Organization Bylaws

ULA Bylaws

April 2012

Article 1. Name

The name of the organization is Utah Library Association, hereinafter referred to as the Association.

The Association is organized as a chapter of the American Library Association and as a state-affiliated member of the Mountain Plains Library Association.

Article 2. Mission

The mission of the Association is to:

A. Serve the professional development and educational needs of its members.

B. Provide leadership and direction.
C. Develop and improve library and information services in the state.

Article 3. Goals

The goals of the Association are:

A. To promote library services and librarianship in all types of libraries in the state of Utah.

B. To provide opportunities for professional involvement of all persons engaged in any phase of librarianship within the state.

C. To assist in setting standards and principles for libraries in the state.

D. To provide continuing education programs for Utah librarians and library employees.

Article 4. Areas of Focus
The Association concentrates its efforts and resources on the following areas of focus:
A. Professionalism–Continuing education and research; service opportunities; improved communication among members; adequate compensation; recruitment and scholarship; standards and certification; ULA/ALA and ULA/MPLA relations.

B. Public Access to Information–Intellectual freedom; literacy and lifelong learning; networking and cooperation among libraries; application of technological advances; influencing quality and availability of information resources.

C. Funding–Improved funding for the State Library Division; improved funding for school, public, and academic libraries.

D. Advocacy–Improvement of statewide library services; addressing local, state and national needs and issues; confidentiality of individual patron library records; access to local, state, and federal information.

E. Public Image–Cooperation with others who support the association’s mission; publications; public relations in behalf of libraries and literacy; awards; status of librarians and libraries; publicity and press releases about ULA conferences, workshops, and awards.

F. Partnerships–Further the mission of ULA by cooperating with the Utah Academic Library Consortium (UALC), Utah Education Network (UEN), Utah Educational Library Media Association (UELMA), Utah Nonprofit Association (UNA), Utah State Library (USL), and/or any other library, educational, and publishing associations to improve library and information services in the state whether or not the entity is specified herein. Partnerships, however, must be approved by the Executive Board and reviewed regularly.

Article 5. Membership

Any person or organization interested in the work of libraries is eligible for membership in the Association.

The membership year shall be from January 1 to December 31. Membership notification shall be sent to members, prospective members, libraries and organizations no later than December 15.

A membership directory shall be maintained by the Executive Director.

Article 6. Finances

The Association’s fiscal year shall be July 1 to June 30. A financial report shall be presented to the membership at the Association’s annual conference. The submission date for all budget requests shall be included in the annual calendar.

Membership dues are payable on January 1. Members failing to pay dues by the end of the annual conference shall lose their membership and all membership rights and be considered prospective members until such time as dues for the current membership year are paid.

Payment of dues entitles a member to affiliate with one primary section (academic, public, school or special) of the Association, other sections and several or all roundtables without additional dues. All dues are paid into the general fund.

The schedule of amounts payable as annual dues for Association membership shall be determined by the Board of directors. Dues shall be set for the following categories:

Category I: Students, trustees, friends of libraries, retirees, UELMA members, first- time members, part-time employees and the general public.
Category II: Renewing members or persons employed in a library setting 20 or more hours a week or in library-related work.

Category III: Life membership (full privileges)
Institutional – Silver:
A.  Receive preferential exhibit space assignment at the annual ULA conference;

B. Discount on exhibit space at the ULA conference (subject to reservation deadline)
C.  Discount on ads in printed ULA conference program;

D.  Discount on purchase of membership and electronic copy of conference attendee mailing information.

Institutional – Gold: Includes all Silver level benefits, as well as the following:

A. Free electronic copy of membership or conference attendee mailing information

B. One free quarter-page ad in conference program.

Institutional – Platinum: Includes all Gold level benefits, as well as the following:

A.  Free electronic copy of membership and conference attendee mailing information
B. One additional quarter-page ad in the conference program (or combine for one free half-page ad)
C. Half off regular price of a single booth space at ULA conference (subject to reservation deadline).

Article 7. Rights and Privileges

All individual members shall have the right to vote on matters of Association business presented at association meetings or annually for elected officers.

Any individual member in good standing may hold office and serve on Association committees.

Article 8. Elected Officers and Representatives

All elected officers and representatives shall be members in good standing of the Association.

