BYLAWS
of the
San Diego Area Law Libraries (SANDALL)

a Chapter of the American Association of Law Libraries (AALL)
(Adopted June 1998; Amended June 1999, 2004 and 2006)

 ARTICLE 1. NAME

 The name of this Association shall be San Diego Area Law Libraries (SANDALL), a chapter of the American Association of Law Libraries.

 SANDALL is established exclusively for educational and scientific purposes. It shall be conducted as a nonprofit association to promote librarianship, coordinate professional activities, to develop and increase the usefulness of law libraries, to enrich the legal community, to cultivate the science of law librarianship and to foster a spirit of cooperation and expedite communication among the members of the profession, particularly those in the greater San Diego area. SANDALL is not organized for the private gain of any person.

 No substantial part of the activities of this organization shall consist of carrying on propaganda or otherwise attempting to influence legislation, and the organization shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for office.

 SECTION 1. ELIGIBILITY/CATEGORIES OF MEMBERSHIP

 a) Regular Membership - Membership in the Chapter shall be open to any person or institution eligible for membership in the American Association of Law Libraries, as well as any person or institution interested in law libraries or law librarianship, upon timely payment of dues. (Amended June 2006)

 b) Student Membership – Student Membership in the Chapter shall be open to any person who is enrolled in a degree program related to law librarianship, upon timely payment of dues. Membership in this category is limited to five consecutive years.” (Added June 2006)

 SECTION 2. PRIVILEGES AND RESPONSIBILITIES

 Members shall have the right to hold office, to vote, to serve on committees, to belong to special interest sections, and to receive the newsletter.

 SECTION 3. DUES

 Dues shall be set by the Executive Board and subject to ratification by a simple majority vote of those members present and voting at the Chapter's annual meeting. The year for dues shall begin July 1, and the fiscal year of the association shall begin on July 1. If a member fails to pay dues two months after the beginning of the dues year, then the privileges of membership of that member shall be suspended by the Treasurer. Suspended members may be reinstated at any time upon payment of the current year's dues. Any new member paying dues after April 1 shall be considered a member for the remainder of that fiscal year and the following fiscal year.

 SECTION 1. REGULAR MEETINGS

 There shall be at least four (4) regular business meetings of the Chapter each year at such time and place as the Executive Board shall designate. Such meetings shall not be held during the same calendar week as regularly scheduled meetings of the Southern California Association of Law Libraries (SCALL).

 SECTION 2. ANNUAL MEETING

 There shall be an annual meeting held on or before June 30th which the Executive Board may designate as a regular meeting.

 SECTION 3. MEETING NOTICES

 The Secretary shall, by personal delivery, or by postal or electronic mail, give notice of all business meetings to each voting member at least fifteen (15) days before a meeting, unless otherwise provided for by these Bylaws.

 SECTION 4. SPECIAL MEETINGS

 Special meetings of the Chapter may be called by the President upon request of the Executive Board or upon receiving a written petition endorsed by at least twenty-five percent (25%) of the Chapter members in good standing.

 SECTION 5. QUORUM

 Fifteen members qualified to vote shall constitute a quorum for Chapter meetings.

 SECTION 6. VOTING

 The affairs of the Chapter shall be conducted by the majority vote of members present, unless otherwise provided for by these Bylaws.

 SECTION 1. OFFICERS

  The officers of the Chapter are: the President, the Vice President, the Secretary and the Treasurer. All SANDALL officers must be members in good standing of the Chapter. The president must be a member in good standing of the American Association of Law Libraries (AALL). No member may hold more than one (1) office at a time. (Amended June 2004)

 SECTION 2. TERMS OF OFFICE

 a) President. The President shall assume office at the close of the annual meeting following his or her election and shall serve a term of one (1) year except as otherwise provided for by these Bylaws.

 b) Vice President. The Vice President shall assume office at the close of the annual meeting following his or her election and shall serve a term of one (1) year except as otherwise provided for by these Bylaws.

 c) The Secretary and the Treasurer. The Secretary and the Treasurer shall each assume office at the close of the annual meeting following their respective elections and shall each serve a term of one (1) year except as otherwise provided for by these Bylaws.

