Bylaws Adopted 3/11/99

 

ASSOCIATED COLLEGE LIBRARIES OF CENTRAL PENNSYLVANIA

BYLAWS

ADOPTED MARCH 11, 1999
REVISED JULY 1, 2001

 

ARTICLE I - NAME

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

Definition:

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

 

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.

  1. 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 ACLCP shall be the President.

 

ARTICLE IV - BUSINESS AND FISCAL YEAR

The business and fiscal year of the ACLCP 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 - Membership

  1. 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.

  2. Standards for Membership
    1. Collections. Members must have collections sufficient to serve the majority of the needs of their primary clientele and that increase access to materials by other members’ clienteles because of their size or specialized nature.

    2. Staff. Members must have staff large enough for regular representation at general meetings and all Governing Board meetings. They must be able to routinely provide Association officers and standing committee chairs and members.

    3. Networking. Members must be able to participate in the electronic networking of the Association by having electronic mail, an internet accessible catalog, and World Wide Web access.

    4. Finances. Members must be financially sound so as to have the option to participate in new consortial endeavors.


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

  4. New members shall be admitted to the ACLCP according to the following procedure. A member shall recommend applicants for membership to the Governing Board. If the Governing Board determines that the applicant meets the aforementioned membership standards, the President will direct further investigation, including an on-site visit. The Governing Board will then vote to accept or deny the application.

  5. Inactive Membership:
    1. Any member that has not met the following conditions for two consecutive years shall be designated an inactive member:
      1. representation at least one meeting of the Governing Board each year

      2. provision of at least one officer or member of any committee


    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 - Associate Membership

  1. Each staff member of the member libraries shall be an Associate of the ACLCP.

  2. Associates shall serve as the officers, members at large, members of the Governing Board, committees, and Discussion Groups, and shall work to further the purposes of the ACLCP.

Section 3 - Membership Dues

  1. Membership dues shall be annual and shall be set each year by the Governing Board.

  2. There shall be no dues for Associates

  3. The Treasurer shall send bills for dues to each 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

  1. Purpose:

    1. To provide general guidance for the ACLCP in fulfillment of its mission.


  2. Membership:

    1. All library directors of member libraries.

    2. Three members-at large, elected by the membership of ACLCP.

    3. The ACLCP Treasurer. (See this article, Sec. 4, C)

    4. The ACLCP Secretary. (See this article, Sec. 4, D)

    5. All members of the Governing Board shall have one vote.


  3. Terms of Office:

    1. Library directors shall have no term limit.

    2. At-large members shall serve three years. No individual may serve more than two consecutive terms.

    3. The ACLCP Treasurer shall serve two years. No individual may serve more than two consecutive terms.

    4. The ACLCP Secretary shall serve two years. No individual may serve more than two consecutive terms.


  4. Responsibilities:

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

    2. To arrange for an audit of the Association’s financial records.

    3. To approve the annual operating plan and budget of the Association

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

    5. To set the annual membership dues.

    6. To consider and clarify proposed amendments to the Bylaws.

    7. To approve consortial agreements which will obligate individual institutions financially.

    8. To approve policy statements.

    9. To select three members for the Executive Committee.

    10. To hire staff for the Association as needed.


  5. Meetings.

    1. The Governing Board shall meet at least two times per year.


  6. Executive Committee of the Governing Board

    1. Purposes:

      1. To implement the annual plan and the policies for the Governing Board.

      2. To poll the ACLCP membership biennially for volunteers to serve on standing committees and to maintain this list of individuals and make it available to the chairs of the standing committees.

      3. To approve requests for the formation of Discussion Groups.

      4. To develop the annual operating plan and budget of the ACLCP for presentation to the Governing Board.

      5. To formulate policy statements.

      6. To appoint the chairs of the annual Nominating and Elections Committee.

      7. To appoint the Parliamentarian.


    2. Membership:

      1. President

      2. Vice-President/President-Elect

      3. Three other Governing Board members

      4. Treasurer of ACLCP

      5. Secretary of ACLCP

      6. The chairs of the Standing Committees.

      7. All members of the Executive Committee shall have one vote, except for the Standing Committee chairs who will have a voice only.


    3. Meetings.

      1. The Executive Committee shall meet at least four times per year.



  7. Investment Committee of the Governing Board

    1. Purposes:
      1. To provide information and guidance to the Governing Board related to any long-term investment of ACLCP assets.

      2. To implement, oversee, and execute investment decisions in accordance with instructions from or in accordance with general policy as established by the Governing Board.

