SUNYLA Bylaws

(Revised September, December 1995; March, June 1996; June 1999; November 19, 1999, June 2007, May 2008, June 2010, May 2014, June 2017)

Article 1: Name

1.1 The name of this organization shall be the State University of New York Librarians Association.

Article 2: Objectives

2.1 To be a strong and vital force in the general educational mission of the State University of New York through high quality library service.

2.2 To further develop the principles and standards of librarianship in the State University of New York.

2.3 To advance the professional status of librarians of the State University of New York.

2.4 To encourage individual and collective professional development.

2.5 To provide an organizational framework for professional interaction among those interested in the quality of librarianship in the State University of New York.

2.6 To cooperate with similar organizations on local, state, and national levels to achieve these goals.

Article 3: Membership

3.1 Librarians and others working in SUNY libraries or in the SUNY Office of Library and Information Services are eligible for membership.

3.2 Associate membership shall be extended to those who support the objectives of SUNYLA and who do not currently qualify for membership.

3.3 Student membership is available to individuals enrolled at least half-time in a library or information science program, provided they are not eligible for another membership category. After leaving school, the former student member may renew SUNYLA membership as a first-time member.

3.4 Persons meeting the above requirements become Members upon payment of dues.

3.5 Honorary Memberships shall be extended upon approval of the Council.

3.6 Individuals must be Members in good standing to be nominated for, elected to, or hold office in SUNYLA.

3.7 Associate members may not be nominated for, elected to, or hold office in SUNYLA.

Article 4: Executive Board

4.1 The Executive Board shall consist of the Officers as defined in Article 5, the immediate Past President, the Web Manager, and the Chairpersons of the Standing Committees as defined in Article 12. The Ad hoc committee Chairpersons and the Liaisons shall be ex-officio, non-voting, members of the Executive Board.

4.2 The Executive Board shall make recommendations to the Council and shall function as the solicitor and the disseminator of the information necessary to implement the policies of the Association.

4.3 Business matters requiring immediate action, where no new policy is being established, are handled by the Executive Board between Council meetings.

4.4 Other vacancies in the Executive Board, except the Office of First Vice President (President Elect), shall be filled for the unexpired portion of the term by presidential appointment with approval of the Executive Board.

Article 5: Officers

5.1 The Officers of the Association shall be President, First Vice President (President Elect), Second Vice President, Secretary, and Treasurer.

5.2 A vacancy in the office of President shall be filled by the succession of the First Vice President (President Elect) to the Presidency. A vacancy in the office of First Vice President (President Elect) shall be filled by a special election for the unexpired portion of the term.

5.3 The President shall serve for one year. Presidents cannot succeed themselves, but the number of terms in office is not limited. The President shall: (1) suggest agenda items for all General Sessions and for meetings of the Executive Board and Council; (2) preside at all General Sessions of the Association and at meetings of the Executive Board and Council; (3) fill vacancies in the Executive Board by appointment with approval of the Executive Board; (4) create Ad hoc Committees with the approval of the Executive Board; (5) be an ex-officio member of all Standing Committees; (6) act for the Executive Board between meetings of the Board; (7) perform such other duties as may be required. The President is also liaison to the SUNY Council of Library Directors (SCLD).

5.4 The First Vice President (President Elect) shall succeed to the office of the President following a one year term as First Vice President. A First Vice President succeeding to a vacancy in the office of President shall serve the unfilled term succeeded to and the term to which s/he was elected. The First Vice President (President Elect) shall: 1) perform the duties of the President in the President’s absence; (2) appoint and chair the Nominating Committee; (3) perform such other duties as may be required.

5.5 The Second Vice President shall serve for one year. The Second Vice President shall: (1) perform the duties of the First Vice President (President Elect) in the First Vice President’s absence; (2) be responsible for the Annual SUNYLA Conference; (3) appoint a committee to assist in planning and presenting the conference; and (4) perform such other duties as required.

5.6 The Secretary shall serve for two years and may be re-elected. The Secretary shall: (1) keep and distribute the official record of all General Sessions of the Association and of the meetings of the Executive Board and Council; (2) prepare and distribute ballots and tabulate the results of the elections for Officers and of all referenda to the Membership and announce the results of elections and balloting on referenda; (3) perform such other duties as may be required.

