Bylaws
The name of this organization shall be ARLIS NA Montreal Ottawa Quebec (otherwise known as ARLIS/NA MOQ) hereafter referred to as the Chapter.
ARTICLE II. PURPOSE
The purpose of the Chapter shall be the support and promotion of the purposes of the Art Libraries Society of North America (ARLIS/NA) and the facilitation of communication and cooperation among librarians and others in the Montreal Ottawa Quebec area interested in the arts.
ARTICLE III. MEMBERSHIP
A. Eligibility:
Membership is open to all individual members of ARLIS/NA. Other individuals with an interest in the Chapter’s activities and goals are welcome to join the Chapter and participate in Chapter activities but are asked to seek membership in ARLIS/NA should they wish to vote or hold elected office in the Chapter.
B. Dues:
1. Dues shall be proposed by the Executive Committee and shall be ratified by member vote.
2. Dues shall be paid to the Treasurer.
3. The membership year shall be from January 1 to December 31 of the same year.
4. The Chapter shall have the right to propose additional fees for specified projects subject to the approval of the majority of the membership.
C. Privileges:
1. Only members of the Chapter may vote or hold elective office, serve on committees and participate in all Chapter activities.
2. All members shall be entitled to receive announcements of Chapter meetings and minutes and other notices of general interest to the membership.
ARTICLE IV. OFFICERS
A. The elected officers of the Chapter shall be (1) the President or Co-Presidents*, (2) the Vice-President (President-Elect)*, (3) the Treasurer, (4) the Secretary and (5) the Membership Secretary.
In years when the Vice-President (President Elect) position is not filled, two members can share the position of President.
B. Qualifications for Office
Only members may hold office and must file in writing an acceptance of the nomination with the Nominating Committee.
C. Terms of Office
The term of office of the President and Vice-President (President-elect) or Co-Presidents shall be one (1) calendar year. The Treasurer, the Secretary and the Membership Secretary shall be elected two (2) calendar years.
In order to provide continuity and experience in the Executive Committee the election of Officers should be staggered. Officers may succeed themselves.
Terms of office begin in January and run through the calendar year.
D. Duties of Officers
1. President/Co-Presidents
The President/Co-Presidents shall be the chief executive officer of the Chapter and its representative on official business.
The President/Co-Presidents shall be a member ex-officio of all special and standing committees of the Chapter.
The President/Co-Presidents shall prepare the annual report for ARLIS/NA and other reports as required.
The President/Co-Presidents shall submit the Executive Committee’s recommendations for special projects for the approval of the membership.
2. Vice-President (President Elect)
The Vice-President shall perform the duties of the Chair in case of the President’s inability to serve.
The Vice-President shall be the Program Chair.
The Vice-President may be assigned other duties by the President.
3. Treasurer
The Treasurer shall maintain financial records and perform any other duties inherent in the office.
4. Secretary
The Secretary shall keep minutes of Chapter and Executive Committee meetings and perform any other duties inherent in the office.
5. Membership Secretary
The Membership Secretary shall keep and update records of Chapter membership, provide address labels and be in charge of recruitment.
6. Past President
The Past President shall serve as Chapter representative on the ARLIS/Canada Executive Committee for a term of two (2) calendar years, coinciding with the term of office of the ARLIS/Canada Chair, who is Canadian representative to the ARLIS/NA executive board. When a Past President is unable or unwilling to serve, a representative will be recruited from the membership by the ARLIS/MOQ Executive Committee.
ARTICLE V. NOMINATIONS AND ELECTIONS
A. Nominating Committee
1. Each year the President shall appoint a Nominating Committee of three (3) members. The committee shall present a slate of qualified candidates at least four (4) weeks prior the to the Annual Fall Chapter business meeting.
2. No member may serve more than three (3) consecutive terms on the Nominating Committee. Current Executive Committee members are not eligible to serve.
B. Elections
Officers shall be elected by a plurality of votes cast by the members. The Nominating Committee will be responsible for running the election, tabulating the results, and informing the members.
ARTICLE VI. EXECUTIVE COMMITTEE
A. The elected officers shall constitute the Executive Committee.
B. Meetings of the Executive Committee may be called by the President or by written petition of no less than three (3) members of the Chapter. At Executive Committee meetings only members of the Committee shall have voting privileges.
C. Duties
The Executive Committee shall act for the Chapter in the intervals between meetings.
The Executive Committee may propose special projects to be approved by the membership.
The Executive Committee shall prepare an annual dues schedule for approval by member vote.
The Executive Committee shall fill any vacancies which may occur.
ARTICLE VII. MEETINGS
A. Meetings of the Chapter shall be called by the President.
B. There shall be at least two (2) meetings each year.
1. The annual Fall business meeting shall be the meeting preceding the ARLIS/NA Conference.
2. Announcement of meetings, prepared by the President in consultation with the Vice-President shall be sent to the members by the Secretary by mail at least four (4) weeks prior to the meeting.
3. Members may invite guests to meetings and encourage them to become members.
ARTICLE VIII. REPORTS
A. An Annual Report of the Chapter activities shall be prepared by the President after receipt of written reports from Officers and Committees. A copy should be sent to Headquarters and another copy should be sent to the Chapters Liaison by the deadline set by Headquarters. The report/business year shall be the calendar year, January 1 to December 31. The report should follow ARLIS/NA guidelines for Chapter Annual Reports described in the Chapter Success Book.
B. The Secretary is responsible for the reports of Chapter activities sent to the Editor of the ARLIS/NA Update.
C. Reports shall be disseminated to all members through mailings, at meetings, through electronic distribution as well as the Chapter newsletter, MOQDOC.
ARTICLE IX. STANDING COMMITTEES AND SPECIAL COMMITTEES
A. The Executive Committee has responsibility for appointment of officers and members to the standing committees of the Chapter. The Standing Committees are: Nominating Committee, Chapter Newsletter (Editorial Board of MOQDOC), Professional Development Committee and Fundraising Committee.
B. Special committees or projects may be proposed by the President, Executive Committee, or no less than five (5) members of the Chapter by petition in writing.
C. Special committees or projects shall be approved by majority vote of the membership.
D. The President of the Chapter is a non-voting ex-officio member of all committees of the Chapter.
E. Each committee shall have a Chair appointed by the President of the Chapter.
F. Committees shall provide the Executive Committee with a complete list of their members; they shall keep minutes of their meetings and shall submit a copy of such minutes to the Executive Committee.
G. No committee or member shall incur expenses on behalf of the Chapter, except as authorized by the Executive Committee.
H. The Executive Committee shall authorize the dissolution of a committee when in the opinion of the Executive its usefulness has ceased. This decision and reasons for the dissolution shall be reported to the membership.
ARTICLE X. AFFILIATION WITH OTHER ORGANIZATIONS
Affiliation with other organizations in the area shall be at the discretion of the Executive Board of ARLIS/NA and shall be in accordance with their guidelines.
ARTICLE XI. AMENDMENTS
A. Amendments to the Bylaws may be submitted to the Executive Committee in writing by members.
B. The proposed amendment shall be distributed to the membership at least four (4) weeks prior to a business meeting and /or the vote.
C. Approval by a plurality of members and the approval of the Executive Board of ARLIS/NA shall be necessary to amend or revise the Bylaws.
D. The Bylaws shall be reviewed at least every five (5) years or more frequently at the discretion of the Executive Committee.
ARTICLE XII. DISSOLUTION OF THE CHAPTER
The dissolution of this Chapter shall follow the guidelines of ARLIS/NA.
Note: Consult the Chapter Success Book for expanded descriptions of duties of officers and committees.