CONSTITUTION AND BYLAWS
of the SUPPORT STAFF DIVISION of the
SUFFOLK COUNTY LIBRARY ASSOCIATION
The purpose of this division shall be:
a. To unite into one division all of those who are interested in clerical, security and/or custodial issues in libraries.
b. To inform and educate its membership regarding issues pertinent to the functions of support staff personnel.
c. To represent the needs of its membership to the Suffolk County Library Association Executive Board.
ARTICLE III
MEMBERSHIP
Section 1.
Membership in the Support Staff Division shall be open to, but not limited to persons interested in clerical, custodial and/or security issues within libraries.
ARTICLE IV
OFFICERS
Section1.
The officers of this Division shall consist of:
President
Vice President/President-Elect
Secretary
Treasurer
ARTICLE V
FINANCIAL
Section 1.
The Board of Directors of the Suffolk County Library Association includes in its budget an amount for the Support Staff Division. Income from dues is based upon a formula determined by the Suffolk County Library Association. The Support Staff Division may generate its own income from other sources such as workshops, programs, raffles, etc.
Section 2.
The Support Staff Division may make special requests for funds to the Executive Board of the Suffolk County Library Association if additional funds are required.
Section 3.
The President and Vice President shall both have signing authority for Division bank business. Except in the case of unusual circumstances, all bank business transacted must have prior approval of the Executive Board. All bank business requiring signing authority must be prepared by the Treasurer.
ARTICLE VI
ELECTION OF BOARD MEMBERS
Section 1.
The President shall appoint, at least sixteen weeks prior to the Suffolk County Library Association annual meeting, an Election Committee Chairperson.
Section 2.
The Election Committee shall, subject to Executive Board approval, present a slate of at least one candidate for each of the elected positions of Vice President/President Elect, Secretary, Treasurer, and open Member-at-Large. The Executive Board shall approve the final slate no later than twelve weeks prior to the Suffolk County Library Association annual meeting.
Section 3.
The Election Committee shall send to the entire membership the names of the selected candidates ten weeks prior to the Suffolk County Library Association annual meeting.
Section 4.
Nominations for all positions may also be made by the membership via petition, signed by at least five members in good standing, filed with the Chairperson of the Election Committee on the date determined to be eight weeks prior to the Suffolk County Library Association annual meeting.
Section 5.
Names of the candidates for office shall be mailed to the entire membership six weeks prior to the Suffolk County Library Association annual meeting, with a written ballot to be returned to the Chairperson of the Election Committee on the date determined to be three weeks prior to the meeting.
Section 6.
Election shall be by majority vote of the Division membership. Election results will be tabulated by the President, the Chairperson of the Election Committee, and any Board Member who requests to take part, within one week of the ballot return date.
Section 7.
Executive Board Members-Elect shall be announced at the Suffolk County Library Association annual meeting and will take office on January 1st of the upcoming year.
Section 8.
All Board Members, other than Members-at-Large, shall be elected to a term of one year. The term of service for Member-at-Large positions shall be two consecutive years, with half the positions expiring in even years and half the positions expiring in odd years.
Section 9.
In the event a Board Member is unable to complete his/her full term, the President may appoint a replacement to complete the term if the President shall deem that a replacement is necessary.
ARTICLE VII
DUTIES OF OFFICERS
PRESIDENT
Section 1.
It shall be the duty of the President to preside at all meetings and to enforce all laws and regulations relating to the administration of the organization.
Section 2.
The President shall be empowered to order meetings of the Division’s Executive Board when he/she deems such a meeting to be necessary. Division Board Members and constituents may request an unscheduled meeting to be held by forwarding a request in writing to the President. Granting the request for such a meeting will be solely at the President’s discretion.
Section 3.
The President shall appoint chairpersons of standing committees and shall be ex-officio member of all committees except for the Election Committee.
Section 4.
The President, or an appointed representative, shall attend the Executive Board meetings of the Suffolk County Library Association.
VICE PRESIDENT / PRESIDENT-ELECT
Section 5.
In absence of the President, the Vice President shall have all of the powers and prerogatives of the President.
Section 6.
The Vice President shall serve as the President-Elect and will serve as President in the year following service as Vice President.
SECRETARY
Section 7.
All resolutions and proceedings of meetings shall be entered in proper books by the Secretary. The Secretary shall conduct all correspondence, shall issue all notices of meetings, and shall perform all duties pertaining to the office of Secretary. The Secretary shall keep a register of all members of the Division.
TREASURER
Section 8.
The financial records of the Division shall be kept in order by the Treasurer. All invoices covering Support Staff Division expenditures shall be paid by the Treasurer upon approval of the Executive Board and sign off by the President or Vice President. The Treasurer shall submit a financial report at each regular Executive Board Meeting. The Treasurer shall also submit a monthly financial report to the Suffolk County Library Association.
ARTICLE VIII
EXECUTIVE BOARD
Section 1.
The Executive Board shall consist of the following:
Officers of the Support Staff Division
Previous Year Division Past President
Chairpersons of Standing Committees
Members-at-Large
Section 2.
The number of Members-at-Large shall be set at no more than four.
Section 3.
All members of the Executive Board shall be voting members of the Support Staff Division and are responsible for transacting all business of the Division.
ARTICLE IX
COMMITTEES
Section 1.
The Executive Board shall establish committees as needed. The President of the Support Staff Division shall appoint Chairpersons for all committees.
ARTICLE X
MEETINGS
Section 1.
The Executive Board shall meet a minimum of six times per year.
Section 2.
The general membership shall meet a minimum of one time per year. Special general membership meetings may be called by the Executive Board when deemed necessary.
ARTICLE XI
RULES OF ORDER
Section 1.
All business shall be transacted in accordance with the latest edition of Roberts Rules of Order.
Section 2.
A simple majority of Executive Board Members present and in good standing shall constitute a quorum. Absent any bylaw to the contrary, a quorum shall be sufficient for the adoption of any motion that is in order.
ARTICLE XII
AMENDMENTS
Section 1.
These bylaws may be amended by a three-quarters vote of the Executive Board Membership at an Executive Board meeting of the Division. Notice of the proposed changes will be included in the minutes of two consecutive Board meetings prior to the vote.
Adopted: 04/17/01