Unless otherwise specified, a “year” is defined, in terms of service in a particular office, as the time between the annual business meetings of the Association.

The officers and representatives shall be elected prior to the annual meeting of the Association, according to the nominations and elections procedures.

The President, Vice-President/President Elect, and Immediate Past President shall each serve a total of three (3) years as officers of the Association, serving a term of one (1) year in each office. The six Members-at-Large shall serve three-year terms staggered such that two positions stand for election each year. Members-at-Large may be re-elected to one successive term.

Mountain Plains Library Association (MPLA) Representative

The MPLA representative shall be elected to a three-year (3) term by the Association, to assume office at the close of the annual MPLA conference in the year 2000 and every third year thereafter. The representative shall be a member in good standing of both ULA and MPLA.

American Library Association (ALA) Chapter Councilor

The ALA chapter councilor shall be elected to a three-year (3) term by the Association, to assume office at the close of the ALA annual conference in the year 2000 and every third year thereafter. The councilor shall serve in accordance with ALA bylaws and policies. The councilor shall be a member in good standing of both ULA and ALA.

All elected officers and representatives shall have full voting rights as members of the Board of Directors.

Article 9. Appointed Officers

Executive Director

The Executive Director shall be appointed annually by the Executive Committee with consent of the Board of Directors, and may be reappointed.
The Executive Director shall be evaluated annually by the Executive Committee.

Executive Treasurer

The Executive Treasurer shall be appointed annually by the Executive Committee with consent of the Board of Directors, and may be reappointed.
The Executive Treasurer shall be evaluated annually by the Executive Committee. A formal independent review of the financial records will be conducted no less frequently than every three years.

Recording Secretary
The Recording Secretary shall be appointed annually by the President.

Program Board Chair

The Program Board Chair shall be appointed by the Vice-President/President Elect, with the consent of the Board of Directors, for a three-year (3) term, serving one (1) year as Vice-Chair, one (1) year as Chair, and one (1) year as Immediate Past-Chair. The Immediate Past-Chair serves primarily in an advisory capacity.

Conference Chair

The Conference Chair shall be appointed by the Vice-President/President Elect, with the consent of the Board of Directors, for a three-year (3) term, serving one (1) year as Vice-Chair, one (1) year as Chair, and one (1) year as Immediate Past-Chair. The Immediate Past-Chair serves primarily in an advisory capacity.

Historian
The Historian shall be appointed annually by the Vice-President/President Elect.

Parliamentarian

The Parliamentarian shall be appointed annually by the Vice-President/President Elect.

Federal Relations Coordinator

The Federal Relations Coordinator shall be appointed annually by the Vice- President/President Elect.

ULA/UELMA (Utah Educational Library Media Association) Liaison

The ULA/UELMA liaison shall be jointly appointed to a three-year (3) term by the ULA and UELMA presidents. The liaison must be a member in good standing of both associations and must be able to attend board meetings of both associations regularly and report on the activities of each association to both associations.

ULA/UALC (Utah Academic Library Consortium) Liaison

ULA/UALC liaison shall be jointly appointed to a three-year term by the ULA President and the Chair of UALC. The liaison must be a member in good standing of ULA, must be currently employed in an academic library, and must be able to attend board meetings of both organizations regularly and report on the activities of each to the other organization.

ULA/USL (Utah State Library) Liaison
ULA/USL liaison shall be the State Librarian or his/her designee.

ULA/UNA (Utah Nonprofit Association) Liaison

ULA/UNA liaison shall be appointed for a one-year (1) term by the ULA president. The liaison must be a member in good standing of both Associations and must be able to report on the activities of UNA to the Association.

ULA/UCB (Utah Center for the Book) Liaison

ULA/UCB liaison shall be appointed for a one-year (1) term by the ULA president. The liaison must be a member in good standing of both Associations and must be able to report on the activities of UCB to the Association.

Article 10: Duties of Elected and Appointed Officers

President

The President shall:

A. Call and preside at all association, Board of Directors, and Executive Committee meetings.

B. Fill vacancies that arise on the Board of Directors, until the next annual election, with the approval of the Board of Directors.

C. The President shall fill vacancies of committee chairs, roundtable chairs and section vice chairs.

D. Perform all other duties that usually pertain to the office of president that are not in conflict with the duties and powers granted other officers of the Association.

