NCLA Handbook

The Handbook of the North Carolina Library Association codifies the policies, procedures and structure of the Association. The Handbook contains key documents, such as the Mission Statement, Constitution, Bylaws, and Policies. It provides names of current officials and committee members, and serves a guide to the operations of the organization. It also contains information on the current awards, current NCLA publications, and provides various order forms and a membership application. This was an update of the sixth edition of the handbook, October 2008.

My charge as Director at Large for 2007-2009 was to bring the NCLA Handbook up-to-date. Serving in this endeavor with me was Robert Fisher, Director of the Robeson County Public Library and Timothy Owens, Library Consultant from the State Library of North Carolina.

Any questions or comments should be directed to Ralph Kaplan < nclibraryguy@earthlink.net >.

The Association

Background

The North Carolina Library Association was organized May 14, 1904 by a group of seven librarians who met in Greensboro and elected Annie Smith Ross as President. By November 1904, when the first Annual Meeting was held in Charlotte, there were 49 members. The North Carolina Library Association was incorporated on August 4, 1948. It is represented according to statute by two positions on the State Library Commission, which was established in 1909 through the efforts of the early leaders of the Association. NCLA maintains chapter status in the American Library Association and the Southeastern Library Association, and its elected representatives serve on the governing bodies of those associations.

NCLA is organized into various sections and round tables, which provide opportunity for discussion and continued education at biennial conferences and on other occasions as appropriate to the needs of members. Chairs of the sections and round tables serve on the Executive Board with the officers of the Association. There are eleven standing committees and a variety of ad hoc or special committees which are appointed by and report to the President.

The official publication of NCLA is North Carolina Libraries, which has been published continuously since 1942. The editor of NCL is a member of the Executive board.

Who we are and what we do

An affiliate of the American Library Association and the Southeastern Library Association, the North Carolina Library Association is the only statewide organization concerned with the total library community in North Carolina.

Our purpose is to promote libraries, library and information services, librarianship, intellectual freedom and literacy.

Our Goals

to provide a forum for discussion of library-related issues

to promote research and publication related to library and information science, and provide opportunities for professional growth

to support formal and informal networks of libraries and librarians

to identify and help resolve special concerns of minorities and women in the profession

Strategies

provides continuing education for all library personnel through workshops, programs, and conferences

informs members of legislation which affects libraries and library personnel, with opportunities for involvement at federal and state levels

publishes North Carolina Libraries, an award-winning journal devoted to discussion of library issues

awards scholarships to library school students

recognizes outstanding contributors to librarianship

functions through active committees

sponsors Leadership Institute

1841 Capital Blvd., Raleigh, North Carolina 27604

voice: 919.839.6252 * fax: 919.839.6253 * email: nclaonline@gmail.com
Contact the NCLA Office

Administrative Assistant: Kim Parrott

Office Location: 1841 Capital Blvd, Raleigh, NC 27604

Office hours:

Monday	8:00am - 2:30pm
Wednesday	8:00am - 2:30pm
Friday	8:00am - 2:30pm

Mailing Address:

1841 Capital Blvd., Raleigh, NC 27604

Phone: 919.839.NCLA (919.839.6252)

FAX: 919.839.6253

E-MAIL: nclaonline@gmail.com

Administrative Assistant Office Procedures Manual (MS Word)

The Constitution

CONSTITUTION OF THE North Carolina Library Association

Articles

Article I – Name

This organization shall be called the North Carolina Library Association.

Article II - Mission

The mission of the North Carolina Library Association shall be to promote libraries, library and information services, and librarianship; and to champion intellectual freedom and literacy programs.

Article III - Goals

The Association shall pursue the following goals:

Section 1. To provide a forum for discussing library related issues;

Section 2. To promote research and publication related to library and information science;

Section 3. To provide opportunities for the professional growth of library personnel;

Section 4. To support both formal and informal networks of libraries and librarians;

Section 5. To identify and help resolve special concerns of minorities and women in the profession.

Article IV - Membership

Membership in the North Carolina Library Association shall consist of five classes: individual membership, institutional membership, contributing membership, honorary membership, and life membership. Only individual and life members shall have voting privileges.

Section 1 - Individual. Any person who is or has been officially connected with any library in a professional, paraprofessional, or clerical capacity, or any member of a library's governing or advisory body, or any student in a school of library and information science may, upon payment of dues, be entitled to individual membership as stated by the Bylaws and will have the right to vote.

Section 2 - Institutional. Any institution may become an institutional member upon payment of dues.

Section 3 - Contributing. Any individual, firm or organization may, upon payment of dues, be entitled to contributing membership as stated in the Bylaws.

Section 4 - Honorary. The Membership Committee may recommend to the Executive Board for honorary, nonvoting membership non-librarians who have made unusual contributions to library services. Such nominees may be elected by the Executive Board.

Section 5 - Life. The Membership Committee may recommend to the Executive Board for life membership, with voting privileges, persons who are no longer actively engaged in library work. Such nominees may be elected by the Executive Board.

Article V - Officers

The officers of the Association shall be a President; a Vice President, who shall be the President-Elect; a Secretary; a Treasurer; and two Directors at Large.

Article VI – Executive Board

Section 1. The officers of the Association, the past President, the representative of the Association to the American Library Association Council, the North Carolina member of the Executive Board of the Southeastern Library Association, the editor of North Carolina Libraries the chair of each section and round table, and others as stipulated in the Association’s bylaws shall constitute the Executive Board. A parliamentarian may be appointed by the President as a non-voting member. The Administrative Assistant shall serve as a non-voting ex officio member.

Section 2. Members of the Executive Board shall serve until their successors take office.

Section 3. The President of the Association shall be the chair of the Executive Board.

Section 4. The Executive Board shall have the following powers and duties:

To consider and develop plans for the general work of the Association;

To appoint in case of a vacancy in any office a member from the

Association to fill the unexpired term until the next regular election;

To transact the business of the Association within the limits of a budget system.

Section 5. Business of the Association may also be transacted by the Executive Board through correspondence, provided that the proposed action be submitted in writing by the President to the members of the Executive Board, and that it be approved by a quorum of the Board.

Section 6. The Executive Board shall act for the Association in intervals between meetings, make arrangements for the biennial meeting, and authorize the organization of sections or round tables by specialized interests within the Association.

Section 7. The Executive Board shall have the authority to appoint an Administrative Assistant and to determine the responsibilities and remuneration of the position.

Section 8. The Executive Board shall direct and provide for the publications of the Association and may have power to contract for such publications as may seem desirable for furthering the interests of the Association.

Section 9. The Executive Board shall nominate an individual who has been selected by the Public Library Section to be named by the Governor to serve, with the chair of the Public Library Section and the chair of the North Carolina Public Library Trustees Association, as a member of the Public Librarian Certification Commission as required by the General Statutes of North Carolina (G.S.143B68).

Section 10. A majority of the voting members of the Executive Board shall constitute a quorum.

Article VII. Executive Committee

Section 1. The elected officers of the Association (President, Vice-President/President-Elect, Secretary, Treasurer, and the two Directors) shall constitute the Executive Committee.

Section 2. The President of the Association shall be the chair of the Executive Committee.

Section 3. The Executive Committee shall have the following powers and duties:

a. To meet upon call of the President to act on matters of business which in the judgment of the President cannot be held until the next scheduled meeting of the Executive Board.

b. To record its decisions and actions and transmit them to the Executive Board for its review and affirmation within 14 days or at the next meeting of the Executive Board, whichever comes first.

Article VIII - Finances

Section 1. The Executive Board shall approve all encumbrances (any claims on property) and expenditures of Association funds, but may delegate to the President authority to approve encumbrances and expenditures.

Section 2. The Executive Board shall administer the business affairs of the Association, and it shall have power in the intervals between meetings of the Association to act on all matters on which a majority of the members reach agreement.

Section 3. The finances of the Association shall be handled under a budget system.

Section 4. Funds shall be available to the President or the President's representative toward attending meetings to represent the Association. These funds must be included in the budget and approved by the Executive Board.

Section 5. Funds shall be available to the Executive Board to administer the affairs of the Association.

