I. Name
A. The name of
the organization shall be Art Libraries Society of North America Mountain West Chapter (abbreviated
as ARLIS/NA-MW), hereafter referred to as the Chapter.
B. This body
is a Chapter of the Art Libraries Society of North America, hereinafter referred
to as the Society.
II. Purpose
A. The
Chapter shall promote and support the goals and objectives of the Society
in the Mountain West region including the states of Arizona, Colorado, Nevada,
New Mexico, Utah and Wyoming.
B. The Chapter
is organized and will be operated exclusively for charitable and educational
purposes within the meaning of Section 501 © (3) of the Internal Revenue
Code of 1954, as amended, in order to advance the cause of art librarianship
and to promote the development, good management, and enlightened use of all
art libraries and visual resources collections. In furtherance of such purpose,
the Chapter is authorized:
1.
To promote the continuing professional education of its members and the general
knowledge of the public by sponsoring conferences, seminars, lectures, workshops,
and other exchanges of information and materials concerning all aspects of
art librarianship and visual resources curatorship;
2. To stimulate
greater use of art libraries and visual resources collections by sponsoring,
supporting, or publishing resources directories, bibliographies, inventories,
periodical journals, occasional papers, reports, and related materials
concerning the Chapter and retrieval of art information;
3. To foster
excellence in art librarianship and the visual arts by establishing standards
for art libraries and visual resources collections, by promoting improvements
in the academic education of art librarians and visual resources curators,
by sponsoring awards for outstanding achievement, and by other means to that
end;
4. To engage
in any activities conducive to furthering the Chapter's purposes, providing
that such activities may be lawfully carried on by an organization exempt
from federal income tax under sections 501 © (3) of the Internal Revenue
Code of 1954, as amended (of the corresponding provision of any future United
States internal revenue law).
III. Charitable
Activity Restrictions
A. No part of the net income of the Chapter shall inure to the benefit
of or be distributable to its directors, officers, or other private persons,
except that the Chapter shall be authorized and empowered to pay reasonable
compensation for services actually rendered and to make payments and distributions
in furtherance of the purposes and objectives of this Chapter.
B. No substantial
part of the activities of the Chapter shall be carrying on of propaganda
or otherwise attempting to influence legislation, and the Chapter shall not
participate in or intervene in any political campaign on behalf of any candidate
for public office.
C. Notwithstanding
any other provisions set forth in these Articles of Incorporation (or constitution),
at any time during which it is deemed a private foundation:
1. The Chapter shall not engage in any act of self-dealing as defined
in Section 4941(d) of the Internal Revenue Code of 1986 or corresponding
provisions of any subsequent federal tax laws;
2. The Chapter
shall distribute its income for each taxable year at such time and in such
manner as not to become subject to the tax on undistributed income imposed
by Section 4942 of the Internal Revenue Code of 1986 or corresponding provisions
of any subsequent federal tax laws;
3. The Chapter
shall not make any taxable expenditures as defined in Section 4945(d) of
the Internal Revenue Code of 1986 or corresponding provisions of any subsequent
federal tax laws;
4. The Chapter
shall not own any excess business holdings that would subject it to tax under
section 4943 of the Internal Revenue Code of 1986 or corresponding provisions
of any subsequent federal tax laws;
5. The Chapter
shall not make any investments in such manner as to subject the chapter to
the tax imposed by Section 4944 of the Internal Revenue Code of 1986 or corresponding
provisions of any subsequent federal tax laws;
6. The Chapter
shall not conduct or carry-on any activities not permitted to be conducted
or carried on by an organization exempt for tax under Section 501 ©(3)
of the Internal Revenue Code of 1986, or corresponding provisions of any
subsequent federal tax laws, or by an organization contributions to which
are to be deductible under Section 170©(2) of such Code or corresponding
provisions of any subsequent federal tax laws.
IV. Membership
A. Composition
1. The Chapter shall be composed of Individual Members and Student Members.
2. Membership
is open to any art professional, including librarians, visual resources curators,
archivists and other art information professionals.
3. Membership
in the ARLIS/NA Society by Chapter members is required.
4. The Regional
Representative of the Society whose territory includes the defined region
shall be an ex-officio member of the Chapter.