 SECTION 3. DUTIES

 The officers shall perform those duties assigned to them by these Bylaws, the Executive Board and the parliamentary authority adopted by the Chapter. Detailed position descriptions for all officers, as approved by the Executive Board, shall be included in the SANDALL procedures manual. These duties, within the limitations imposed by this section, may be reallocated or changed, temporarily or permanently, by amendments to the text of the manual. Such amendments may be adopted, by majority vote, at meetings of the Executive Board.

 SECTION 1. MEMBERS

 The Executive Board shall be composed of five (5) members: the current officers of SANDALL and the immediate Past President.

 SECTION 2. TERMS OF OFFICE

 a) SANDALL Officers. These members who are SANDALL officers shall serve a term on the Executive Board corresponding to their terms of office.

 b) Immediate Past President. The immediate Past President shall serve a term of one (1) year on the Executive Board.

 c) In the event that a successor has not been elected or qualified at the end of a term of office specified above, the incumbent shall continue to serve until properly succeeded.

 SECTION 3. DUTIES

 The Executive Board shall have general supervision of the affairs of the Chapter between its meetings, fix the time and place of business meetings, make recommendations to the Chapter and perform other duties as specified by these Bylaws or the parliamentary authority.

 SECTION 4. POWERS

 The Executive Board shall have the power, on behalf of the Chapter, or any of its committees or subunits, to incur indebtedness, solicit funding, make public statements, issue public writings, and establish and maintain relations with other organizations.

 SECTION 5. QUORUM AND VOTING

 Three (3) members of the Executive Board shall constitute a quorum. Resolutions of the Executive Board shall be supported by the vote of at least three (3) of its members.

 SECTION 6. MEETINGS

 Meetings of the Executive Board shall be called by the president at such time and place as he or she shall designate. However, there shall be at least four (4) meetings of the Executive Board called and convened between annual meetings of the Chapter. Special meetings of the Executive Board may be called upon request of three (3) members of the Board.

 SECTION 7. PUBLICATION OF RESOLUTIONS

 The text of these Bylaws and all resolutions and policy decisions of the Executive Board and/or Chapter shall be distributed by mail to all members or published in the SANDALL newsletter.

 SECTION 1.

 There shall be such committees and other organizations as the Executive Board shall create or shall be created by a simple majority vote of those members present at any meeting of the Chapter. Appointment of committee chairs and members shall be made by the President.

 SECTION 2.

 Committees shall be of two classes: standing committees and special committees.

(a) Standing committees shall include, but not be limited to:

Archives, Constitution and Bylaws, Employment, Government Relations, Grants, Internet Web Page Development, Library School Liaison, Membership (Treasurer chairs), Newsletter (Secretary chairs), Nominations, Programs (Vice President chairs), and Public Relations.

(b) Standing committees may be created or suspended at the discretion of the Board.

Notice of such creation or suspension shall be included in the Board Minutes and published in the SANDALL News. At the beginning of each new Board term, the Past President shall inform the incoming President of the status of all standing and special committees.

 SECTION 3. DUTIES

 Each committee shall submit to the Executive Board a written annual report of its activities which shall contain any recommendations considered necessary or advisable. Additional reports may be submitted at the option of the committee or as requested by the Executive Board or President. Summaries of all reports shall be published in the SANDALL newsletter.

 Sturgis Standard Code of Parliamentary Procedure, in the latest edition, shall govern all deliberations of the Chapter when not in conflict with these Bylaws and/or any special rules of order the Chapter might adopt.

 SECTION 1. GENERAL ELECTIONS

 a) Nominations Committee. The President shall appoint a Nominations Committee, consisting of three (3) members of the Chapter. The membership of the Nominations Committee shall represent at least two (2) types of law libraries. No SANDALL officers may serve on the committee and members of the committee may not be candidates for office during their committee tenure. At least one (1) member of the committee should serve two (2) consecutive terms.

 b) Nominations by the Nominations Committee. The Nominations Committee shall submit to the Executive Board a list of candidates for each of the offices of President, Vice President, Secretary and Treasurer at least ninety (90) days prior to the annual meeting. The committee shall nominate at least one (1) candidate whenever possible. When evaluating the qualifications of a potential candidate, the committee shall consider such factors as the individual's job experience, type of library, geographical location and service to the Chapter.

