kansas Library Association: This body shall be a Section of KLA as provided for in the bylaws of that association.

Section 2.
American Library Association (ALA): This body shall be a Chapter of the Association of College and Research Libraries, a Division of ALA.

Article IV — MEMBERSHIP

Membership shall be open to interested members of KLA upon payment of dues. Each member shall be eligible to vote on all matters before the Section, hold office, or serve on committees of CULS.

Article V — MEMBERSHIP MEETINGS

Section 1.
General Meetings:
a. The Section shall hold a membership meeting in conjunction with the Annual Conference of KLA.
b. The Section shall hold a membership meeting and provide professional development opportunities at an annual section-sponsored conference with activities directly related to academic libraries.

Section 2.
Special Meetings: Special meetings of this Section may be called by the President or by petition of ten percent (10%) of the members. At least fifteen days’ notice shall be given and only business specified in the call shall be transacted.

Section 3.
Quorum: Ten percent (10%) of the membership shall constitute a quorum for all general and special meetings. Meetings shall be held in such a fashion that each member can hear all members at the meeting and have the ability to participate in the meeting.

Article VI — EXECUTIVE BOARD AND OFFICERS

Section 1.
Executive Board Members: The officers will be elected by the Section and be members in good standing.

a. The President shall:
1. serve for a term of one year;
2. be a member of the ACRL and follow requirements as specified in the ACRL bylaws: http://www.ala.org/acrl/aboutacrl/bylaws/bylaws;
3. serve on the KLA Council as a member of the Council and attend all KLA Council meetings designated in the KLA by-laws;
4. conduct Executive Board and membership meetings and provide leadership for the Section during the term of office;
5. report at each membership meeting on the work of the Executive Board, at which time the work shall be subject to review by the membership of the Section;
6. lead planning for the annual Section Conference;
7. appoint a Parliamentarian with ratification of the Executive Board;
8. appoint a Webmaster with ratification by the Executive Board; and
9. make other appointments as necessary.

b. The Vice-President/President-Elect shall:
1. serve for a term of one year assuming the position of President the following year;
2. be a member of ACRL as required in the ACRL bylaws: http://www.ala.org/acrl/aboutacrl/bylaws/bylaws;
3. serve in the absence of the President;
4. assist with planning the annual Section Conference ; and
5. serve as co-chair of the Ad Hoc Mentoring Committee

c. The Second-Vice President-Elect shall:
1. serve for a term of one year assuming the position of Vice-President the following year;
2. be a member of ACRL as required in the ACRL bylaws: http://www.ala.org/acrl/aboutacrl/bylaws/bylaws;
3. serve in the absence of the Vice-President;
4. assist with planning the annual Section Conference; and
5. serve as co-chair of the Ad Hoc Mentoring Committee

d. The Immediate Past President shall:
1. serve a term of one year;
2. chair the Nominating Committee;
3. chair the Awards and Grants Committee; and
4. assist with the planning of the annual Section Conference.

e. The Secretary-Treasurer shall:
1. serve a term of 2 years;
2. take minutes of all Executive Board meetings, membership meetings, and special meetings then distribute the minutes to the membership in a timely fashion;
3. in conjunction with the KLA Executive Secretary, collect the funds and registrations for the annual conference;
4. work with the KLA Executive Secretary’s office in matters of finance and membership;
5. serve as CULS representative on the KLA Government Affairs Committee; and
6. prepare and distribute financial reports at the membership and Executive Board meetings.

f. The ACRL Chapter Representative shall:
1. serve a two-year term with a maximum of two consecutive terms; term of office to be concurrent with the ALA fiscal year;
2. be a member of ACRL as required in the ACRL bylaws: http://www.ala.org/acrl/aboutacrl/bylaws/bylaws;
3. serve as liaison for the Kansas Chapter (CULS) to the ACRL Chapters Council;
4. serve as Legislative Advocate at ACRL on state and national issues for CULS; and
5. attend at least one ALA/ACRL meeting per year as the Kansas Chapter Representative and present a written report from ACRL Chapters Council to CULS.

g. Ex-Officio, non-voting members are the webmaster, the parliamentarian, the CULS Proceedings Editor and others requested by the Executive Board. Ex-Officio, may also hold CULS Executive positions while serving as webmaster, parliamentarian or CULS Proceedings Editor.

1. The Webmaster shall:
i. troubleshoot the CULS website;
ii. add information to the website about CULS activities and events at the behest of executive committee members;
iii. update and improve the CULS website; and
iv. make necessary changes to the CULS website as needed.

2. The Parliamentarian shall:
i. guide the Executive Committee regarding the proper rules of order and procedures for conducting a meeting;
ii. collaborate with the President and Past President to interpret and amend the CULS bylaws; and
iii. advise the Executive Committee on compliance with the bylaws governing the Kansas Library Association.