Vice-President/President-Elect

The Vice President/President-Elect shall:

A. In the absence of the President, preside at all meetings and shall perform other duties assigned by the president or the Board of Directors.
B. Coordinate all Association fund raising.
C. Preside over the Membership Committee.
D. Oversee the strategic-planning process, monitoring the implementation of the plan, reporting to the Board of Directors and the membership on the status of implementation, and recommending to the Board of Directors modifications in implementation efforts as deemed necessary. In even numbered years, the vice- president/president-elect shall appoint a committee to review the strategic plan and recommend modifications to the Board of Directors as deemed necessary, with due notification of the suggested changes to the membership through the Association’s newsletter and by other means as determined to be necessary and appropriate.
E. Appoint the Historian, the Parliamentarian, Federal Relations Coordinator and the chairs of all Association committees prior to the annual conference at which the Vice- President/President-Elect assumes office as President. The officers and committee members so appointed shall begin functioning at the time the Vice- President/President-Elect assumes office as president.

F. Appoint the Program Board Chair and Conference Chair subsequent to taking office as Vice President/President-Elect. The officers so appointed will serve as vice-chairs until the annual conference at which the Vice-President/President-Elect assumes office as President, whereupon they will serve as chairs.

Immediate Past President

The Immediate Past President shall:

A. Preside over the Finance Committee and shall serve as an ex-officio member of the Nominating Committee.

B. Perform other duties as assigned by the President or The Board of Directors.

Program Board Chair

The Program Board Chair shall:

A. Preside over the Program Board and shall be responsible for all program planning, implementation and evaluation during the term in office. This includes, but is not limited to, the annual conference and continuing education committee programs.

B. Be responsible to select conference sites at least three years in advance and present them to the Executive Committee for approval.

C. Serve as a non-voting ex-officio member of the Board of Directors and the Executive Committee.

D. Be responsible to submit to the Executive Committee of the Board of Directors the annual goals and objectives of the Program Board and of each section and roundtable, and the minutes and annual report of the activities of the Program Board and each of these subunits. Goals and objectives for the Program Board and for the subunits shall be presented to the Board of Directors at its regularly scheduled September meeting, and annual reports and minutes of the Program Board and the subunits submitted within one month following the annual conference.

Conference Chair

The Conference Chair shall:

A. Preside over the Conference Committee and be responsible for all conference planning, implementation and evaluation during the current term in office.

B. Report to the President.
C. Prepare and manage a conference budget which is approved by the Board of Directors before conference registration rates are set.

D. Be responsible for conference program coordination with the Program Board Chair.

Recording Secretary

The Recording Secretary shall:

 A. Keep accurate and complete minutes of all Executive Committee, Board of Directors, and annual conference business meetings. These minutes shall be distributed as directed by the president.

B. Serve as a non-voting ex-officio member of the Board of Directors and the Executive Committee.

Mountain Plains Library Association (MPLA) Representative

The MPLA representative shall:

A. Obtain instruction from the ULA Board of Directors or the Executive Committee prior to attendance at the MPLA Annual Conference or MPLA executive board meetings.

B. Prepare a brief written report for the ULA Board of Directors within one month after the conclusion of each MPLA meeting attended on behalf of the Association, and shall submit reports of MPLA news and activities to the newsletter editor for publication.

American Library Association (ALA) Chapter Councilor

The ALA chapter councilor shall:

A. Obtain instructions from the ULA Board of Directors or the Executive Committee prior to attendance at the ALA Council meetings.

B. Prepare a brief written report for the ULA Board of Directors within one month after the conclusion of each ALA Council meeting attended on behalf of the Association, and shall submit reports of ALA news and activities to the newsletter editor for publication.

Executive Director

The Executive Director shall:
A. Serve as a non-voting ex-officio member of the Board of Directors and the Executive Committee.

B. Serve as a permanent member of the Legislative, Public Relations, and Membership Committees.

C. Maintain ULA personal and institutional membership records and send renewal notices to members on a regular basis.

D. Develop and manage the ULA website, conference website, and electronic mailing lists. The Executive Director may recruit volunteers to serve on a Web Committee.

E. Build and maintain relationships with state and local policymakers, officials, and boards in order to advocate on behalf of ULA, libraries, and librarians.

