Idaho Library Association Bylaws
Updated and approved by a quorum of the General Membership May 29, 2017.
The year of the Association shall be the calendar year.
MEMBERSHIP AND SPONSORSHIP
Membership Classifications. There shall be two classes of membership: individual and honorary.
Membership Year. The membership year shall be a rolling 12 months from date of payment.
Dues. Membership dues and categories will be decided periodically by the board.
REGIONAL AND NATIONAL AFFILIATION
American Library Association. The Idaho Library Association is a chapter of the American Library Association and is entitled to representation on the ALA Council.
Pacific Northwest Library Association. The Idaho Library Association is an institutional member of the Pacific Northwest Library Association and is entitled to representation on the PNLA Board of Directors.
Association of College and Research Libraries. ACRL Idaho is a chapter of the Association of College and Research Libraries and the ACRL Chair serves as a member of the ILA Executive Board. ACRL Idaho is part of the Idaho Library Association Academic and Special Division.
Officers, Duties, and Terms of Office. Officers of the Association shall consist of President, Vice-president, Past President, Secretary, Treasurer, Division Chairs of the Academic and Special Libraries, School Libraries, Public Libraries, and the Trustees and Friends divisions, PNLA Representative, ALA Councilor, State Librarian, Membership Chair, Legislative Chair, and Library Student Representative. All must be current members of the Association.
1. President. Shall be voted in to serve a two year term and shall take office at the conclusion of the business meeting at the annual conference. The President acts as the Executive Director for the organization, with duties that include planning and administering Board meetings and monitoring the progress of ILA efforts. The President shall serve as a second signer for ILA bank accounts. The President shall prepare a written report at the end of their term for presentation at the annual business meeting of the Association and for publication in whatever official publication of the Association the Board shall direct. The President shall be chairperson of the Executive Board.
2. Vice-president. Shall serve a two year term and shall take office at the conclusion of the business meeting at the annual conference. The Vice- president shall chair the Regional Conferences Committee, including coordinating training for new conference chairs; shall call for a financial review within 30 days after a change of Treasurer; and shall be responsible for the performance of special duties as assigned by the President or Executive Board.
3. Past President. Shall serve in advisory role for one year immediately following term of Presidency and shall take office at the conclusion of the business meeting at the annual conference.
4. Secretary. Shall be elected every three years, and shall take office following the annual conference. The Secretary shall assemble and edit the minutes of all meetings for publication in whatever official publication of the Association the Board shall direct. The Secretary shall e-mail notices to membership; shall handle correspondence; and shall keep files of committees, divisions, and board membership. The Secretary shall, in coordination with the Membership Chair and Vice President, coordinate annual elections and nominations with the nominating committee.
5. Treasurer. Shall be elected to serve for a term of three years, and shall take office following the annual conference. The outgoing Treasurer shall transfer the books and turn them over to their successor within thirty days after the expiration of their term. The Treasurer shall serve as a member of the Membership Chair, shall keep member database up-to-date, shall maintain and provide statistical records of conferences and history, and shall arrange an audit and send the report to the Internal Revenue Service following the close of the fiscal year. The Treasurer shall submit a written report covering finances at the annual business meeting of the Association, at Executive Board meetings, and at the close of their term of office.
6. PNLA Representative. The Association shall elect a member of the Association who is also a member of the Pacific Northwest Library Association in odd-numbered years to serve as PNLA Representative for a term of two years. The term of office shall coincide with that of the PNLA officers which runs from October 1 through September 30. The PNLA Representative shall serve as liaison between PNLA and the state association. In addition to performing official PNLA duties, the PNLA Representative shall serve on the ILA Nominating Committee and assist with membership renewals. In order to keep the membership informed, the PNLA Representative shall submit a written report at the annual business meeting of the Association, at the Executive Board meetings and at other times for publication in whatever official publication of the Association the Board shall direct.
7. ALA Councilor. The Association shall elect a member who is also a member of the American Library Association to serve as ALA Councilor for a term of three years (beginning with 1963). The ALA Councilor shall take office at the first meeting of the ALA following election and shall be accredited to the Secretary of the ALA Council by the ILA Secretary prior to the first meeting of the ALA after the election. The ALA Councilor shall fulfill all official ALA responsibilities and serve as liaison between ALA and the state association. In order to keep the membership informed, the ALA Councilor shall submit a written report at the annual business meeting of the Association, at the Executive Board meetings and at other times for publication in whatever official publication of the Association the Board shall direct.
8. Division Chairs. Division Chairs are elected and serve according to the bylaws of their division. In addition to duties outlined in division bylaws, each division chair serves as a member of the Executive Board, serves as a member of the conference committee, and chairs division meetings. Each chair provides written reports at Executive Board meetings, at the annual business meeting of the Association, and at other times for publication in whatever official publication of the Association the Board shall direct. Bylaws of the Association shall take precedence over bylaws of a division.
9. Library Student Representative. A liaison between the library student community and the Association. Communicates the needs of current and future students for consideration in decision-making by the ILA Board. Shall be appointed by the President, with board approval, for a two-year term. Appointments shall be made in even-number years. Student Representative shall attend all ILA Board meetings as a voting member. In order to keep the membership informed, shall submit a written report at the annual business meeting of the Association, at the Executive Board meetings and at other times as requested.
10. Webmaster. The Webmaster shall be appointed by the President and confirmed by the Executive Board and shall hold office at its pleasure. The Webmaster shall attend board meetings, shall maintain and redesign the ILA website systems as needed, and shall provide support to other personnel in maintenance of website.