 c) Nominations by Petition. Additional nominations may be made by any member in good standing of the Chapter by submitting in writing such nomination to the Chair of the Nominations Committee, endorsed by the signature of at least ten (10) of the Chapter's members in good standing, at least seventy-five (75) days prior to the annual meeting.

 d) Mailing of Ballots. Ballots including the names of all persons nominated by the Nominations Committee and/or petition shall be [emailed or, if the member has no email,] mailed [by regular mail] to the membership at least sixty (60) days prior to the annual meeting. (Amended 6/2006)

 e) Receipt and Counting of Ballots. Election ballots shall be received by the Nominations Committee thirty (30) days before the annual meeting. The Nominations Committee shall then tabulate the results and report the names of the new officers to the Chapter. Following the reporting of the election results, the committee shall destroy the ballots.

 f) Tie Vote. In the event of a tie vote, the successful candidate shall be determined by lot conducted by the Nominations Committee.

 SECTION 2. VACANCIES AND SPECIAL ELECTIONS

 a) President. In the event that a vacancy occurs in the office of the President, the Vice President shall automatically assume the office of the President for the remainder of the term, one (1) year.

 b) Vice President. In the event a vacancy occurs in the office of the Vice President the President shall appoint an acting Vice President, who will complete the remainder of the term, not to exceed six (6) months.

 c) Secretary and Treasurer. In the event a vacancy occurs in the office of Secretary or Treasurer the President shall appoint a member to fill the vacancy for the remainder of the term, not to exceed (6) months.

 d) Past President. In the event that a vacancy occurs in the office of Past President, the President shall appoint a member to fill the vacancy for the remainder of the term, not to exceed six (6) months.

 e) Special Appointments. In the event that the President is unable to fill a vacancy, the Executive Board shall appoint a member to fill the vacancy for the remainder of the term, not to exceed six (6) months.

 f) In the event of a vacancy occurring more than six (6) months before the end of the term of the Vice President, Secretary, Treasurer, or Past President, a special election shall be held within 30 days of the occurrence of the vacancy.

 SECTION 3. VOTING

 General and special elections shall be decided by the majority of members voting.

 SECTION 1

Amendments to these Bylaws must be proposed by the Executive Board or by petition signed by no fewer than twenty percent (20%) of the voting members of the Chapter. Such proposed amendments, along with a summary of the purpose of the amendment, must be filed with the Secretary at least sixty (60) days prior to a regularly scheduled meeting. Notice setting forth purpose and the wording of the proposed amendments shall be sent by the Secretary to all members no later than thirty (30) days prior to a regularly scheduled meeting. The Secretary shall publish this information electronically by sending information via the SANDALL listserv and posting the information on the SANDALL web site.

SECTION 2.

Two weeks prior to the meeting, the Secretary will send e-mail ballots to all members. Members may then cast their vote in person at the meeting, or via e-mail, fax or regular mail to the Secretary. The voting period for votes not cast in person at the meeting shall end at 5 p.m. local time the day before the regularly scheduled meeting. The Secretary shall determine the date and time to count the votes and announce it to the membership.

SECTION 3.

At the meeting the Secretary shall call for all members who have yet to cast a ballot to vote by secret paper ballot. All votes on the amendment shall be counted by the Secretary at the determined time. If two-thirds of all the members' votes counted are in favor of the amendment proposed, it shall stand adopted. The Secretary shall inform the membership of the vote result via the listserv, website and SANDALL Newsletter.

SECTION 4.

A vote shall stand valid only when ballots are received from a proper quorum of voting SANDALL members, which is 50% + 1. Thus, passage of a bylaw amendment requires 2/3 of that quorum's approval.

SECTION 5.

 ARTICLE 11. ASSOCIATION'S ASSETS

 The property of SANDALL is irrevocably dedicated to charitable purposes and no part of the net income or assets of SANDALL shall ever inure to the benefit of any director, officer or private person.

 Upon the dissolution or winding up of the organization, its assets remaining after payment, or provision for payment, of all debts and liabilities of this organization shall be distributed to a nonprofit fund, foundation or corporation, which is organized and operated exclusively for charitable purposes and which has established its tax-exempt status under IRC Section 501(c)(3).