5.7 The Treasurer shall serve for two years and may be re-elected. The Treasurer shall: (1) receive, record, hold, and disburse all monies of the Association in accordance with “Policy on the Expenditure of Association Funds”; (2) maintain a record of paid members and forward names of Delegates to the Membership Committee Chairperson; (3) prepare a written annual statement of accounts for the Membership; (4) make recommendations to the Council for changes in procedures, spending limits, policies, etc.; (5) perform such other duties as may be required.

Article 6: Nominations

6.1 At least one month prior to the annual election of officers, the Nominating Committee shall present a slate of nominees for the offices of First Vice President (President Elect) and Second Vice President to the Council.

6.2 Each even-numbered year, the Nominating Committee shall present a nominee slate for the office of Secretary to the Council. Each odd-numbered year, the Nominating Committee shall also present a nominee slate for the office of Treasurer to the Council.

6.3 At the Council meeting, additional nominations for the office of First Vice President (President Elect), Second Vice President, and the offices of Secretary or Treasurer may be made from the floor.

6.4 Each nomination must be accepted by the nominee.

6.5 Any Member may be nominated.

Article 7: Elections

7.1 The annual election of officers shall take place during the month of April.

7.2 For each office on the ballot, the President shall declare as elected the candidate receiving the highest number of votes cast. If no candidate receives at least forty (40) percent of the votes cast for that office, a run-off election between the two candidates with the most votes in the general election will be held for that office.

7.3 The new Officers shall assume their duties immediately at the end of the Annual Conference (usually in June) following their election.

Article 8: Council

8.1 The elected Delegates, Officers, the Immediate Past President, all Standing Committee Chairpersons, and Liaisons shall constitute a body designated as the Council.

8.2 The Council shall establish policy and make decisions binding upon the Association, subject to the limitations of the Bylaws.

Article 9: Delegates

9.1 Delegates shall be members of the Association.

9.2 Each unit shall select a Delegate biennially, in odd-numbered years, to serve concurrently with the Officers of the Association elected in that year. Delegates may serve consecutive terms. Notification of the results of this election shall be forwarded immediately to the Secretary of the Association by the newly elected Delegate.

9.3 If a Delegate is elected as one of the Officers of the Association, or if a delegate is unable or unwilling to perform their duties, his/her unit may select a new Delegate. The officer may act as Delegate if his/her local unit so designates.

9.4 Each Delegate shall have the following responsibilities: (1) notify the Secretary of any changes in Delegate; (2) attend Council meetings; (3) notify unit members of the particulars of each meeting and make the agenda available to them; (4) route copies of all minutes to unit members; (5) keep constituents well informed about SUNYLA matters; (6) forward Newsletter items to the Publications Committee; (7) report all changes in membership to the Council; (8) recruit members, collect dues, and forward dues to the Treasurer; (9) distribute and collect all ballots and forward to the appropriate individual; (10) carry out other duties as directed by the Officers, Executive Board or Council.

Article 10: Local Units

10.1 Each unit shall select from its Members a Delegate to the Council as specified in the Bylaws.

10.2 If a unit has only one Member, that person shall be the Delegate.

Article 11: Committees

11.1 A Nominating Committee shall be chaired by the First Vice President, who will issue a call for participants for the purpose of nominating candidates for Officer as appropriate.

11.2 Ad hoc Committees may be authorized by the President, with the approval of the Executive Board.

11.3.1 The Chairpersons of the Standing Committees shall be appointed by the President, in consultation with the Officers, and with the approval of the Executive Board.

11.3.2 The Chairpersons of the Standing Committees shall serve for three years. Individuals may succeed themselves.

Article 12: Membership, Meetings, Reports

12.1 All Standing Committee Chairpersons shall be Members; each shall select at least three committee members, who may be Members or Associate Members. As committee members are appointed, their names shall be filed with the Secretary of the Association and reported to the Newsletter Editor(s). The President shall serve as an ex officio member of all Standing Committees.

