School Library Systems Association of New York State Constitution
Adopted October 27, 1999
Article I. Name
The name of this organization shall be the School Library Systems Association of New York State.
Article II. Purpose
The purpose of this organization shall be to promote School Library Systems; to promote communication and networking between and among library systems and the professional organizations; to communicate with the State Education Department regarding School Library System concerns; to promote and represent School Library System interests and concerns to members of the New York State Legislature; and to provide professional support for the effective operation of School Library Systems.
Article III. Membership
Section 1. Eligibility
Each New York State School Library System shall be eligible for membership.
Section 2. Voting
Each School Library System Director, from a School Library System in good standing, shall be a voting representative of the member system. A System will be a member in good standing if the membership is paid, or has been waived by the Board.
Section 3. Membership Year
The membership year shall be July 1 to June 30.
Section 4. Quorum
A majority of the voting members present at any membership meeting shall constitute a quorum.
Article IV. Officers
The officers of the organization shall be President, President-Elect, Vice President for Legislation, Secretary, Treasurer and Immediate Past President.
Article V. Executive Board
Section 1. Composition
The Executive Board shall consist of the President, the President-Elect, the Vice President for Legislation, the Secretary, the Treasurer, the Immediate Past President and one voting representative from each of the nine regions.
Section 2. Powers of the Board
The Board shall have the full authority to manage the affairs of this organization between business meetings.
Section 3. Quorum
A majority of the voting members of the Board shall constitute a quorum.
Article VI. Finances
Section 1. Fiscal Year
The fiscal year shall be July 1 to June 30.
Section 2. Membership Fees
Annual membership fees shall be recommended by the Executive Board and approved by a majority of the voting representatives present at a general membership meeting.
Section 3. Impartial Review
Impartial review of financial records shall be performed annually.
Article VII. Parliamentary Authority
The rules contained in the most recent issue of Robert’s Rules of Order shall govern the proceedings of this organization in all matters not covered by these Bylaws.
Article VIII. Earnings
No part of the net earnings of the corporation shall inure to the benefit of any member, trustee, director, officer of the corporation, or any private individual (except that reasonable compensation may be paid for services rendered to or for the corporation) and no member, trustee, officer shall be entitled to share in the distribution of any of the corporate assets upon dissolution of the corporation.
Article IX. Activities
No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation (except as otherwise provided by Internal Revenue Code Section 501 (h), or participation in, or intervening in (including the publication or distribution of statements), any political campaigning on behalf of any candidate for public office.
Article X. Dissolution of the Organization
In order for this organization to conform with Section 501(c)(3) of the Internal Revenue Code of 1954, the following procedures shall be followed in the event of dissolution of the organization:
Upon the dissolution of this organization, School Library Systems Association assets shall be distributed for one or more exempt purposes within the meaning of Section 50l(c)(3) of the Internal Revenue Code or corresponding Section of any future tax code, or shall be distributed to the federal government, for a public purpose.
School Library Systems Association of New York State Bylaws
Article I. Designation
Section 1. Status
The School Library Systems Association (SLSA) of New York State is an incorporated, nonprofit organization with 501(c)(3) status.
Section 2. Membership
SLSA is comprised of School Library Systems (SLS) throughout the state. Each School Library System (SLS) Director, from a SLS in good standing, shall be a voting representative of the member system. Membership also entitles the SLS Director access to the SLSA listserv, the password protected portion of the SLSA website and all meeting documents and other pertinent information.
Section 3. Standing
A SLS will be a member in good standing if the membership dues or purchase order are received by October 31 or have been waived by the Executive Board.
Section 4. Term of membership
Membership is from November 1-October 31.
Article II. Officers
Section 1. Eligibility
Voting members of SLSA are eligible to be officers. The President and the President- Elect shall not be from the same region whenever possible.
Section 2. Terms of Office and Time of Election
The terms of office begin at the annual meeting as defined in Article V, Section 2. Annual Meeting and shall be as follows:
President – One year, automatically succeeds to office.
President-Elect – One year, elected annually. Vice President for Advocacy – Two years, elected odd numbered years.
Secretary – Two years, elected even numbered years.
Treasurer – Two years, elected odd numbered years.
Immediate Past President – One year. Members may not serve consecutive cycles as President-Elect, President, and Immediate Past President.
Members may serve a maximum of two consecutive terms as Vice President for Advocacy, Secretary, and Treasurer.