Section 6. No officer, committee, or member of the Association shall receive any funds or incur any expense for the Association not provided for in the Constitution unless authorized in writing by the President; nor shall the Treasurer or other authorized person make any payment except for expenditures which have been so approved.

Section 7. There shall be annual audit of all accounts.

Article IX - Affiliations

Section 1. The North Carolina Library Association shall hold chapter membership in the American Library Association and shall elect a representative to the ALA Council as provided in the ALA Constitution and Bylaws

Section 2. The North Carolina Library Association shall be a contributing member of the Southeastern Library Association and shall elect its representative to the SELA Executive Board as provided in the Constitution of the Southeastern Library Association.

Section 3. The Executive Board of the North Carolina Library Association shall be empowered to enter into other affiliations as deemed beneficial to the Association.

Article X – Sections & Round Tables

Section 1. Sections and round tables of the Association may be organized by application, signed by 100 voting members of the Association, and approved by the Executive Board.

Section 2. Each section shall represent a type of library or field of activity clearly distinct from that of other sections.

Section 3. A round table shall represent a field of librarianship not within the scope of any single section.

Section 4. The officers of the sections and round tables shall be elected by the membership of the section or round table. They shall be responsible for the program meetings and any other business of the section or round table.

Section 5. The President of the Association may appoint officers if the section or round table fails to elect officers.

Section 6. With the permission of the Executive Board, sections and round tables may charge fees for their purposes. Funds received will be earmarked and used at the discretion of the officers of the section or round table.

Section 7. The Executive Board may discontinue a section or round table when in its opinion the usefulness of that section or round table has ceased, except that in the case of a section or round table that is still active the affirmative vote of a majority of members is required prior to the Executive Board's action.

Article XI - Committees

The President, with the advice of the Executive Board, shall appoint committee chairs and suggest other members except as otherwise provided. The President shall be an ex officio member of each committee with the exception of the Committee on Nominations.

Section 1. Standing Committees. The Executive Board may establish standing committees to perform the continuing functions of the Association.

a. Standing committees shall include the following:

· Archives

· Conference

· Constitution, Codes and Handbook

· Continuing Education

· Endowment

· Finance

· Intellectual Freedom

· Membership

· Nominations Operations Committee

· Public Relations

· Publications and Marketing

· Scholarship

b. Standing committees shall report to the Executive Board.

Section 2. Special Committees. Special committees for specific purposes may be appointed at any time by the President.

a. The Committee on Nominations, to be appointed by the Past President each biennium, shall be considered a special committee. The chair is the Past-President.

Special committees shall function until their purposes have been fulfilled.

Article XII - Meetings

Section 1. There shall be a biennial meeting of the Association at such place and time as shall have been decided upon by the Executive Board.

Section 2. Special meetings of the Association may be called by the President, by a quorum of the Executive Board, or on request of 50 members of the Association.

Section 3. At least 30 days' notice shall be given for special meetings, and only business mentioned in the call shall be transacted.

Section 4. Meetings of the Executive Board shall be held upon the call of the President, or at the request of a quorum of the members of the Executive Board.

Section 5. There shall be a minimum of four meetings of the Executive Board during the biennium.

Section 6. One hundred voting members, representing at least 10 institutions, shall constitute a quorum of the North Carolina Library Association.

Article XIII – Non Profit Status

The North Carolina Library Association is not operated for profit. No profit shall inure to the benefit of any individual connected with the organization except in consideration for services rendered.

In the event of the dissolution of the organization, its assets would be conveyed to one or more types of organizations and institutions as set forth in NC G.S. 105-164.14. The Executive Board will vote as to which organization (s) will receive the assets. The vote must be a 2/3 affirmative vote. Entities eligible will be one or more non-profit educational, professional, or library entities.

ARTICLE XIV. AMENDMENTS

Amendments to the Constitution may be voted on only when a quorum of the Association is present, and shall require a two-thirds vote of the members present. Notice of the proposed changes in the Constitution shall be mailed to the membership at least 30 days prior to the meeting at which a vote is to be taken on the proposed changes.

Bylaws

Article I - Elections

Section 1. The President will instruct the Past-President to serve as Chair of the Committee on Nominations, which shall include representatives of the various types of libraries in the North Carolina Library Association, insofar as is practical.

Section 2. Officers. The Committee on Nominations shall present, by November 1 of the year preceding the election, the names of two candidates for each office to be filled: Vice President, Secretary, Treasurer (every four years) and two Directors at Large. In case the previously elected Vice President is unable to assume the presidency, the Committee on Nominations shall present the names of two candidates for the office of President.

Section 3. American Library Association Council Member. The NCLA representative to the ALA Council shall be elected for a four year term as provided in the ALA Constitution and Bylaws. The Committee on Nominations shall present for this office the names of

two candidates who are members of ALA and shall send to the American Library Association the name of the duly elected representative.

Section 4. Southeastern Library Association Executive Board Member. The NCLA member of the Southeastern Library Association Executive Board shall be elected for a four year term as provided in the Constitution of the Southeastern Library Association. The Committee on Nominations shall present for this office the names of two candidates who are members of SELA and shall

send to the Southeastern Library Association the name of the duly elected representative.

Section 5. The list of nominees shall be published in North Carolina Libraries.

Section 6. Any member wishing to be placed on the ballot for any office shall obtain a minimum of 50 signatures of NCLA members and submit them to the

chair of the Committee on Nominations by April 1 of the year of election. The Treasurer will verify the 50 signatures and notify the member that his or her name will be placed on the ballot.

Section 7. Consent of nominees shall be obtained.

Section 8. A ballot containing spaces for write-in candidates shall be mailed to voting members of the Association by May 1 prior to the biennial meeting.

Section 9. Ballots shall be marked and returned by June 1.

Section 10. Candidates receiving the majority of votes shall be declared elected and shall take office at the close of the biennial meeting.

Section 11. In case of a tie vote the successful candidate shall be determined by lot.

Section 12. Election results shall be announced in North Carolina Libraries.

Section 13. The term of office of all officers except the Treasurer shall commence at the adjournment of the biennial meeting following their election, or if the biennial meeting cannot be held, upon their election. The term of office of the Treasurer shall commence at the end of the fiscal year following his election.

Article II – Duties of Officers

Section 1. President. The President shall preside at all meetings of the Association, the Executive Board, and of the Executive Committee. The President shall, with the advice of the Executive Board, appoint the editor of North Carolina Libraries and all committee chairs and suggest other committee members. Committees shall be appointed for special purposes and shall serve until the purposes are achieved. The President may execute mortgages, bonds, contracts, or other instruments which the Executive Board has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Executive Board or by the Constitution, Bylaws, or by statute, to some other officer or agent of the Association. In general the President shall perform all duties as may be prescribed by the Executive Board. The President is an ex officio member of all committees except the Committee on Nominations.

Section 2. Vice President/President Elect. The Vice President serves as President Elect and presides in the absence of the President. If it becomes necessary for the Vice President to complete the unexpired term of the President, the Vice President shall also serve his or her own term as President. In the event of the Vice President becoming President during the unexpired term of the elected President, the Executive Board shall appoint a Vice President to serve until the next regular election is held.

Section 3. Secretary. The Secretary shall keep a record of the meetings of the Executive Board, the Executive Committee, the biennial meetings, and any special meetings of the Association. The Secretary shall be responsible for receipt and deposit in the Association

archives all correspondence, records, and archives not needed for current use. In case of a vacancy, the Executive Board shall appoint a Secretary to serve until the next regular election is held.

Section 4. Treasurer. The Treasurer shall assist in the preparation of the budget and keep whatever records of the Association the President and the Executive Board deem necessary. The Treasurer will disburse all funds of the Association under the instructions of the Executive Board and keep regular accounts, which at all times shall be open to the inspection of all members of the Executive Board. The Treasurer shall execute a bond in such sum as shall be set by the Executive Board, the cost to be paid by the Association, and shall contract annually for an audit of all accounts. The Treasurer shall serve as a member of the Finance Committee and shall perform such other duties and functions as may be prescribed by the Executive Board. The term of office shall be four years. In case of a vacancy, the Executive Board shall appoint a Treasurer to serve until the next regular election is held.

