Arizona Association of Law Libraries Bylaws

Article I. Name

The name of this Association shall be the ARIZONA ASSOCIATION OF LAW LIBRARIES, a chapter of the American Association of Law Libraries. The Association may be known by its acronym AzALL.

Article II. Object

Section 1. The Association is established for educational and scientific purposes. It shall be conducted as a nonprofit corporation to promote librarianship, to develop and increase the usefulness of law libraries, to cultivate the science of law librarianship, and to foster a spirit of cooperation among the members of the profession, particularly those in Arizona.

Section 2. The Association shall conduct its affairs in conformity with the Bylaws of the American Association of Law Libraries.

Article III. Membership

Section 1. Membership

Any person or institution interested in law libraries may become a member of the Association by meeting the eligibility requirements for one of the six membership classes described in these Bylaws and by submitting payment of annual 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 2. Classification of Membership

Members of the Association shall consist of the following classes: individual, institutional, individual associate, institutional associate, retired, and student.

Section 3. Individual Members

(a) Eligibility. Any person who lives or works in Arizona and

may become an individual member. The Executive Board is empowered to determine whether the individual applying for membership qualifies. 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, and to receive AzALL communications and publications.

Section 4. Institutional Members

(a) Eligibility. 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 qualifies. Such membership cannot be transferred or assigned.

(b) Rights and Privileges. An institutional member shall have the right to pay for and own the membership of designated professional staff members. Designated institutional members shall have the right to hold office, to vote, to serve on committees, and to receive AzALL communications and publications. An institutional member may transfer designations to other professional staff members at any time.

Section 5. Individual Associate Members

(a) Eligibility. A person not eligible under any other category may become an associate member. Such membership cannot be transferred or assigned.

(b) Rights and privileges. Individual associate members shall have the right to hold office, to vote, to serve on committees, and to receive AzALL communications and publications.

Section 6. Institutional Associate Members

(a) Eligibility. Any institution not eligible to become an institutional member shall become an institutional associate member. Such membership cannot be transferred or assigned.

(b) Rights and Privileges. An institutional associate member shall have the right to pay for and own the membership of designated professional staff members. Designated institutional associate members shall have the right to hold office, to vote, to serve on committees, and to receive AzALL communications and publications. An institutional associate member may transfer designations to other professional staff members at any time.

Section 7. Retired Members

(a) Eligibility. Any person who is retired from library or related work and was a voting member of the Association for a total of more than ten consecutive years in the Association may become a retired member. Such membership cannot be transferred or assigned.

(b) Rights and privileges. Retired members shall have the right to hold office, to vote, to serve on the committees, and to receive AzALL communications and publications.

Section 8. Student Members

(a) Eligibility. 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 membership in this category is limited to five 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 and to receive AzALL communications and publications.

Section 9. Individual and Designated Institutional Memberships Distinguished

(a) An individual member is one who pays his or her own dues. If an individual member moves or changes employers, the membership moves with the member IF he or she notifies the AzALL Treasurer of the change.

(b) A designated institutional member is one whose dues are paid by his or her employer. If the designated institutional member moves or changes employers, the membership remains with the institution and shall be transferred to the successor employee IF the employer notifies the AzALL Treasurer of the personnel change.

(c) A designated institutional member may become an individual member by paying the appropriate pro-rated dues.

(d) An individual member who becomes a designated institutional member shall have his or her individual membership dues refunded on a pro-rated basis.

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 or electronic notice of the proposed changes has been provided to the membership at least thirty days prior to the meeting at which the dues will be discussed. The dues year runs from June 1 to May 31 of the following year. Dues are payable on June 1 of each year. Any member who has failed to pay dues within three 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 IV. Anti-Discrimination

Neither membership nor full participation in the activities of this Association shall be denied to any person on account of race, color, religion, gender, age, national origin, disability, sexual orientation, or gender identity.