F. Monitor legislative and other initiatives or activities relevant to ULA, and assist in disseminating this information.

G. Collaborate with the Legislative Committee to formulate, organize, and execute strategies for advocacy of ULA, libraries, and librarians.

H. Assist the Public Relations Committee to formulate, organize, and execute strategies for the promotion of ULA and its activities.
I. Assist in preparing the annual budget for the Board’s approval.
J. Assist in reviewing and updating the strategic plan.

K. Work with the Nominating Committee to manage election processes and tally votes.

L. Update and maintain manuals, bylaws, officer directories and similar documents in accordance with current ULA Bylaw, distributing them to all incoming officers and, where appropriate, all ULA members.

M. Assist in additional projects under the direction of the Board of Directors.

N. For services performed, the Executive Director shall receive an annual stipend to be determined by the Executive Committee with the approval of the Board of Directors.

Executive Treasurer

As the Association’s fiscal officer, the Executive Treasurer shall:

A. Receive and account for all monies due and spent by the Association.
B. Provide quarterly reports of Association financial transactions.
C. Process all vendor invoices and check requests, maintain supporting documentation, obtain proper signatures, and prepare all checks for mailing.
D. Maintain vendor files and all historical records for accounts payable transactions.

E. Properly classify all cash receipts and prepare supporting documentation to properly input into the accounting system.
F. Maintain bank signature cards, insurance policies, and money market accounts.

G. Review all Association contracts.
H. Maintain paperwork necessary for 501©3 reports and incorporated status.
I. File annual forms with the Internal Revenue Service (IRS).
J. Activities of the Executive Treasurer shall be conducted under the direction of the Finance Committee.
K. An audit of the Executive Treasurer’s financial records may be ordered at the discretion of the Executive Committee.
L. The Executive Treasurer shall serve as a non-voting ex-officio member of the Finance Committee, Executive Committee, and the Board of Directors.
M. For services performed, the Executive Treasurer shall receive an annual stipend to be determined by the Executive Committee with the approval of the Board of Directors.

N. Keep articles of incorporation in good standing with state and federal agencies.

Historian

The Historian shall maintain a written and pictorial record of the significant events and activities of the Association consistent with the ULA Archives Policy.

Parliamentarian

The Parliamentarian shall serve as adviser to Association officers on matters of parliamentary procedure and serve as a member of the Bylaws Committee.

Federal Relations Coordinator

The Federal Relations Coordinator shall serve as a member of the Legislative Committee and shall serve in an advisory capacity to the Board of Directors on all matters pertaining to the ALA Washington Office and federal level concerns.

ULA/UELMA Liaison

ULA/UELMA Liaison shall:
A. Attend ULA and UELMA board meetings and report on the activities of each Association.
B. Prepare articles on ULA and UELMA activities for the newsletters of the two Associations.
C. Facilitate cooperative initiatives of the two associations under the direction of the ULA and UELMA boards.

ULA/UALC Liaison

ULA/UALC Liaison shall:
A. Attend ULA and UALC board meetings and report the activities of each organization.

B. Prepare articles on ULA and UALC activities for newsletters and other communications of the two organizations.

C. Facilitate cooperative initiatives of the two organizations under the direction of the ULA and UALC boards.

Utah State Library (USL) Liaison

ULA/USL Liaison shall:
A. Attend ULA and USL board meetings and report the activities of each organization.

B. Prepare articles on ULA and USL activities for newsletters and other communications of the two organizations.
C. Facilitate cooperative initiatives of the two organizations under direction of the ULA and USL boards.

Utah Nonprofit Association (UNA) Liaison

ULA/UNA liaison shall:
A. Attend ULA board meetings and report the activities of UNA.
B. Prepare articles on UNA activities for newsletters and other communications.

C. Facilitate cooperative initiatives of the two organizations under direction of the ULA and UNA boards.

Utah Center for the Book (UCB) Liaison

The ULA/UCB liaison shall:

 A. Attend ULA and UCB board meetings and report the activities of each organization.

B. Prepare articles on ULA and UCB activities for newsletters and other communications of the two organizations.
C. Facilitate cooperative initiatives of the two organizations under direction of the ULA and UCB boards.

