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The Congregational Library Association - National Capital & Suburban Areas |
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Founded in 1960 - Affiliate of The Church and Synagogue Library Association |
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Congregational Library Association The Professional organization of the Greater Washington Area Constitution
Article I: Name The name of this group shall be The Congregational Library Association.
Article II: Purpose The Purpose of this Association shall be to encourage better congregational libraries and library services by working together in inter faith fellowship, by sponsoring educational library projects, and by sharing information and resources.
Article III: Membership Section 1: Membership Categories - The membership of the Association shall consist of institutional and congregational libraries, librarians, library workers and other individuals interested in the objectives of the Association. Each member congregational library shall have a designated representative. |
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Section 2: Membership Voting Privileges - Each member, whether a congregational library or an individual, shall have one vote in the proceedings of the Association. In cases of an individual member serving as the designated representative of a congregational library, that member shall vote once for him/herself and once for the congregation. Section 3: Membership Eligibility - All prospective members shall be eligible for membership upon submission of application and payment of dues for the current year. The membership year shall be January 1st to December 31st of each calendar year.
Article IV: Elected Officers Section 1: Officers and Terms of Office - There shall be a President, Vice-President, Secretary, Treasurer, Assistant Secretary/Treasurer, Director of Publications, and Membership Director elected by ballot for a term of two years. No person may serve more than two successive full terms in any of office, except that, in an emergency, an incumbent may continue in office until a successor has been duly elected. Section 2: Procedures for Election of Officers - Said officers shall be recommended by a nominating committee or by nominations from the floor and elected by a majority of the voting Association members present at the Annual spring conference. Said elected officers shall assume the duties of the office at the next meeting of the Board of Directors. Vacancies shall be filled by the same procedure at the next regular meeting of the Association as a whole, after the vacancy occurs or as soon thereafter as possible. Section 3: Approval of Candidacy - Prior to the elections, approval shall be secured from the proposed nominees to ascertain as to whether or not they wish to have their name put on the slate for possible election.
Article V: Standing Committees Chairpersons of the standing committees shall be appointed by and serve at the pleasure of the President of the Association. Section 1: Nominating Committee - The Nominating Committee shall be composed of three members representing more than one denomination and more than one geographical location and shall be appointed by the President and approved by the Board of Directors. Section 2: Publication Committee - The Publication Committee shall be headed by the Director of Publications and shall be responsible for preparation, printing and distribution of the official newsletter and any other publications of the Association, which shall include notification of all regular meetings. Section 3: Membership Committee - The Membership Committee shall be headed by the Membership Director and shall be responsible for soliciting individuals and institutions to join the Association and the Membership Director shall be responsible for reconcile records of membership with the treasurer. Also, it shall be the responsibility of the Membership Director to present a report on the membership status at each meeting of the Board of Directors. Section 4: Ad Hoc Committees - Such other ad hoc committees will serve as the President may appoint for specific short-term duties from time-to-time.
Article VI: Archivist The President shall also appoint a member to serve as Archivist. The Archivist shall preserve a record of historical events and preserve those materials of the Association, which, as the termination of said appointment, shall be turned over to the new Archivist for the permanent record of the Association. The appointment of the Archivist shall be for a period of one year and may be reappointed to the same position for such a time, as he/she is willing to serve.
Article VII: Board of Directors Section 1: Officers of the Board - Elected officers, standing committee chairpersons, the Archivist and the Immediate Past President shall constitute the Board of Directors. The Immediate Past President shall serve ex-officio with vote. Section 2: Officer Responsibility – Members of the Board of Directors are responsible for attending meetings and maintaining current membership within the Association. Absence from more than three meetings per year and lack of maintaining a current paid membership status in the Association are grounds for being dropped as an officer. Officers not in compliance with the terms of membership of their office as stated above will be reported by the President to the Board at a meeting of the Board and will upon vote of the Board be dropped from the Board as an officer.
