Bylaws of the Western Pacific Chapter of the American Association of Law Libraries
(As revised September 26, 2008)
ARTICLE I. MEETINGS
Section 1. Regular Meetings.
An annual Chapter meeting, which shall include a business meeting, shall be held in the fall at a time and place designated by the Executive Board. A Chapter meeting, which shall include a business meeting, shall be held at the Annual Meeting of AALL, when the schedule permits. Written notice of the time, place and purpose of these meetings shall be mailed to the membership not less than thirty (30) days prior to the meeting.
Section 2. Special Meetings.
Special meetings may be called by the President, the Executive Board, or by the President upon receipt of a written petition, signed by twenty (20) voting members and designating the purpose of such meeting. Written notice of the time, place and purpose of such special meeting shall be mailed to the membership not less than thirty (30) days prior to the meeting.
Section 3. Quorum.
A quorum for any meeting of the membership shall consist of not less than twenty (20) voting members.
Section 4. Presiding Officer.
In the absence of an officer, one of the members shall be elected to conduct the meeting by a simple majority vote.
Section 5. Executive Board.
The Executive Board shall meet at least annually at the annual Chapter meeting. Additional meetings of the Executive Board shall be called by the President or by the majority of the members of the Board.
Section 6. Parliamentary Authority.
Robert's Rules of Order, current edition, shall govern all deliberations of the Chapter when not in conflict with the Constitution, bylaws, or special rules of order of the Chapter.
ARTICLE II. NOMINATIONS AND ELECTIONS
Section 1. Nominations.
Nominations and Elections Committee. In both regular and special elections the Nominations and Elections Committee shall submit as needed to the Executive Board a list of one or more candidates, together with their written acceptances, for the following offices: Vice-President/President-elect, Secretary, and Treasurer. No member of the Nominations and Elections Committee shall be an officer, a member of the Executive Board, or a candidate for office in the succeeding election.
Section 2. Regular Elections.
The Nominations and Elections Committee shall submit a list of one or more candidates to the Executive Board by the last day of February. The officers shall be elected by secret ballot, prepared by the Secretary, and delivered by the United States Postal Service or electronic mail to the membership sixty (60) prior to July 1. The Nominations and Elections Committee shall count the ballots and notify the president of the results. In case of a tie vote, the successful candidate shall be determined by lot as conducted by the Nominations and Elections Committee.
Section 3. Special Elections.
The Nominations and Elections Committee shall submit a list of one or more candidates to the Executive Board no later than thirty (30) days after the disability or resignation by, or removal of office of the President or Vice-President/President-Elect. Special elections may be conducted by paper of electronic balloting or at a business meeting, as determined by the Executive Board.
Section 4. Ballots.
The election of officers will be conducted every year by paper and/or electronic ballot. The Secretary shall prepare an official ballot. A paper copy of the official ballot shall be preserved in the Secretary's notebook. In the event paper ballots are used, the Secretary shall mail a copy of the paper ballot to each member of the Chapter via United States Postal Service. Ballots may be mailed as part of the Chapter newsletter. Marked ballots shall be returned to the Chair of the Nominations and Elections Committee by a specified deadline which is to be posted on the official ballot. In the event electronic ballots are to be used, the Executive Board will first compile and approve the details of conducting this type of election. The Board shall ensure that an election conducted by electronic balloting is fundamentally fair and preserves the right of secret ballot. For those members who do not have electronic mail or do not wish to participate in an online election, paper ballots will be provided.
ARTICLE III. INDEMNIFICATION OF OFFICERS AND EXECUTIVE BOARD
The Chapter will, by resolution of the membership, provide for the indemnification by the Chapter 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 made parties, or a party, by reason of having been officers of the Chapter, except in relation to matters as to which such an officer or former officer shall be adjudged in such action, suit or proceeding to be liable for 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 IV. EXECUTION OF INSTRUMENTS AND DEPOSITORIES
Section 1. Execution of Instruments.
All contracts, conveyances, deeds and other instruments on behalf of the Chapter shall be executed by the President or by an officer so authorized by the Executive Board.
Section 2. Depositories.
