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OHIO HEALTH SCIENCES LIBRARY
ASSOCIATION
BYLAWS
.pdf
Version of Bylaws
ARTICLE I -- NAME
The name of this organization shall be Ohio
Health Sciences Library Association (OHSLA).
ARTICLE II -- PURPOSE
The purposes of OHSLA shall be to: (1) promote,
develop, and improve health sciences library
services in the State of Ohio; (2) encourage
sharing and cooperation among all types of
libraries in the State of Ohio; (3) strengthen
collaborative and network relationships within the
State of Ohio, the region, and the nation; (4)
provide a forum for the exchange of ideas among
individuals who provide health information; (5)
provide opportunities for continuing education and
professional development; (6) provide a forum for
the discussion of common problems and matters of
mutual concern; (7) develop position(s) on issues
affecting Ohio health sciences libraries; and (8)
provide representation to the Regional Advisory
Council of the Greater Midwest Region, National
Network of Libraries of Medicine (NN/LM).
ARTICLE III -- MEMBERSHIP
SECTION 1. ELIGIBILITY
Membership is open to interested persons involved
in the provision and dissemination of health
information.
SECTION 2. MEMBERSHIPS
Membership in OHSLA is granted upon receipt of an
application form and payment of the annual dues.
Dues received after March 31 may be applied to the
following Membership Year.
SECTION 3. DUES
Dues shall be established by the membership upon
recommendation of the Executive Committee.
SECTION 4. MEMBERSHIP YEAR
The Membership Year shall begin July 1 and end
June 30.
ARTICLE IV -- OFFICERS
SECTION 1. OFFICERS
Elected Officers of OHSLA shall be:
President-Elect, President, immediate
Past-President, Secretary, Treasurer, and
one Regional Advisory Council Representative.
SECTION 2. ELIGIBILITY OF OFFICERS
Officers must be current members of OHSLA.
SECTION 3. TERM OF OFFICE
The President shall be elected annually and
hold office for three years, serving the first
year as President-Elect, the second year as
President and the third year as Past-President.
The Secretary shall be elected in even-numbered
years and hold office for two years. The
Treasurer and the Regional Advisory Council
Representative shall be elected in odd-numbered
years and hold office for two years. No person
shall serve more than two (2) successive terms in
the same elected office. Terms of office begin
July 1.
SECTION 4. VACANCIES
If any office other than President becomes vacant,
a successor shall be appointed within 45 days by
the President, with the consent of the Executive
Committee. The member thus appointed shall
immediately assume the duties of office and
continue until the end of the term. The unexpired
term of office of the President shall be filled by
the President-Elect.
SECTION 5. DUTIES OF OFFICERS
PART A. PRESIDENT. The President shall preside
over all the meetings of OHSLA and shall serve as
official spokesperson of the group. The
President, with approval of the Executive
Committee, shall appoint Chairs and members of
Standing, Ad Hoc Committees, and other appointed
positions.
PART B. PRESIDENT-ELECT. The President-Elect
shall preside in the absence of the President and
shall serve as Chair of the Program and Continuing
Education Committee.
PART C. PAST PRESIDENT. The Past President
shall serve as Chair of the Nominations and
Elections Committee.
PART D. SECRETARY. The Secretary shall record
minutes of all meetings and maintain the bylaws
and policy & procedure manual of OHSLA. The
Secretary shall prepare minutes for distribution
through the newsletter and for posting on the
OHSLA Web site.
PART E. TREASURER. The Treasurer shall be
responsible for receipt and disbursement of all
funds, and shall submit a written financial report
at each meeting. The Treasurer shall also
maintain the official membership list and serve as
Chair of the Membership Committee.
PART F. REGIONAL ADVISORY COUNCIL
REPRESENTATIVE. The Regional Advisory Council
Representative shall serve as the communication
link between OHSLA and the Regional Advisory
Council (RAC) of the Greater Midwest Region of NN/LM.
The RAC Representative shall be from a primary
access library within the State of Ohio.
ARTICLE
V – COMMITTEES AND APPOINTED POSITIONS
SECTION 1. EXECUTIVE COMMITTEE.
The Executive Committee shall consist of the
elected officers of OHSLA: President, Past
President, President Elect, Secretary, Treasurer,
and Regional Advisory Council Representative. The
non-elected, Ad Hoc and any Standing Committee
Chairs as well as appointees, shall serve as
non-voting members on the Executive Committee.
The Executive Committee is responsible for the
continuing business of OHSLA.
