Bylaws -- Old Bylaws 03/31/1994

 

ASSOCIATED COLLEGE LIBRARIES OF CENTRAL PENNSYLVANIA BYLAWS

ADOPTED 31 MARCH 1994

ARTICLE I - NAME

The name of the organization shall be the Associated College Libraries of
Central Pennsylvania (hereinafter referred to also as A.C.L.C.P. and the
Association).

Definition:

	Central Pennsylvania as used in these Bylaws means the area within
	seventy-five (75) air miles of Harrisburg. 

ARTICLE II - MISSION

The mission of the Associated College Libraries of Central Pennsylvania, a
consortium of academic and research libraries united by a rich heritage of and
strong commitment to sharing, is to enhance each member‰s ability to serve its
primary clientele. 

Purposes:

1.	To share information and library resources as well as the
		expertise of individuals.

2.	To set a standard of leadership and visionary thinking for its
		member institutions.

3.	To enhance the knowledge and expertise of member staffs. 

4. To promote access to evolving technologies. 

ARTICLE III - CHIEF EXECUTIVE OFFICER

The chief executive officer of the A.C.L.C.P. shall be the President. 

ARTICLE IV - BUSINESS AND FISCAL YEAR

The business and fiscal year of the A.C.L.C.P. shall begin on July 1 and end
on June 30. In all references to terms of office in these Bylaws, the terms
shall begin on July 1.

ARTICLE V - MEMBERSHIP

Section 1 - Institutional Membership:

A.	Institutional membership shall be for libraries operating in support of
undergraduate curricula in accredited liberal arts and multipurpose colleges,
community colleges, and junior colleges; libraries operating in support of
post-baccalaureate curricula at accredited graduate schools, research
libraries affiliated with government and industry. 

B.	Institutional member libraries must have collections, resources, and
staffs which are large enough to afford active participation. 

C.	No academic library supporting a program which awards more than half of
its degrees in a single major shall hold institutional membership.	 

D. New institutional members shall be admitted to the A.C.L.C.P. according to
the following procedure. Applicants for membership shall be recommended to the
Governing Board by an institutional member. Upon its approval, the Governing
Board shall present the candidate to the individual members at a regularly
scheduled business meeting. The vote on admission shall take place at the next
meeting and shall require approval by two thirds of the individual members
present. 

E. Inactive Membership:

1. Any institutional member that has not met two of the following conditions
for two consecutive years shall be designated an inactive member; the
conditions are 1) representation at least one meeting of the Governing Board
each year, 2) provision of at least one officer or member of the nominating
committee or a standing committee, 3) participation in an Interest Group.

2. The President shall contact the director of any inactive member to
determine the reason for inactivity and whether the member still meets the
membership requirements under paragraph B above. 

3. If the member no longer meets the membership requirements or inactivity
continues for a third year, the institution shall be dropped from membership.

4. Reinstatement shall be handled as a new membership under paragraph D above.

Section 2 - Individual Membership:

A. Each staff member of the institutional members shall be an individual
member of the Association.

B. Individual members shall serve as the officers, members of the Governing
Board, committees, and Interest Groups, and shall work to further the purposes
of the A.C.L.C.P.

Section 3 - Voting Privileges:

A. Institutional members shall have one vote on the Governing Board. 

B. Individual members shall have one vote on matters brought before business
meetings and the election of the Vice President/President Elect, Treasurer,
and standing committee chairs. 

Section 4 - Membership Dues:

A. Membership dues for institutional members shall be annual and shall be set
each year by the Governing Board. 

B. There shall be no dues for individual members. 

C. The Treasurer shall send bills for dues to each institutional member by
October 15 of each year. They are due November 30. The Treasurer shall notify
any member two months in arrears, and those whose dues are not paid by April 1
shall have their voting privilege suspended until the dues are paid. Any
member whose dues remain unpaid at the end of the fiscal year shall be dropped
from membership. 


ARTICLE VI - GOVERNANCE

Section 1 - Governing Board:

A. Purpose:

1. To provide general guidance for the A.C.L.C.P. in fulfillment of its
mission.

B. Membership:

1. Each institutional member shall designate a representative who understands
the broad services of the Association and its members and who is willing to
view issues in terms of the best interests of the whole Association to the
Governing Board. 

