NCSLMA - North Carolina School Library Media Association

North Carolina
School Library Media Association
By-Laws 

Article I:            Name

The name of this organization shall be the North Carolina School Library Media Association.

Article II:            Purpose 

The purpose of the North Carolina School Library Media Association is to provide professional and educational connections, opportunities, and support for North Carolina school library media personnel. 

Article III:            Membership 

Membership shall be for one year which is from August 1 through July 31 of the following year. 

Active Membership                                                     $ 25.00 per year

Corporate/Institutional Sponsorship                             $100.00 per year 

Article IV:            Officers 

The officers of this organization shall be: 

President                                                                     Four Directors:  Piedmont,

Vice-President/President Elect                                 Mountains, Coastal, At-large

Secretary

Treasurer 

Article V:            Executive Board 

1. The Executive Board shall consist of the Association’s officers, the immediate Past President, standing committee chairs, special committee chairs, and liaisons to the Board.

2. The Executive Board shall have general supervision of the affairs of the Association and shall have the power to act on administrative business of the Association.

3. A quorum shall consist of a majority of the Executive Board.

4. The Executive Committee of the Board consists of the officers of the Association and the immediate Past President.  The Executive Committee is empowered to act on administrative business of the Association in the intervals between regular meetings.  A quorum shall consist of 2/3’s of the members of the Executive Committee.

Article VI:            Meetings 

1. The Executive Board shall have the authority to plan the schedule of meetings for the Association.  In that schedule, at least one state-wide conference is to be held each year.

2. An annual business meeting of the Association must be held during the state-wide conference.

3. Additional business meetings of the membership may be called by the Executive Board or by a petition signed by ten (10) percent of the active members of the Association.

4. For any business meetings the membership must be notified not less than fifteen (15) days in advance of the meeting.  An agenda is to accompany the notification of any business meeting; only those items on the agenda may be acted upon; however, items from the floor may be discussed and action taken at a future business meeting.

5. A quorum of the membership shall be at least twenty (20) percent of the membership OR 100 members of the Association, whichever is less.

Article VII:            Elections and Terms of Office

1. The Nominating committee shall prepare a ballot with the slate of officers to be elected.  The ballot will also include provisions for a write-in nomination for each office.  The Nominating Committee shall certify the eligibility for office of all nominees appearing on the ballot.  Biographies shall be published for all candidates prior to voting by the members.

2. Ballots shall be mailed to current members during the election year.  The results shall be announced at the conference.  The results will also be published in the newsletter following the conference.

3. Elected officers shall be installed at the conference following their election.  They will assume office immediately following the conference except for the Treasurer who will assume office on January 1.

4. Terms of Office

The President-Elect shall be elected to serve one one-year term as President-Elect, one one-year term as President, and one one-year term as Past President.

The Secretary shall be elected for one one-year term.

The Treasurer shall be elected for one two-year term.

Directors shall be elected for one two-year term.  Half of the directors will be up for election every year.

5. Board Vacancies

If the office of the President becomes vacant, the Past President shall succeed for the remainder of the unexpired term.

Should any other vacancy occur on the Executive Board, it shall be filled by the majority vote of the remainder of the Executive Board.

Article VIII:            Special Duties of Officers 

1. The duty of the President shall be to preside at all business meetings, Executive Board meetings, and Executive Committee meetings of the Association, and to perform all other duties usually associated with this office.  The President shall serve as a member of the nominating committee during the year he/she serves as past-president.

2. The duty of the President-Elect shall be to perform the duties of the President in the absence or incapacity of the President.  The President-elect shall serve as the Conference Planning Committee Chairperson for the annual conference of the Association at which this person is to assume the office of President.

3. The duty of the Secretary shall be to keep a record of activities, and such other duties as the office may require.

4. The duties of the Treasurer shall be to keep an accurate record of all funds received and to disburse same, make quarterly and annual reports of receipts and disbursements and to prepare a detailed conference report of all income and expenditures.  An audit will be performed by a certified public accountant at the end of the Treasurer’s term.  The Treasurer shall serve as chair of the Budget committee and prepare and submit an annual budget to the Executive committee for review and perform such other duties as are usually associated with this office.  This officer shall be bonded, with bond fees paid by the Association.

5.  The duty of the Directors shall be to communicate with NCSLMA members in their region and reach out to non-members in their region by letter, e-mail, fax or other means and to encourage them to become members of NCSLMA.  This might be accomplished by having a yearly regional meeting. 

Article IX:  Committees and Liaisons 

1. The powers and duties of each committee shall be determined by the Executive Board and defined in written form.  One or more copies of the powers and duties of a committee shall be given to the chair of each committee at the beginning of his/her chairmanship.  All committee members shall be members of the organization.

2. Standing Committees

The chairs of the standing committees shall be appointed for one year by the President.  The chair of each committee shall serve as a voting member of the Executive Board. 

       Archives                                     Membership

       Awards and Scholarships           Nominating

       Battle of the Books                     North Carolina Children’s Book Awards

       Budget                                        Publications (Includes Newsletter)

       Bylaws                                         Read 2 Succeed

       Conference Program                   Research

       Legislative                                   Telecommunications

3. Special Committees

The President shall recommend to the Executive Board the formation of special committees as needed.  The Executive Board shall approve the establishment, responsibilities and duration of special committees.

4. Liaisons

Non-voting liaisons to other organizations or groups shall be appointed as needed by the President to the Executive Board.  Liaisons may include representatives from the Department of Public Instruction, universities and colleges, independent schools, the State Library, etc. 

Article X:            Parliamentary Authority 

The Roberts Rules of Order, latest revision, shall be the governing authority in any matter not specifically covered by these by-laws. 

Article XI:            Amendments 

These By-laws may be amended at any business meeting by a majority vote of the members if a quorum exists.  All proposed changes will be in writing and will be distributed to the members attending the meeting and prior to voting.  These By-laws may be amended by postal or electronic mail vote, providing such changes have been published thirty (30) days prior to such voting. 

Article XII:            Disbursement of Funds if Organization Ceases 

Upon the organization’s dissolution, the organization shall distribute any assets, after payment of all liabilities, to one or more similar non-profit associations. 

 

Adopted September 2001

Revised September 2002

Revised September 2004

  _______________________________________________________________________________

RECOMMENDED CHANGES TO NCSLMA BY-LAWS – 2005

PASSED BY EXECUTIVE BOARD ON 2-15-05  

Add to PURPOSE  

The organization shall not participate in or intervene in any political campaign on behalf of any candidate for public office or political party.  

Change Article XII to add number 1 and number 2 and move the former number 1 down to number 3.  

Article XII:     Funds of Organization

1. No part of the net earnings of NCSLMA shall be used to benefit or be distributed to its members, trustees, officers, or other private persons.  The organization shall be authorized and empowered to pay reasonable compensation for services rendered and expenses incurred and to make payments and distributions to further the purposes of the organization.  

2. No portion of the net earnings of NCSLMA shall be used on behalf of any candidate for public office or political party.  

3. Upon the organization’s dissolution the organization shall distribute any assets, after payment of all liabilities, to one or more similar non-profit organizations.   (This was already part of Bylaws but was formerly No. 1.)  

These changes are necessary to comply with the federal government requirements for 501-C3 non-profit status which NCSLMA has been granted.