Bylaws

 Bylaws

CONSTITUTION AND BYLAWS of the SUPPORT STAFF DIVISION of the SUFFOLK COUNTY LIBRARY ASSOCIATION

ARTICLE I. NAME

Section 1.

This organization shall be known as the Support Staff Division (SSD)
of the Suffolk County Library Association (SCLA), a regional chapter of the New York Library Association (NYLA).

ARTICLE II. PURPOSE

Section 1.

The purpose of this division shall be:

1. To unite into one division all those interested in clerical, security and/or custodial issues in libraries.
2. To inform and educate its membership regarding issues pertinent to the functions of support staff personnel.
3. To represent the needs of its membership to the Suffolk County Library Association Executive Board.

ARTICLE III. MEMBERSHIP

Section 1.

Membership in the Support Staff Division shall be open to, but not limited to persons interested in clerical, custodial and/or security issues within libraries, upon payment of annual dues to the Suffolk County Library Association. 

ARTICLE IV. OFFICERS

Section1.

The officers of this Division shall consist of:

President

Vice President/President-Elect

Secretary

Treasurer

ARTICLE V. DUTIES OF OFFICERS

Section 1 – PRESIDENT

Section 1.1

It shall be the duty of the SSD President to preside at all meetings and to enforce all laws and regulations relating to the administration of the organization.

Section 1.2

The SSD President shall be empowered to order meetings of the Division’s Executive Board when he/she deems such a meeting to be necessary. Division Board Members and constituents may request an unscheduled meeting to be held by forwarding a request in writing to the SSD President. Granting the request for such a meeting will be solely at the President’s discretion.

Section 1.3

The SSD President shall appoint chairpersons of standing committees and shall be ex-officio member of all committees except for the Election Committee.

Section 1.4

The SSD President, or an appointed representative, shall attend the Executive Board meetings of the Suffolk County Library Association.

Section 2 – VICE PRESIDENT / PRESIDENT-ELECT

Section 2.1

In absence of the SSD President, the SSD Vice President shall have all of the powers and prerogatives of the SSD President.

Section 2.2

The SSD Vice President shall serve as the President-Elect and will serve as President in the year following service as Vice President.

Section 3 – SECRETARY

Section 3.1

All resolutions and proceedings of meetings shall be entered in proper books by the Secretary. The Secretary shall conduct all correspondence, shall issue all notices of meetings, and shall perform all duties pertaining to the office of Secretary. The Secretary shall keep a register of all members of the Division.

Section 4 – TREASURER

Section 4.1

The SSD Treasurer works as a liaison between SSD and NYLA, submitting expense/reimbursement requests and deposits to NYLA’s finance department for approval.

Keeps organized digital and physical copies of all relevant treasury documents, including receipts, expense and deposit forms, statements etc.

Confirms and verifies monthly account statements from NYLA’s finance department.  

ARTICLE VI.  ELECTION OF BOARD MEMBERS

The President shall appoint an Election Committee Chairperson to present a slate of candidates for each of the elected positions of Vice President/President Elect, Secretary, Treasurer, and open Member-at-Large, who are members in good standing and have one year of current employment in the Suffolk County library, to the SSD Executive Board.  

Section 1

The SSD Executive Board shall approve the final slate of candidates and forward the slate to the SCLA Nominating Chair in accordance with the NYLA Election Timeline (attached Addendum #1).

Section 2

Names of the Candidates for office will be sent to the entire membership by NYLA in the form of an electronic ballot.  Votes will be cast via an electronic ballot in accordance with the NYLA Election Timeline (attached Addendum #1).

Section 3

Nominations for all positions may also be made by the membership via petition, signed by at least five members in good standing, filed with the SCLA Chairperson of the Nominating Committee in accordance with the NYLA Election Timeline (attached Addendum #1).

Section 4

Election shall be by majority vote of the Division membership. In the event of a tie vote for any SSD Association office, the voting members of the current SSD Executive Board shall cast written ballots for one of the two candidates for that office. 

Section 5

SSD Executive Board Members-Elect shall be announced at the Suffolk County Library Association annual meeting and will take office on January 1st of the upcoming year.

Section 6

All SSD Executive Board Members, other than Members-at-Large, shall be elected to a term of one year. The term of service for Member-at-Large positions shall be two consecutive years, with half the positions expiring in even years and half the positions expiring in odd years.

Section 7

In the event a Board Member is unable to complete his/her full term, the President may appoint a replacement to complete the term if the President shall deem that a replacement is necessary.

ARTICLE VII. EXECUTIVE BOARD

Section 1.

The SSD Executive Board shall consist of the following:

Officers of the Support Staff Division

Previous Year Division Past President

Chairpersons of Standing Committees

Members-at-Large

Section 2.  Member-at-Large

Section 2.1

The duties of a Member-at-Large will be to assist the Officers of the Board with programs, membership and other committee work as it arises.

Section 2.2

The number of Members-at-Large shall be set at no more than four.

 

 

Section 3.

All members of the SSD Executive Board shall be voting members of the Support Staff Division and are responsible for transacting all business of the Division.\

ARTICLE VIII. COMMITTEES

Section 1.

The SSD Executive Board shall establish committees as needed. The President of the Support Staff Division shall appoint Chairpersons for all committees.

ARTICLE IX. MEETINGS

Section 1.

The SSD Executive Board shall meet a minimum of six times per year.

Section 2.

The general membership shall meet a minimum of one time per year. Special general membership meetings may be called by the Executive Board when deemed necessary.

ARTICLE X. FINANCIAL

Section 1.

The Executive Board of the Suffolk County Library Association includes in its budget an amount for the Support Staff Division. Income from dues is based upon a formula determined by the Suffolk County Library Association. The Support Staff Division may generate its own income from other sources such as workshops, programs, raffles, etc.

Section 2.

The Support Staff Division may make special requests for funds to the Executive Board of the Suffolk County Library Association if additional funds are required.

ARTICLE XI. RULES OF ORDER

Section 1.

All business shall be transacted in accordance with the latest edition of Roberts Rules of Order.

Section 2.

A simple majority of SSD Executive Board Members present and in good standing shall constitute a quorum. Absent any bylaw to the contrary, a quorum shall be sufficient for the adoption of any motion that is in order.

 

ARTICLE XII. AMENDMENTS

Section 1.

These bylaws may be amended by a majority of the members present and voting at any regular meeting of the Division, provided that written/electronic notice of the prepared change is sent to the entire membership at least 10 days prior to the date of the meeting. 

Proposed amendments to the by-laws tabled or referred back to committee by vote of the members must be re-submitted in writing at least 10 days prior to the date of the meeting at which a vote is to be taken.