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North Carolina
School Library Media Association
Bylaws

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.

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


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

Membership Eligibility – Membership shall be open to any person working in education or related education field in this state who is interested in promoting the development and growth of school library media programs.

Membership categories: 

  • Active Membership shall be open to any person currently working in education or related education field in this state.
  • Retiree Lifetime Membership shall be open to any person in this state who is retired from education or related education field. Members in this category will pay a one-time fee to be determined by the Executive Board.
  • Student Membership – Students actively pursuing a Master’s degree in Library Science or Library & Information Science and enrolled in an accredited program will be allowed to join as a student member. Students in pursuit of certification and not the full degree do not qualify for this membership.

Annual Dues shall be determined by the Executive Board.


Article IV: Officers
The officers of this organization shall be:

  • President
  • Vice-President/President Elect 
  • Secretary
  • Treasurer 
  • Four Regional Directors:
    • Mountains (represents counties in NC DPI’s Western & Northwest Regions)
    • Piedmont-West (represents counties in NC DPI’s Central and Southwest Regions)
    • Piedmont-East (represents counties in NC DPI’s South Central and North Central Regions)
    • Coastal (represents counties in NC DPI’s Northeast and Southeast Regions)

Regional Directors shall work within one of the counties that they represent.


Article V: Executive Board

  1. The Executive Board shall consist of the Association’s officers, the immediate Past President, section 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, e-mailed, or made available online to current members during the election year. The results shall be announced immediately upon completion of the election process. The results shall be published on the NCSLMA website and e-mailed to the members.
  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 in January.
  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 two-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 duties of each Regional Director shall be: to serve as a communications channel between the NCSLMA Executive Board and the membership of that region; to regularly share information with the Board about the current state of of affairs in their region; to provide opportunities for members to have input into programs and activities on regional and state levels; and to create and coordinate regional activities that promote professional development, membership growth, and opportunities for professional networking. Tofulfill these duties, each Regional Director shall organize and chair a committee that includes at least one member from each county in their respective regions. These regional committees may assist the Directors in fulfilling their duties through face-to-face meetings, virtual meetings, or other collaborative processes.


Article IX: Section Chairs, Committees, and Liaisons

  1. The powers and duties of each Section Chair shall be determined by the Executive Board and defined in written form.  A copy of the powers and duties of a section chair shall be given to the chair of each section at the beginning of his/her chairmanship.  Each section chair shall be appointed for two years by the President. Section chairs serve as voting members of the Executive Board.  The role of each section chair shall be to oversee one or more special committees or liaisons and to assist the Executive Committee in providing professional and educational connections, opportunities, and support for North Carolina School library media personnel.  Section chairs will serve as a communications channel between the NCSLMA Executive Board and the special committees or liaisons they oversee.      
  2. The chairs of the special committees shall be appointed for two years by the president. Special committee chairs shall be provided with a written copy of the powers and duties of their committee.  All special committee chairs shall be members of the organization. Special committee chairs will not have voting privileges.
    • Archives
    • Awards and Scholarships
    • Battle of the Books
    • NC YA Book Award
    • Advocacy
    • Conference Planning
    • Legislative
    • Read 2 Succeed
    • Membership
    • Publications (includes newsletter)
    • North Carolina Children's Book Award
    • Elementary Battle of the Books
    • Bylaws
    • Action Research Grants
    • Telecommunications
    • Intellectual Freedom

     

     

     

     

  3. Section Chairs
    • Advocacy & Governance Section Chair
      Oversees the activities of Legislative, Advocacy, Membership, Intellectual Freedom, and Bylaws special committees.
    • Grants & Awards Section Chair
      Oversees the activities of the Awards/Scholarships, Read 2 Succeed and Action Research Grants special committees.
    • Communications Section Chair
      Oversees all communication activities of the association, in all formats, including Website, Newsletter, Listserv, Archives and all other digital communications.
    • Book Programs Section Chair
      Oversees NCCBA, NCYABA, BOB and EBOB special committees.
    • Conference Development Section Chair
      Oversees the activities of the conference planning special committee. 
    • Educational Partnerships Section Chair
      Serves as a communications channel between the NCSLMA Executive Board and current liaisons including DPI, the State Library of NC, NC Universities and Colleges, Independent Schools and Learn NC as well as other potential educational partners.
  4. Other Committees - The President shall recommend to the Executive Board the formation of other committees as needed. The Executive Board shall approve the establishment, responsibilities and duration of other committees.
  5. 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: 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.

 


Adopted September 2001
Revised September 2002
Revised September 2004
Revised February 2005
Revised May 2009
Revised February 2010
Revised September 2010
Revised July 2012
Revised March 2014

Revised January 2016