Article 11: Board of Directors

The Board of Directors shall consist of the President, the Vice-President/President Elect, the Immediate Past President, the six (6) Members-at-Large, the chair of each section, the MPLA Representative, and the ALA Chapter Councilor. The Executive Director, the Recording Secretary, the Executive Treasurer, the Program Board Chair, the UELMA Liaison, the UALC Liaison, the USL Liaison, the UNA Liaison, the UCB Liaison, the Federal Relations Coordinator, and committee and roundtable chairs shall serve as non-voting ex-officio members.

The Board of Directors shall take the initiative in determining the policies of the Association, assume charge, control, and management of all property belonging to the Association, and approve expenditures.

The office of a member of the Board of Directors may be declared vacant for cause by the Board of Directors upon the absence of the member from two consecutive Board meetings without good and sufficient reason, or upon petition of ten percent (10%) of the Association’s general membership.

The Board of Directors shall approve an annual budget and any subsequent expenditures of the general fund in support of Association activities, operating expenses, publications, and other reasonable expenditures consistent with the purposes of the association.

In the absence of the President and the Vice-President/President-Elect, the Board of Directors shall designate one of their number as a presiding officer.

A quorum of the Board of Directors shall be eight (8) voting members.

The Board of Directors may authorize cooperative ventures with library and non- library organizations which support common interests.

Article 12. Executive Committee of the Board of Directors

The Executive Committee shall consist of the President, the Vice-President/President Elect, and the Immediate Past President. The Program Board Chair, the Executive Director, the Recording Secretary, a representative from the members-at-large who is elected by the Board, and the Executive Treasurer shall serve as non-voting ex-officio members.

The Executive Committee shall hold meetings as necessary during the year, separate from the Board of Directors, as called by the President.

The Executive Committee shall act in behalf of the Board of Directors to facilitate the business of the Association.

A. The Executive Committee shall act for the Board and make decisions on matters requiring action before the next board meeting, subject to later review of the Board.

B. The Executive Committee shall act on matters specifically delegated by the Board to the committee.

C. The Executive Committee shall act on matters affecting the budget that require immediate attention.
D. The Executive Committee shall make recommendations to the Board on matters of Association policy, operations, activities, and priorities.

E. On behalf of the Executive Board, the Executive Director shall submit to the Historian all records, including minutes, goals and objectives, and annual reports, of all Association units and subunits, no later than sixty (60) days following the annual conference.

Nothing shall be published under the name of the Association without the review and approval of the Executive Committee.

Article 13. Meetings

The Association shall meet annually at such time and place as may be determined by the Board of Directors.

A. Notice of the annual meeting shall be sent to each member at least (60) days prior to the meeting.
B. For purposes of transacting business at the annual meeting general sessions, a quorum shall be those members present at the session at which business is being transacted.

C. All motions to be presented at the annual meeting shall be submitted in writing to the presiding officer before or at the time the motion is made.

Special meetings of the entire membership may be called at the discretion of the Board of Directors, or upon written request to the Board by ten percent (10%) of the Association members. Special meetings will be convened by the president, and notice of each special meeting and the business to be transacted shall be sent to each member at least thirty (30) days prior to the special meeting.

Meetings of subsidiary units may be held at the direction of their officers.

The Board of Directors shall meet at least quarterly. Timely notice of such meetings shall be published in the newsletter.

Article 14. The Program Board

The Program Board shall be responsible for planning, implementing and evaluating all programs of the Association and its subunits throughout the year. The Program Board shall be responsible for collecting and reporting annually on the goals/accomplishments of all sections and roundtables. This report shall be presented in writing at the September Board of Directors meeting and published on the ULA Website after approval by the Board.

The Program Board shall consist of the Program Board Chair and Vice-Chair; the Conference Committee Chair and Vice-Chair; the Vice-Chair of each section; a program representative from each roundtable, appointed by the roundtable chair for a one-year (1) term; a program representative, appointed by the committee chair for a one-year (1) term, from any committee that conducts any programming. This includes, but is not limited to, the following committees: Legislative, Continuing Education, Intellectual Freedom, Great Issues Forum and Public Relations. Roundtable and Committee Chairs may serve as the program representative to the Program Board.

