ACRL/NY Bylaws Approved May 2023

ARTICLE I NAME

The name of the organization shall be the Greater New York Metropolitan Area Chapter/Association of College and Research Libraries, Inc. (ACRL/NY). The Greater Metropolitan area is understood to include the five boroughs of New York City, the Long Island counties of Nassau and Suffolk, Westchester County, and the counties in the Lower Hudson Valley.

ARTICLE II OFFICES

The principal office of the Corporation shall be located in the City of New York, County of New York and State of New York. The Corporation may also have such offices at such other places as the Board of Directors may from time to time determine.

ARTICLE III OBJECTIVE

The Chapter is organized exclusively for charitable, scientific, literary and educational purposes, including without limitation the development of a diverse, equitable, inclusive and accessible professional community to support academic and research librarians and library workers in the New York Metropolitan Area; provision of substantive and responsive programming, meaningful and sustained opportunities for professional development, forums for ongoing dialog via structured and casual networking, professional mentorship, and leadership opportunities. The association is not organized for pecuniary profit or for financial gain and no part of its assets or net earnings shall be distributed to, or inure to the benefit of, its members, officers, or any other private individual. Reasonable compensation, however, may be paid for services rendered to or for the association in furtherance of its purposes. Notwithstanding any other provision of these Bylaws, the association, shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of its charitable, scientific, literary or educational purpose.

ARTICLE IV RELATIONSHIP TO THE ASSOCIATION OF COLLEGE & RESEARCH LIBRARIES

This Corporation is an affiliate of the Association of College & Research Libraries, a division of the American Library Association. It is subject to Article XV (Chapters) of the Bylaws of ACRL National, as approved by the ACRL Board of Directors, April 29, 1998.

ARTICLE V MEMBERSHIP AND DUES

Section 1, Qualifications for Membership

Membership in ACRL/NY is open to all persons willing to meet the Chapter’s dues obligations and interested in the concerns of academic and research libraries and librarians. There are five classes of membership in ACRL/NY:

  1. ACRL National members;
  2. Non-ACRL National members;
  3. Current students in schools of library and information science;
  4. Individuals currently seeking employment; and
  5. Individuals who have retired from the profession.

Section 2, Dues

The amount of dues shall be determined by the ACRL/NY Board of Directors. In keeping with our mission of encouraging new members to the profession, library school students may pay a reduced rate. Dues shall be payable by January 1 and entitle membership to the Chapter through December of that year.

ARTICLE VI DIRECTORS

The corporation shall be managed by the Board of Directors, which shall consist of the members of the ACRL/NY Executive Board.

ARTICLE VII MEETINGS

ACRL/NY shall hold a minimum of one general membership meeting per year at a time and place to be determined by the Executive Board (e.g., as part of the Annual Symposium). Other general membership meetings may be called at the discretion of the Executive Board.

ARTICLE VIII QUORUM

Section 1, Executive Board

A majority of the members of the Executive Board shall constitute quorum.

Section 2, Chapter

Twenty-five percent (25%) of the general membership shall constitute a quorum of ACRL/NY for the transaction of all business.

ARTICLE IX OFFICERS

Section 1A, Elected Officers

Elected officers of the Corporation shall be: President, Vice President/President-Elect, an Immediate Past President, Recording Secretary, Treasurer, Treasurer-Elect and three members-at-large. All elected officers shall be members of ACRL/NY, and the President and Vice President/President-Elect shall also be members of ACRL National. All officers are encouraged to belong to ACRL National.

Section 1B, Appointed Officers

Appointed officers of the Chapter shall be the Membership Secretary, Elections Secretary, Chairs and Co-Chairs of Discussion Groups, Professional Development Committee Chair or Co-Chairs, Symposium Planning Committee Chair or Co-Chairs, Web Services Advisor, Mentoring Program Coordinators, and Research/Writing Support Group Coordinators. Officers may be appointed by the President of the Chapter with the advice and consent of the Executive Board. All appointed officers shall be members of ACRL/NY and are encouraged to join ACRL National. Appointed members are expected to attend Executive Board meetings on a regular basis and report on their pertinent activities at such meetings. If they are unable to attend, they should communicate their activities to the ACRL/NY Executive Board by written report or through a representative.

