Revised November 2016
Article I. Name.
The official name of the organization shall be Northern Ohio Technical Services Librarians (NOTSL).
Article II. Purpose.
The purposes of the organization are: to provide opportunity for the exchange of information, ideas, experiences and discussion of problems on all aspects of technical processes; to sustain and enhance career viewpoints within the membership; to provide organized representation of our viewpoints on the local, state, and national level actively working in areas of technical processes; to plan, organize and conduct meetings programs, and workshops in response to membership concerns and interests; and to contribute to the fulfillment of NOTSL’s goals.
Article III. Membership
Membership is comprised of NOTSL meeting attendees.
Article IV. Board Members and Officers.
Section 1. Composition and Duties of Board.
The officers of the organization shall be a Chairperson, Vice Chairperson/Chairperson Elect, Past Chairperson, Secretary, Treasurer, 2 Executive Committee members, and 2 Scholarship Committee members. This Board is responsible for all NOTSL business, meeting, program planning, and the organization’s archives.
Section 2. Terms of office.
These officers shall be elected by a vote of the persons present at the spring meeting of the organization. A new Vice-Chairperson shall be elected each year. The ViceChairperson shall serve three consecutive one-year terms in the following sequence: one as Vice-Chairperson/Chairperson Elect, one as Chairperson, and one as Immediate Past Chair and Chair of the Scholarship Committee. The terms of these offices shall commence immediately upon election each year.
The Secretary shall be elected in even number years and the Treasurer shall be elected in odd number years. The terms of office for the Secretary and the Treasurer shall be 2 years.
The two Executive Committee members shall be elected for two-year terms. One of these positions will be filled in even number years and one in odd number years. The terms of office will commence immediately following the election.
The two Scholarship Committee members serve two-year terms that come up for election in alternate years.
The Chairperson, with the assistance of the Board, shall annually appoint a Webmaster, Newsletter Editor, and Electronic Distribution List Editor. These positions can be held by a single person or be dispersed to multiple individuals. They can also be assigned to other board members in conjunction with their elected office.
Section 3. Vacancies in office.
In the case of a vacancy in any office other than the Chairperson, the Chairperson, with the assistance of the Executive Committee, may appoint a person to serve for the unexpired term of that office. In the case of a vacancy in the Chairperson’s office, the Vice Chairperson/Chairperson Elect shall assume the duties of the vacant office.
Section 4. Duties of Officers.
a. The Chairperson shall prepare the agendas and preside over all meetings of the organization and of the Executive Committee; plan the programs and/or workshops with the approval of the Executive committee; shall appoint, with the assistance of the Executive Committee, 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.
b. The Vice-Chairperson/Chairperson Elect shall perform all duties of the Chairperson in that officer’s absence and perform other duties at the request of the Chairperson.
c. The Secretary shall take 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.
d. The Treasurer shall receive all moneys due to the organization and pay all expenditures; maintain records of all transactions; and report to the Executive Committee and membership.
Article V. Committees and Board.
Section 1. Executive Committee.
a. The Executive Committee shall consist of the Officers of the organization, the Immediate past Chairperson of the organization, and two additional Executive Committee members.
b. The duties of the Executive Committee shall be to assist the Chairperson in committee appointments; plan programs; and handle the affairs of the organization between semiannual meetings.
Section 2. Nominating Committee.
A Nominating Committee of three (3) members shall be appointed each year by the Chairperson, with the approval of the Board. The Nominating Committee, as well as the nominees chosen, should represent different geographic areas, types of libraries, and levels of experience.
Section 3. Scholarship Committee.
A Scholarship Committee of three members shall be formed to administer the NOTSL Scholarship. In addition to the two elected positions, the Chairperson of the committee shall be the Immediate Past Chairperson of the organization, serving for one year. The members of the Scholarship Committee should represent different geographic areas, types of libraries and levels of experience if possible.
Duties of the Scholarship Committee
a. The Scholarship Committee shall promote and advertise the NOTSL Scholarship as appropriate. Awards are handed out once a year. The Committee shall receive and evaluate applications at the end of the calendar year to be awarded in the upcoming year. The award may be granted to support any activity that has or will occur during the upcoming calendar year.
b. The Committee may recommend one or more recipients of the award to the Board for approval. The Board will consider the awards for approval. The Scholarship Committee Chair will contact awardees with disbursement information and a request for a summary of the event. Each scholarship recipient will be acknowledged at the Spring Meeting.
c. The Committee will supply the Treasurer with a list of award winners. The Treasurer will distribute funds to award winners upon Board approval.
d. Award winners will submit a short, written summary of their funded activities to the Scholarship Committee Chair by the end of the scholarship year. Any funds not utilized for the proposed activity by the end of the scholarship year should be returned to the Scholarship Committee for inclusion in the upcoming year’s scholarship awards.
e. The Scholarship Committee shall investigate additional scholarship funding sources including, but not limited to, individual, institutional and vendor donations.
Section 4. Other Committees.
Other committees and appointments shall be appointed as necessary by the Chairperson, with the assistance of the Board. These committees shall be established to meet organization needs. Chairpersons of all committees shall report committee activities to the officers and/or membership as required.
Article VI. Meetings.
Section 1. Regular Meetings.
Regular meetings of the organization will be held twice a year. The annual meeting shall be held in the spring. Special meetings may be called by the Executive Committee with notice and purpose of all meetings given at least 30 days in advance.
Section 2. Parliamentary Authority.
The official parliamentary authority of the section shall be the current edition of “Robert’s Rules of Order.”
Article VII. Calendar.
Section 1. Meeting Year.
The meeting year of the organization shall be from the close of the annual Spring meeting to the close of the next annual spring meeting.
Article VIII. Dues.
There are no dues.
Article IX. Amendments.
These bylaws may be amended by two thirds vote at any regular meeting of the organization, providing that the amendment has been previously submitted in writing to the membership, or that notice of the amendment has been given in the call to the meeting.
Article X. Revisions.
These bylaws should be reviewed and updated every ten (10) years or more frequently as deemed appropriate by the membership.
Article XI. Affiliation with the American Library Association.
The organization is affiliated with the Council of Regional Groups of the Association for Library Collections & Technical Services Division of the American Library Association.