Section 3. Vacancy in Office
In the event of a vacancy in the office of President, the President-Elect shall complete the unexpired portion of the President’s term before automatically succeeding to the full year as President. A vacancy in the office of President-Elect shall be filled by a special election in accordance with Article IV. Election of Officers. Vacancies in other offices shall be filled by a member of the Executive Board, except for the office of Immediate Past President, which shall remain vacant.
Section 4. Emergency Action
Emergency decisions requiring immediate action may be made by the President, the PresidentElect, the Secretary and the Treasurer, acting as a Committee. The Executive Board shall be advised immediately of such decisions by the committee.
Section 5. Duties of Officers
The officers shall perform the duties pertaining to their respective offices including the duties specified in these bylaws and such other duties as may be approved by the Executive Board.
The President is the official spokesperson for the organization. He/she will articulate and endeavor to fulfill the vision, mission and goals as defined by the membership and the Executive Board.
The President shall work closely with the President-Elect preparing documents which articulate the vision, mission and goals of the organization.
The President shall endeavor to develop a collective sense on issues of concern and be alert to opportunities which lead to organizational consensus.
The President shall prepare agendas, preside at all meetings of the organization and the Executive Board, confirm the chairperson of all committees as recommended by each committee, and carry out the directives of the organization. Tentative agendas shall be distributed no later than one month prior to any meeting.
In the absence of the President, the President-Elect shall preside at all meetings of the organization and the Executive Board, succeed to the Presidency in the event a vacancy occurs, and complete the unexpired portion of the President’s term.
The President-Elect shall work closely with the President preparing documents which articulate the vision, mission and goals of the organization.
The President-Elect shall make arrangements for meeting rooms and refreshments for all meetings, schedule any guest speakers or programs, when appropriate, and coordinate all ongoing committees. The President-Elect shall chair the SLSA Spring Institute planning committee.
Vice President for Advocacy
The Vice President for Advocacy shall serve as a SLSA representative and if possible, as an at-large voting member on the New York Library Association (NYLA) Legislative Committee. In addition, the Vice President for Advocacy shall keep the general membership informed of advocacy issues and assist with legislative position papers.
The Secretary shall maintain the correspondence and records of the organization, keep and distribute minutes of all meetings to the general membership for General Membership and Executive Board meetings no later than one month after the meeting(s).
The Treasurer shall keep financial records of the organization, deposit all funds in the account of the organization, and disburse funds when authorized by the Executive Board.
The Treasurer shall submit written reports at each scheduled meeting, at the end of the fiscal year and also at the request of the President.
The Treasurer shall provide a general invoice on the SLSA web site for SLS annual membership dues and any other dues by May 1. The Treasurer shall submit all documents necessary for an audit when requested by the President upon recommendation of the Executive Board. This audit may occur biennially or upon a new Treasurer taking office.
Immediate Past President
The Immediate Past President shall serve as Parliamentarian and ensure that all articles of the SLSA bylaws are enforced.
Each regional representative is responsible for representing all of the SLS Directors in his/her region and for facilitating two-way communication between the organization and the region.
ARTICLE III. Executive Board
Section 1. Executive Board
The Executive Board shall consist of the following members:
President (voting member)
President-Elect (voting member)
Immediate Past President (voting member)
Secretary (voting member)
Treasurer (voting member)
Vice President for Advocacy (voting member)
Regional Representatives from nine regions (voting members)
Section 2. Regional Representative Selection
The SLS Directors from each of the nine regions shall provide a recommendation to the President of who will serve as the Regional Representative. The President will appoint the representative who will serve a three year term. Selection shall take place prior to the annual meeting of the organization beginning with the following three-year schedule:
|Capital District||Central New York||North Country|
Terms of office for regional representatives shall follow the above schedule with terms beginning immediately following the close of the annual meeting. If a regional representative is elected to an Executive Board position, the region will select a new representative to fill the remaining term. In the event that a regional representative is unable to attend an Executive Board meeting another SLS Director, from their region, may attend in their place.
Section 3. Meetings
The Executive Board shall meet at least four times per year. Attempts should be made to hold meetings in conjunction with NYLA’s annual conference, SSLs annual conference, NYLA’s Library Advocacy Day, and the SLSA Spring Institute with meetings being scheduled at least six (6) weeks apart. Meetings of the Executive Board may be held on call by the President or on petition of four (4) or more Executive Board members. The Executive Board may conduct business by electronic teleconferencing that allows all persons participating in the meeting from different locations to hear each other at the same time. Participation by such means shall constitute presence in person at the meeting. Voting during an electronic meeting shall be conducted by alphabetical roll call. Action taken by mail or by electronic means shall be part of the minutes of the next regular meeting of the Executive Board.
