Article I. Membership
Section 1. Classification of Membership
Members of the Association shall consist of the following classes of members: individual, institutional, individual associate, institutional associate, student and retired.
Section 2. Individual Members
(a) Individual Members. Any person interested in law librarianship and currently, or within the last seven years, employed at least 30% of full time to perform professional work either:
- (1) in a law library, a state library, or a general library having a separately maintained law section; or
- (2) an individual or organization providing professional librarian services to law libraries, and who lives or works in Arizona, shall become an individual member. Such membership cannot be transferred or assigned.
(b) Rights and Privileges. Individual members shall have the right to hold office, to vote, to serve on committees, to belong to special interest sections, to receive the AzALL Newsletter, and other publications.
Section 3. Institutional Members
(a) Institutional Members. Any law library, state library, or institution having a law section may become an institutional member. The Executive Board is empowered to determine whether the institution applying for membership qualified. Such membership cannot be transferred or assigned.
(b) Rights and Privileges. Institutional members shall have the right to pay for and own the membership of designated staff members employed at least 30% of full time to perform professional library work. Designated institutional members shall have all the rights and privileges of individual members. The librarian shall designate the staff members as designated institutional members. At any time, the librarian may transfer the designated institutional membership to other staff members employed at least 30% of full time to perform professional library work. Institutional members shall receive a subscription to the AzALL Newsletter and other AzALL publications if there is only one staff member designated or when a designated institutional membership is paid for and the staff member not designated.
Section 4. Individual Associate Members
A person not eligible under any other category may become an associate member. Such membership cannot be transferred or assigned.
Section 5. Institutional Associate Members
Any institutions not eligible to become an institutional member shall become an institutional associate member. Such membership cannot be transferred or assigned; however, the institution may redesignate individuals.
- (a) Rights and Privileges. Institutional Associate Members shall have the right to designate individuals as designated institutional Associate Members upon payment of dues for each individual so designated. Designated Institutional Associate Members shall have all the rights and privileges of individual Association Members.
Section 6. Retired Members
Any person who meets each of the following requirements:
- (1) retired from library or related work,
- (2)was a voting member for a total of more than 10 (ten) consecutive years in the association, shall become a retired member. Such membership cannot be transferred or assigned.
- (a) Rights and Privileges. Retired Members shall have the right to hold office, to vote, to serve on committees, to belong to a special interest section, and to receive the AzALL Newsletter.
Section 7. Student Members
Any student enrolled at least half-time in a degree program related to law librarianship and not employed more than half-time in a library position shall become a Student Member provided that such membership is limited to four consecutive years. The Executive Board is empowered to adopt procedures for verifying student status.
- (a) Rights and Privileges. Student members shall have the right to serve on committees, to belong to special interest sections, and to receive the AzALL Newsletter and other AzALL publications.
Section 8. Individual and Institutional Membership
(a) An individual member is one who pays dues via a personal check or cash. If an individual member moves or changes employers, this membership moves with the member IF he or she notifies the AzALL Treasurer of the change.
(b) An institutionally designated member is one whose dues are paid by his or her employer (school, firm, corporation, bar association, government office, etc.). If the institutionally designated member moves or changes employers, this membership remains with the designated institutional position and successor employees IF the employer notifies the AzALL Treasurer of the personnel changes.
(c) An institutionally designated member may become an individual member by paying the appropriate pro-rated dues.
(d) An individual member who becomes an institutionally designated member shall have his or her individual membership dues refunded on a pro-rated basis.
Section 9. Membership Qualifying
Membership is contingent upon payment of the appropriate dues. The Membership Committee shall have the authority to assign membership categories. Appeals from its decisions may be made to the Executive Board, and from thence to the membership.
Section 10. Dues
Dues for each class of membership shall be determined by the Executive Board. Proposed changes are subject to approval by a majority of those present and voting at any regular business meeting of the Association provided that a written notice of the proposed dues has been provided to the membership at least thirty (30) days prior to the meeting at which the dues will be discussed. The dues year is from June 1 to May 30 of the following year. Dues are payable on June 1 of each year. Any member who has failed to pay dues within three (3) months of the due date shall be suspended from membership after notification of lateness or non-payment. A suspended member may be reinstated at any time upon payment of the full current year's dues.