3. The Editor of the Kansas Library Association College and University Section Proceedings shall:
i. determines whether a submitted manuscript is appropriate for the CULS Proceedings;
ii. selects expert reviewers to evaluate the submitted manuscript;
iii. renders a final editorial decision on each manuscript based on reviewer recommendation, journal priorities and related considerations;
iv. communicates directly with the author and the reviewers about articles and corrections to be made to articles;
v. schedules accepted manuscripts for publication; and
vi. reports to the CULS President about important issues related to or affecting the CULS Proceedings

Section 2.

The Executive Board shall:
a. meet quarterly at a time and place agreed upon by the Executive Board;
b. conduct the business of the Section between membership meetings; (Action of the Board may be appealed at a membership or special meeting. A two-thirds vote of those present shall be required to reverse action of the Board.)
c. encourage and promote programming of interest to the Section for the Annual Conference of the KLA;
d. sponsor an annual conference for the Section;
e. create and maintain an annual publication based on written presentations from the Section’s Annual Conference;
f. determine the policies and programs of the Section;
g. approve a budget and present it at the CULS luncheon business meeting during the KLA Annual Conference;
h. ratify Presidential appointments of officers to fill vacancies that occur between elections;
i. authorize the creation of ad hoc committees and determine their charges and budgets; and
j. appoint one new member annually to the Awards and Grants Committee as another member rotates off.

Section 3.

Executive Board Meetings:
a. Special meetings may be called at the discretion of the President or any three members of the Executive Board.
b. Only voting members of the Executive Board may conduct business at Executive Board meetings, although such meetings shall be open to all members of the Section.
c. A simple majority of the voting members shall constitute a quorum at any meeting of the Executive Board.
d. Meetings of the Executive Board may be conducted by electronic means, which may include, but not be limited to video conferencing, Internet conferencing or similar means, with advance approval of the committee members. Meetings shall be held in such a fashion that each member can hear all members at the meeting and have the ability to participate in the meeting.

Section 4.

Removal of Officers and Vacancies of Office:
a. should any officer fail to attend three (3) consecutive meetings of the Executive Board and/or fail to perform assigned duties in a timely manner, that officer may be removed from office by a majority vote of the Executive Board at the next regularly scheduled Executive Board meeting. The deposed officer may appeal to the Executive Board at the next Executive Board meeting. An interim officer will be appointed by the President and ratified by the Executive Board, and shall serve until such position can be filled by annual election through regular procedures.
b. A vacancy in the office of the President shall be filled for the remainder of the term by the Vice-President. This shall not prevent the Vice-President from serving a regular term as President the following year.
c. A vacancy in the office of the Vice-President shall be filled by appointment of the President with the ratification of the Executive Board. This appointment does not qualify the person to become President for the following year. The Nominating Committee will submit nominees for both President and Vice-President for the next regular election.
d. If vacancies occur in the offices of both President and Vice-President within the same term, the Executive Board shall elect as President one of the CULS members for the remainder of the term. When a regular election is next held, a President and Vice-President shall be elected.
e. A vacancy in the office of Immediate Past President shall go unfilled and the President shall appoint a Nominating Committee Chair and Awards and Grants Committee Chair.

Section 5.

Compensation:
a. The elected and appointed Executive Board officers shall each be compensated with an annual reimbursement of up to $150. Reimbursements may be used for conference attendance and/or operating expenses of their respective offices.
b. The ACRL Chapter Representative shall receive a reimbursement, as appears in the annual budget, to support attendance at ALA meetings or conferences as the Kansas Chapter Representative.
c. If the ACRL Kansas Chapter Representative is unable to attend an ALA/ACRL event, the compensation may be used by a substitute designated by the Executive Board.

Article VII — NOMINATIONS AND ELECTIONS

Section 1.
Slate of Candidates: The Nominating Committee, with the approval of the Executive Board, will prepare a slate of candidates for each election.

Section 2.
Write-in Candidates: Write-in votes shall be accepted provided the nominee is a member in good standing.

Section 3.
Ballots: Ballots shall be distributed by mail or electronic means to members in good standing at least one month prior to the Annual Conference of the KLA.

Section 4.
Elections:
a. Nominees for Section offices who receive a clear majority of the legal votes cast shall be elected. The three nominees who receive the most votes cast for the Nominating Committee shall be elected.
b. The Chair of the Nominating Committee shall canvass the ballots in conjunction with the KLA Executive Secretary and advise the Executive Board of the results of the election.

Section 5.
Tie Votes: A tied vote shall be decided by the flip of a coin.

Article VIII — COMMITTEES

Section 1.
Authorization: The President, with approval of the Executive Board, may create and abolish ad hoc committees under such rules as may be adopted for this purpose: special, intersectional, and standing committees.