12.2 Each Standing Committee shall elect a Recording Secretary and meet as often as deemed necessary by the Chairperson. Any member or associate member of the Association may attend meetings of the Standing Committees.

12.3 Each Standing Committee shall prepare a summary of its progress for presentation at each Executive Board/Council meeting and shall prepare a written report of its activities for the year to be distributed in the registration packet at the annual meeting.

12.4 The duties of the Standing Committees shall include, but shall not be limited to, the following:

12.4.1 Membership Development Committee
The Membership Development Committee shall organize and conduct membership recruitment in conjunction with the President.

12.4.2 Personnel Policies Committee
The Personnel Policies Committee shall concern itself with the development, recommendation, coordination, and implementation of the policies, procedures, and standards of appointment and other terms of employment for SUNY librarians.

12.4.3 Professional Development Committee
The Professional Development Committee shall: (1) recommend and develop programs of continuing education for librarians; (2) concern itself with principles and standards for college and university libraries; (3) support professional endeavors in the wider communities.

12.4.4 Publications Committee
The Publications Committee shall publish a Newsletter and any other publications of the Association. The Committee shall also engage in publicity and marketing efforts to further the work and raise the profile of the Association.

12.4.5 Technology Discussion Group

12.4.5.1 The Technology Discussion Group shall serve as a focus for the exchange of information about technology; including sharing and exploring best practices for effectively identifying and evaluating, seamlessly integrating, and successfully assessing outcomes and impacts of technology for library services; and establishing liaisons on information technology with other SUNY professional organizations as appropriate.

12.4.5.2 The Group shall establish and maintain formal lines of communication with the SUNY Office of Library and Information Services (OLIS), the various vendors, and appropriate other users groups, and shall facilitate enhancements and/or other feedback to the appropriate license holder(s), sponsoring organization, or vendor.

12.4.5.3 The Group shall arrange meetings or conferences as needed, one a year at minimum, to pursue its purposes.

12.4.6 Working Group for Information Literacy
The Working Group for Information Literacy (WGIL) shall: promote library user instruction and information literacy at SUNY libraries and the exchange of information about library instruction; support the development, coordination, and assessment of information literacy programs; and recommend, offer and/or sponsor programs and educational opportunities for professional development and growth in library instruction, information literacy and 21st century information fluency.

Article 13: Web Manager

13.1 Term of Appointment.

13.1.1 The Web Manager shall serve for an indefinite period at the discretion of the Executive Board.

13.2 Duties.

13.2.1 The Web Manager shall be responsible for the development and maintenance of the Association Web site. In consultation with the Executive Board, it shall be the responsibility of the Web manager to mount and maintain documents as requested by the Executive Board, Committee Chairpersons, Liaisons and other members and to perform other appropriate Web development activities. The Web Manager is a voting member of the Executive Board.

13.2.2. The Web Manager shall participate in the Technology Discussion Group.

Article 14: Liaisons

14.1 Term of Appointment

14.1.1 Liaison positions carry indeterminate terms. The expected commitment is three years, but individuals may succeed themselves.

14.2. Duties

14.2.1 SUNYLA Liaisons serve the Association by acting as representatives of the Association in its dealings with other associations.

14.2.2 SUNYConnect Coordinating and Finance Committee Liaison

The SUNYConnect Coordinating and Finance Committee Liaison is responsible for representing the Association on the SUNYConnect Coordinating and Finance Committee (SCFC). The Liaison attends SCFC meetings, representing SUNYLA, and SUNYLA Executive Board/Council meetings and reports to the Association on activities of SCFC.

14.2.3 United University Professions (UUP) Liaison

The UUP Liaison represents the Association in dealings with the established bargaining agent for SUNY librarians who are members of the bargaining unit, coordinates Association activities related to collective bargaining concerns, and informs SUNY librarians about bargaining issues.

14.2.4 Liaisons from Other Organizations

SUNYLA invites representatives from other organizations to serve as liaisons from the other organization to SUNYLA, in order to facilitate communication. Such liaisons may or may not be members of SUNYLA. These liaisons provide information to SUNYLA from their organizations and carry information from SUNYLA to their organizations.