B. Dues
1. The Chapter shall have the right to assess dues and fees to cover
operating expenses and special projects, subject to membership vote. Dues
shall be determined by majority vote at the annual Chapter business meeting.
If a member's dues remain unpaid for one membership year the membership shall
be considered terminated.
2. The
membership year shall be January 1 to December 31. Dues shall be paid to
the Secretary/Treasurer by January 31st.
C. Privileges
1. Only members of the Chapter are eligible to vote or be appointed
to ommittees.
2.
Members are entitled to receive announcements of meetings of the Chapter
and other notices of general interest.
3.
Only members of the Chapter and Society may hold elected office.
V. Officers
A. The elected
officers of the Chapter shall be the Chair, the Vice-Chair/Chair elect, Past
Chair and the Secretary/Treasurer. They will constitute the Chapter Executive
Board.
B.
Terms of Office
1. Office terms begin January 1.
2.
The Chair Elect shall serve the first year after election as Vice Chair,
the second year as Chair, and the third year as Past Chair.
3.
The office of Secretary/Treasurer shall be elected for a two-year term, open
to renewal.
4.
In the case of vacancies, the Executive Committee shall name a replacement
for the unexpired term.
C. Duties of
Chair
1. Shall act as chief executive officer of the Chapter;
2.
Shall plan chapter activities in consultation with the Executive Committee;
3.
Shall preside at all membership meetings and Executive Committee meetings;
4.
Shall appoint all members of committees;
5.
Shall be Chapter representative at Society business meetings and conferences;
6.
Shall be responsible for official correspondence and ensure that all required
reports are submitted to Society officers.
7.
Shall prepare the agenda, coordinate activities, and prepare announcements
for business meetings.
D. Duties of
Vice-Chair
1. Shall chair Program and Promotion Committee for Chapter annual conference
and recruit members of said committees;
2. Shall report Chapter news to the ARLIS Update editor in accordance with their
publication deadlines;
3.
Shall replace the Chair when a vacancy occurs.
E. Duties of
Past-Chair
1. Shall serve in an advisory capacity and be available to serve on
special projects as assigned;
2. Shall chair the Nominating Committee for annual elections;
3. Shall chair
the Funding Committee for Chapter annual conference.
F. Duties of Secretary/Treasurer
1. Shall be responsible for keeping and distributing minutes of Chapter
meetings, election ballots and results;
2. Shall maintain the permanent file of all records, documents, correspondence
and reports prepared by the Chapter and its
committees;
3. Shall maintain membership rosters and other Chapter databases;
4. Shall maintain all financial accounts of the Chapter including the
collection of dues, conference fees, etc.
5. Shall chair Registration Committee for Chapter annual conference.
6. Shall ensure that components of each year's chapter history are
posted to the Chapter website, and deposited in the Society's archives.
VI. Elections
A. The
Chair shall appoint a Nominating Committee, to be
chaired
by the Past Chair, no later than October 1.
B. The
Nominating Committee shall present at least
one candidate for each office.
C. The
nominee shall submit a written statement of
acceptance and a biography for
the inclusion on the ballot within the deadline
set by that committee. They are to be
returned by the date specified by the Nomination Committee.
D. Ballots
shall be emailed or mailed to Chapter members
by the Secretary/Treasurer no
later than December 1 and returned to that officer no later than December
15.
E. Ballots shall include space for write-in candidates.
F. Voting shall be done by mail/email in a manner which allows anonimity.
(See Appendix A for sample email ballot)
G. The candidate who receives the greatest number of valid votes
shall be elected.
H. Candidates shall be informed of the results by the Chair prior
to any public announcement. Announcement of the election results shall be
made public prior to December 31.
VII. Meetings
A. The Chapter shall hold at least one meeting per year to be called
by the Executive Committee.
B. Individual states, or smaller sub-sections of the Chapter may hold
meetings in addition to the Chapter meeting.
C. The Chair of the Chapter shall be responsible for the business meeting
agenda, drawing from suggestions submitted by the membership.
D. The Secretary/Treasurer shall mail/email notices of a meeting at
least four weeks prior to the meeting.