Article II. Meetings
Section 1. Annual Meeting
An annual meeting of the Association shall be held in May (or June) or at such time, date and place as the Executive Board shall designate. It shall be held prior to the AALL Annual Meeting. The annual meeting is considered to be a regular business meeting. Newly elected officers shall officially begin serving their terms at the adjournment of the annual meeting.
Section 2. Regular Meetings
The Association shall meet monthly, with such exceptions as the Executive Board shall designate or the members shall direct by a majority vote of those present and voting. The President or Secretary may cancel or postpone a scheduled meeting if necessary.
Section 3. Special Meetings
The Executive Board or the President may call a special meeting.
Section 4. Quorum
A quorum for any meeting at which business is conducted shall consist of 10% of the active members or eight active members, whichever number is greater.
Section 5. Notice
Notice of regular meeting shall be made in writing to the membership at least two weeks prior to the meeting. Notice of the annual meeting shall be made in writing to the membership at least thirty (30) days prior to the meeting.
Section 6. Authority
Robert's Rules of Order, latest edition, shall govern the Association's deliberations unless such rules are in conflict with the Association's Bylaws, or special rules of order.
Article III. Nominations and Elections
Section 1. Dates
The Nominating Committee shall be created prior to the first of the month three (3) months prior to the annual meeting. Nominations shall be submitted to the Executive Board by the first of the month, two (2) months prior to the annual meeting. Nominations shall be submitted to the membership at the meeting two (2) months prior to the annual meeting. Additional nominations may be made from the floor at the meeting the month prior to the meeting in which the election is held. Elections shall take place at the meeting one month prior to the annual meeting.
Section 2. Nominating Committee
The Nominating Committee shall consist of three (3) members, none of whom shall be a candidate for office at the next scheduled election, nor shall anyone of whom be a member of the Executive Board, except as noted below. The Vice President shall be an ex-officio, non-voting member of the Committee.
Section 3. Duties
The Nominating Committee shall select at least one nominee for the positions of Vice President, Secretary, Treasurer, and Board Member. In the event that the current Vice President is unable to assume the Presidency and this is known in time, the Committee shall nominate at least one person for the office of President. The Committee will obtain nominees' acceptances prior to submitting the names to the Executive Board.
Section 4. Additional Nominations
Nominations may be made from the floor by any active member in good standing at the meeting prior to that at which elections are to take place. In the event the Vice President is unable to assume the Presidency and this is known after nominations have closed, the Executive Board shall reopen nominations immediately prior to the elections, or designate at least one nominee for this office, or note that the new Vice President when elected shall assume the President (see Constitution Article VI, Section 2, Vacancies).
Section 5. Qualifications
All nominees for the position of Vice President shall have previously served as a AzALL officer, Executive Board member, or committee member. All nominees for the positions of Board Member shall have previously served on an AALL or a AzALL committee.
Section 6. Elections
Active members in good standing may vote in the elections. The Membership Committee shall submit a list of such members to the Secretary prior to the election. For any office for which there is only one nominee, election may be by voice vote or a show of hands. For any office for which there are two or more nominees, election shall be by ballot. Ballots, when required, shall be prepared by the Secretary. The Secretary shall have charge of the counting and tabulation of all votes cast in a ballot election. Should the Secretary be a candidate for an office for which there are two or more candidates, the President shall appoint a person to act in the Secretary's place Article. The President shall announce the results of all elections. In the case of a tie vote, the successful candidate shall be determined by lot conducted by the committee on elections.
Article IV. Executive Board
Section 1. Term
All officers and members of the Executive Board shall serve until the adjournment of the annual meeting.
Section 2. Meetings
The Executive Board shall meet immediately following each annual meeting of the Association. The Executive Board shall also meet upon the call of the President or the Secretary, and otherwise as may be determined by the Executive Board.
Section 3. Quorum
A quorum of the Executive Board shall consist of a majority of its members.
Section 4. Conduct of Business
The Executive Board may conduct business by phone or correspondence.