SECTION 2. STANDING COMMITTEES
PART
A. MEMBERSHIP. The Membership Committee shall
consist of the Treasurer as Chair, and at least
two (2) other members from differing
geographical areas of the state when possible.
It is the responsibility of the Membership
Committee to encourage and promote membership
renewal, to develop membership materials, and to
recruit members.
PART B. PROGRAM AND CONTINUING EDUCATION. The
Program and Continuing Education Committee shall
consist of the President Elect as Chair, and at
least two (2) additional members from differing
geographical areas of the state when possible.
The Program and Continuing Education Committee
is responsible for meeting arrangements,
including facilities and program; and for
providing continuing education opportunities.
PART
C. NOMINATING AND ELECTIONS. The Nominating
and Elections Committee shall consist of the
Past President as Chair and at least two (2)
members from differing geographical areas of the
state when possible. The Nominating and
Elections Committee is responsible for all
aspects of the nominations and elections process
including presenting a panel of candidates, at
least one for each vacancy. All nominees must
be members of OHSLA at the time of nomination.
Written ballots must be distributed to the
membership at least thirty (30) days prior to
the Spring meeting. Election results shall be
announced to the membership at the Spring
meeting. Ties in election results will be
resolved by taking a second written vote at the
Spring business meeting.
PART D. COMMUNICATIONS. The Communications
Committee shall consist of the Editor as Chair,
and at least two (2) additional members from
differing geographical areas of the state when
possible. The Communications Committee is
responsible for publishing a newsletter at least
twice per year, and for any other communication
activities of OHSLA.
SECTION 3. AD HOC COMMITTEES.
Ad Hoc Committees shall be designated by the
President with approval of the Executive Committee
or upon recommendation of the membership present
at a regular meeting.
SECTION
4. APPOINTED POSITIONS
PART A. WEBMASTER. The Webmaster shall be
appointed by the President. This person shall
maintain and update the organization’s Website
with the approval of the Executive Committee.
PART B. ARCHIVIST. The Archivist shall be
appointed by the President. This person shall
collect and catalog the organization’s records for
archiving in an accessible, controlled climate.
PART C. EMAIL LIST(S) COORDINATOR(S). The Email
List(s) Coordinator(s) shall be appointed by the
President. This person or these persons shall
maintain the list of subscribers to both the
ohsla@uic.edu
and
ohexec@lists.acs.ohio-state.edu
lists. The person who manages the ohexec list
must be an Ohio State University employee.
PART D. EDITOR. The Editor shall be appointed by
the President and shall serve as the Chair of the
Communications Committee. This person shall edit
the newsletter and head its production and
distribution, and shall coordinate other
activities of the Communications Committee, with
the approval of the Executive Committee.
ARTICLE VI -- MEETINGS
SECTION 1. REGULAR MEETINGS
There shall be two (2) regular meetings per year,
one in the Spring and one in the Fall.
SECTON 2. SPECIAL MEETINGS
Special Meetings shall be convened by the
President at the request of a majority of the
Executive Committee or by petition of ten (10)
members of the Association.
SECTION 3. NOTICE OF MEETINGS
Written notice of meetings shall be sent at least
one month prior to the meeting.
SECTION 4. QUORUM
Twenty percent (20%) of current members shall
constitute a quorum at regular or special
meetings. A simple majority of voting members
present shall constitute a quorum of the Executive
Committee.
ARTICLE VII -- PARLIAMENTARY AUTHORITY
The rules contained in the current edition of
Robert's Rules of Order shall govern OHSLA so
long as they are consistent with these bylaws and
any special rules of order that OHSLA may adopt.
ARTICLE VIII -- AMENDMENT
Amendments to the Bylaws may be proposed by any
member, provided the proposed change is submitted
in writing to the Secretary so that it can be
distributed at least one month prior to the next
meeting. Amendments shall require the affirmative
vote of not less than two thirds of the members
attending the meeting.
ARTICLE IX -- DISSOLUTION
This Association can be dissolved by a two-thirds
vote of the Members in a written ballot. Upon
dissolution of this Association, its assets
remaining after the payment or provision for
payment of all debts and liabilities shall be
distributed in accordance with State and Federal
laws to support health sciences library services.
The specific distribution shall be determined by
the voting members of the Executive Committee at
the time the Association is dissolved.
Adopted: March 11, 1994
Revised: October 13, 1995
Revised: September 30, 1996
Revised: April 20, 1999
Revised: April 26, 2001
Revised: October 24, 2002
Revised: April 22, 2004
Revised: April 7, 2005
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