2. The President, Vice President/President Elect, and immediate past President
of the Association shall be members. 

3. The Executive Director and the Treasurer shall be ex-officio members
without vote.

4. If a designated representative of an institutional member is elected Vice
President/President Elect, the institutional member shall designate a new
representative to the Governing Board to fill the unexpired term. 

C. Terms of Office:

1. The term of office for designated representatives of the institutional
members shall be two years, and no individual shall serve more than two
consecutive terms.

2. Terms shall be rotating with half of the representatives completing their
terms each year.

D. Responsibilities:

1. To set the direction of the Association, review progress annually, and
update the strategic plan as appropriate. 

2. To allocate the resources of the A.C.L.C.P. by reviewing the preliminary
budget for consistency with the intent of the strategic plan.

3. To establish the policy of the Association, both internal and external, as
determined appropriate.

4. To set the annual membership dues.

5. To elect three institutional representatives from its membership to serve
on the Executive Committee.

6. To consider and clarify proposed amendments to the Bylaws, send amendments
to the institutional members, and present proposed amendments at a business
meeting for adoption.

7. To appoint replacements to serve unexpired terms in the offices of the
President, Vice President/President Elect, and Treasurer. 

8. To meet at least once each year to conduct its business and receive reports
on the progress of the Association. 

Section 2 - Executive Committee:

A. Purposes:

1. To achieve the organizational goals and objectives of the A.C.L.C.P.
through its organizational capabilities, structure and processes, and
financial resources.

2. To assure that the A.C.L.C.P. and its member libraries will be
strategically positioned with individual institutional leaders to foster
support and growth.

B. Membership:

1. Members shall be the President, Vice President/President Elect, immediate
past President, Treasurer, and three members of the Governing Board elected by
said Board.

2. The Executive Director shall be an ex-officio member without vote. 

C. Terms of Office:

1. The three members of the Governing Board shall serve two year terms. 

2. The terms of the other members shall be determined by the terms of their
other offices.

D. Responsibilities:

1. To develop and approve the annual business plan and budget of the
A.C.L.C.P.

2. To oversee and guide the programs.

3. To formulate policy for submission to the Governing Board for its
consideration and adoption.

4. To appoint the annual nominating committee. 

5. To appoint the annual audit committee. 

6. To appoint the parliamentarian of the Association. 

7. To select the Executive Director.

8. To authorize the establishment of new Interest Groups and the disbandment
of Interest Groups whose membership has fallen below three institutional
members.

9. To meet at least four times each year to conduct its business, at least
once with the chairs of standing committees. 

Section 3 - Nominating Committee:

A. Membership:

1. One of the three members of the Governing Board serving on the Executive
Committee, who shall act as chair, and two individual members of the
A.C.L.C.P.

2. The members shall be appointed by the Executive Committee. 

B. Term of Office:

1. The term of office shall be one year. 

C. Responsibilities:

1. To nominate:

a. At least two candidates for the office of Vice President/President Elect
each year.

b. At least two candidates for the Office of Treasurer every other year as the
term of office expires.

c. At least two candidates for each of the two standing committee chairs whose
terms expire that year.

2. To prepare brief biographical sketches of the candidates and send copies to
each institutional member by the end of February. 

Section 4 - Audit Committee:

A. Membership:

1. Two of the three members of the Governing Board serving on the Executive
Committee, one of whom shall act as chair, and the immediate past Treasurer.

B. Terms of Office:

1. The two members of the Executive Committee shall serve for one year. 

2. The immediate past Treasurer shall serve until a new Treasurer is elected.

C. Responsibilities:

1. To conduct an audit of the books of the A.C.L.C.P. by the end of September.

2. To report on the accuracy of the books to the Executive Committee at its
first meeting after the end of September. 

Section 5 - Officers:

A. President:

1. The President shall be an individual member of the Association who succeeds
to the office after serving as Vice President/President Elect. 

2. The term of office shall be one year. 

3. Responsibilities:

a. To be the chief executive officer of the A.C.L.C.P. on behalf of the Board
and Executive Committee.

b. To assure that the programs are carried out and that progress is made
toward the goals of the Association. 

c. To call, prepare agendas for, and chair the meetings of the Governing Board
and the Executive Committee and prepare agendas for and preside at business
meetings.

d. To determine the need for an Ad Hoc Committee, appoint the chair, charge it
with its purpose, and set a deadline for its action. 

e. To represent the A.C.L.C.P. at meetings of other groups as necessary.

f. To receive, on behalf of the Executive Committee, the reports of the
Executive Director.

g. To report at least once each year to the Governing Board, at least four
times each year to the Executive Committee, and at business meetings on the
progress of the Association. 