Section 5. Chairperson
The President shall serve as the Chairman of the Executive Board.
Section 6. Appointed Members
In addition, the Executive Board may appoint a person to sit on the Board in place of the Past President should that person be unable to serve.
Article V. Committees
Section 1. Types
The committees of the Association shall be of two classes: Standing Committees and Special Committees. Standing Committees shall be those established for purposes requiring the continuous attention of the Association. Special Committees shall be those established for a stated period to accomplish a specific purpose.
Section 2. Creation
The resolution creating standing and special committees under Article V, Section 4, of the Constitution, shall designate the purpose of the committee and state, for special committees, the period of time for it to do its work. Resolutions from the Executive Board shall be presented to the membership of the Association at the next regular meeting of the Association following their adoption by the Executive Board.
Section 3. Review
At the end of each stated period, and at least once each year within two months of the beginning of the Association's year (June), the Executive Board shall review and vote on the continuation of each special committee.
Section 4. Membership
Members of Standing Committees shall be appointed for terms of one year beginning at the close of the annual meeting. The President shall make all committee appointments except that
- (1) the Executive Board shall elect the members of the nominating committee, and
- (2) the Vice President/President shall appoint the committee members to serve during his or her Presidency. Committee chairpersons shall be chosen from those members having the right to chair committees as described in Article I of these Bylaws, except that the members of the nominating committee, created in Article III., sec. 2., shall elect from among the committee members the chairperson of the nominating committee.
Section 5. Annual Reports
Each committee shall file an annual report with the secretary at the annual meeting as required in Article II, section 1 above, and other reports shall be submitted as requested by the President or the Executive Board. Annual reports shall be provided to any requesting member, and shall be summarized in the minutes of the Newsletter.
Section 6. Other Organizations
Association representatives to other organizations, agencies, joint boards, joint committees, and meetings of other associations shall be appointed by the President or the Vice President (See section 4 above) and shall report in the manner set forth in Section 5, above.
Section 7. Expenses
No committee or representative shall incur expenses on behalf of the Association except as authorized, nor shall any committee or representative commit the Association by any declaration of policy.
Article VI. Voting on Amendments to the Constitution or Bylaws
Section 1. Constitutional Amendments
Proposed amendments to the Constitution shall be presented to the Secretary, who shall send notice of the proposed amendments to all members who have the right to vote no later than 30 days prior to the meeting at which they will be discussed. Voting may be conducted by a voice vote, a show of hands, or by ballot. If by ballot, the Secretary shall have charge of distributing, collecting, and tabulating the ballots.
Section 2. Bylaws
Proposals to adopt, repeal, amend, or suspend Bylaws may be made by any members having the right to vote and may be made at any regular business meeting. The vote shall be taken at the next meeting. Where the proposal is made by the Executive Board and the motion is included in the regular written notice of the next regular meeting going to each voting member, the vote shall be taken at that regular meeting. Voting on such proposals may be by voice vote or by a show of hands.
Article VII. Guidelines for Officers and Committees
The Guidelines which follow in the attached appendix are adopted by AzALL as recommendations and guides for it officers and committees. Guidelines may be adopted, repealed, amended, or suspended by the Executive Board or the membership at any time.
Section 1. Committees not listed
Committees of AzALL which are not in the list below shall follow the procedures set forth in Section 1 of the Appendix, and shall draw up a set of guidelines for themselves to be submitted to the Executive Board for its approval and incorporation into this list.
Section 2. Committees Listed But Not Operating
Committees which are listed in this Appendix, but which are not operating shall have their duties performed by the Executive Board as it sees fit.
Section 3. Conflicts
These guidelines are recommendations and suggestions which ought to be followed, but they do not have the force of Bylaws.
Section 4. Updating
The Executive Board should update thee guidelines periodically. New committees added to the list should follow the procedures listed in Section 1 above. Committees whose purpose has been changed should revise their listing. Committees which are discontinued should either have their listing deleted and/or their duties assumed by the Executive Board.
Section 5. Distribution
New officers should be given copies of these guidelines. Committee chairpersons should be given copies of the appropriate section of these guidelines, and share them with their committee members. The guidelines should be made available to the membership.