Public Library Division Bylaws

Adopted: April 28, 1995
Revised November 1, 1997

ARTICLE I NAME

The name of this organization shall be the Public Library Division, a Division of the Montana Library Association.

ARTICLE II PURPOSE

The purposes of the Division shall be:

Goal 1: To promote communication about and among public libraries in Montana.

Goal 2: To provide its membership with continuing education in developments which may be utilized by librarians.

Goal 3: To promote a cooperative use of materials and facilities and the exchange of information among its membership.

ARTICLE III MEMBERSHIP

Section 1. Active Members. Any person who is actively employed in a public library, who serves as a trustee of a public library, or who is a friend of public libraries may become an Active Member of this Division upon payment of the appropriate dues of the Montana Library Association and the dues of this Division as provided by the Bylaws.

Section 2. Emeritus Members. Any person, retired from regular employment or service, who has been employed by or who has served a public library, may become an Emeritus Member of this Division upon payment of the appropriate dues of the Montana Library Association and the dues of the Division as provided by the Bylaws.

Section 3. Institutional Members. Any public library may become an Institutional Member of this Division upon payment of the appropriate dues of the Montana Library Association and the dues of the Division as provided by the Bylaws.

Section 4. Voting privileges. Each Active Member shall be entitled to one vote on each question which comes before this Division. Each Institutional Member shall register with the Chair one designated person who may exercise the privilege of one vote in the name of the Institutional Membership on each question which comes before the Division.

ARTICLE IV OFFICERS

Section 1. Number of Officers. The officers of this Division shall be a Chair, a Vice-Chair/Chair-Elect, and a Secretary.

Section 2. Terms of Office and Duties of Officers.

  1. Chair. The Vice-Chair/Chair-Elect shall become Chair of the Division at the close of the annual meeting one year following election and shall serve a term of one year as Chair, except as otherwise provided for in Section 3 of this Article. The Chair shall preside at all meetings of the Division and of the Executive Board of the Division. The Chair shall appoint all standing or ad hoc committees and shall serve as an ex officio member of all committees with right to vote in case of tie. The Chair shall be responsible for the planning of the annual meeting of the Division at which time he or she shall report to the membership.
  2. Vice-Chair/Chair-Elect. The Vice-Chair/Chair-Elect shall assume office at the close of the annual meeting following the election and shall serve a term of one year as Vice-Chair/Chair-Elect, except as otherwise provided for in Section 3 of this Article. The Vice-Chair/Chair-Elect shall, in the absence of the Chair, perform the duties of the Chair. The Vice-Chair shall be responsible for all publicity on behalf of the Division.
  3. Secretary. The Secretary of the Division shall assume office at the close of the annual meeting following the election and shall serve a term of one year, except as otherwise provided for in Section 3 of this Article. The Secretary shall be responsible for the records of all meetings of the Division and of the Executive Board, for maintenance of a file of executive correspondence, and for any communication with the membership that the Executive Board may deem necessary or desirable.

Section 3. Succession of Officers.

  1. In the event that the Chair is disabled, resigns, or is otherwise unable to perform the duties of the office, the title, duties and obligations of the office shall be assumed by the Vice-Chair/Chair-Elect, who shall then serve until the end of his/her own term as Chair. A special election shall be held to fill the office of Vice-Chair/Chair-Elect. The new Vice-Chair/Chair-Elect shall serve the unexpired term of his or her predecessor and shall thereafter succeed to the office of Chair.
  2. In the event that the Vice-Chair/Chair-Elect is disabled, resigns, or is otherwise unable to perform the duties of the office, a special election shall be held to fill the office. The new Vice-Chair/Chair-Elect shall serve the unexpired term of his or her predecessor and shall thereafter succeed to the office of Chair.
  3. Should the office of Secretary become vacant, other than at the end of the term, the Chair may appoint any active member to fill the vacancy for the duration of the existing term.

ARTICLE V EXECUTIVE BOARD

The administration of the affairs of the Division shall be vested in the Executive Board which shall consist of the officers of the Division and the most recent Past-Chair of the Division. The Executive Board shall conduct all business of the Division which is necessary between meetings of the membership. The Executive Board may caucus the membership on any issue before the Board and may with a two-month notice call special meetings of the membership.

ARTICLE VI NOMINATIONS AND ELECTIONS

Section 1. Nominating Committee. The Chair shall appoint a Nominating Committee of three members no later than sixty days after the annual meeting.

Section 2. Regular Elections. The Nominating Committee shall submit to the Chair for distribution to the membership of the Division a ballot containing a slate of candidates for office and a resume for each candidate no later than sixty days prior to the annual meeting. If possible, the slate should contain at least two candidates for each office. Voting may be held by electronic means. Distribution of the ballots and resumes shall be no later than thirty days prior to the annual meeting. The Nomination Committee shall count the ballots and notify the Division Chair of the results. The results of the election shall be announced to the members before May 31 and the new Officers shall assume office on June 1.

Section 3. Special Elections. The Nominating Committee shall submit a list of candidates and their resumes to the Chair no later than thirty days after the disability of, resignation by, or removal from office of the PLD Chair or Vice-Chair/Chair-Elect. Special election may be held by electronic voting or at a business meeting, as determined by the Executive Board.

ARTICLE VII YEAR

The fiscal year of the Division shall coincide with the fiscal year of the parent organization, the Montana Library Association.

ARTICLE VIII FISCAL

Section 1. Dues. No special dues shall be charged by this Division. Membership shall be determined through payment of dues to the Montana Library Association.

Section 2. Operating Budget. The Executive Board shall anticipate expenses of the Division and request from the Executive Board of the Montana Library Association adequate finances to cover the expenses of this Division.

Section 3. Special Assessments. The Division may assess fees from participants in Division-sponsored workshops or seminars, provided that such fees be designed only to cover immediate costs of the seminar or workshop, and that gratuities to speaker remain minimal.

ARTICLE IX MEETINGS

The annual meeting of the Division shall be held in conjunction with the Annual Meeting of the parent organization, the Montana Library Association.

ARTICLE X QUORUM

Twenty-five percent of the Active Membership shall constitute a quorum of the Division for the transaction of business.

ARTICLE XI COMMITTEES

Section 1. Standing Committees. Standing Committees may be instituted should the membership determine and express a need for such. Standing committees shall report to the membership at the annual meetings.

Section 2. Ad Hoc Committees. The Chair may appoint ad hoc committees at any time. An ad hoc committee shall finish its mission within two years of its formation and shall report to the Chair.

ARTICLE XII AMENDMENT OF BYLAWS

The Bylaws may be amended by a two-thirds majority vote of those present and voting at the annual meeting of the Division. Proposed Bylaws changes shall be distributed to the membership at least sixty days prior to a meeting at which consideration of changes is to be on the agenda.

ARTICLE XIII RULES OF ORDER

The rules contained in Robert's Rules of Order, latest edition, shall govern the Division in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of this Division.