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

 SANDALL Policies & Procedures
 Master List

 Acronym
SANDALL, written in all caps is the official Chapter acronym.
11/4/98

 Budget
 

 Certificates for meritorious service to SANDALL
In order to recognize meritorious service to the chapter, the Board shall at times present an official chapter certificate to members and others. Such service may include chairing a committee, serving as a speaker or other participant in a chapter program, or performing some other significant service to the chapter.
12/10/99

 Committee mission statements
Archives
The Archives Committee collects, maintains and preserves materials about SANDALL and makes them accessible to SANDALL members.
8/10/99
Internet SIG
The Internet SIG meets monthly to exchange Internet information and web sites among SANDALL members.
9/21/99
Membership
The Membership Committee recruits new members, collects dues and keeps the membership database current.
9/15/99
Newsletter
The Newsletter Committee coordinates the production and distribution of the Association's newsletter, SANDALL News.  The newsletter's mission is to provide a written forum to educate, communicate, and record information and news relevant to the mission and membership of SANDALL.
8/10/99

 Conducting board business by e-mail and other electronic means
In order to efficiently conduct chapter business, the Board may utilize e-mail or other electronic means for discussion and voting. Such actions will be subsequently ratified at the next Board meeting and will be recorded in the minutes.
12/10/99

 Discounts to Programs Committee Members
SANDALL Program Committee members need only pay half price to participate in the Fall Workshop.
11/2004

 Dues
Dues are $20.00 per year. Student Dues are $15.00 per year.
6/23/06 Annual Meeting

 Grants
Grants issued  will be used to support attendance at appropriate professional activities.
10/19/99

 Internet SIG
 The Board recognizes the Internet SIG as an official Chapter SIG.
11/4/98
Dissolved by the Board in 2003.

 Meeting dates
Meetings will be scheduled to the extent possible in alternate months from SCALL meetings, but at the very least, not in the same week as any scheduled SCALL event.
10/14/98

 Minutes of board meetings
The Secretary will submit a draft of the minutes via e-mail to the Board for approval within two weeks after each meeting.  The approved minutes will be distributed to the SANDALL listserv, loaded on the SANDALL web page, and published in the SANDALL Newsletter.
10/14/98

 Newsletter editorial policy
Description
The SANDALL News is an official publication of the San Diego Association of Law Libraries (SANDALL).
Distribution
The Newsletter is distributed electronically to all SANDALL members via the discussion list, placed on the SANDALL web site and distributed to the AALL CONE listserv. The electronic copies will no longer include advertisements. A print or digital copy (CD) of each issue is placed in the SANDALL archives. It is published five times a year, every other month, with the exception of June and July.
(revised 3/20/07)
Content & Style
At the discretion of the Editor and of the Secretary, as Chair of the Newsletter Committee, the Newsletter accepts and publishes articles, announcements, letters, columns and comments dealing with information of relevance and interest to practitioners of law librarianship and to members of the legal community.
The views expressed in the Newsletter are those of the authors and should not be attributed to SANDALL, the institutions with which the authors are affiliated, or the Editor or Secretary.
The Newsletter follows The Chicago Manual of Style (14th ed. 1993) and Webster's Ninth New Collegiate Dictionary (1991) to resolve questions of style and usage.
All submissions will be edited for clarity and grammar.  Whenever possible, the Editor will contact an author to discuss questions of intention and interpretation.
Advertising
The Newsletter accepts advertising from information vendors, publishers, and others who supply goods and services to law librarians.
All advertising is subject to approval by the Editor and the Secretary, as Chair of the Newsletter Committee.  The Editor and Secretary, as representatives of the Association, reserve the right to refuse any advertising that is deemed inappropriate or offensive.
Copyright
All items copyright ©[1999] by the author, except where otherwise expressly indicated.  By submitting an article to the Newsletter, the author of each item agrees that the item may be reproduced for educational purposes, as long as (1) copies are distributed at or below cost, (2) the author and the Newsletter are identified, and (3) proper notice of SANDALL's copyright is affixed.
Approved by the SANDALL Executive Board on February 9, 1999.
[Amended by the SANDALL Executive Board on May 5, 1999.]
5/5/99