    2. Membership:

      1. The ACLCP Treasurer

      2. Two library directors of member libraries

      3. All members of the Investment Committee shall have one vote.

    3. Meetings:

      1. The Investment Committee shall meet at least once per year.

     

    Section 3 - Nominations and Elections Committee

    1. Membership:

      1. The chair, who shall be appointed by the Executive Committee.

      2. Members (a minimum of four) who will be selected by the chair from a volunteer pool maintained by the Executive Committee.


    1. Term of Office:

      1. The term of office shall be one year.


    2. Responsibilities:

      1. To nominate:

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

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

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


      2. To conduct the elections in accordance with the bylaws (See Article IX.)


     

    Section 4 — Officers of the ACLCP

    1. President

      1. The President shall be a member of the Governing Board who succeeds to the office after serving as Vice-President/President-Elect.

      2. The term of office shall be one year.

      3. Responsibilities:

        1. To be the chief executive officer of the ACLCP on behalf of the Governing Board and Executive Committee.

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

        3. To call, prepare agendas for, and chair the meetings of the Governing Board and the Executive Committee and prepare agendas for and conduct member forums.

        4. To determine the need for ad hoc committees, appoint the chairs, charge them with their purposes, and set a deadline for their actions.

        5. To represent the ACLCP at meetings of other groups as necessary.

        6. To report at least once each year to the Governing Board, at least four times each year to the Executive Committee, and at member forums on the progress of the Association.



    2. Vice President/President Elect

      1. The Vice President/President Elect shall be a member of the Governing Board who is elected by that Board by the end of April of each year.

      2. The term of office shall be one year.

      3. Responsibilities:

        1. To assist the President with the business of the Association.

        2. To chair the meetings of the Governing board and Executive Committee and preside at member forums in the event of the President’s absence.



    3. Treasurer:

      1. The Treasurer shall be an Associate of the ACLCP who is not otherwise a member of the Governing Board. 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 Governing Board.

      4. Responsibilities:

        1. To maintain and update financial records for the Association.

        2. 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.

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

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

        5. To report on the financial condition of the ACLCP at each meeting of the Governing Board and Executive Committee and at member forums.

        6. To provide any assistance and information necessary for the annual audit.



    4. Secretary

      1. The Secretary shall be an Associate of the ACLCP who is not otherwise a member of the Governing Board.

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

      3. Responsibilities:

        1. To record and distribute a written record of Governing Board meetings, Executive Committee meetings, and Member forums.

        2. To maintain a list of current Discussion Groups and their chairs.

        3. To receive and make available the annual written record of Discussion Group activities and attendance.



    5. Parliamentarian:

      1. The Parliamentarian shall be an Associate of the ACLCP who is familiar with parliamentary procedure. The Executive Committee shall appoint the Parliamentarian.

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

      3. Responsibilities:

        1. To attend all Governing Board meetings to resolve any parliamentary questions, and to attend Executive Committee meetings as requested.

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



    6. Limitation:

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


    7. Unfulfilled Terms of Office:

      1. If any officer or member at large 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:

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

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

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

    4. To insure the necessary flow of communication, all chairs of standing committees shall meet, without a vote, with the Executive Committee.

    Section 2 - Terms of Office:

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

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

    Section 3 - Standing Committees:

    1. Programs Committee

      1. Purpose

        1. To plan, organize, and make arrangements for the general ACLCP meetings.


      2. Membership

        1. The chair, who shall be an Associate of the ACLCP, elected by the member libraries.

        2. Members (a minimum of four) who will be selected by the chair from a volunteer pool maintained by the Executive Committee.


      3. Meetings: At least 2 times per year.


    2. Collective Purchasing Committee

      1. Purpose

        1. To solicit, receive, review, and explore collective purchasing opportunities for consortial members.

        2. To negotiate terms, make recommendations to the Executive Committee and oversee implementation of agreements.


      2. Membership

        1. The chair, who shall be an Associate of the ACLCP, elected by the member libraries.

        2. Members (a minimum of four) who will be selected by the chair from a volunteer pool maintained by the Executive Committee.


      3. Meetings: At least 2 times per year.


    1. Networked Resources Committee

      1. Purpose

        1. To create, develop, maintain, and promote ACLCP electronic resources, including the ACLCP web site, the list serve, the union list of serials, and the union catalog and any future evolutionary developments.


      2. Membership

        1. The chair, who shall be an Associate of the ACLCP, elected by the member libraries

        2. Members (a minimum of four) who will be selected by the chair from a volunteer pool maintained by the Executive Committee.