B. Vice President/President Elect:

1. The Vice President/President Elect shall be an individual member of the
Association who is elected by the individual members at the spring business
meeting immediately before the term of office begins. 


2. The term of office shall be one year. 

3. Responsibilities:
		
a. To assist the President with the programs of the Association. 		
b. To chair the meetings of the Governing board and Executive Committee and
preside at business meetings in the event of the President‰s absence.

c. To succeed to the Presidency after serving one year as Vice
President/President Elect.

C. Treasurer:

1. The Treasurer shall be an individual member of the Association who is
elected by the individual members at the spring business meeting immediately
before the term of office begins. The Treasurer shall be familiar with
financial procedures, shall be custodian of all funds of the Association, and
shall pay Association bills as authorized. 

2. The term of office shall be two years, and no individual shall serve more
than two consecutive terms.

3. The Treasurer may be bonded at the discretion of the Executive Committee.

4. Responsibilities:

a. To maintain and update financial records for the Association and to submit
all books and records to the Audit Committee for annual review. 

b. To send bills for dues, assessments and services, collect payments, notify
members and other parties who are in arrears, and pay all properly verified
obligations.

c. To prepare the annual budget as directed by the Executive Committee. 

d. To recommend investment of any excess funds to the Governing Board and
administer all approved investments. 

e. To report on the financial condition of the A.C.L.C.P. at each meeting of
the Governing Board and Executive Committee and at business meetings.

f. To provide any assistance and information requested by the Audit Committee
to facilitate the annual audit. 

g. To serve on the Executive Committee, and on the Governing Board as an ex-
officio member without vote.

D. Parliamentarian:

1. The Parliamentarian shall be an individual member of the Association who is
familiar with parliamentary procedure. The Parliamentarian shall be appointed
by the Executive Committee. 

2. Term of office shall be indefinite and at the pleasure of the Executive
Committee.

3. Responsibilities:

a. To attend all business meetings to resolve any parliamentary questions.

b. To draft, upon recommendation by the Governing Board, amendments to these
Bylaws.

c. To maintain these Bylaws by incorporating any approved amendments. 

E. Executive Director:

1. The Executive Director is an employee of the Association selected by the
Executive Committee.

2. Term of office shall be indefinite and at the pleasure of the Executive
Committee.

3. Responsibilities:

a. To serve as an ex-officio member, without vote, on the Governing Board and
the Executive Committee.

b. To handle the day-to-day operations of the A.C.L.C.P. 

c. To work with and assist the other officers, governing bodies, and committee
chairs in carrying out the programs of the Association. 

d. To act as secretary of the Association. 

e. To report to the Executive Committee through the President on the
operations of the Association.

F. Secretary Pro Tem:

1. The Secretary Pro Tem shall be an individual member of the A.C.L.C.P.
appointed by the Executive Committee to serve as secretary at such times as
the position of Executive Director is vacant. 

2. The term of office shall extend until an Executive Director is hired or the
year ends, whichever is shorter.

G. Limitation:

1. No individual member of the Associated College Libraries of Central
Pennsylvania shall at any time hold more than one office in the Association.

H. Unfulfilled Terms of Office:

1. If the President, Vice President/President Elect, or Treasurer is unable to
fulfill the term of office, the Governing Board shall appoint a replacement to
serve the unexpired term. 

ARTICLE VII - COMMITTEES

Section 1 - Responsibilities:

A. To participate, in collaboration with the Executive Committee, in
development of annual committee objectives and budget in the furtherance of
their purposes.

B. To develop programs appropriate to their purposes for review and approval
by the Executive Committee.

C. To insure that programs are implemented and goals are met. 

D. To insure the necessary flow of communication, all chairs of standing
committees shall meet with the Executive committee at least once each year.

Section 2 - Terms of Office:

A. The terms of office shall be two years with no member serving more than two
consecutive terms.

B.	The terms shall be staggered with half expiring each year. 

Section 3 - Standing Committees:

A. User Services Committee:

1. Purpose:

a. To provide simultaneous access by members to all members‰ catalogs and the
timely delivery of resources in appropriate formats for user needs.