The Program Board shall meet within one (1) month following the annual conference, and at least quarterly thereafter, with additional meetings called as deemed necessary by the Program Board Chair to accomplish the planning, implementation and evaluation of Association and subunit programs. However, the Program Board will submit to the Board of Directors at its quarterly meeting in September an outline of all programs, excluding the annual conference, planned for the upcoming fiscal year and an accompanying budget request to be approved by the Board of Directors as part of the Association’s annual budget. The budget may include uncommitted programming funds which can be used throughout the year, with the approval of the Finance Committee, for programs which are developed after the September meeting of the Board of Directors.

Article 15. Conferences and Workshops

An annual conference of the Association shall be held at such time and place as may be determined by the Program Board Chair and the Executive Committee with approval of the Board of Directors.

If the Association contracts with or engages an Event Planning group or individual, this entity may advise the Program Board Chair and Executive Committee on site selection for annual conferences.

A Conference Planning Committee shall be selected to plan each conference and shall be composed of the Conference Chair, Conference Vice-chair, ULA Executive Treasurer, and other members as needed who are appointed by the conference chair.

Regional conferences and other workshops shall be held at such times and places as may be determined by the Program Board and approved by the Board of Directors.

Article 16. Nominations and Elections

The Nominating Committee shall be formed at the first Board of Director’s meeting following the annual conference of the Association. The committee shall be comprised of a Chair (selected by the Vice President/President-Elect), the Past President, and at least two (2) Members-at-Large. The committee shall nominate candidates for offices to be filled the following year. All candidates shall be current members of ULA.

A. The Nominating Committee shall nominate two (2) or more candidates for the position of Vice-President/President Elect.
B. The Nominating Committee shall nominate a minimum of four (4) but no more than six (6) candidates for Member-at-Large.
C. The Nominating Committee shall nominate at least two (2) candidates each for American Library Association Chapter Councilor and for Mountain Plains Library Association Representative, from among association members who are also current members of the respective organization.
D. The Nominating Committee shall receive the lists of candidates, biographical sketches, and other pertinent details from the nominating committees of each of the sections and roundtables of the Association.
E. The Nominating Committee shall submit to the Board of Directors the list of candidates for the upcoming year at its regularly scheduled quarterly meeting in December, or at a specially-scheduled meeting to be held no later than 90 days prior to the annual meeting if circumstances so require and if approved by the Executive Committee of the Board of Directors. The list shall include a professional biographical sketch of each candidate, a statement of the nominee’s goals for the association, and a statement of each candidate’s qualifications for the elective office.

F. The Nominating Committee shall prepare master ballots of Association, section and roundtable candidates for the Executive Director to reproduce and distribute.

Election of officers shall be by ballot sent to all members by the Executive Director at least ninety (90) days prior to the annual meeting.

A. Each ballot shall be accompanied by the candidate’s biographical sketch, statement of qualification, and statement of goals.
B. The ballots shall allow for write-in candidates for Association and section offices, and for both approval and disapproval of the slate of candidates for roundtable offices.

C. If the slate of candidates for a roundtable is disapproved, the nominating committee for that roundtable shall meet again and propose a new slate of candidates, which shall be submitted, no later than thirty (30) days after the annual conference, to the members of the roundtable for approval or disapproval. Submission to the members shall be by ballot, to be returned to the Executive Director. The Executive Director shall submit the results of the balloting to the Executive Committee of the Board of Directors, who shall certify approval or, in the case of disapproval, direct the nominating committee of the roundtable to propose another slate of candidates, which shall be submitted to the membership of the roundtable for a vote in the manner that conforms to the process herein specified.

Completed ballots must be submitted at least sixty (60) days prior to the annual meeting of the Association.

A. The ballots shall be counted by the Nominating Committee at least forty-five (45) days prior to the annual meeting, and the Nominating Committee Chair shall inform the President of the results. The President shall declare those candidates elected who received a plurality of the votes cast, and shall declare the slate of candidates for each roundtable as either approved or disapproved. Tie votes shall be resolved by a coin toss in the presence of the Executive Committee.

B. The Nominating Committee chair shall inform all candidates of election results at least thirty (30) days prior to the annual meeting.
C. Announcement of the elected officers shall be made by the President at the annual meeting.

Any vacancies occurring in any of the elective offices before expiration of the regular term shall be filled for the balance of the term through appointment by the President and approval by the Board of Directors.