Article VIII: Meetings Section 1a: General Meetings and Gatherings of the Membership - The Association shall hold general programmatic meetings for the members at least three times a year; scheduled for February, April, and September. The April meeting will be the Annual Conference of the Association. Section 1b: Board of Directors - The Board of Directors of the Association shall meet at least four times a year. Section 2: Special Meetings - When necessary, special meetings may be called at the direction of the President or upon petition by three members representing more than one denomination and more than one geographical area. Section 3: Quorum - A quorum shall be a minimum of twelve members, for a general meeting, in which business is conducted. A quorum of the Board of Directors and shall be five (5) officers for a Board of Directors meeting. Section 4: Conducting of Meetings – All meetings shall be conducted using Roberts Rules of Parliamentary Procedure.
Article IX: Amendments This Constitution may be amended at any regular meeting of the Association by a majority vote of the members present provided that the proposed amendments shall have been submitted in writing to the Association members at least Sixty (60) days prior to being voted upon.
Congregational Library Association The Professional organization of the Greater Washington Area
By-Laws
Article 1: Dues Section 1: Annual Dues – Any changes to the Annual dues of the Association shall be made by a vote of the Board of Directors at least 3 months prior to the annual conference. Section 2: Membership Renewals - Individuals who have not renewed their membership before the fall meeting shall be dropped from the membership of the Association. Any member thus dropped shall be reinstated upon payment of dues for the full current year.
Article II: Duties of the Officers Section1: The President - The president shall preside at all regular and special meetings of the Association appoint all committee chairpersons and appoint the Archivist. The President shall be responsible for being sure that all officers and appointees carry out designated and delegated tasks and for providing support to all officers and appointees. Section 2a: In the absence of the president, the Vice-President shall act as president and preside at regular and special meetings. In the event of a vacancy in the office of President, the Vice-President shall become President, thus creating a vacancy in the office of Vice-President, to be filled as prescribed in Article IV, Section 2 of the Constitution. Section 2b: The Vice-President - The Vice-president shall assist the President in the execution of his/her responsibilities. The main duty of the Vice-President shall be the oversight of all programming of the Association. Section 3a: The Secretary - The secretary shall keep minutes of all regular and special meetings of the Association, provide the Director of Publications with copies of the minutes of regular meetings for distribution to all members; notify members of all special meetings, and carry on such correspondence as necessary in behalf of the Association or as directed by the President. All records of the Secretary shall become the permanent possession of the Association, and it will be his/her duty to turn over the completed minute record book of all meetings to the next Secretary at the conclusion of his/her term of office, at the installation of new officers. Section 3b: The Assistant Secretary/Assistant Treasurer shall assist the Secretary and the Treasurer in the execution of the responsibilities of their offices and shall carry out the duties of either of their offices in his/her absence, at meetings. Section 4a: The Treasurer - The Treasurer shall receive, disperse and keep a financial records of all monies pertinent to the affairs of the Association; receive all membership applications (within the month of receipt) and at each regular meeting, distribute a written financial report to the membership which shall then be submitted to the Secretary for filing; compile an annual report on the status of the finances of the Association, which shall become a permanent record of the Association. The records of the Treasurer shall be reviewed by members of the Board of Directors prior to the January meeting of the Board of Directors with such review being filed with the Secretary. The Treasurer shall following receipt of membership dues and renewal forms, pass along the membership forms to the Membership Director within the month of receipt. Section 5: The Director of Publications - The Director of Publications shall be responsible for overseeing the preparation, printing and distribution of the official newsletter of the Association, which shall include notification of all regular meetings. Section 6: The Membership Director - The Membership Director shall be shall be responsible for overseeing the work of and supervising the Membership Committee. And under the Director the Membership Committee shall solicit individuals and institutions to join the Association. The Membership Director shall be responsible for reconciling the records of membership with the Treasurer. Also, it shall be the responsibility of the Membership Director to present a report on the membership status at each meeting of the Board of Directors.
Article III. Amendments- By-laws, not in conflict with the Constitution, may be adopted or amended by a majority vote of members present at any meeting. Changes in the Constitution and the By-Laws will be recorded in the Association’s official newsletter in order to notify the membership.
Constitution and By-Laws Originally adopted: April 13, 1961 Amended: August 01, 1963 August 16, 1963 January --, 1964 ______ --, 1965 April 25, 1970 October 14, 1972 February 5, 1977 January 22, 1983 June 11, 1983 October 20, 1984 April 24, 1999 May 19, 2007 February 20, 2010
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