Section 5. Directors at Large. The Directors assume such other duties as are assigned by the President. In case of a vacancy, the Executive Board shall appoint a Director to serve until the next regular election is held.

Article III - Membership

Section 1. Dues shall be collected on an annual basis according to a schedule recommended by the Executive Board. Categories of membership shall include individual, institutional, contributing, honorary, and life. Honorary and life members are not assessed dues.

Section 2. Each member is entitled to the choice of one section or round table at no additional cost.

Section 3. Association members may be members of more than one section or round table by paying additional dues for each additional section or round table.

Section 4. Memberships dues are renewable one year after the initial date of membership.

Section 5. No changes in the dues structure or policies regarding membership shall be made without approval of the membership by mail vote. A majority of the votes cast shall be required to make any such changes

Section 6. Publications all members of the North Carolina Library Association shall receive official periodical publication of the Association and any other publications that may be so designated. Subscriptions to North Carolina Libraries and single issues are available to non-members at a rate recommended by the Editorial Board and approved by the Executive Board.

Article IV – Sections and Round Tables

Section 1. Sections and round tables must secure the approval of the Executive Board before making any declaration of policy which involves the Association as a whole, before soliciting or receiving funds, or before incurring any expense on behalf of the Association.

Section 2. The secretaries of the sections and round tables shall submit copies of their important papers and reports to the to the Association archives located in the North Carolina State Library.

Section 3. Sections and round tables shall adopt bylaws which meet the approval of the Executive Board of the Association.

Section 4. The chairs of the sections and round tables shall submit all bills to the Treasurer for payment from their allocated funds. Bills in access of allocated funds must have the prior approval of the Executive Board.

Section 5. Sections and round tables whose paid membership on March 31 prior to the biennial conference exceeds 350 members shall name one additional representative to serve as a voting member of the NCLA Executive Board. For every 200 members above the initial 350, the section or round table shall name one additional representative to serve as a voting member of the NCLA Executive Board.

Article V – Amendments

Section 1. Amendments to the Bylaws may be voted on when a quorum is present and shall receive a majority vote of the members present or by mail ballot approved by a majority of the members voting.

Section 2. Notice of the proposed change in the Bylaws shall be mailed to the membership at least 30 days prior to final consideration of the proposed change.

· Article VI – Parliamentary Authority

Robert’s Rule of Order, latest edition, shall be the governing authority in any matter not specifically covered by the Constitution and Bylaws of the Association

Executive Board

Officiers

President

Election and Term of Office:

Elected by ballot as Vice-President/President Elect the preceding biennium. Takes office as President at the close of the biennial conference. Remains as member of the Executive Board the following biennium.

Duties:

To preside at all meetings of the Association, the Executive Board, and the Executive Committee.

To appoint, with the advice of the Executive Board, all standing committee chairmen, suggest other committee members, and outline duties of all committees.

To inform chairmen and members of committees of their appointment to or release from committees and to provide for orientation of committees.

To appoint, with the advice of the Executive Board, ad hoc committees for special purposes to serve until the duties assigned the committee are completed.

To appoint, if desired, a parliamentarian as a non-voting member of the Executive Board.

To appoint each biennium, with the advice of the Executive Board, the editor of North Carolina Libraries.

To hold quarterly meetings of the Executive Board during the biennium. To prepare the agenda and send out notices regarding these meetings. To invite committee members and others who need or wish to attend Executive Board meetings. The last meeting shall be held prior to the opening of the biennial conference and shall include the incoming members of the Executive Board.

To serve as ex officio member of all committees except the Committee on Nominations.

To dissolve committees which are not functioning or have completed their purposes.

To approve all disbursements of monies by the Treasurer, to approve for payment all bills in accordance with the budget adopted by the Executive Board, and to appoint a person to reconcile monthly bank statement with the Association's fund accounts, in accordance with current NCLA financial procedures.

To execute with the designated or proper officer of the Board any deeds, mortgages, bonds, contracts, or other instruments which the Executive Board has authorized to be executed.

To distribute, or have distributed, handbooks, manuals, and revisions to new Executive Board members and Constitution, Codes, and Handbook Revision Committee members.

To answer, or to have answered, all correspondence addressed to the Association.

To write reports to the membership for North Carolina Libraries.

To work with the editor of North Carolina Libraries in the preparation of the conference issue.

To turn over the gavel of office to the incoming President at the end of the biennial conference. To deliver records of the biennium for his term of office to the new President and to give the records of the preceding President to the Archives Committee.

To serve as a member of the Executive Board for two years following term as President.

To provide representation of the Association at various meetings.

To serve on the State Library Commission.

Vice President/President-Elect

Election and Term of Office:

Elected by ballot to serve as Vice-President for the first biennium following election, as President the second biennium, as past President the third biennium. In the third biennium, the Past President serves as Chair of the Committee on Nominations.

Duties:

To preside at any meeting of the Association or the Executive Board in the absence of the

President, or upon request of the President.

2. To serve as a member of the Executive Committee.

3. To serve as chair of the Conference Committee.

4. To serve on the State Library Commission.

5. To perform other duties prescribed by the President or the Executive Board.

6. To deliver to the incoming Vice-President his or her files as Vice-President and send to the Archives Committee the files of the preceding Vice-President.

Secretary

Election and Term of Office:

Elected by ballot for the biennium.

Duties:

1. To record the minutes of meetings of the Executive Board, the Association biennial meetings, and any special meetings of the Association; and to distribute within 30 days copies of all Association and Executive Board minutes to all Executive Board members and to the members of the Constitution, Codes, and Handbook Revision Committee.

2. To serve as a member of the Executive Committee.

3. To prepare and/or distribute Association correspondence, notices, resolutions, etc., as directed by the President and the Executive Board.

4. To deposit correspondence, reports, official copies of the minutes, and other records with the Archives Committee.

Treasurer

Election and Term of Office:

Elected by ballot for four years with term beginning the following January 1. The Treasurer completes all financial transactions, including tax returns. The books are audited before the new Treasurer takes office. The Treasurer and the newly elected Treasurer shall work together during the last quarter of the year to ensure an orderly transition.

Duties:

A. Financial

1. To be bonded in the amount set by the Executive Board.

2. To serve as a member of the Finance Committee.

3. To pay all bills, manage invested funds, maintain all financial records for the Association, and execute financial procedures established by the Executive Board.

4. To prepare regular financial reports for the Executive Board.

B. Biennial Conference

1. To work with the Conference Committee treasurer to ensure the proper transfer of funds.

C. Executive Committee

To serve as a member of the Executive Committee.

Directors-at-Large

Election and Term of Office:

Elected by ballot for the biennium.

Duties:

1. To serve as members of the Executive Committee.

3. To perform other duties prescribed by the President or the Executive Board.

American Library Association Councilor

Election and Term of Office:

Must be personal member of ALA and NCLA in order to be nominated. Elected every four years as part of general election of NCLA officers. Four-year term begins at conclusion of NCLA biennial meeting in year of election.

Duties:

1. To represent NCLA at Council meetings during the ALA annual conference and the midwinter meeting.

2. To serve on NCLA Executive Board as voting member.

3. To provide reports to NCLA Executive Board and the membership of NCLA.

4. To act as liaison between NCLA and ALA.

Southeastern Library Association Representative

Election and Term of Office:

Must be personal member of SELA and NCLA in order to be nominated. Elected as part of the general election of NCLA of officers. Four-year term begins at next Southeastern Library Association biennial conference.

Duties:

1. To serve as member of SELA Executive Board.

2. To represent NCLA at meetings of the SELA Executive Board.

3. To attend SELA President's Meeting immediately preceding each biennial conference.

4. To attend SELA President's Leadership Conference in March of each non-conference year.

5. To serve on NCLA Executive Board as voting member.

6. To provide reports to NCLA Executive Board and the membership of NCLA.

7. To act as liaison between SELA and NCLA.

NCLA Administrative Assistant

Background

In December 1989, a permanent NCLA administrative office, staffed by a part-time administrative assistant, was established at the State Library of North Carolina in Raleigh. The administrative assistant is an ex officio member of the Executive Board; Membership Committee; Finance Committee; and Constitution, Codes and Handbook Revision Committee.