      3. Meetings: At least 2 times per year.


    2. Materials Delivery Committee

      1. Purpose

        1. To Develop policies for and oversee activities within ACLCP for ILL, direct borrowing, and document delivery.

        2. To negotiate and recommend multi-consortial borrowing and lending agreements to the Executive Committee.


      2. Membership

        1. The chair, who shall be an Associate of the ACLCP, elected by the member libraries.

        2. Members (a minimum of four) who will be selected by the chair from a volunteer pool maintained by the Executive Committee.


      3. Meetings: At least 2 times per year.


    Section 4 - Ad Hoc Committees:

    1. 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.


    2. Membership:

      1. The chair, appointed by the President

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


    3. 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. DISCUSSION GROUPS

    1. Purpose

      1. To provide a forum for Associates with common interests or responsibilities to share information and concerns.

      2. To develop ideas for actions or programs to be referred to the Executive Committee.


    2. Formation

      1. Discussion Groups can form at any time by requesting recognition from the Executive Committee. The Discussion Group members will designate a chair who will report annually to the ACLCP Secretary on the group’s activities and attendance.


     

    ARTICLE IX - ELECTIONS

    Section 1 - Vice President/President Elect:

    1. The Vice President/President Elect shall be elected by the Governing Board from its membership by the end of April of each year.

    Section 2 - Officers, Members at Large of the Governing Board, and Standing Committee Chairs.

    1. The Secretary, Treasurer, Members at Large of the Governing Board, and Standing Committee Chairs shall be elected by the members according to the following procedure and schedule:

      1. The Nominations and Elections Committee shall be appointed by the Executive Committee of the Governing Board at its first meeting of each fiscal year.

      2. The Nominations and Elections Committee shall secure at least two nominations for each office with an expiring term by December 31.

      3. The Nominations and Elections Committee shall prepare ballots and distribute them to the members by the end of February.

      4. Members shall poll their staffs for a majority selection for each open office and cast one vote per office per institution. Ballots shall be returned to the Nominations and Elections Committee by March 31.

      5. The Nominations and Elections Committee shall tally the votes and report the results to the President by April 15.

      6. The President shall inform the members of the new officers by April 30.


     

    ARTICLE X - CONDUCT OF BUSINESS AND MEETINGS

    Section 1 - Quorum:

    1. A quorum shall be representation by two thirds of the members at meetings of all bodies of the Association. No business shall be conducted unless a quorum is present.

    Section 2 - Majority:

    1. Except for admission of new members, revision of these Bylaws, and dissolution of the Association, votes shall be decided by a simple majority of those voting.

    2. Admission of new members and dissolution of the Association requires approval by two thirds of the members of the Governing Board, and revision of these Bylaws requires approval by two thirds of the members of the Association.

    Section 3 - Parliamentary Authority:

    1. The latest revision of Robert's Rules of Order shall be the parliamentary authority on matters not covered by these Bylaws.

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

    Section 4 - Member Forums:

    1. Member Forums shall be open to all Associates for exchange of ideas on the policies, programs, and direction of the ACLCP.

    2. They shall be held at least twice each year as part of the General Meetings of the Association.

    3. The President of the ACLCP shall preside.

    4. All officers and committee chairs shall report on their activities and progress.

    Section 5 - Meetings:

    1. The Governing Board shall meet at least twice per year.

    2. The Executive Committee of the Governing Board shall meet at least four times per year.

    3. Committees:

      1. Standing and Ad Hoc Committees of the Association shall meet at least twice per year.

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

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


     

    ARTICLE XI - AMENDMENTS

    Section 1 - Procedure:

    1. Proposed amendments to these Bylaws shall be presented to the Governing Board for consideration, clarification, and revision.

    2. The Governing Board shall send a ballot containing its final versions of proposed amendments to the members for their approval with a date by which the ballot must be returned to the President of the Association; the date shall be no less than one month later than the date of distribution.

    3. The President shall tally the results and report them to the Governing Board at its first meeting after the ballots are cast.

    4. Approved amendments become part of the Bylaws at the beginning of the fiscal year following adoption.

    Section 2 - Vote:

    1. Each member shall have one vote on each amendment.

    2. Adoption of amendments shall require approval by two thirds of the members, and unreturned ballots shall be counted as negative votes.

     

    ARTICLE XII - DISSOLUTION

    Section 1 - Procedure:

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

    Section 2 - Distribution of Assets:

    1. 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 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).

     

    Adopted March 11, 1999 at ACLCP spring meeting, Bucknell University