E. Business of the Chapter can be approved with a majority vote ofthose
present at the meeting (note: election and determination-of-dues votes are
passed only with a majority vote of the total membership).
F. Roberts Rules of Order, in the latest edition, shall govern the
Chapter in all cases to which it can be applied and in which it is not inconsistent
with the Bylaws of the Chapter.
G. Whenever these bylaws make no specific provisions, the organization
of and procedure in the Chapter shall correspond to those set forth in the
Bylaws of the Society.
H. Minutes of the Chapter meeting shall be distributed to the membership,
including the Regional Representative, for review by mail/email within a
month and to the Executive Director and the Regional Representative within
10 days after a meeting. Revisions to the minutes shall be noted by the Secretary/Treasurer
and submitted into record. Reading of the minutes during the Chapter
meeting shall not be required.
VIII. Committees
A. Committees may be appointed, elected, or voluntarily formed at the
discretion of the membership.
B. No committee may exist without a statement of purpose.
C. Each committee shall, as its first act, prepare a statement of purpose
to be submitted to the Chair within 30 days of its formation.
D. No committee may have a purpose overlapping with the purpose of
any previously established committee.
E. Executive Committee
a. The Chair, Vice-Chair, Past Chair and Secretary/Treasurer shall
constitute the Executive Committee.
b. The current Chair shall be the presiding officer of the Executive
Committee.
c. The duties of the Executive Committee shall be to call meetings,
establish other committees, recommend dues and other fees as needed, determine
provisions for filling unexpired terms in case of vacancies and to transact
all necessary business between Chapter meetings, subject to approval of the
membership at the next meeting. In addition, the Executive Committee
is responsible for reviewing the Chapter bylaws every five years, or sooner
if it seems warranted.
d. In lieu of in-person meetings, the Executive Committee may meet
via alternative means of communication, i.e. conference calls, email, etc.
F. Nominating Committee
a. The Chair shall appoint a Nominating Committee of at least three
persons no later than October 1 of each year.
b. The Past Chair shall be the presiding officer of the Nomination
Committee as one of the three members.
c. The Nomination Committee shall submit a slate of willing candidates
to the Executive Committee to be voted upon by the membership (see Section
VI for nomination procedures).
d. A member of the Nominating Committee may become a candidate for
office, but must resign from the Committee.
G. Conference Committees
a. Local Arrangements
1. Chair shall be a Chapter member residing in or familiar with conference
city.
2. Duties include defining content scope of program/sessions; producing
Call for Papers; evaluating paper submissions; determining Keynote Speaker
(if any); acting as liaison with keynote presenters/session chairs; defining
program-related costs (fee waivers for keynote, etc.)
b. Program
1. Chair shall be current Chapter Vice-Chair
2. Duties include defining content scope of program/sessions; producing
Call for Papers; evaluating paper submissions; determining Keynote Speaker
(if any); acting as liaison with keynote presenters/session chairs; defining
program-related costs (fee waivers for keynote, etc.)
c. Promotion
1. Chair shall be current Chapter Vice-Chair
2. Duties include distributing Call for Papers; announcing conference;
creating and distributing registration materials; compiling conference packets;
defining promotional costs (mailing, supplies, etc.); creating website.
d. Registration
1. Chair shall be current Chapter Secretary/Treasurer.
2. Duties include compiling above conference costs and determining
registration fee; recording pre-conference registration people and fees;
coordinating with Promotion on name tags, registration list, etc.; staffing
on-site conference registration/check-in if requested.
e. Funding
1. Chair shall be current Chapter Past Chair.
2. Duties include seeking grant money (for fiscal period October-September)
from ARLIS/NA for keynote speaker (due May 31) and seeking additional sponsors
(book publishers, local sponsors, etc.) in consultation with the Society's
Development Committee (Executive Board resolution, 2002).
IX. Reports
A. The Annual Report shall be prepared by the Chair and sent to the
Regional Representative by December 31 for filing with ARLIS/NA headquarters.
The Annual Report shall contain a review of Chapter activities, a listing
of officers of the Chapter for the new calendar year (with contact information),
a membership list and a financial report.
B. Informal reports of Chapter activities shall be prepared by the
Chair Elect for submission in the ARLIS Update publication in accordance
with deadlines determined by the editor (see Appendix B for template calendar).