Section 2.
Duties: The President shall define the duties of all committees that may be created. Duties of standing committees shall be described in Section bylaws. The President, with the approval of the Executive Board, may, temporarily, add any pertinent and relevant duties to any committee that may be needed to carry on the work of the committee/section.

Section 3.
Meetings: Committee meetings may be conducted by electronic means, which shall include, but not be limited to video conferencing, internet conferencing or similar means, with advance approval of the committee members. Meetings shall be held in such a fashion that each member can hear all members at the meeting and have the ability to participate in the meeting.

Section 4.
Terms of service: Committee terms of service, determined by appointment or election, commence with the installation of officers. New members, to fill unexpired terms, are appointed by the Executive Board.

Section 5.
Standing Committees:

a. Awards and Grants Committee

1. The Awards and Grants Committee is a standing committee of this Section with a membership term of 3 years. The Immediate Past President chairs the Awards and Grants Committee. The Executive Board appoints three Committee members for three-year staggered terms. Committee appointees shall have been CULS members for at least three years and represent a cross section of the CULS academic library community.

2. Duties of the Awards and Grants Committee for awards shall include, but not be limited to the following:
a. announce the award categories and solicit nominations with a deadline of one month before the annual Section Conference;
b. select award winners from pool of nominees when nominees meet the established criteria;
c. advise the Executive Board of the selections for each award two weeks before the annual Section Conference; and
d. the Chair will participate in the awards ceremony at the annual Section Conference.

3. Duties of the Awards and Grants Committee for grants shall include, but not be limited to the following:
a. establish with the Executive Board the amount of funds available for grants for the year;
b. solicit grant applications through the webpage, listserv, and other appropriate media;
c. select grant winners and notify the Executive Board; and
d. notify grant winners and communicate with Executive Secretary of KLA.

b. Nominating Committee

1. The Nominating Committee is a standing committee of this Section whose members shall serve a one-year term. The Immediate Past President chairs the Nominating Committee. The members shall be the three candidates who receive the most votes for service on this committee in the annual election.

2. Duties of the Nominating Committee shall include, but not be limited to the following:
a. prepare a slate of candidates for Section offices consisting of two names for every office for which there is a vacancy and five names for the Nominating Committee; and
b. present the slate to the Executive Board for approval and then send it to the KLA Executive Secretary for distribution to Section members in good standing.

Article IX — INTEREST GROUPS

Section 1.
Purpose: Interest groups include members who share specific concerns or issues in the field of academic librarianship and shall provide programs and services that will meet the needs of these individuals and/or their institutions.

Section 2.
Authorization:
a. A petition to the Executive Board for the establishment of an Interest Group shall state the purpose of and need for the proposed Interest Group. Petitions shall be signed by at least 20 members representing at least 5 different libraries.
b. Upon approval of the petition, the Interest Group becomes eligible for financial support for Interest Group activities/programs in accordance with CULS budgetary guidelines.

Section 3.
Organization: CULS Interest Groups may organize in accordance with their own needs. CULS Interest Group members must choose a Chair-Elect before the Annual Meeting of the KLA. Chairs-Elect become the Interest Group Chair at the time of the installation of each new Executive Board.

Section 4.
Responsibilities: Each Interest Group Chair will hold an Interest Group meeting at the annual Section Conference and will coordinate all Interest Group meetings, programming dates and topics. The Interest Group Chair may attend meetings of the Executive Board and will submit a brief annual report by June 30th to the Executive Board.

Section 5.
Dissolution: An Interest Group may be dissolved by action of its members with the approval of the Executive Board or, the Executive Board may discontinue an Interest Group when the Board has determined that the Interest Group’s usefulness has ended.

Article X — OFFICIAL YEAR

The fiscal and membership years and terms of office shall coincide with the by-laws of KLA except as otherwise provided in these by-laws.

Article XI — FINANCES

Section 1.
Dues: Annual Section membership dues shall be suggested to KLA Council by the Executive Board for Council approval.

Section 2.
Fees: Conference registration fees shall be established by the Executive Board upon the recommendation of those responsible for arrangements.

Section 3.
Annual Budget: The Annual Budget shall be established by the Executive Board and presented at the CULS membership meeting held in conjunction with the Annual Conference of the KLA.

Article XII — AMENDMENTS

These bylaws may be amended by a two-thirds (2/3) vote of the members. Ballots shall be distributed by mail or electronic means to members in good standing. Notice of the proposed change(s) shall be mailed to the membership at least 30 days prior to the deadline date for return of the ballots.

Article XIII — PARLIAMENTARY RULES AND PROVENANCE

In all matters not covered by its bylaws, this Section shall be governed by Robert’s Rules of Order (most current edition). No part of the CULS bylaws and policies shall be in conflict with the bylaws of KLA or ACRL.

 

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