Article V. Meetings

Section 1. Annual Meeting

An annual meeting of the Association shall be held in May or June at such time, date and place as the Executive Board shall designate. The annual meeting is considered to be a regular business meeting. Newly elected officers shall begin serving their terms at the adjournment of the AzALL 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

A special meeting of the Association may be called by the President upon receipt of a written or electornic petition requesting such a meeting, endorsed by at least two members in good standing of the Association.

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 or via electronic communication to the membership at least two weeks prior to the meeting. Notice of the annual meeting shall be made in writing or via electronic communication to the membership at least thirty days prior to the meeting.

Section 6. Parliamentary Authority

Robert's Rules of Order, latest edition, shall govern the Association's deliberations unless such rules are in conflict with these Bylaws, or any special rules of order the Association may adopt.

Section 7. Voting

The affairs of the Association shall be conducted by a majority vote of members voting, unless otherwise provided in these Bylaws.

Article VI. Officers

Section 1. Officers

The officers shall consist of a President, a Vice President/President-Elect, a Secretary, a Treasurer, and two Members-at-Large. All officers of the Association must be members in good standing of the Association, and the President and the Vice President/President-Elect must also be members in good standing of the Amereican Association of Law Libraires. The officers shall serve without compensation, but shall be reimbursed for any expenditures incurred in the discharge of their duties. No officer shall hold more than one office at a time.

Section 2. Terms of Office

(a) President and Vice President/President-Elect. The Vice President/President-Elect shall serve a two-year term, the first year as Vice President/President-Elect, and the second year as President. The Vice President/President-Elect shall be elected annually.

(b) Secretary and Treasurer. The terms of office of the Secretary and Treasurer shall be two years. The Secretary and Treasurer shall be elected in alternate years.

(c) Members-at-Large. The terms of office of the Members-at-Large shall be two years. Members-at-Large shall be elected in alternate years.

Section 3. Duties of Officers

(a) President. It shall be the duty of the President to coordinate all business and projects through the Executive Board of the Association, to prepare required reports for and correspondence with American Asssociation of Law Libraries leadership, and to perform any other duties as may be assigned by the Executive Board.

(b) Vice President/President-Elect. It shall be the duty of the Vice President/President-Elect to work with the Executive Board of the Association, to solicit and develop program ideas, and to perform any other duties as may be assigned by the Executive Board.

(c) Secretary. It shall be the duty of the Secretary to maintain written and electronic records of the Association, including taking and reporting of minutes of business meetings, to prepare reports as requried, to administer elections and tabulate the results, and to perform any other duties as may be assigned by the Executive Board.

(d) Treasurer. It shall be the duty of the Treasurer to maintain all financial records of the Association, to manage the budget, to prepare reports as required, and to perform any other duties as may be assigned by the Executive Board.

Section 4. Indemnification

The Association will, by resolution of the membership, provide for indemnification by the Association of any and all of its officers or former officers against expenses actually and necessarily incurred by them in connection with the defense of any action, suit, or proceeding in which they or any of them are parties or a party by reason of having been officers or an officer of the Association, except in relation to matters as to which such officer or former officer shall be adjudged in such action, suit, or proceeding to be liable to negligence or misconduct in the performance of duty and to such matters as shall be settled by agreement predicated on the existence of such liability.

 Article VII. Executive Board

Section 1. Composition and Duties

There shall be an Executive Board of seven, consisting of the President, Vice President/President-Elect, Secretary, Treasurer, two Members-at-Large, and the immediate Past President. The duties of the Executive Board shall be those usually assigned to such boards in similar associations.

Section 2. Term

All officers and members of the Executive Board shall serve until the adjournment of the Association's annual meeting.

Section 3. 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 4. Quorum

A quorum of the Executive Board shall consist of a majority of its members.

Section 5. Conduct of Business

The Executive Board may conduct business in person or by telephone or electronic communication.

Section 6. Chairperson

The President shall serve as the Chair of the Executive Board.

Section 7. Appointed Members

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.