Functions of the Office

Sending membership renewal notices year round[

Collecting, crediting, and depositing checks for dues

Reporting membership activity to the Treasurer

Issuing membership cards

Maintaining a computer database of membership

Providing printouts and mailing labels of the membership

Handling membership inquiries and complaints

Maintaining a North Carolina Libraries subscription database

Printing mailing labels for North Carolina Libraries

Assisting the editor in resolving subscription complaints

Attending NCLA biennial conferences

Assisting with mailing labels and mailing services for the conference

Notifying major library journals of the conference

Notifying the executive board, committee chairs, and guests of board meetings

Attending board meetings

Coordinating bulk mail services and printing for the Association

Making available NCLA brochures, stationery, envelopes, and forms

Assisting the President and Vice-President with correspondence

Receiving, depositing and accounting for all income, in accordance with NCLA Financial

Procedures

Receiving requests for expenditures, and forwarding them to the treasurer for payment.

Maintaining an up-to-date copy of the NCLA Handbook

Other duties as approved by the President and/or Vice-President

Contact Information

Mailing address:

North Carolina Library Association
c/o State Library of North Carolina

1811 Capitol Blvd.
Raleigh, NC [27604

Telephone: 919.839.NCLA (919.839.6252)

Fax: 919.839.6253

E-mail: nclaonline@biblio.com

Standing Committees

General Information

The following committees are regarded as essential to the operation of the Association and are defined in the Constitution as standing committees:

Archives Committee

Membership:

Chair, plus six or more members, and the President of the Association, ex officio. Membership shall be based on knowledge of and interest in archival theory, as well as familiarity with the organizational structure of NCLA.

Charges:

1. To solicit official records, publications, and memorabilia of the North Carolina Library Association.

2. To maintain a records center for current Association records in the State Library.

3. To transfer, according to an official records retention and disposition schedule, non-current Association records to the State Archives for inclusion in the permanent records of the Association.

4. To destroy, according to an official records retention and disposition schedule, records scheduled for disposition.

Conference Committee

Membership:

Chairperson (Vice-President/President-Elect of the Association), plus five or more members appointed by the Conference Committee Chairperson, and the President of the Association, ex officio.

Charges:

1. To plan the biennial conference for the next biennium, and to recommend to the Executive Board the site for the subsequent biennial conference.

2. To establish and maintain contacts with sections, round tables, and other groups within the Association with regard to programs and meetings scheduled for the conference.

3. To report regularly to the Executive Board on conference plans.

4. To negotiate contracts with hotels, convention centers, etc.

5. To invite speakers for conference-wide events.

6. To provide for local arrangements.

7. To provide for registration prior to and during the conference.

8. To provide publicity for the conference.

9. To administer all financial affairs of the conference.

10. To maintain and update the Conference Handbook.

11. To maintain and update the Conference Web site.

Constitution, Codes and Handbook Committee

Membership:

Chairperson, plus six or more members, and the President of the Association, ex officio.

Charges:

1. To study the Constitution and Bylaws and suggest revisions to clarify and bring up to date these documents.

2. To draft amendments to the Constitution and Bylaws based on changes suggested by the membership and/or the Executive Board.

3. To submit to the Executive Board, at least six months prior to the biennial conference, recommended amendments to the Constitution and Bylaws

4. To provide for the membership by mail, at least 30 days prior to the biennial conference, notice of proposed changes to the Constitution and Bylaws

5. To maintain compliance of section/round table bylaws with the NCLA Constitution and Bylaws by informing sections/round tables of required changes.

6. To approve proposed changes in section/round table bylaws prior to their submission to section/round table membership.

7. To review proposed bylaws for new sections/round tables and make recommendations as appropriate to the section/round table.

8. To keep the Handbook up to date and submit it to the NCLA webmaster for posting to the NCLA website.

Continuing Education Committee

The Role of the Continuing Education Committee

The Continuing Education Committee provides advice to the North Carolina Library Association’s Executive Board, Sections, Round Tables, and Committees on policies and procedures for continuing education and professional development of members.

Guiding Principles

The following principles and strategies serve as a framework for building a statewide planning and implementation network of CE providers:

NCLA takes a collaborative state-wide approach in providing an administrative and technological infrastructure for delivery of continuing education.

Continuing education offerings are developed based on need assessments, feedback on CE activities/experiences, and shared information.

Where the need for multiple CE offerings is shown to exit, providers are encouraged to offer programs in competition with each other. However, enrollments in these activities are monitored to ensure that all programs continue to be needed.

Inter-organizational programs are developed in instances where multiple sections/round tables wish to offer CE activities on the same topic(s) and the need is not great enough to justify mounting more than one program. For shared programs, common pricing for the activity is the rule.

In functional and operational areas that are critical to effective statewide information access, certification of program completion is offered as an accountability mechanism for competencies gained through CE.

Strategies

Web-based statewide surveys are conducted for needs assessments, program evaluations, feedback on CE activities/experiences, and sharing of information.

Web-based statewide listings of CE activities and events are placed on the State Library of North Carolina.

A statewide member/customer database is maintained for communication and financial management purposes.

A speaker’s list is maintained.

Endowment Committee

Membership:

Chairperson, plus three or more members, and the President of the Association, ex officio.

Charges:

1. To work with the North Carolina Community Foundation in the management of the North Carolina Library Association Endowment Fund.

2. To publicize the Fund and its goals to all who may be interested in libraries in North Carolina, soliciting contributions from all groups of people from all over the state.

3. To report to the Board and the Membership of the Association on progress of solicitation and receipts from Endowment.

4. To consult with the Finance Committee of the Association on the use of Endowment receipts.

5. To report to the Board and the membership of the Association and to the North Carolina Community Foundation on the use of receipts from the Foundation.

6. To work with the Association Administrative Assistant on procedures for handling money and records and correspondence relating to the Endowment.

Finance Committee

Membership:

Chairperson (usually someone familiar with the Association budget), the Treasurer of the Association, plus two or more members, and the President of the Association, ex officio.

Charges:

1. To prepare and present Association budgets to the Executive Board.

2. To make recommendations to the Executive Board regarding all aspects of the Association's finances.

3. To review on a regular basis the long-range fiscal status of NCLA including fiscal policies and procedures, and to make recommendations to the Board about the management of Association funds.

4. To study and make recommendations on matters assigned by the Executive Board.

Intellectual Freedom Committee

Membership:

Chairperson, plus four or more members and the President of the Association, ex officio.

Charges:

1. To promote professional and public awareness of the importance of free access to information and the responsibility of libraries to provide such access.

2. To serve as a clearinghouse for information relative to censorship.

3. To support libraries in defense of intellectual freedom when requested to do so.

4. To keep the Association and the Executive Board informed of infringements of intellectual freedom.

5. To encourage librarians to adopt written selection policies and to secure the approval of such policies by their local boards.

6. To cooperate with the Public Policy Committee in opposing any statutory abridgment of freedom in the selection and use of library materials.

7. To urge librarians to ensure the privacy of library records.

8. To speak for the Association on matters of intellectual freedom when empowered by the Executive Board.

Leadership Committee

NCLA Leadership Institute Committee

Membership:

This committee

Charges:

1. To develop future leaders for North Carolina libraries and for the library profession.

2. To develop the capacity of north Carolina librarians and paraprofessionals to become leaders in the communities they serve.

3. To enable the profession to be a positive force for change in society.

Membership Committee

Membership:

Chairmen plus a member to represent each section/round table, and the President, Treasurer, and Directors-at-Large of the Association, ex officio.

Charges:

1. To promote individual and institutional membership in NCLA.

2. To recruit new members and encourage non-renewing members to renew their membership.

3. To prepare membership brochures and other publicity materials to be used for recruiting members.

4. To cooperate with the editors of North Carolina Libraries and E-NEWS to promote membership in NCLA.

5. To seek nominations for honorary and life membership according to established criteria, to make recommendations to the Executive Board for these awards by January 31 of the conference year, and to be responsible for all other aspects of awarding honorary and life membership to those selected.

6. To seek nominations for the North Carolina Library Association Distinguished Library Service Award, according to established criteria, to make recommendations to the Executive Board for this award, and to be responsible for all other aspects of making this award.