Section 2, Terms

The Vice President/President-Elect shall be elected from the membership of ACRL/NY and shall serve for a total of three years: one year as Vice President/President-Elect, one year as President, and one year as Immediate Past President. Or they will serve until a successor is elected and qualified. The Recording Secretary shall be elected from the membership of ACRL/NY and shall serve for two years or until a successor is elected and qualified. The Treasurer-Elect shall be elected from the membership of ACRL/NY and shall serve for a total of three years: one year as Treasurer-Elect, one year as Treasurer, and one year as Treasurer and mentor to the incoming Treasurer-Elect. Or they will serve until a successor is elected and qualified. Members-at-large shall be elected on a staggered schedule, and shall serve for three years or until a successor is elected. The appointed officers shall be appointed by the President of the Chapter with the advice and consent of the Executive Board and shall serve for one year with continuous reappointment by the President of the Chapter with the advice and consent of the Executive Board.

ARTICLE X EXECUTIVE BOARD

All officers of the Executive Board shall be voting members. Voting on Executive Board matters can be conducted by proxy or by e-mail, if necessary. The Executive Board shall meet regularly throughout the year and the officers shall attend at least two thirds of all Board meetings. If officers cannot or do not attend at least two thirds of all Board meetings in one year, they may be asked to resign.

ARTICLE XI THE PRESIDENTS’ COUNCIL

The Presidents’ Council shall be made up of the Vice President/President-Elect, the President, and the Immediate Past President. The Council shall meet periodically, as needed, to coordinate the work of the organization and to prepare matters to bring before the Executive Board.

ARTICLE XII — DUTIES OF OFFICERS AND THE EXECUTIVE BOARD

Section 1, Duties of the Executive Board

The Executive Board shall work together to carry out the objectives of ACRL/NY. The Board shall meet regularly to plan, promote, review, and evaluate activities of the Chapter, Professional Development Committee, Discussion Groups, and other organizational programs and initiatives. The Board shall both solicit and receive suggestions for activities from ACRL/NY members, and shall act on requests for events sponsored by any ACRL/NY unit. It shall conduct all business pertaining to the Chapter, and have authority to make decisions for the Chapter during periods between Chapter meetings.

Section 2, Duties of the President

The President of ACRL/NY shall serve on the Presidents’ Council; shall be the official spokesperson for the Chapter; shall be the chairperson of the Executive Board; shall have authority to appoint standing and, as appropriate, ad hoc working groups; shall have authority to appoint interim elected officers in the event of an unexpected vacancy with the advice and consent of the Executive Board; shall prepare an annual report of ACRL/NY activities for forwarding to ACRL National headquarters and for the Chapter records and membership; shall regularly contribute articles to the newsletter for the ACRL Chapters Council (or shall delegate this task); shall represent the chapter at ACRL Chapters Council at the Annual and LibLearnX meetings of the American Library Association (or shall appoint a member of the Chapter to be representative); shall represent the chapter at the ACRL National meeting; and shall undertake those other duties customarily associated with the post of President. ACRL/NY shall fund the conference registration; lodging and travel for the President or representative to attend ALAnnual and LibLearnX, providing funds are available. ACRL/NY shall fund conference registration, lodging and travel for the President to attend ACRL National providing that funds are available.

Section 3, Duties of the Vice President

The Vice President/President-Elect shall serve on the Presidents’ Council; shall serve in the absence of the President; shall chair the Programming Committee; shall serve on the Nominations Committee; shall serve on the Symposium Planning Committee; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake other duties customarily associated with the post of Vice President/President-Elect. ACRL/NY shall fund conference registration, lodging and travel for the Vice President to attend ACRL National providing that funds are available.

Section 4, Duties of the Immediate Past President

The Immediate Past President shall coordinate the annual transition in leadership; shall serve on the Presidents’ Council; shall help ensure preservation of organizational knowledge; shall work with other Executive Board members to update operational manuals and handbooks; shall orient incoming Members-at-Large to their support roles; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post of Immediate Past President.