X. Affiliations
Affiliation with other organizations in the defined region shall be in accordance
with the guidelines supplied by the Society.
XI. Amendments
A. Amendments to the Bylaws may be proposed by any member of the Chapter
and shall be submitted to the Executive Committee in writing.
B. After review by the Executive Committee, the text of the proposed
amendment shall be distributed to the voting membership for discussion and
a vote by mail/email or, if deemed necessary, reserved for the next Chapter
meeting.
C. Amendments must be approved by a two-thirds majority vote of the
membership.
D. The Bylaws shall be reviewed every five years by the Executive Committee,
or more frequently, if necessary.
XII. Dissolution
Upon the dissolution of the Chapter or the winding up of its affairs, the
assets of the Chapter shall be distributed exclusively for the charitable
or educational purposes or to organizations which are then exempt from federal
tax under Section 501 ©(3) of the Internal revenue Code of 1986 or corresponding
provisions of any subsequent federal tax laws and to which contribution are
then deductible under Section 170 ©(2) of such code or corresponding
provisions of any subsequent federal tax laws.
Organizations having proposes similar to those of this Chapter shall be preferred.
Appendix A - Sample Email Election Ballot
This ballot is to be sent via email to the Chapter Membership. It should
not be sent via the listserv as that list also includes non-members.
ARLIS/NA-MW chapter members with email addresses will receive this ballot by
email which can be returned anonymously via either fax or postal mail to
the Secretary/Treasurer. Those chapter members without email will receive
this ballot via postal mail. Please follow the directions carefully to ensure
confidentiality in the election process. Anonimity is not however required;
members can return ballots via email should they prefer convenience over
confidentiality.
DIRECTIONS:
If confidentiality
is not desired, simply reply to the Secretary/Treasurer via the email ballot.
DO NOT REPLY TO THE LIST. Those of you desiring confidentiality and receiving
this message by email, print out a copy of this message, remove any notation
indicating your name, and mark you choice for each position. If you
are receiving this message by postal mail, simply mark your choice for each
position. In both cases, return this ballot by either fax or mail by
15 December to:
ARLIS/NA-MW Chapter Secretary/Treasurer
(address)
(fax)
DO NOT REPLY BY EMAIL IF YOU WISH TO REMAIN ANONYMOUS! This will compromise
the confidentiality of your vote. For those who do not have printing
capabilities from your email, please contact the Secretary/Treasurer and
a paper ballot will be sent to you.
ARLIS/NA-MW Chapter
Officer Nominations:
VICE-CHAIR:
XXXX
Write In: __________________________________________
SECRETARY/TREASURER:
XXXX
Write In: ___________________________________________
Appendix B - Calendar Template for ARLIS/NA-MW Chapter
January
New Officers assume
responsibilities.
February
Call for Chapter meeting
at conference venue.
Announce conference
site and solicit volunteers for Conference Committees.
Prepare ARLIS Update
submission (due Feb 10 for April publication) including announcement of ARLIS/NA-MW
meeting at national conference and new Chapter officers.
Submit announcement
of Chapter meeting for inclusion in ARLIS/NA conference program and distribute
announcement on ARLIS-L.
March/April
ARLIS/NA annual conference.
Chapter Chair or other
representative of Executive Committee shall attend and represent Chapter
at all official functions. Chapter Executive Committee shall call for
Chapter meeting at conference venue to discuss and publicize Chapter Conference.
May
Chapter Conference
Call for Papers distributed. ARLIS/NA keynote speaker subsidy grant
due (May 31).
June
Conference program
defined. Prepare ARLIS Update submission (due June 10 for August publication)
including announcement of Chapter Conference program.
July
Conference pre-registration
information distributed.
September
Conference pre-registration
deadline.
October
ARLIS/MW annual conference.
Nominating Committee for Chapter office elections formed by Chair (October
1).
Prepare ARLIS Update
submission (due October 10 for December publication) including report on
Chapter Conference.
December
Chapter office elections
ballots distributed (December 1), counted (December 15) and results distributed.
Annual report written by Chair due to Regional Representative (December 31).
Rev. February 2003; Chapter name rev. April 2007.