2. Membership:
	
a. The chair, who shall be an individual member of the A.C.L.C.P. elected by
the individual members at a business meeting. 

b. Four individual members of the A.C.L.C.P. interested in furthering user
services who shall be selected by the chair from volunteers. 

B. Resource Sharing Committee:

1. Purposes:
	
a. To achieve broader collection diversity and relevance through member
participation in collaborative collection management. 

b. To increase cost effectiveness for members through A.C.L.C.P. programs.

2. Membership:

a. The chair, who shall be an individual member of the A.C.L.C.P. elected by
the individual members at a business meeting. 

b. Four individual members of the A.C.L.C.P. interested in furthering resource
sharing who shall be selected by the chair from volunteers. 

C. Technology Committee:

1. Purposes:

a. To provide access to information about evolving information technologies
for members through active pursuit and sharing of knowledge by the A.C.L.C.P.

b. To establish effective, eye opening, precedent setting access for members
to electronic resources outside of member libraries through information about
evolving information technologies. 	
2. Membership:

a. The chair, who shall be an individual member of the A.C.L.C.P. elected by
the individual members at a business meeting. 

b. Four individual members of the A.C.L.C.P. interested in furthering access
to information technology who shall be selected by the chair from volunteers.

D. Education and Programs Committee:

1. Purposes:

a. To provide coordination and fiscal responsibility for continuing education
initiatives brought forward by the Interest Groups or individual members of
the A.C.L.C.P.

b. To build and share expertise and experiences of institutional members
staffs to benefit the members and their primary clientele. 

c. To review Interest Group budget requests and refer them to the Executive
Committee.

2. Membership:

a. The chair, who shall be an individual member of the A.C.L.C.P. elected by
the individual members at a business meeting. The chair shall maintain the
list of current Interest Groups and their chairs. 

b. One designated representative from each of the Interest Groups. 

3. Program Subcommittee:

a. Purposes:

(1) To plan, secure speakers and site for, advertise, take registrations, and
conduct the annual program of the Association. 

(2) To make arrangements for business meetings. 

b. Membership:

(1) The chair, who shall be appointed by the chair of the Education and
Programs Committee.

(2) Five other individual members of the A.C.L.C.P., who shall be selected by
the chair of the Sub-committee from volunteers. 

Section 4 - Ad Hoc Committees:

A. Purpose:

1. To handle matters of the Association and resolve issues that are of a one-
time nature and do not fall within the purview of any Standing Committee. The
President shall determine the purpose and charge the committee with it upon
establishment.

B. Membership:

1. The chair, appointed by the President. 

2. Individual members of the Association whose number and expertise shall be
determined by the matter to be handled and who are selected by the chair from
volunteers.

C.	Terms of Office:

1. Terms of office shall be for the life of the committee. 

2. At establishment, the committee shall be given a definite deadline for
action by the President that shall determine the date of dissolution.

ARTICLE VIII - INTEREST GROUPS

Section I - Formation:

A. Interest Groups can form at any time by identifying themselves to the chair
of the Education and Programs Committee with potential institutional members,
purpose, and proposed budget. The Education and Programs Committee will
present the request to the Executive Committee. 

B. Membership should be comprised of individuals from at least three
institutional members.

Section 2 - Purposes:

A. To provide a means for individual members with common interests and
responsibilities to share information and concerns. 

B. To develop ideas for actions and programs to be referred to the appropriate
committees by their chairs.

C. To prepare and submit a budget to the Education and Programs Committee.

Section 3 - Membership:

A.	Individual members who have an interest in establishing or joining a
group with a specific interest.

B.	There shall be no limit on the number of members of any group. 

C. There shall be no limit on the term of membership in an Interest Group, and
individual members shall participate as long as they share the interest.

Section 4 - Officers:

A. The chairs of Interest Groups shall be nominated and elected by their
members.

B. Each group shall appoint a representative to serve on the Education and
Programs Committee.

C. Terms of Office:

1. The terms of office shall be two years, and no individual shall serve more
than two consecutive terms.

2. The terms shall be staggered.

Section 5 - Meetings:

A. Meetings shall be held at least once each year. 

B. The meetings shall be called by the chairs. 

Section 6 - Group Focuses and Names:

A. The list of current Interest Groups is appendix A of these Bylaws. 

B. The chair of the Education and Programs Committee shall be responsible for
maintaining the list of current Interest Groups and their chairs.