Section 5, Duties of the Recording Secretary

The Recording Secretary shall prepare and distribute minutes of the Executive Board meetings to this Board; shall be responsible for the maintenance of Chapter records; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; shall give continuity and coordination to the Chapter’s efforts; and shall undertake those other duties customarily associated with the post of Recording Secretary.

Section 6, Duties of the Elections Secretary

The Elections Secretary shall be responsible for tracking the terms of all Executive Board members, elected or appointed; shall designate and chair the Nominations Committee (see Article XVII); shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; shall give continuity and coordination to the Chapter’s efforts; and shall undertake those other duties customarily associated with the post of Recording Secretary.

Section 7.1, Duties of the Treasurer

With the Treasurer-Elect, the Treasurer shall handle the financial matters of the Chapter; shall prepare an annual Treasurer’s Report for inclusion in the Chapter records and for the purposes of budgetary planning; shall submit a written Treasurer’s Report to the Executive Board for each of the regular Executive Board meetings; shall serve as mentor to the Treasurer-elect for one year; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post of Treasurer.

Section 7.2, Duties of the Treasurer-Elect

With the Treasurer, the Treasurer-Elect shall handle the financial matters of the Chapter; shall prepare an annual Treasurer’s Report for inclusion in the Chapter records and for the purposes of budgetary planning; shall submit a written Treasurer’s Report to the Executive Board for each of the regular Executive Board meetings; shall be the mentee of the Treasurer for one year; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post of Treasurer-Elect.

Section 8, Duties of the Professional Development Committee Chair or Co-Chairs

The Professional Development Committee Chair or Co-Chairs shall coordinate the efforts of the Professional Development Committee in developing proposals for a range of programs and events that would be of interest to all constituencies of the ACRL/NY membership; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post of Committee Chair.

Section 9, Duties of the Symposium Planning Committee Chair or Co-Chairs

The Symposium Planning Committee Chair or Co-Chairs shall coordinate the efforts of the Symposium Planning Committee in planning and producing the annual ACRL/NY Symposium; shall act as mentor to incoming Symposium Planning Committee Co-Chairs for at least one year after stepping down from the position; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post of Committee Chair.

Section 10, Duties of the Membership Secretary

The Membership Secretary shall handle the registration and confirmation of all new and renewing members of the Chapter; shall handle requests for loan or sale of the ACRL/NY membership mailing list, including first seeking advice and consent of the Executive Board; shall conduct the annual membership drive and its related promotion and publicity; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post of Membership Secretary.

Section 11, Duties of the Web Services Advisor

The Web Services Advisor shall create, promote, maintain and/or ensure access to the main ACRL/NY website and all related online tools and venues; shall coordinate the efforts of the volunteer Web Team; shall provide appropriate technical assistance for all users; shall coordinate the timely posting of messages, information, events, etc.; shall assist in implementing and promoting new technologies as needed; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake other duties customarily associated with the post.

Section 12, Duties of the Mentoring Program Coordinators

The Coordinators of the Mentoring Program shall recruit, assign and support mentor/mentee pairs and provide structured programing for the mentoring program; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post.

Section 13, Duties of the Research/Writing Support Group Coordinators

The Coordinators of the Research/Writing Support Group shall coordinate the activities of members interested in research, writing, and publication in providing mutual support for those activities; shall assist in promoting and implementing the Chapter’s goals; shall assist the President and other officers in carrying out their duties; and shall undertake those other duties customarily associated with the post.

ARTICLE XIII PROFESSIONAL DEVELOPMENT COMMITTEE

There shall be a Professional Development Committee of ACRL/NY:

Section 1, Members

The Professional Development Committee shall consist of a chair or co-chairs of the committee and up to six additional volunteers who will not be voting members of the Executive Board unless that responsibility is conferred upon them by virtue of some other office or position that they hold. These committee members shall be members of ACRL/NY.