Section 4. Absences by Executive Board Members
If an elected member of the Executive Board is absent from two consecutive Executive Board meetings without valid explanation, the position shall be declared vacant by the Executive Board. In the case of regional representatives, the region represented selects a new representative to fill the remaining term. The Executive Board will elect representatives for non-regional positions that have been declared vacant, as outlined in ARTICLE II, Section 3. Vacancy in Office.
ARTICLE IV. Election of Officers
Section 1. Eligibility for Nomination
Updated 10/2015 Nominees must be Directors of School Library Systems in good standing. Three years of experience as a School Library System Director is recommended for directors seeking positions as officers on the Executive Board.
Section 2. Procedures for Election
The nominating committee will inform all members of vacancies and solicit nominations from the general membership for the positions of President-Elect, Vice President for Advocacy, Secretary, and Treasurer before the SLSA general membership meeting held at the Spring Institute. A slate of all nominees will be drawn up and distributed by the nominating committee two months prior to the annual meeting. Multiple candidates for each position will be on the ballot when possible. Within five working days of receiving the slate of nominees, names of additional candidates may be forwarded to the nominating committee chair to be added to the final slate. Within five working days of receiving the final slate of candidates, the Secretary shall send a ballot to each voting SLS Director electronically or through the United States Postal Service (USPS).
Each SLS Director shall return their ballot to the Secretary electronically or through the USPS no later than three working days prior to the annual meeting. Candidates will be elected by a simple majority. In the event of a tie, nominations will be sent to the full Executive Board for a final vote. The results of the election shall be announced at the annual meeting.
Section 3. Special Election in event of Vacancy in Office of President-Elect
If the office of President-Elect becomes vacant, the nominating committee shall convene to nominate a new President-Elect prior to the next general membership meeting.
ARTICLE V. Meetings
Section 1. General Membership
Meetings At least two meetings of the general membership shall be held each year, one of which shall be the annual meeting.
Section 2. Annual Meeting
The annual meeting shall be held in conjunction with the NYLA Annual Conference.
ARTICLE VI. Special Committees and Appointments
Section 1. Establishment of Special Committees and Appointments
Special committees and appointment positions may be established by the Executive Board as needed. Duties of such committees shall be determined by the Executive Board. The chairperson of each committee shall be named by the Association President or elected by committee members.
Section 2. Committee Membership and Appointments
Committee members may volunteer to serve on committees. Only members of this organization are eligible for committee membership. If a member of the committee is unable to participate at two consecutive committee meetings without valid explanation, the member will be removed from the committee. The Association President shall be an ex-officio member of all committees Updated 10/2015 except the nominating committee.
Section 3. Committee Chairpersons and Appointment Responsibilities
Committee chairpersons and appointed representatives shall perform the duties as charged including notifying all committee members of meeting dates and submitting a written report to all committee members within three weeks after each meeting. The chairperson will also submit a report before each general membership meeting. The chairperson will write/revise/review a list of committee responsibilities to be posted on the SLSA website before the annual meeting. The committee chairpersons shall serve a maximum of three consecutive years. The chairperson may remain a member of the committee after completing the maximum term of chair.
Section 4. Nominating
Committee During even years, the Chair of the nominating committee shall be appointed by the School Library Systems Association President upon recommendation of the Executive Board at the annual meeting. The committee shall consist of the nominating committee chairperson, President-Elect, and at least two other members. The nominating committee chairperson shall serve for two consecutive years. Other members who hold an elected position are ineligible to serve on the nominating committee.
ARTICLE VII. Amendment of the Bylaws
These bylaws may be amended by a two-thirds vote of those members present at a general membership meeting, after consideration by the Executive Board and after written notice to the membership at least 30 days prior to the general membership meeting.
|Adopted||October 27, 1999|
|Amended||November 5, 2003|
|Amended||June 9, 2004|
|Amended||April 27, 2006|
|Amended||April 29, 2009|
|Amended||April 29, 2010||Judy Marsh, Chair|
|Amended||November 2, 2011||Danielle Yeomans, Chair|
|Amended||October 21, 2015||Jen Cannell, Chair|