7. To work with membership representatives of the American Library Association and the Southeastern Library association in providing membership information.

Operations Committee

Chairperson, plus 3-5 additional members who serve on an “as needed” basis.

Charge:

1. To advertise, hire, interview, and hire the NCLA Administrative Assistant,

2. To supervise and evaluate, on an annual basis, the NCLA Administrative Assistant.

3. To offer a direct line of communication for the daily operations of the NCLA office.

4. To assist, as needed, the NCLA Administrative Assistant with special projects such as NCLA elections, the NCLA biennial conference registration, and the determination of when to route NCLA materials to the NCLA Archives.

5. To report the routine activities in the NCLA Administrative office to the Executive Board on a quarterly basis and to alert the Board of issues, concerns, and problems with the work of the NCLA Administrative office on an as-needed basis.

Public Policy Committee

Membership:

Chairperson, plus five or more members, and the President of the Association, ex officio.

Charges:

1. To keep the Association informed of all pending state and federal legislation affecting libraries.

2. To keep in touch with state and federal legislators, acquainting them with needs of libraries, and justifying budget requests.

3. To cooperate with other groups in promoting legislation which benefits libraries and librarianship.

4. To promote good relations between government at all levels and libraries of all types, and to explore ways and means of improving these relationships.

5. To plan and promote State Legislative Days

6. To recommend to the President up to 25 congressional and state officials for "special" membership in NCLA

Publications and Marketing Committee

Membership:

Chairperson, plus six or more members, and the editor of North Carolina Libraries and the President of the Association, ex officio.

Charges:

1. To provide for continuity and balance in NCLA publications by coordinating and reviewing all materials to be formally published by the Association. (An NCLA publication is defined as one published by NCLA other than by a section or round table.)

2. To develop and recommend to the Executive Board policies and guidelines for NCLA publications, with the exception of North Carolina Libraries.

3. To identify publication needs of the Association and make recommendations to the Executive Board as appropriate.

4. To provide advice and recommendations regarding publications to sections and round tables.

Scholarships Committee

Membership:

Chairperson, plus five members, and the President of the Association, ex officio. Membership is for a six-year term, with two members' terms expiring each biennium. One of the continuing members shall be appointed as chairperson.

Charges:

1. To recommend to the Executive Board policies and regulations for awarding scholarships administered by NCLA.

2. To publicize the scholarships available.

3. To receive and review applications for the Query-Long Scholarship, the McLendon Loan Fund, and the NCLA Memorial Scholarship.

NCLA Scholarships and Student Loan Fund

The North Carolina Library Association Memorial Scholarship is a $1,000 scholarship.

The Query-Long Scholarship for Work with Children and Young Adults is a $1,000 scholarship.

The McLendon Student Loan Fund provides a $400 loan at 1 percent interest.

Either scholarship or a student loan may be awarded for original or continued study in library science:

1. To a student entering library school for the first time; or

2. To a student currently enrolled in a library school program; or

3. To a practicing librarian who wishes to continue his or her studies.

To be eligible for either scholarship or a student loan, the applicant:

1. Must currently be a legal resident of North Carolina with a minimum residency of two years.

2. Must hold an undergraduate degree.

3 Must have been accepted by a library school. (Persons whose library school applications are pending may apply for the scholarship.)

Major factors to be considered in making the awards:

1. Academic excellence.

2. Leadership qualities.

3. Evidence of commitment to a career in librarianship in North Carolina.

4. Financial need.

Applications and references for scholarships and loans should be submitted annually by April 25 to:

Chair, NCLA Scholarships Committee
North Carolina Library Association

1841 Capital Blvd, Raleigh, NC 27604

Web Site Committee

Currently being formed.

Sections and Round Tables

General Information

A section represents a type of library or field of activity clearly distinct from that of other sections. Sections may be organized by application, signed by 100 voting members of the Association, and approved by the Executive Board. Sections have their own budgets. They receive $5 from each NCLA member who joins the section, and may charge fees for events and programs. Sections often have their own committees for programming and other activities.

A round table represents a field of librarianship not within the scope of any single section. Round tables may be organized in the same way as sections are organized. Round tables have their budgets. They receive $5 from each NCLA member who joins the section, and may charge fees for events and programs. Round tables often have their own program committees and activities.

There is no difference between a Section and a Round Table concerning the rights and privileges of NCLA.

Sections and Round Tables

Sections and round tables may be organized upon petition of 100 members of the Association.

Membership in NCLA includes membership in one section or round table. Additional sections/round tables may be joined upon payment of an additional fee.

Sections and round tables may be discontinued by the NCLA Executive Board when in its opinion the usefulness of that section or round table has ceased. For active sections and round tables, a majority vote of the members is required prior to the Executive Board’s action.

Each section/round table elects officers (chair, chair-elect, secretary, etc.) to serve for one term, or the officers may be appointed by the President.

Each section/round table may adopt its own bylaws, which are not to conflict with Constitution and Bylaws of NCLA.

Funds are allocated for sections and round tables in the Association budget and are available from the Treasurer.

Sections and round tables may charge fees for their own purposes.

All monies are to be channeled through the NCLA Treasurer.

Duties of Section/Round Table Chairmen:

To serve as a voting member of the NCLA Executive Board.

To plan and conduct meetings of the section/round table Executive Committee.

To appoint a section editor for North Carolina Libraries.

To appoint a Nominating Committee and other committees within the section/round table as necessary.

To provide for workshops, programs, etc., at the biennial conference and at other times as appropriate.

To preside at the business meeting of the section/round table at the biennial conference.

To represent the section/round table in affiliated groups as appropriate.

To inform the Constitution, Codes, and Handbook Revision Committee of proposed changes in section/round table bylaws.

To submit a biennial report to the President.

To arrange for transfer of records to succeeding chairperson and/or NCLA archives as appropriate.

Sections

Business Librarianship in North Carolina

Bylaws

Article I - Name

The name of this organization shall be Business Librarianship in North Carolina (BLINC), a section of the North Carolina Library Association.

Article II - Objectives

The objectives of this organization shall be (a) to unite members of the North Carolina Library Association interested in business reference services and business collection development, (b) to encourage participation in business librarianship, (c) to provide an opportunity for education, training, and exchange of information in business librarianship, and (d) to seek to fulfill the objectives of the North Carolina Library Association.

Article III - Members

Members of the North Carolina Library Association who state a preference for this Section at the time of payment of dues shall become members.

Article IV - Officers

Section l. The officers of this organization shall be: Chair, Vice-Chair/Chair-Elect, and a Secretary-Treasurer.

Section 2. They shall be elected biennially and shall serve for a two-year term, or until their successors are elected and have assumed their duties.

Article V - Executive Committee

The Executive Committee shall consist of the Chair, Vice-Chair/Chair-Elect, Secretary-Treasurer, and the immediate past Chair. The Executive Committee has general supervision of the affairs of the Section and shall have the power to act for the Section on administrative business. The Executive Committee will appoint the Section’s representative to the Editorial Board of North Carolina Libraries. A quorum for the transaction of business shall consist of a majority of the Executive Committee, including the Chair or a designated substitute. The Executive Committee shall meet at least twice a year.

Article VI - Meetings

Section 1. The regular meeting shall be held as a Section meeting of the biennial meeting of the North Carolina Library Association.

Section 2. Special meetings may be called at the direction of the Chair, the Executive Committee, or upon written request, signed by 15 members and delivered to the Executive Committee of the Section.

Section 3. A quorum for the transaction of business of this Section shall consist of 25 percent of the membership of the Section.

Article VII - Elections

Section 1. The Chair shall appoint a Committee on Nominations who will present a slate of candidates for each elective office, consent being secured form the nominees. Any member or members of the Section may present a candidate or candidates for the elective offices of this Section provided (1) that they notify the Chair of the Section of such action in writing, (2) that the notification be signed by 10 members of this Section, (3) that the consent of the nominees has been secured and so indicated on the notification, (4) the nominating petition be received by the Chair 10 weeks prior to the meeting for inclusion in the mail ballot.