Section 2, Professional Development Programs and Events

The Professional Development Committee shall hold at least three programs or events directly related to the professional development of the membership during the year. The Chair or Co-Chairs of the Professional Development Committee shall request advice and consent from the Executive Board prior to announcing or holding any program or event under the sponsorship of ACRL/NY. Every effort should be made to develop programming that addresses all constituencies of the ACRL/NY membership; to adhere to principles of openness, transparency, accessibility, relevance, value and alignment with the Chapter’s mission and vision statements; and to reinforce the organization’s efforts to increase diversity, equity, inclusion, and accessibility.

Section 3, Reporting

The Chair or Co-Chairs of the Professional Development Committee shall report on its programs and activities either in writing to the Chapter President, or by in-person presentation at the Executive Board meetings within one month following the meeting(s), program(s) or event(s). The Chair or Co-Chairs shall submit an annual report summarizing the work of the committee to the Presidents’ Council by the end of December, following guidelines set out in the ACRL/NY Handbook.

ARTICLE XIV SYMPOSIUM PLANNING COMMITTEE

There shall be a Symposium Planning Committee of ACRL/NY

Section 1, Members

The Symposium Planning Committee shall consist of a chair or co-chairs of the committee, one Executive Board Member-At-Large charged with supporting the Committee, the Vice President/President-Elect and up to twenty-five additional volunteers who will not be voting members of the Executive Board unless that responsibility is conferred upon them by virtue of some other office or position that they hold. These committee members shall be members of ACRL/NY.

Section 2, Symposium Planning

The Symposium Planning Committee shall work to collaboratively develop a plan for the Chapter’s annual Symposium, to be approved by the Executive Board; shall coordinate implementation of this plan, conferring with the Executive Board as needed. Every effort will be made to adhere to principles of openness, transparency, accessibility, relevance, value and alignment with the Chapter’s mission and vision statements, and to reinforce the organization’s efforts to increase diversity, equity, inclusion, and accessibility.

Section 3, Reporting

The Chair or Co-Chairs of the Symposium Planning Committee shall report on its programs and activities either in writing to the Chapter President, or by in-person presentation at each Executive Board meeting. The Chair or Co-Chairs shall submit an annual report summarizing the work of the committee to the Presidents’ Council by the end of December, following guidelines set out in the ACRL/NY Handbook.

ARTICLE XV DISCUSSION GROUPS

Section 1, Establishment

Members of ACRL/NY may form a Discussion Group on a particular topic, issue or specialty upon written petition from the group to the Executive Board, and upon receiving approval from the ACRL/NY Executive Board.

Section 2, Members

Discussion Groups have no formal membership. Their events and other programming are open to any members of ACRL/NY who are interested in the purpose of the group.

Section 3, Officers

Each group shall have a Chair or Co-Chairs who will be appointed by the ACRL/NY President with the advice and consent of the Executive Board; reappointments may be conferred annually by the Chapter President. The Chair or Co-Chairs of a Discussion Group shall submit a proposal in advance to the Executive Board for advice and consent prior to announcing or holding any event or program under the sponsorship of the ACRL/NY Discussion Group. The Chair or Co-Chairs shall see that the group’s activities are limited to discussion of common concerns within the purpose of the group; and that the Chapter Bylaws are observed by the group.

Section 4, Meetings

Programs (e.g. discussion, speaker presentation, workshop, library tour) shall be called by the Chair or Co-Chairs of the specific Discussion Group.

Section 5, Reporting

The Chair or Co-Chairs of each Discussion Group shall report on its programs and activities either in writing to the Chapter President, or by in-person presentation at each Executive Board meeting. The Chair or Co-Chairs shall submit an annual report summarizing the work of the committee to the Presidents’ Council by the end of December, following guidelines set out in the ACRL/NY Handbook.

Section 6, Dissolution

Discussion Group may be dissolved at its request to the ACRL/NY Executive Board or if it becomes inactive or fails to comply with the provisions of this article and shall be so dissolved by the Executive Board which shall communicate this action to the general membership.

ARTICLE XVI AD HOC WORKING GROUPS AND TASK FORCES

Section 1, Authorization

Ad Hoc Working Groups and Task Forces of ACRL/NY as whole shall be authorized by the action of the Executive Board, except as otherwise provided in the Bylaws.

