Article I Name

The name of this organization shall be the Division of Academic and Special Libraries, a Division of the Montana Library Association. It shall be referred to hereinafter as the Division.

Article II Purpose

The purposes of the Division shall be:

Goal 1: To promote communication among librarians employed in specialized or educational, research, and academic 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 Affiliation with Other Groups

This Division shall be a Division of the Montana Library Association, subject to its Bylaws. Active members of the Montana Library Association, Academic and Special Library Division may be members of the Montana Chapter of the Association of College and Research Libraries. Membership does not confer nor require membership in ALA/ACRL.

Article IV Membership

There shall be four classes of membership: Active, Institutional, Corporate, and Honorary Life.

Section 1. Active Members. Any person actively employed by a library of the type described in Article II, Goal 1, may become an Active Member of this Division by payment of dues to the Montana Library Association. Upon payment of dues, an Active Member is entitled to all its privileges of the Division.

Section 2. Institutional Members. Any library of the type described in Article II, Goal 1, may become an Institutional Member of this Division by payment of dues to the Montana Library Association. Each Institutional Member is entitled to all its privileges of the Division, and through a delegated representative, each Institutional Member may have one vote on all questions which come before the Division.

Section 3. Corporate Members: Corporations, except institutions eligible for Institutional Membership, may become a member of the Division by payment of dues to the Montana Library Association. Each Corporate Member is entitled to all its privileges of the Division, and through a delegated representative, each Corporate Member may have one vote on all questions which come before the Division.

Section 4. Honorary Life Members. Any person, retired from regular employment, and having been employed by a library of the type described in Article II, Goal 1, may become an Honorary Life Member of this Division according to procedures established by the Montana Library Association.

Article V Officers

Section 1. Leadership of this Division will be two active members of the Division elected to two-year terms offset from each other. The senior co-chair will coordinate attendance to all functions with the junior co-chair. A third non-voting division chair will be the Montana ACRL Chapter chair.

Section 2. The term of officers shall be for two years. The term shall begin on June 1, after voting at the Division annual meeting during the MLA conference.

Section 3. Duties of Officers

1. Co-Chairs. One co-chair, or designee, shall preside at all meetings of the Divisions and Executive Committee meetings. The co-chairs may appoint a secretary at their discretion and shall appoint committee members when required. The co-chairs shall plan the annual Division meetings and other meetings deemed necessary. The co-chairs will make an annual report to the Division at the annual MLA conference and will regularly report news and information to the membership through the Focus, the newsletter of the MLA. The co-chairs shall assist in planning the Fall Retreat alongside the representative(s) from the Public Library Division and the MLA conference planner.

2. Senior Co-Chair. The senior co-chair shall prepare a budget for their term of office to be submitted to the MLA Board of Directors. The senior co-chair shall be a member of the MLA Board of Directors and be responsible for liaison to other organizations, agencies, and associations. Upon approval of the Executive Committee, the senior co-chair may appoint a proxy to represent them.

3. Junior Co-Chair. The junior co-chair shall conduct business meetings in the absence of the senior co-chair. The junior co-chair shall succeed the senior co-chair at the end of the senior co-chair elected two-year term and shall immediately assume the office of senior co-chair if they are no longer able to perform the duties of such office, as determined by Article V, Section 4.

4. Non-voting Division Chair – Montana Chapter of ACRL. The Chair of the Montana ACRL Chapter must be a person with current membership in ALA/ACRL. In the weeks prior to the annual MLA conference, the current co-chairs will request nominations for the incoming ACRL chapter chair. The ACRL Chair shall serve a term of two (2) years. The position is a non-voting member of the Executive Board as it is not a voted on appointment. The Chair of the Montana Chapter of ACRL shall, in collaboration with the ASLD Co-Chair, pursue ACRL initiatives in support of professional development opportunities for the membership that might not participate at the national level. It is the responsibility of the Montana ACRL Chapter Chair to explain and publicize the activities of the Chapter, ALA/ACRL membership, and to fulfill the requirements of Chapter affiliation as specified in ACRL’s Guide to Policies and Procedures. The Chair is encouraged to attend the annual American Library Association Conference and represent Montana at the Chapter Council meeting.

Before the end of the second year of a co-chair’s term of service, a new member of the Division will be elected at the Annual MLA conference to be the incoming junior co-chair. Nominations may come from emails, letters, phone calls, or open nominations during the Division meeting at the MLA Conference.

Section 4. Succession or Replacement of Officers.

1. In the event that the Senior Co-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 Junior Co-Chair, who shall then serve until the end of his/her own term as Co-Chair. A special election shall be held to fill the office of Junior Co-Chair The new Junior Co-Chair 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 Junior Co-Chair 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 Junior Co-Chair shall serve the unexpired term of his or her predecessor and shall thereafter succeed to the office of Senior Co-Chair. If neither co-chair can fill their commitment, a special election will occur prior to the annual MLA conference

3. Montana ACRL Chapter Chair. In the event the Chair is disabled, resigns, or is otherwise unable to perform the duties of the office, the ASLD Chair shall solicit a qualified person to serve as ACRL Chair from the Montana Library Association, ALA/ACRL membership.

Article VI Executive Committee

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, and the Montana ACRL Chapter Chair, a non-voting member. 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 call special meetings of the membership.

Article VII Nominations and Elections

Section 1.In the weeks prior to the MLA annual conference, the Division Co-Chairs will request nominations for an incoming Junior Co-Chair. Any active member of the Division is eligible to serve by volunteering their name or the name of another willing Division member. Announcement of nominees for Junior Co-Chair shall be shared with the Division members thirty days prior to the Division meeting at the annual MLA conference.

Section 2. Election of officers shall be conducted by email or online polling within two weeks after the annual meeting of the Division. The Nomination Committee shall count the ballots and notify the Division Chair of the results. Candidate receiving the highest number of votes shall be elected.

Section 3. 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 4. Special Elections. The Nominating Committee shall submit a list of candidates to the Senior Co-Chair no later than thirty (30) days after the disability of, resignation by, or removal from office of the Junior Co-Chair. Special election may be held electronically or at a business meeting as determined by the Executive Board.

Section 5. Volunteer. The Montana ACRL Chapter Chair shall, after one year of her/his two-year term, solicit from the Montana Library Association ALA/ACRL membership, a qualified volunteer to serve as Chair.

Article VIII Year

The fiscal year of the Division shall coincide with the fiscal year of the parent organization, the Montana Library Association. (July 1-June 30).

Article IX 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 speakers remain minimal. The MLA Secretary/Treasurer shall pay all associated bills and collect all fees for conferences and retreats associated with the Division.

Article X 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 XI Quorum

Those members present shall constitute a quorum of the Division for the transaction of business.

Article XII 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 XIII 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 or by two-thirds majority vote of the membership via e-mail or online polling provided that proposed Bylaws changes shall be distributed to the membership at least thirty (15) days prior to the meeting or the vote deadline date.

Article XIV Rules of Order

Any active member present at any Division meeting is allowed to comment and to address the membership. Any action item requires a motion, one second, discussion if deemed necessary, and passes or fails according to a vote by a simple majority of members present.

(Adopted May 1, 1985)
(Revised May 2000)
(Revised April 2004)
(Revised April 2008)
(Revised April 2013)
(Revised July 2022)