Section 2. A mail ballot will be sent to all members at least six weeks prior to the NCLA biennial conference. The return deadline shall be two weeks prior to the biennial conference. A majority of returned ballots shall constitute an election.

Article VIII – Special Duties of the Officers

Section 1. The Chair shall serve as Chair of the Executive Committee. The Chair shall, with the Executive Committee, appoint such committees and define their duties as may be necessary to carry on the work of the Section.

Section 2. The Chair of the Section shall serve as ex officio member on all committees with the exception of the nominating committee.

Section 3. The Vice Chair/Chair-Elect shall assume the responsibilities and perform the duties of the Chair in the event of absence, death, disability or resignation. The Vice Chair/Chair-Elect shall serve as Chair during the two years following the term as Chair-Elect.

Section 4. New committees may be created and old committees discontinued by the Executive Committee provided that such action is not contrary to the wishes of the membership of this Section as expressed at the most recent meeting of the Section.

Section 5. The Secretary-Treasurer shall perform the duties normally accepted for such office.

Section 6. In the event of death, disability, or resignation of any member of the Executive Committee, the Executive Committee shall fill such a vacancy or vacancies by the appointment of member to fill the unexpired term. Absence from three consecutive meetings of any member of the Executive Committee shall be considered as a resignation from the Executive Committee.

Articles IX - Committees

Section 1. Committees may be created and old committees discontinued by the Executive Committee provided that such action is not contrary to the wishes of the membership of this Section as expressed at the most recent meeting of the Section.

Section 2. All committees shall be composed of members in good standing of NCLA/BLINC. They shall serve until their successors have taken office or until the committee is dissolved.

Section 3. Chairpersons of the standing committees shall be appointed for two-year terms by the Chairperson unless otherwise directed. Standing committees of the Section shall be appointed for two years by the Chair in consultation with the committee chairpersons.

Chairpersons may be appointed only with the approval of the Executive Committee.

Section 4. Special or ad hoc committees shall be created by the Chair as needed or upon the request of the Executive Committee. Unless otherwise directed, the Chair shall appoint the chairperson of each special or ad hoc committee, and in consultation with the Executive Committee shall appoint the members of each committee. Special or ad hoc committees shall exist for two years. Special or ad hoc committees may continue if approved by the Executive Committee.

Section 5. Committee shall maintain records of their proceedings and shall report on their activities at the biennial meeting and at such other times as they may be directed to do so by the Chair.

Article X – Parliamentary Authority

Section 1. The rules contained in latest edition of Robert’s Rules of Order shall govern the Section in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any standing rules of order the Section may adopt.

Section 2. Nothing in these bylaws shall conflict with the Constitution and Bylaws of the North Carolina Library Association.

Article XI – Amendments

These rules may be amended by a two-thirds vote of the members present at a meeting called in accordance with the bylaws of the Section. They may also be amended by a mail ballot, provided that (1) the request for such action be submitted to the Executive Committee in writing and signed by 15 members of the Section, (2) the total number of returned ballots be not less than 25 percent of the membership of the Section, and (3) two-thirds of the mailed ballots returned shall be in the affirmative.

Youth Services Section

Bylaws

Article I - Name

The name of this organization shall be the Youth Services Section of the North Carolina Library Association.

Article II - Objectives

The objectives of this organization shall be:

Section 1. To bring together members of the North Carolina Library Association who are interested in promoting library and information services for children and whose organized discussions and actions will provide a broad base for leadership;

Section 2. To encourage research in this field of knowledge;

Section 3. To stimulate and to engage in the creation and exploration of informal sources and materials; and

Section 4. To help fulfill the objectives of the North Carolina Library Association.

Article III – Members

Members of the North Carolina Library Association who state a preference for this Section at the time of payment of the Association dues shall become members.

Article IV – Officers

The officers of this organization shall be: Chair, Chair-Elect, who shall serve as Vice-Chair, a Secretary-Treasurer, and two Directors. The Chair-Elect, the Secretary-Treasurer and the two Directors shall be elected prior to the regular biennial meeting and shall assume duties immediately following this meeting. They shall serve for a two-year term, or until their successors are secured and have assumed their duties.

Article V – Executive Committee. The Executive Committee shall consist of the Chair, Chair-Elect, Secretary-Treasurer, Directors, Chairs of Standing Committees, a Publications Editor, and the past Chair. The immediate past Chair shall be a non-voting member. Upon request of the Chair and with the approval of the Executive Committee, the State Youth

Services Consultant may be asked to serve as a non-voting member. The Executive Committee shall have the general supervision of affairs of the Section and shall have the power to act for the Section on administrative business of the Section in the intervals between biennial meetings. Such administrative business shall include only that business which necessarily must be dealt with prior to the regular biennial meetings.

Article VI – Meetings

Section 1. The regular meeting shall be held as a section meeting of the North Carolina Library Association.

Section 3. A quorum for the transaction of the business of this Section shall consist of 25 percent of the members of the Section.

Article VII – Elections

Section 1. The Chair shall appoint a Committee on Nominations who will present for each elective office the name of one candidate who has given consent to serve if elected. This slate of nominees shall be published in the Section newsletter at least four months prior to the biennial meeting. Any member or members of the Section may present a candidate or candidates for the elective offices of this Section provided that (1) they notify the Chair of the Section of such action, in writing, (2) the notification be signed by 10 members of this Section, (3) the consent of the nominee or nominees has been secured and so indicated on the notification, (4) nominating petition be received by the Chair 10 weeks prior to the biennial meeting for inclusion in the mailed ballot. A mail ballot will be sent to all members eight weeks prior to the regular biennial meeting. (5) Ballots will be mailed if and only if there is more than one candidate nominated for any given position. If there is only one candidate for a given position, no mail ballot will be sent and a vote taken by acclamation. If a mail ballot is required, it will be sent to all members eight weeks prior to the regular biennial meeting.

Section 2. A majority vote of the members responding within six weeks from the date the ballot is mailed shall constitute election.

Article VIII – Special Duties of Officers

Section 1. The Chair shall serve as Chair of the Executive Committee. The Chair shall, with the Executive Committee, appoint standing, special, and ad hoc committees and the Publications Editor and define their duties as may be necessary to carry on the work of the Section. The Chair shall serve as an ex officio member of all committees with the exception of the Committee on Nominations.

Section 2. Special committees for specific purposes may be appointed by the Executive Committee at any time and shall function until their purposes have been fulfilled or until they are no longer necessary.

Section 3. The Chair-Elect, serving also as Vice-Chair, as stated above, shall accept the responsibilities and perform the duties of the Chair in the absence of the Chair. The Chair-Elect shall also serve as Program Chair. The Chair-Elect shall be elected to office, and shall assume the responsibilities and perform the duties of the Chair in the event of death or resignation of the Chair. The Chair-Elect shall serve as Chair during the two years following the term as Chair-Elect. In the event that the Chair-Elect succeeds the Chair with more than one calendar year left in their elected terms of office, the Chair-Elect shall not serve as Chair in the following biennium.

Section 4. The Secretary-Treasurer shall perform the duties normally accepted for such office and serve as Chair of the Finance Committee.

Section 5. Under the following circumstances the Executive Committee shall secure from the Committee on Nominations the name of one candidate for each office who has given consent to serve if elected: (a) if a vacancy occurs in the Chair-Elect position due to the death, resignation or elevation of same to the Chair position; or, (b) in the event of the deaths or resignations of both the Chair and the Chair-Elect. Unless a regular meeting is scheduled within two months, a mail ballot will be sent to all current members. A majority vote of those members responding within six weeks from the date the ballot is mailed shall constitute election. If a vacancy occurs in the office of Secretary-Treasurer or Director, the Executive Committee shall appoint a replacement. Such appointments shall remain in force until the next regular meeting of the Section.

ARTICLE IX. COMMITTEES

Section 1. Standing committees shall be appointed by the officers of the Section for the biennium. Chairs of all standing committees shall serve with the elected officers to make up the Executive Committee. Standing committees shall be:

Membership Committee on Nominations

Finance (Chair: Secretary-Treasurer)

Bylaws

Newsletter Program (Chair: Chair-Elect)

North Carolina Book Award Committee (Chair: Chair-Elect)

All members of committees shall be members of the Youth Services Section.