Ad Hoc Working Groups or Task Forces may be established to consider specific matters. When such an ad hoc working group or task force is established, its function, name, membership, size, and estimated duration shall be determined by the Executive Board.

Section 2, Appointment

The President of ACRL/NY shall appoint individual members to fill the vacancies on Ad Hoc Working Groups or Task Forces; they may name the chair of each group or request the group to elect its own chair.

Section 3, Discontinuance

Ad Hoc Working Groups or Task Forces may be discontinued only with the authorization of the Executive Board.

ARTICLE XVII — NOMINATIONS AND ELECTIONS

Section 1, Nominations Committee

The Elections Secretary will designate and chair a Nominations Committee to nominate candidates for upcoming elected vacancies and to recruit volunteers for upcoming annual appointed vacancies. The Vice President/President-Elect will serve as a member of this committee. Ideally, nominees and appointees will be named no later than October, and winners of the election will be announced in early December. In conducting its work, the committee shall keep in mind the following objectives:

1.   the importance of developing leaders among the newer members of the Chapter;

2.   the desirability of reflecting the representation of the various interests of all constituencies of the Chapter’s membership;

3.   the desirability of increasing diversity, equity and inclusion among Chapter leadership;

4.   that written consent must be secured from each candidate;

5.   that candidates should be presented in blocks of two names each if at all possible; write-in candidates are permissible;

6.   that the Chapter membership shall be informed of the nomination schedule and process in a timely manner and be encouraged to submit suggestions for candidates; and

7.   that all nominees and potential appointees shall meet the qualifications and shall be prepared to carry out the specific duties of the role for which they are designated (see Article XII).

Section 2, Presenting of the Nominees

Ideally, the Nominating Committee shall present its slate of nominees to the President no later than October. Nominations of candidates from the membership (other than those presented by the Nominating Committee) shall be accepted and placed on the ballot if they are filed with the Chair of the Nominating Committee no later than 1 October. Written consent of these nominees must accompany such nominations.

Section 3, Right to Vote

All members of the Chapter shall be eligible to vote on the elective positions of the Chapter.

Section 4, Elections

Mail or electronic votes of the membership may be authorized by the Executive Board. The membership of the Chapter in its entirety shall be polled for elections to elective positions, and election results shall be determined by a simple majority of votes cast. In case of tie vote, the successful candidate shall be determined by lot.

Section 5, Reporting

The Chair or Co-Chairs of the Nominations Committee shall report on its programs and activities either in writing to the Chapter President, or by in-person presentation at each Executive Board meeting. The Chair or Co-Chairs shall submit an annual report summarizing the work of the committee to the Presidents’ Council by the end of December, following guidelines set out in the ACRL/NY Handbook.

ARTICLE XVIII VACANCIES

Appointments made to fill vacancies in elective and appointed positions shall be made in accordance with the Bylaws of ACRL/NY (Article XII, Section 2) and when not specified, of ACRL National.

ARTICLE XIX YEARS

The membership year, the fiscal year, and the elective and appointive year for ACRL/NY shall be the calendar year, January through December.

ARTICLE XX VOTING

Electronic votes shall be authorized and conducted according to the Bylaws of ACRL/NY (Article XVII, Section 4), and when not specified therein, then by the Bylaws of ACRL National.

ARTICLE XXI RULES OF ORDER

The rules contained in Robert’s Rules of Order (newest edition) shall govern ACRL/NY in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws of the Chapter.

ARTICLE XXII AMENDMENTS AND REVISIONS

All proposals for amending the Bylaws of ACRL/NY shall be referred to the Executive Board. A proposed amendment shall become effective when it shall have been approved by a majority of the members of the Board present and voting at two consecutive meetings, followed by ratification by the general membership of ACRL/NY by electronic vote. At least one month’s written notice shall be given to the general membership of the text of the proposed amendment(s) and/or revisions before final consideration. Results shall be determined by a simple majority of votes cast. In case of tie vote, a simple majority vote of the Executive Board shall determine the result.