14.2.5 Liaison Appointment

The President may provisionally appoint liaisons to other organizations, as appropriate. The liaison represents the Association to the other organization. The liaison attends both the other organization’s meetings, representing SUNYLA, and SUNYLA Executive Board and Council meetings, and reports to the Association on activities of the other organization. The Executive Board must approve the appointment at their next meeting.

Article 15: Meetings

15.1 Robert’s Rules of Order, Revised shall govern all meetings of the Association, except in cases where it is inconsistent with the Bylaws.

15.2 General Sessions

15.2.1 The Association shall meet in General Session at least once a year. A General Session may include a luncheon meeting of the Membership during an annual conference.

15.2.2 General Sessions may be called upon petition of a majority of Council Delegates or upon petition of twenty-five (25) percent of the Membership.

15.2.3 At General Sessions, the Membership shall take any needed organizational action on items referred to it by the Council. The remainder of a General Session shall be devoted to new business which may suggest directions in which the Association, through the Council, may wish to proceed.

15.2.4 In any general session of the Association, ten (10) percent of the membership shall constitute a quorum.

15.3 Meetings of the Executive Board

15.3.1 Meetings of the Executive Board may be called by the President at such times and place as s/he may designate, or upon the request of a majority of the Board. Additionally, the President may, in cases requiring immediate action, poll the members of the Executive Board without convening that body in order to reach a majority vote on a given issue or issues. Such a poll shall constitute a meeting for the specific purpose(s) at hand and the President, shall, upon its completion, notify the Secretary both as to its nature and its results which shall be read into the minutes of the next meeting.

15.3.2 In any meeting of the Executive Board, a majority of the Board membership shall constitute a quorum.

15.4 Meetings of the Council

15.4.1 The Council shall meet at least twice a year, at different geographical locations.

15.4.2 Prior to a meeting of the Council, the President shall notify the membership of the date, time, and location of the meeting and the Secretary will make a copy of the agenda available. Each Delegate shall also notify the members at his/her unit of the meeting.

15.4.3 In any meeting of the Council, thirty (30) percent of the Council membership shall constitute a quorum.

15.5 Special Meetings

15.5.1 Special Meetings of the Council shall be called by the Executive Board upon petition of fifteen (15) percent of the Council.

15.6 Observers

15.6.1 Any member or associate member of the Association may attend any meeting as an observer.

Article 16: Finances

16.1 Members and Associate Members of the Association shall pay annual dues in the amount determined by the Council.

16.2 Expenditures of organizational funds shall be governed by established Council policies.

Article 17: Dues

17.1 The amount of annual dues shall be determined by the Council. A majority of those eligible to vote will determine passage or non-passage of a dues change.

17.2 The Membership year is for a period of twelve months, beginning the date Membership dues are received by the Association.

Article 18: Voting Privileges

18.1 Only Members in good standing may vote on referenda or in general elections.

18.2 All members of the Council, including ex-officio members, shall have one vote, but the Presiding Officer shall refrain from voting except in cases of a tie vote.

18.3 All members of the Executive Board, excluding Ad hoc Committee chairs and liaisons, shall have one vote.

18.4 A membership referendum may be requested by a petition, to the President, signed by at least twenty-five (25) percent of all Members or by at least fifty (50) percent of the Members at each of four (4) SUNY campuses.

Article 19: Archives

19.1 Official and unofficial documents of the Association and other relevant materials shall be collected and maintained according to Archives policy.

19.2 Official and unofficial documents of the Association of current interest to the Membership shall be posted on the Association’s Webpage as maintained by the Web Manager.

Article 20: Amendments

20.1 These Bylaws may be amended by an affirmative vote of two-thirds of the Members of the Association voting.

20.2 An amendment may be proposed by majority vote of the Executive Board or by written petition (filed with the Secretary) of at least ten (10) percent of the Members.

20.3 Votes on amendments to the Bylaws shall be conducted by mail ballot conducted by the Secretary.

20.4 An amendment shall become effective immediately upon its passage, unless otherwise specified at the time of the vote.