Members shall not serve as Chair of more than one standing committee at a time.

Section 2. Special and ad hoc committees shall be created and discontinued by the Executive Committee.

ARTICLE X. PARLIAMENTARY AUTHORITY

Section 1. Robert's Rules of Order, latest edition, shall be the governing authority in any matter not specifically covered by these bylaws.

Section 2. Nothing in these bylaws shall conflict with the Constitution and Bylaws of the North Carolina Library Association.

ARTICLE XI. AMENDMENTS

These bylaws may be amended by a two-thirds vote of the members present at a meeting called in accordance with the bylaws of the Section or by mail ballot, provided that (1) the Executive Committee makes such recommendation, or the request for such action be submitted to the Executive Committee in writing and signed by 15 members of the Section, (2) the total number of returned ballots be not less than 25 per cent of the membership of the Section, and (3) two-thirds of the returned ballots shall be in the affirmative.

College and University Section and North Carolina Chapter of ACRL

Bylaws

Article I - Name

The name of this organization shall be the College and University Section of the North Carolina Library Association and the North Carolina Chapter of the Association of College and Research Libraries, hereafter referred to as the Section/Chapter.

Article II - Objectives

The objectives of this organization shall be:

Sectin 1. To unite North Carolina college and university librarians;

Section 2. To provide opportunities for discussion and activities which will further professional growth;

Section 3. To promote and develop improved library service; and

Section 4. To seek to fulfill the objectives of the North Carolina Library Association and the Association of College and Research Libraries.

Article III – Relationship to the Association of College and Research Libraries

This organization is an affiliate of the Association of College and Research Libraries, a division of the American Library Association. It is subject to Article IV (Chapters) of the ACRL Constitution and Bylaws as stated in Guidelines for ACRL Chapter approved by the ACRL Board of Directors, January 1975 and updated January 1979.

Article IV - Members

Any person or institution that is a member of the North Carolina Library Association may, at the time of payment of NCLA dues, become a member by stating a preference for this Section/Chapter.

Article V - Officers

The officers of this organization shall be: Chair, Chair-Elect, who shall serve as Vice-Chair, a Secretary-Treasurer, and two Directors. The Chair and the Chair-Elect shall be members in good standing of the Association of College and

Research Libraries. The Chair-Elect, the Secretary-Treasurer, and the two Directors shall be elected at the regular biennial meetings and shall serve for a two-year term, or until their successors are elected and have assumed their duties.

Article VI - Executive Committee

The Executive Committee shall consist of the Chair, Vice-Chair, Secretary-Treasurer, the immediate past Chair, the two Directors, and the North Carolina Libraries Editorial Board representative (appointed at the beginning of each biennium by the Executive Committee in consultation with the editor of North Carolina Libraries). The Executive Committee shall have general supervision of the affairs of the Section/Chapter and shall have the power to act for the Section/Chapter in the intervals between biennial meetings. Such administrative business shall include only that business which necessarily must be dealt with prior to the regular biennial meetings.

Article VII – Interest Groups

Interest groups may be established to the Section's Chair and with the approval of the Executive Committee of the Section. Such application must be supported by the signatures of at 10 members of the Section. The interest group must represent an area related to the activities of colleges and universities. The Chair of each interest group must be a member of the College and University Section The Chair shall be appointed by the Executive Committee and shall become a non-voting members of the Executive Committee of the Section. The Chair of the interest group may appoint committees to assist with activities.

Each interest group is expected to be self-supporting. However, seed monies for programs may be granted upon application to the Executive Committee of the Section. No commitment of NCLA or Section funds shall be made without prior Executive Committee approval. Each interest group shall submit a written report of its work during the biennium to the Chair of the Executive Committee 30 days prior to the NCLA biennial meeting. A report of the group's activities will be made at the biennial meeting. Either the Executive Committee of the Section, or the interest group may discontinue affiliation with the Section whenever either one determines that such action is appropriate.

Article VIII - Meetings

Section 1. The regular meeting shall be held as a section meeting of the biennial meeting of the North Carolina Library Association.

Section 2. A quorum for the Transaction of the business of this Section/Chapter shall consist of 25 percent of the membership of the Section/Chapter.

Section 3. Special meetings may be called at the direction of the Chair, the Executive Committee, or upon written request, signed by 15 members and delivered to the Executive Board of the Association.

Section 4. The Executive Committee shall set the fee for individuals attending Section/Chapter-sponsored workshops. Participation is not limited to Section/Chapter members; however, non-members may be charged higher fee.

Article IX - Elections

Section 1. The Chair shall appoint a Committee on Nominations who will present the name of one candidate for each elective office, consent being secured from the nominees. Any member or members of the Section/Chapter may present a candidate or candidates for the elective offices of the Section provided that (1) that they notify the Chair of the Section/Chapter of such action, in writing, (2) that the notification be signed by 10 members of the Section/Chapter, (3) the consent of the nominee or nominees has been secured and so indicated on the notification, and (4) in the case of nominees for Chair and Chair-Elect, the requirement of membership in ACRL has been satisfied.

Section 2. A majority vote of those attending a regular meeting shall constitute election.

Article X – Special Duties of Officers

Section 1. The Chair shall, with Executive Committee, appoint such committees and define their duties as may be necessary to carry on the work of the Section/Chapter.

Section 2. The Chair of the Section/Chapter shall serve as an ex officio member on all committees with the exception of the Nominating Committee. The Chair shall also serve as Chair of the Executive Committee. The Chair, or a designee selected from the Executive Committee, shall represent the Section/Chapter at appropriate ACRL meetings and functions.

Section 3. The North Carolina Libraries Editorial Board representative shall be responsible for placement of all Section/Chapter announcements and reports on activities in North Carolina Libraries and Tar Heel Libraries as well as in ACRL publications (specifically College and Research Libraries News).

Section 4. New Committees may be created and old committees discontinues by the Executive Committee provided that such action is not contrary to the wishes of the membership of this Section/Chapter as expressed at the most recent meeting of the Section/Chapter.

Section 5. The Chair-Elect shall be elected to office, and shall assume the responsibilities and perform the duties of the Chair in the event of absence, death, disability or resignation of the Chair. The Chair-Elect shall serve as Chair during the two years following a term as Chair-Elect unless the Chair-Elect has served more than one year of the unexpired term of the Chair. In the event that the Chair-Elect shall be elected at the next biennial meeting.

Section 6. In the event of absence, death, disability or resignation of both the Chair and the Chair-Elect during the interval between the biennial meetings, the President of the North Carolina Library Association shall appoint a Chair. In such case, the office of Chair-Elect shall remain vacant. In the event of absence, death, disability or resignation

of other member of the Executive Committee during the interval between biennial meetings, the Committee shall fill these vacancies by appointment from the membership. Such appointment or appointments shall remain in force until the next regular meeting of the Section/Chapter.

Section 7. The Secretary-Treasurer shall perform the duties normally accepted for such office.

Article IX – Parliamentary Authority

Section 1. Robert's Rules of Order, latest edition, shall be the governing authority in any matter not specifically covered by these bylaws.

Section 2. Nothing in these bylaws shall conflict with the Constitution and Bylaws of the North Carolina Library Association or the Guidelines for ACRL Chapters approved by the ACRL Board of Directors, January 1975 and updated January 1979.

Article X - Amendments

These rules may be amended by a two-thirds vote of the members present at a meeting called in accordance with the Bylaws of the Section/Chapter; or by a mail ballot, provided that (1) the request for such action be submitted to the Executive Committee in writing and signed by 15 members of the Section/Chapter; (2) the total number of returned ballots be not less than 25 percent of the membership of the Section/Chapter; and (3) two-thirds of the mailed ballots returned shall be in the affirmative.

Community and Junior College Libraries Section

Bylaws

Article I - Name

The name of this organization shall be the Community and Junior College Libraries Section of the North Carolina Library Association.

Article II - Objectives

The objectives of this organization shall be:

Section 1. To unite North Carolina Library Association members interested in community and junior college libraries;

Section 2. To provide an opportunity for discussion and activity; and

Section 3. To seek to fulfill the objectives of the North Carolina Library Association.