 Non-member attendance at chapter events
Non-members who are interested in joining SANDALL and/or who attend as guests of members are welcome to free SANDALL events.  All non-members are required to pay the non-member rates for paid events.
3/9/99

 Recording new policies
From time to time, the SANDALL Board may adopt new Chapter policies, such as a Newsletter Editorial Policy, a Policy on Non-Member Attendance at Chapter Events, or a Vendor Membership Policy.  The procedure for recording new policies shall be as follows:

 1. When the Board considers the adoption of a new policy or amendment or repeal of an existing policy, the language of the proposed new policy or action repealing a policy shall be recorded in the minutes of the Board meeting and published on the listserv and in the SANDALL News as a part of the minutes especially designated Proposed New Chapter Policy.
2. Members shall have two weeks from the date of publication on the listserv to comment to members of the Board and/or to the Chapter listserv on the new policy or the amendment or repeal of the existing policy.
3. At its next regularly scheduled meeting after the two-week comment period, or if the Board determines that quicker action is necessary, by e-mail conference at the end of the comment period, the Board shall make a final decision on whether to adopt the policy, either as is or as amended, to repeal the existing policy, and/or to abandon the proposal or the proposed action to amend or repeal the existing policy.
4. The Board decision shall be announced to the membership on the Chapter listserv and in the SANDALL News.
5. New and amended policies shall be posted on the Chapter web page under the designation "Policies."  The date of adoption or amendment shall be noted at the end of the policy.  The Secretary is responsible for maintaining a binder with paper copies of all current policies.
6. Repealed policies and former versions of amended policies shall be stored in the chapter archives.  The date of amendment or repeal and the nature of the action shall be noted on the archived copy.  The Chapter Secretary is responsible for making copies available to the Archivist.

 Approved May 5, 1999
5/5/99

 Relations with vendors
SANDALL accepts vendor sponsorship of its events.  Vendors are allowed to participate fully in chapter duties and activities.
3/9/99

 Standing committees
The Bylaws specify five Standing Committees: Constitution & Bylaws, Membership, Newsletter, Nominations, and Programs.  The Board designated three additional Standing Committees:
Archives 
The archives will be housed at USD.  The Board hopes that SANDALL events will be memorialized photographically and the photographs stored in the archives.
Employment Liaison Committee 
The President will appoint a Chair to continue the work of gathering notices and publicizing employment opportunities.
Web Page Committee 
The President will appoint a Chair to gather and monitor information and links for the web page and a Webmaster to maintain the site
10/14/98
Public Relations Committee
added 8/18/04

 SCALL's SANDALL Task Force Report
Resolution supporting the recommendations of the Task Force, with one minor modification.  
Recommendation #1:  No changes in existing SCALL geographic boundaries are needed.  (SANDALL Board concurs.)
Recommendation #2:  No change in SCALL nomination procedures, selection of officers, committee chairs  and committee members is needed.  (SANDALL Board concurs.)
Recommendation #3:  No changes in locations, number, quality and frequency of meetings, institutes and other SCALL events are needed.  (SANDALL Board concurs.)
Recommendation #4:  In order to encourage involvement and participation in SCALL, cross invitations between the two chapters be extended for all functions.  The SCALL Board should exchange calendar information with the SANDALL Board for both electronic and hard copy publication by the chapters.  (SANDALL board concurs with the following modification:  Cross mailing should be done only for major events, e.g., the SCALL Institute, the SANDALL Workshop, possible joint meetings, but not for regular meetings.  Meetings should remain a benefit of membership of each organization.)
Recommendation #5:  The organizational relationship and interaction between SCALL and SANDALL should be characterized by reciprocity and cooperation.  SCALL should appoint a liaison to SANDALL and consider doing so for the other California chapters as well.  SCALL should update committee manuals and procedures to promote awareness of SANDALL's calendar of activities and encourage reciprocity and cooperation wherever possible or appropriate.  Additionally, the SCALL Board should consider securing the buy-in of the other California chapters into a Pan-California Vision Statement characterizing the reciprocal and cooperative relationship among all the California chapters - emphasizing resource sharing and including the bar, courts and distributors of information.  (SANDALL Board concurs.   Board members attending the Joint Institute will seek to meet with SCALL and NOCALL counterparts to investigate formulation of a Pan-California Vision.)
1/7/99

8/30/07