11. Conference chair. The Conference Chair shall be appointed by the President and confirmed by the Executive Board. Each year a vice-chair shall be appointed by the President and confirmed by the Executive Board. The vice-chair succeeds to the position of chair after one year. The Conference Chair shall attend board meetings, provide information on conference planning and progress, develop the conference budget, and implement conference activities with assistance from a conference committee.
12. State Librarian. The State Librarian shall serve as an ex-officio voting member, shall attend all meetings, and shall communicate with the Executive Board and the Association on statewide issues. The State Librarian provides an Idaho Commission for Libraries perspective.
13. Membership Chair. The Membership Chair is appointed by the nominating committee, and as a voting member of the association must attend all meetings, communicate with Executive Board and the Association on membership issues. The Membership Chair must work with the Treasurer and the Board to establish best practices for membership status and ensure sustainability.
14. Legislative Chair. The Legislative Chair is appointed by the nominating committee, and as a voting member of the association must attend all meetings, communicate with the Executive Board and the Association regarding legislative priorities. The Legislative Chair must work on annual Day at the Capitol initiatives, annual conference legislative panel, and other work with the consulting firm ILA hires.
15. Content Coordinator. The content coordinator is appointed by the nominating committee, and as a voting member, must attend all meetings. The content coordinator shall work with ILA members, executive board, and committee chairs to post content on the ILA website and social media. The content coordinator shall serve a two year position. The content coordinator will appoint designees to manage social media presence as determined.
All officers and Board members shall continue in office until their successors shall have been selected and shall have qualified.
Elections. The nominating committee shall consist of the Secretary, Vice President, Membership Chair, and division chairs. The committee will solicit interested ILA members to run for open positions. The nominating committee will also issue a call for nominees on the libIdaho listserv. Each division officer nominees will be elected by members of their division on a ballot distributed with the general Association ballot. Individual members may submit a request for their names to appear on the Association ballot for any office being elected during the current election cycle. The call for nominations shall take place in May and elections in June.
Appointments for non-executive Board positions: The President, with the approval of the Executive Board, shall appoint chairs for the Association’s standing committees. Committee chairs are responsible for finding additional members for their committee.
Membership. The Executive Board shall consist of all officers of the Association as outlined in these bylaws Article IV Section 1. Additionally the State Librarian shall serve as a voting member of the Executive Board. The Webmaster, Online Content Coordinator, and Conference Chair shall have an advisory role only and shall not be entitled to a vote on the Executive Board. All other officers listed in Article IV Section I of these bylaws shall be voting members of the Executive board. Each voting member of the Executive Board shall be entitled to one vote.
Authority. The Executive Board shall have general supervision of the affairs of the Association between the Association business meetings; shall make recommendations to the Association; shall have the right to review and to confirm or repudiate the actions of the Association officers, divisions, and committees; and shall perform such other duties as are specified in the Bylaws. The Executive Board shall be subject to the orders of the Association, and none of its acts shall conflict with action taken by the Association.
Duties. The duties of the Executive Board shall be:
Meetings. The incoming Executive Board shall meet in conjunction with the annual conference of the Association to appoint committees, outline the year's work, and make tentative plans for the next year's meeting. Other meetings may be called by the President as needed.
Quorum. A quorum of the Executive Board shall be a simple majority of the voting members.
Standing Committees. There shall be the following standing committees: Constitution and bylaws, Idaho Library Association Book Award, Intellectual Freedom, Legislative, Membership, Scholarships and Awards, Information Literacy Committee, Maker Committee, Social Justice Committee, and Regional Conferences. Each committee chair shall normally serve for two years. All committee members must be members of the Association, unless otherwise approved by the Executive Board. Additional standing committees may be named by the Executive Board as required.
Ad Hoc Committees. Ad Hoc committees may be appointed by the President with the approval of the Executive Board.
Subcommittees. Committees may appoint subcommittees as needed with the approval of the Executive Board.
Limitations. No committee may incur expense on behalf of the Association unless authorized to do so by the Executive Board, nor may any committee commit the Association by any declaration of policy except in such matters as have been affirmed by the Executive Board to be the responsibility of the committee.
Organization. Divisions of the Association may be organized and supported with the approval of the Executive Board. Officers shall be elected in accordance with the bylaws of the Association. Divisions include:
Chairpersons. In order to be elected, a chairperson of a division shall be currently actively engaged in work in Idaho in the field concerned and shall have previously consented to hold office. Division chairpersons shall be voting members of the Executive Board.
Limitations. No division may incur expense on behalf of the Association unless authorized to do so by the Executive Board, nor may any division commit the Association by any declaration of policy except in such matters as have been affirmed by the Executive Board to be the responsibility of the division.
Reports. Each division chairperson shall submit and post to the ILA Website, an electronic report before the annual business meeting of the Association and shall submit reports for publication in whatever official publication of the Association the Board shall direct and/or other Association publications, as determined by the Board.
Ten percent of the individual membership of the Association shall constitute a quorum.
Robert's Rules of Order, in the latest available edition, shall govern the Association in all cases to which it can be applied and in which it is not inconsistent with the Constitution, the Bylaws, or special rules of order of the Association.
The Bylaws may be amended by a two-thirds vote of members representing a quorum voting at any meeting of the Association or via electronic ballot, providing proposed changes are distributed to all members via email prior to the vote. Voting via electronic ballot shall administered by the Past President.
Depository. The University of Idaho Library is the official repository of the Idaho Library Association.
Preservation. All significant and important papers, correspondence, documents, and records relating to the Association's business, activities and history are to be preserved.