Article III. Members

North Carolina Library Association members may state a preference for this Section at the time of payment of the Association dues shall become members.

Article IV - Officers

The officers of this organization shall be: Chairperson, Chairperson-Elect, who shall serve as Vice-Chairperson; Secretary-Treasurer; and two Directors. The Section editor is an ex officio member of the board. The Chairperson-Elect, the Secretary-Treasurer and the two Directors shall be elected at the regular biennial meetings and shall serve a two-year, or until their successors are elected and have assumed their duties. The Section editor is appointed by the Chairperson for each biennium.

Article V - Executive Committee

The Executive Committee shall consist of the Chairperson, Vice-Chairperson, Secretary-Treasurer, the immediate past Chairperson, the two Directors, and the Section editor. The Executive Committee shall have general supervision of the affairs of the Section and shall have the power to act for the Section on administrative business of the Section in the intervals between biennial meetings. Such administrative business shall include only that business which necessarily must be dealt with prior to the regular biennial meetings.

Article VI - Meetings

Section 1. The regular meeting shall be held as a section meeting of the biennial meeting of the North Carolina Library Association.

Section 2. Special meetings may be called at the direction of the Chairperson, the Executive Committee, or upon written request, signed by 15 members and delivered to the Executive Board of the Association.

Section 3. A quorum for the transaction of the business of the Section shall consist of 25 percent of the membership of the Section.

Article VII - Elections

Section 1. The Chairperson shall appoint a Committee on Nominations which will present the name of one candidate for each elective office, consent being secured from the nominees. Any member or members of the Section may present a candidate or candidates for the elective offices of the Section provided (a) that they notify the Chairperson of the Section of such action, in writing, (b) that the notification be signed by 10 members of the Section, (c) that the consent of the nominee or nominees has been secured and so indicated on the notification.

Section 2. A majority vote of those attending a regular meeting shall constitute election.

Article VIII – Special Duties of Officers

Section 1. The Chairperson shall, with the Executive Committee, appoint such committees and define their duties as may be necessary to carry on the work of the Community and Junior College Libraries Section.

Section 2. The Chairperson of the Community and Junior College Section shall serve as an ex officio member of all committees with the exception of the Nominating Committee. The Chairperson shall also serve as Chairperson of the Executive Committee.

Section 3. New committee may be created and old committees discontinued by the Executive Committee provided that such action is not contrary to the wishes of the membership of this Section as expressed at the most recent meeting of the Section.

Section 4. The Chairperson-Elect shall be elected to office, and in the event of absence, death or disability of the Chairperson, shall assume the responsibilities and perform the duties of the Chairperson. He or she shall serve as Chairperson during the two years following the term as Chairperson-Elect.

Section 5. The Secretary-Treasurer shall perform the duties normally accepted for such office.

Section 6. In the event of absence, death, disability or resignation of the Chairperson and the Chairperson-Elect during the interval between the biennial meeting, the Executive Committee shall fill such vacancy or vacancies by the appointment of a member or members of that Committee. Such appointment or appointments shall remain in force until the next regular meeting of the section.

Article IX – Parliamentary Authority

Section 1. Robert’s Rules of Order, latest edition, shall be the governing authority in any matter not specifically covered by these bylaws.

Section 2. Nothing in these bylaws shall conflict with the Constitution and Bylaws of the North Carolina Library Association.

Article X - Amendments

These rules may be amended by a two-thirds vote of the members present at a meeting called in accordance with the bylaws of this Section; or by a mail ballot, provided that (1) the request for such action be submitted to the Executive Committee in writing and signed by 15 members of the section; (2) the total number of returned ballots be not less than 25 percent of the membership of the Section; and (3) two-thirds of the mailed ballots returned shall be in the affirmative.

Government Resources Section

Constitution and Bylaws

ARTICLE I. NAME

The name of this organization shall be the Government Resources Section of the North Carolina Library Association.

ARTICLE II. PURPOSE

The purpose of the Government Resources Section of the North Carolina Library Association shall be

1. to promote state-wide cooperation among library employees working with all types of government documents

2. to provide opportunities for continuing education and idea sharing

3. to support all levels of government in making their public documents readily available to all types of libraries, and

4. to seek to fulfill the objectives of the North Carolina Library Association.

ARTICLE III. MEMBERSHIP

Members of the North Carolina Library Association who state a preference for this Section at the time of payment of the Association dues shall become members.

ARTICLE IV. ORGANIZATION

1. The election of officers for the Government Resources Section of the North Carolina Library Association shall be the first order of business at the annual meeting.

2. The elected officers of this Section shall be Chairperson, Vice-Chairperson, who shall serve as Chairperson-Elect; and Secretary/Treasurer.

3. Duties of Officers:

a. Chairperson.

The Chairperson shall serve two years and preside over annual meetings of the Section, and over meetings of the Executive Committee.

The Chairperson shall appoint necessary committees and coordinate their activities.

The Chairperson can serve as an ex officio member on all committees with the exception of the Nominating Committee.

The Chairperson shall serve as Chairperson of the Executive Committee.

b. Vice-Chairperson and Chairperson Elect.

The Vice-Chairperson and Chairperson-Elect shall serve two years.

The Vice-Chairperson shall serve as the Program Committee Chairperson.

c. Secretary/Treasurer

The Secretary/treasurer shall serve for two years.

The Secretary/Treasurer will keep the minutes of the organization and of the Executive Committee and be responsible for maintaining a brief record of finances.

Registration fees for workshops and meetings shall be directed through the Secretary/Treasurer to the North Carolina Library Association Treasurer. Payment of expenses shall be handled similarly.

d. Vacancies

An office is considered vacant in the event of absence, death, disability, or resignation of the incumbent.

In case of vacancy in the Office of Chairperson, the Vice-Chairperson assumes the responsibilities of the office for the unexpired term and continues the program-planning work of the Vice-Chairperson until a new Vice-Chairperson has been appointed.

The Executive Committee then appoints a member to fill the unexpired term of the Vice-Chairperson and the subsequent term of Chairperson.

The Executive Committee appoints members to serve the unexpired term of any other office or position.

4. Committees

a. All committees shall be composed of members in good standing of the organization, who shall serve until their successors have been appointed, or until the committee is dissolved.

b. Special Committees, including but not limited to: Membership, Nominating, Website, shall be appointed by the Chairperson, as needed, or upon request of the Executive Committee.

The Chairperson shall appoint Special Committee Chairpersons while committee members are to be appointed by the respective Committee Chairperson.

c. Program and Executive are Standing Committees.

The Program Committee plans programs for the two year term of the Vice-Chairperson.

The Executive Committee shall consist of the elected officers, the immediate past Chairperson, the Web Manager, the Federal Regional Depository Librarian and the State Documents Clearinghouse Coordinator, if they are not already elected officials.

ARTICLE V. MEETINGS

1. The Government Resources Section of the North Carolina Library Association will meet at least annually at a time and place set by the Program Committee.

2. The Executive Committee shall meet at least once a year. Additional meetings, for any subset of the Section, or the Section as a whole may be called as necessary by the Executive Committee.

ARTICLE VI. ELECTIONS

1. Any member or members of the Section may present candidate or candidates for the elective offices of this Section provided (a) that they notify the Chairperson of the Section, and (b) that consent of the nominee has been secured and so indicated in the conversation with and/or in the writing to the Chairperson of the Section.

2. A majority vote of those attending an annual meeting shall constitute election.

ARTICLE VII. PARLIAMENTARY AUTHORITY/SECTION GUIDELINES

1. Parliamentary authority for this Section shall be Robert's Rules of Order, latest edition.

2. Any officer, and/or member(s) of the Executive Committee may take notice of and follow any of the Section Guidelines, as appropriate. The Section Guidelines are the collected information, either in a tangible notebook and/or on the Section website, passed on from incumbent to incoming officer.

ARTICLE VIII. AMENDMENTS

1. Amendments to these bylaws may be proposed in writing by any member of the organization.

2. Proposals shall be sent to the Executive Committee for consideration and approval. The Executive Committee will seek the necessary North Carolina Library Association (NCLA) Executive Board approval.

3. Notice of the proposed revision must be sent to members at least 30 days prior to the annual meeting.