ARTICLE IX - ELECTIONS

Section 1 - Vice President/President Elect, Treasurer, and Standing Committee
Chairs:

A. The Vice President/President Elect shall be elected by the individual
members of the Association at the spring business meeting each year.

B. The Treasurer shall be elected by the individual members of the Association
at the spring business meeting every other year as the term of office of the
current Treasurer expires. 

C. Standing committee chairs shall be elected by the individual members of the
Association at the spring business meeting. Two chairs are elected each year
as the terms of office of the current chairs expire. 

D. The Nominating Committee shall introduce the candidates to the members as
described in Article VI, Section 3 of these Bylaws. 

Section 2 - Interest Group Officers:

A. Chairs and representatives to the Education and Programs Committee shall be
elected by their members.

B. The election shall take place no later than the last meeting before the
expiration of the current officers‰ terms. 

C. The outgoing chair shall inform the President and the chair of the
Education and Programs Committee of the name of the new chair within two weeks
of the election.

ARTICLE X - CONDUCT OF BUSINESS AND MEETINGS 

Section 1 - Quorum:

A quorum shall be representation of two-thirds of the institutional members at
business meetings and Governing Board Meetings and two-thirds of the members
at committee meetings. No business shall be conducted unless a quorum is
present.

Section 2 - Majority:

Except on the matters of admission of new institutional members and revision
of these Bylaws, elections and votes shall be decided by a simple majority of
the members present; admission of new institutional members and revision of
these Bylaws shall require approval by two-thirds of the members present.

Section 3 - Parliamentary Authority:

A. The latest revised edition of Robert‰s Rules of Order shall be the
parliamentary authority on matters not covered by these Bylaws. 

B. The Parliamentarian of the Association shall be called upon to resolve
parliamentary issues.

Section 4 - Business Meetings:

A. Business meetings shall be open to all individual members and shall serve
as an open forum for the exchange of ideas on the policies and programs of the
Association and for the conduct of such business as these Bylaws require.

B. They shall be held at least twice each year, in the fall and in the spring,
and may be called more often if business requires. 

C. The President of the A.C.L.C.P. shall preside. 

D. All officers and committee chairs shall report on their activities and
progress at these meetings.

E. Arrangements for business meetings are the responsibility of the Program
Subcommittee of the Education and Programs Committee. 

Section 5 - Committee Meetings:

A. The Executive Committee shall meet at least four times each year and other
committees at least twice each year. 

B. Committees may conduct business relating to their purposes and may
undertake any programs or projects furthering their purposes that can be
funded within their budgets.

C. The chair of each committee shall send a copy of the minutes to the
President within two weeks after a meeting. 

D. Joint meetings of committees may be held at the discretion of their chairs
to discuss matters of mutual concern. 

Section 6 - Interest Group Meetings:

A. Interest Groups shall meet at least once each year. 

B. The chair of each Interest Group shall send a report to the President and
the chair of the Education and Programs Committee within two weeks after a
meeting.

ARTICLE XI - AMENDMENTS

Section 1 - Procedure:

A. Proposed amendments shall be presented to the Governing Board for its
consideration and clarification.

B. The Governing Board shall send amendments it has reviewed to institutional
members in writing for circulation among their staffs at least two weeks
before the business meeting at which the amendments are to be presented.

Section 2 - Vote:

A. Proposed amendments shall be voted on at the business meeting after the one
at which they are presented.

B. The vote shall be by all individual members present and shall require
approval by two-thirds for adoption. 

ARTICLE XII - DISSOLUTION

Section 1 - Procedure:

The Associated College Libraries of Central Pennsylvania shall be dissolved
if, after resignations, fewer than three institutional members remain or if
the Governing Board votes to dissolve the Association. Dissolution takes
effect at the end of the fiscal year. 

Section 2 - Distribution of Assets:

In the event of the liquidation or dissolution of the Associated College
Libraries of Central Pennsylvania, none of its property shall be distributed
in liquidation to any member, trustee, officer or private individual, but the
net assets of the Association remaining after payment and satisfaction of its
proper liabilities shall be disposed of exclusively for the purposes of the
Association through distribution to one or more organizations exempt from
Federal income tax under Section 501 (c) (3) of the Internal Revenue Code of
1986, as amended (or under the corresponding provision of any future United
States Internal Revenue Law).