Section 8. Vacancies 

The Executive Board shall have the power to fill any vacancy on the Executive Board or in the elective offices except that of the President. In the case of the death, incapacity, or resignation of the President of the Association, the Vice President shall become president and shall serve until the end of his or her own elected term. An appointed officer shall serve the unexpired portion of the current term of office.

Article VII. 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

There shall be such standing and special committees as the Executive Board shall create or as shall be created by a majority vote of those present and voting at any meeting of the Association.

Article IX. Amendment of Bylaws

Section 1. Bylaws

Bylaws may be adopted, repealed, amended, or suspended by a vote of two-thirds majority of those voting in the manner provided in these Bylaws. Proposals to adopt, repeal, amend, or suspend Bylaws may be made by any member having the right to vote. Proposed Bylaws changes shall be presented to the Secretary or other Executive Board member, who shall send notice of the proposed changes to all members who have the right to vote no later than thirty days prior to the date scheduled for voting. The vote on a change to the Bylaws shall occur either before or during the next meeting. Voting may be conducted by paper ballot, electronic ballot, or both. The Secretary or other Executive Board member shall have charge of administering the vote and counting all votes cast. The President shall announce the results of the vote.

Section 2. AALL Notification

Amendments to the Bylaws shall be submitted to the American Association of Law Libraries Bylaws and Resolutions Committee by the Secretary or other Executive Board member.

Article X. Nominations and Elections

Section 1. Dates

The Nominating Committee shall be created prior to the first of the month three months prior to the annual meeting. Nominations shall be submitted to the Executive Board by the first of the month two months prior to the annual meeting. Nominations shall be submitted to the membership at the meeting two 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 one month prior to the annual meeting.

Section 2. Nominating Committee

The Nominating Committee shall consist of three members, none of whom shall be a candidate for office at the next scheduled election, and none of whom shall 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/President-Elect, Secretary (every other year), Treasurer (every other year), and Member-at-Large. In the event that the current Vice President/President-Elect 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 when elections are to take place. In the event the Vice President/President-Elect 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, designate at least one nominee for this office, or note that the new Vice President/President-Elect when elected shall assume the Presidency.

Section 5. Qualifications

All nominees for the position of Vice President/President-Elect shall have previously served as an Association officer or committee member. All nominees for other positions shall have previously served on an Association committee or on an American Association of Law Libraries 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 or other Executive Board member prior to the election. Election shall be by paper ballot, electronic ballot, or both. The Secretary or other Executive Board member shall have charge of administering the election and counting all votes cast. Should the Secretary be a candidate for an office, the President shall appoint a person to act in the Secretary's place. In the case of a tie vote, the successful candiate shall be determined by lot conducted by the Nominating Committee. The President shall announce the results of all elections.

Article XI. Fiscal Provisions

Section 1. Grants and Other Expenditures

Grants, gifts, contributions, or other distributions will be made only if specifically authorized by the Executive Board.

Section 2. Procedure for Distributions

The Executive Board will adopt procedures for the distribution of grants, gifts, contributions, or other distributions by the Association. Such procedures will not be in conflict with these Bylaws or state or federal tax law. Ay distribution must further the charitable purposes of the Association.

Section 3. Bank Accounts

The Executive Board may authorize the opening and keeping of general and special bank accounts with such banks, trust companies, or other depositories as may be selected by the Executive Board or by officer(s) or agent(s) of the Association to whom such power may be delegated by the Executive Board.

Article XII. Dissolution

Upon voluntary or involuntary dissolution, insolvency, or bankruptcy of the Association, the Executive Board shall, after making provisions for the payment of all liabilities of the Association, dispose of all assets of the Association exclusively for the purposes of the Association in such manner, or to such organization or organizations engaged in similar activities to those of the Association.

Article XIII. Effective Dates

These Bylaws shall go into effect August 1, 2016. All previous versions of the Association's Bylaws and the Association's Constitution are repealed effective August 1, 2016.