The procedure and timetable established for the Association nomination and election process shall be followed by all subsidiary units of the Association.

Article 17. Units
Units of the Association consist of sections, roundtables, and committees. These units are organized to promote the purposes of the Association.

The Board of Directors may establish or be directed by vote of the membership to establish units of the Association under the following conditions:

A. Sections

  1. There shall be four (4) sections based on type of library–academic, public, school, and special.
  2. ULA members may belong to one primary section. Members may also join secondary sections.
  3. Sections shall be concerned with administrative, management, political, or policy issues which relate to a specific type of library.
  4. Sections shall be responsible for major programs at the annual conference, which shall be planned through and in coordination with the Program Board.Each Section shall submit to the Program Board Chair its goals and objectives for the year and an evaluation of the prior year’s activity. After approval, the Program Board Chair shall submit these to the Board of Directors and the Executive Director.Each Section, subject to approval by the Board of Directors, shall establish and maintain their designated part of the ULA Webpage, under the direction of the ULA Executive Director.

B. Roundtables

  1. A roundtable must have no fewer than fifteen (15) members.
  2. If a roundtable has fewer than fifteen (15) members at the close of the annual conference, the Executive Director will so notify the Executive Committee of the Board of Directors, which in turn will so notify the steering committee of the roundtable. If the membership of the roundtable does not increase to at least fifteen (I5) before the close of the current membership year, which is December 31, the Board of Directors at its regularly scheduled quarterly meeting in February shall declare the roundtable dissolved. Members of the association wishing to re-establish the roundtable may not file a petition to do so with the Board of Directors until after the close of the next annual conference of the Association.
  1. A roundtable shall promote a specified focus area of library activity which covers more than one type of library.
  2. ULA members may belong to several or all roundtables.
  3. Roundtables shall be responsible for major programs at the annual conference of the Association, which shall be planned through and in coordination with the Program Board.Each Roundtable shall submit to the Program Coordinator its goals and objectives for the year and an evaluation of the prior year’s activity. After approval, the Program Coordinator shall submit these to the Board of Directors and the Executive Director.Each Roundtable, subject to approval by the Board of Directors, shall establish and maintain their designated part of the Association’s Webpage, under the direction of the Executive Director.

C. Committees

A. The standing committees of the Association are Awards, Bylaws, Committee for Nonprofit Compliance, Conference, Continuing Education, Finance, Intellectual Freedom, Legislative, Membership, Nominating, Public Relations, Research, ULA Paraprofessional Certificate Review Board, and Web Committee.

B. Standing committee chairs shall be appointed annually by the vice- president/president-elect with the exception of the Committee for Nonprofit Compliance, appointments to which shall be made in accordance with the Committee’s Guidelines. Committee chairs shall be non-voting members of the Board of Directors.

C. Each committee shall have a set of guidelines approved by the Board of Directors. The guidelines shall not be in conflict with the association bylaws.

D. Each committee shall have its charge reviewed annually by the vice- president/president elect before chairs are appointed.

E. Members of committees must be members in good standing of the Association

F. Each committee shall submit to the President its goals and objectives for the year.The President shall submit these to the Board of Directors. Upon approval they shall be published on the ULA Website.

G. Each committee shall submit to the Executive Committee of the Board of Directors an annual report of its activities, including the minutes of its meetings.Upon approval they shall be published on the Association’s Website.

H. The Board of Directors may establish ad-hoc committees or task forces as needed to accomplish specific tasks.

Each section shall be organized in the following manner:

A. Each shall be governed by a chair, vice-chair and appointed secretary. The chair and vice-chair will be elected for two-year (2) terms by ballot to the members of the section along with the Association ballots. The vice-chair does not serve as chair- elect. The vice-chair is not precluded from running for the office of chair. Elections for section officers will be staggered so that two (2) sections stand for election each year. The public and school library sections will stand for election in even-numbered years, and the academic and special library sections in odd-numbered years.

B. Candidates for section officers shall be nominated by nominating committees appointed by section officers to function according to nominations and elections procedures.

C. Sections shall have formal bylaws consistent with a centrally established pattern of bylaws and the association bylaws, approved by the Board of Directors.
D. The chair of each section shall be a voting member of the Board of Directors.
E. The vice-chair of each section is that section’s representative to the program board.

