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Bylaws

see also:  MissionHistory
 

OHIO HEALTH SCIENCES LIBRARY ASSOCIATION

              BYLAWSPoster Session Midwest Chapter 2009

.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 LISTSERV COORDINATOR(S). 
The Email Listserv 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 lists. 

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.

PART E.  MIDWEST CHAPTER STATE LIAISON COMMITTEE REPRESENTATIVE. 
The Representative shall be appointed by the President and shall serve as liaison between OHSLA and the Chapter Council.  This person shall serve as a conduit for communication between the chapter and the Association, local library groups, and library science educational programs in the State of Ohio.

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.

SECTION 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
Revised: April 30, 2008

 

   
 

 

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