All funds of the Chapter shall be deposited in the name of the Chapter in such bank, banks, or other financial institutions as the officers may from time to time designate, and shall draw out on checks, drafts or other orders signed on behalf of the Chapter by the Treasurer or such person or persons as the Executive Board may from time to time designate.
ARTICLE V. CLASSES OF MEMBERSHIP
Section 1. Classification.
Any individual or organization interested in law libraries may become a member of the Chapter by qualifying under the provisions of one of the classes of membership.
There shall be five classes of membership: active, associate, life, retired and student.
- Active Members. Any individual officially connected with a law library, or with a general library having a separately maintained law section, or who has had such connection within the past three years, may become an active member upon payment of annual dues.
- Associate Members. Any individual or organization not officially connected with a law library may become an associate member upon payment of annual dues.
- Life Members. The Executive Board shall nominate and the membership may at any annual Chapter meeting, by a vote of two-thirds of those present and voting, elect to life membership those persons who have been active members of the Chapter for ten or more years, who have reached the age of 55 years or older, and who have retired from active law library work.
- Retired Members. Any individual who has retired from law library work and who has been an active member of the Chapter may become a retired member upon payment of annual dues.
- Student Members. Any individual enrolled in a library/information science school or a law school may become a student member upon payment of annual dues.
Section 2. Dues.
Dues for active, associate, retired and student members shall be determined by the Executive Board, subject to approval by two-thirds of the members present and voting at any business meeting, provided that a written notice and an explanation of the proposed dues change shall have been mailed to the members at least thirty (30) days in advance of the meeting. Life members shall not be required to pay dues.
Section 3. Payment of Dues.
The fiscal year of the Chapter shall begin on January 1. Written notice of dues shall be sent to the members by the Secretary. Members failing to pay dues after the expiration of three (3) months from the payment date shall be suspended from membership by the Treasurer. Suspended members may be reinstated at any time upon full payment of the current year's dues.
Section 4. Rights and Privileges of Members.
- The right to hold elective office shall be restricted to active members.
- The right of appointment to a committee chair shall be restricted to active, retired and life members.
- The right to vote shall be restricted to active, life, retired and student members.
- All members shall receive the Chapter's publications as part of their membership. All individual members shall be eligible for appointment to committee membership.
ARTICLE Vl. COMMITTEES
Section 1. Standing Committees.
The following standing committees exist for those purposes which require the continuous attention of the Chapter:
- Archives: This committee is charged with compiling the historical and organizational documentation of this Chapter.
- Constitution and bylaws: This committee is charged with reviewing the Chapter's governing documents and recommending revisions, as necessary.
- Education. This committee is charged with the responsibility for development of opportunities for the continuing education of the membership.
- Newsletter: This committee is charged with communicating information on the Chapter's activities to the membership, including the periodic publication of the Chapter newsletter.
- Nominations and Elections: This committee is charged with proposing lists of candidates for the Chapter's offices, as needed, and tabulating the results of elections, both regular and special.
- Site Selection: This committee is charged with recommending to the Executive Board potential sites for the annual Chapter meeting.
- Placement: This committee is charged with publicizing appropriate employment opportunities arising within the Chapter's geographic region and with maintaining applicant files.
- Government Relations: This committee shall be composed of one member from each state who will monitor that state's legislative activities and report upon legislation which could either affect libraries or the practice of law. Information regarding such legislation shall be forwarded to the Newsletter editor for publication. The chair of this committee shall also serve as the liaison to the AALL Washington Affairs Office and Government Relations Committee.
- Grants: This committee is charged with the preparation and review of grant applications for such grants as funding will permit.
- Public Relations: This committee is charged with promoting law libraries and the profession of law librarianship within the region. The chair of this committee shall serve as liaison to the AALL Public Relations Committees.
- Membership and Retention: This committee is charged with recruiting new members and with evaluating the opportunities and benefits being provided by the association to its currents members to ensure needs and expectations are being fulfilled to the extent possible. Other standing committees may be created as provided for in Article VII of the Constitution.
Section 2. Special Committees.
Special committees may be created to address specific concerns of the Chapter which require special attention for a limited period of time, as provided for in Article VII of the Constitution.