F. Each section may hold an annual business meeting in conjunction with the Association’s annual meeting, and may hold such other meetings as they deem necessary or desirable.

G. Sections shall establish annual goals and objectives and submit them to the Program Board Chair. The Program Board Chair will submit them to the Executive Committee of the Board of Directors and, upon approval, to the Web master.
H. Section chairs shall see that minutes are kept of all meetings, including officer meetings, and submitted to the Executive Committee of the Board of Directors within thirty (30) days. They shall also submit reports of news and activities of the unit to the newsletter editor and Executive Director for possible publication.

I. Section chairs must submit annual reports to the Executive Committee of the Board of Directors within thirty (30) days following the annual conference of the Association.

Each roundtable shall be organized in the following manner.

A. Each shall be governed by a steering committee, which shall include a chair, vice- chair/chair-elect, and a secretary. Each roundtable steering committee, at the discretion of the nominations chair, shall have a minimum of one (1) and a maximum of three (3) members-at-large.

B. The steering committee members will be submitted as a slate of officers, with the proposed office for each individual specified, for the approval or disapproval of the members of the roundtable.

C. The vice-chair/chair-elect will move to the chair position in his/her second year of service. A vice-chair/chair-elect may not serve more than two (2) successive terms in the same office. Other members of the steering committee may not serve more than three (3) successive terms, with the term of office being one (1) year. All members may be re-nominated after one election cycle.

D. Vacancies on the steering committee will be filled by the chair of the committee, with the approval of the remaining members of the committee.
E. The annual slate of officers for a roundtable steering committee shall be formed by a nominating committee appointed by the chair of the committee and may include members of the committee.

F. Roundtables shall have formal bylaws consistent with a centrally established pattern of bylaws and the Association Bylaws and approved by the Board of Directors.
G. The chair of each roundtable retains a standing invitation to attend all Board of Directors meetings as a non-voting member.

H. The chair of each roundtable shall appoint a representative to the Program Board, who may be any member of the roundtable, including the chair. The chair shall notify the Program Coordinator of the representative to the Program Board within one month following the annual conference.

I. Each roundtable shall hold an annual business meeting in conjunction with the Association’s annual meeting and at least one meeting of the steering committee during the year, and may hold such other meetings as it deems necessary or desirable.

J. Roundtables shall establish annual goals and objectives, and submit them to the Program Board Chair, who shall submit them to the Executive Director and the Executive Committee of the Board of Directors.
K. Roundtable chairs shall see that minutes are kept of all meetings, including steering committee meetings, and submit them to the Program Board Chair within thirty (30) days. They shall also submit reports of news and activities of the unit to the newsletter editor and the Executive Director for possible publication.
L. Roundtable chairs must submit annual reports to the Program Board Chair, who will submit them to the Executive Committee.

Members of units must be members in good standing of the association.

The Board of Directors shall oversee the activities of the units to ensure proper planning, budgeting and quality control.

The Board of Directors may discontinue a section or roundtable if it considers its usefulness has ceased, provided that such action is approved by a majority of the members of the unit or that the membership of such unit has been below the required minimum for a period of three (3) years. A committee may be discontinued by a majority vote of the voting members of the Board of Directors.

Article 18. Depository

The University of Utah Libraries are the official depository for Association records.

Article 19. Dissolution

In the event of dissolution of the Association, no part of the net earnings or assets of the Association shall inure to any private member or individual. All net earnings or assets shall be given to a library organization that is non-profit and tax exempt under the Internal Revenue Service codes and regulations.

Article 20. Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rule of order.

Article 21. Amendments

Proposed amendments to the Association bylaws shall be submitted to the members of the Board of Directors and the Bylaws Committee Chair at least thirty (30) days prior to a regularly scheduled board meeting.

Proposed amendments to the bylaws as approved by the Board of Directors shall be included in the call for a vote sent to the membership at least thirty (30) days prior to the vote deadline. Votes shall be counted independently by both the Executive Director and the Chair of the Bylaws Committee, and the results submitted to the President within fifteen (15) days of the vote deadline.

Amendments to the bylaws may be adopted by a vote of a majority of Association members voting, or by a two-thirds (2/3) vote of members present and voting at a general association meeting. No amendments may come from the floor except by a four-fifths (4/5) vote in the assembly.