Revised August 2021
Article I. Name.
The official name of the organization is Northern Ohio Technical Services Librarians (NOTSL).
Article II. Purpose.
- The organization provides opportunities for the exchange of information, ideas, and experiences; and to facilitate discussions of technical processes performed by librarians and library workers.
- The organization sustains and enhances career perspectives within the membership and organizes representation of those perspectives at all levels of professional networking.
- The organization plans, organizes, and conducts programs in response to membership interests and concerns.
- The organization contributes to the fulfillment of NOTSL’s goals.
Article III. Membership.
Membership is composed of all attendees of NOTSL programs and present at the time of program. There are no dues for membership. Members can rescind membership status at any time.
Article IV. Board Members.
Section 1. Composition and Duties of Board.
The organization’s leadership will consist of the NOTSL Board members, including: Chairperson, Vice Chairperson/Chairperson Elect, Past Chairperson, Secretary, Treasurer, (2) Executive Committee Members, (2) Scholarship Committee Members, Archivist, and Technology & Communications Administrator. This Board is responsible for all NOTSL business, program planning, meeting arrangements, and the organization’s archive.
Section 2. Terms of Office.
- Members present at the organization’s spring meeting will vote for new Board members. Members are free to abstain from voting. Empty ballots are disregarded and do not reflect yes or no answers.
- Members will vote to elect the Vice Chairperson/Chairperson Elect each year. The Vice Chairperson serves three consecutive one-year terms, sequentially in each position (Vice Chairperson/Chairperson Elect, Chair, Past Chairperson).
- Members will vote to elect the Secretary and Treasurer for two-year terms. These elections rotate even and odd years.
- Members will vote to elect one Executive Committee Board position and one Scholarship Committee Board position each year. The terms of office for these positions are two years.
- All positions commence immediately upon election results and the closing of the organization’s spring meeting.
- The Archivist and Technology & Communications Administrator positions are non-elected positions. These Board members can resign at any time giving a reasonable amount of notice.
Section 3. Vacancies of Office.
In the case of a vacancy in any position other than the Chairperson, the Chairperson may appoint a person to serve for the unexpired term of that Board position. In the case of a vacancy of the Chairperson’s office, the Vice Chairperson/Chairperson Elect will assume the duties of the vacant position. In the case of a vacancy of the Archivist or Technology & Communications Administrator positions, the Board will accept and review applications and appoint new Board members.
Section 4. Duties of the Board.
- The Chairperson shall prepare the agendas and preside over all meetings of the organization and of the Executive Committee. The Chairperson spearheads the planning of programs with the approval of the Executive Committee. The Chairperson, with the assistance of the Executive Committee, will appoint all committees, approve disbursements, enforce the regulations relating to the organization’s administration, and represent the organization in appropriate meetings of other organizations or affiliated groups.
- The Vice Chairperson/Chairperson Elect will assist the Chairperson in planning and coordinating programs and works with the Executive Committee to identify prospective candidates for election. The Vice Chairperson/Chairperson Elect will perform all duties of the Chairperson in that officer’s absence and perform other duties at the request of the current Chairperson.
- The Past-Chairperson will assist the Chairperson in planning and coordinating programs and will serve as the Scholarship Committee Chair.
- The Secretary will record minutes at all meetings of the organization and of the Executive Committee, maintain and preserve these and all other pertinent records of the organization, and send copies of the minutes and reports to any affiliated groups requesting them.
- The Treasurer will receive all monies due to the organization and pay all expenditures, maintain records of all transactions, and provide reports to the Executive Committee and the organization’s members.
- The Archivist position will take responsibility for securing and organizing NOTSL’s historical records. Persons appointed to this open-ended position will serve at the discretion of the Board and are responsible for delivering the contents of the archive to the organization when they resign.
- The Technology & Communications Administrator position will take responsibility for videoconferencing for Board and general meetings, maintaining the web page, posting virtual meetings to the YouTube archive, and ensuring all audiovisual equipment is working properly before meetings. This position also has oversight of the NOTSL social media accounts.
Article V. Committees.
Section 1. Executive Committee.
- The Executive Committee will consist of the Vice Chairperson/Chairperson Elect, Chairperson, Past Chairperson, and two additional Executive Committee members.
- The duties of the Executive Committee are to assist the Chairperson in committee appointments; plan programs; and handle the affairs of the organization between semi-annual meetings.
Section 2. Nomination Committee.
A Nomination Committee of two (2) appointed Board members and the Vice Chairperson/Chairperson Elect and will seek new candidates for vacant Board positions. The committee and nominees should represent different geographic areas, types of libraries, and levels of experience.
Section 3. Scholarship Committee.
- The Scholarship Committee will consist of the Past Chairperson and two (2) additional elected Scholarship Committee members.
- The Scholarship Committee will promote and advertise NOTSL Scholarships as appropriate. NOTSL awards scholarships once a year. The Committee will receive and evaluate applications at the end of the calendar year. Awards are publicly announced no later than the NOTSL spring meeting. The Committee may grant awards that support any activity that will occur within a year of the award announcement.
- The Committee may recommend one or more recipients of the award to the Board for approval. The Scholarship Committee Chair will contact awardees with disbursement information and a request for a summary of the event.
- The Committee will supply the Treasurer with a list of award winners. The Treasurer will distribute funds to award winners upon Board approval.
- Award winners will submit a short, written summary of their funded activities to the Scholarship Committee Chair by the end of the scholarship year. Recipients must report any funds not utilized for the proposed activity by the end of the scholarship year. The Scholarship Committee Chair can recommend options to the recipient for expenditure of funds.
- The Scholarship Committee will investigate additional scholarship funding sources including, but not limited to, individual, institutional and vendor donations.
Section 4. Other Appointments and Committees.
To meet organizational needs, the Chairperson will assign other committee duties with the assistance of the Board.
Article VI. Meetings.
Section 1. Regular Meetings.
NOTSL holds two program meetings each year with the elections taking place at the spring meeting. The Executive committee reserves the right to call additional meetings with proper notice (30 Day) and definitive purpose.
Section 2. Parliamentary Authority.
The current edition of “Robert’s Rules of Order” serves as the official parliamentary authority of the section.
Article VII. Calendar.
Section 1. Meeting Year.
The meeting year of the organization begins at the close of the spring meeting to the close of the following spring meeting.
Article VIII. Amendments.
Amendments require proper written submissions and distribution to members of the organization. Notification of the amendment occurs during the call to the meeting. Amendments to these Bylaws must receive two-thirds vote at any regular meeting of the organization. Members are free to abstain from voting. Empty ballots are disregarded and do not reflect yes or no answers.
Article IX. Revisions.
NOTSL requires a review of these bylaws every ten (10) years or more frequently as deemed appropriate by the membership.