Public Library Division
BYLAWS

(Revised: November 1997)
(Revised: April 2004)

ARTICLE 1
NAME

The name of this organization shall be the Public Library Division, a Division of the Montana Library Association. It shall be referred to hereinafter as the Division.

ARTICLE II
PURPOSE

The purposes of the Division shall be:

Goal 1: To promote communication about and among public libraries in Montana.

Goal 2: To provide its membership with continuing education in areas which may be utilized by librarians.

Goal 3: To promote a cooperative use of materials and facilities and the exchange of information among its membership.

Goal 4: To offer support and carry out activities as appropriate to affect legislation, regulations, and other governmental actions and/or inactions that bear on the interests of this Division's members and field of interest.

ARTICLE III
AFFILIATION WITH OTHER GROUPS

This Division shall be a Division of the Montana Library Association, subject to its Bylaws.

ARTICLE IV
MEMBERSHIP

There shall be four classes of membership: Individual, Institutional, Corporate, and Honorary Life.

Section 1. Individual Members. Any person who is actively employed in a public library, who serves as a trustee of a public library, or who is a friend of public libraries may become an Individual Member of this Division by payment of dues to the Montana Library Association. Upon payment of dues, an Individual Member is entitled to all the voting privileges of the Division.

Section 2. Institutional Members. Any public library may become an Institutional Member of this Division by payment of dues to the Montana Library Association. Each Institutional Member is entitled to all the voting privileges of the Division. Through a delegated representative, each Institutional Member may have one vote on all questions which come before the Division.

Section 3. Corporate Members. Corporations, except institutions eligible for Institutional Membership, may become a member of the Division by payment of dues to the Montana Library Association. Each Corporate Member is entitled to all the voting privileges of the Division. Through a delegated representative, each Corporate Member may have one vote on all questions which come before the Division.

Section 4. Honorary Life Member. Any person, retired from regular employment or service, who has been employed by or who has served a public library, may become an Honorary Life Member of this Division according to the procedures established by the Montana Library Association.

ARTICLE V
OFFICERS

Section 1. Number of Officers. The officers of this Division shall be a Chair, a Vice-Chair/Chair-Elect, and a Secretary.

Section 2. Term of Office. The term of office for officers shall be one year except as provided for in Section 4 of this Article. The term shall begin July 1.

Section 3. Duties of Officers

1. Chair. The Chair shall preside at all meetings of the division and of the Executive Board of the Division. (See Article VI). The Chair shall appoint all standing or ad hoc committees and shall serve as an ex officio member of all committees with the right to vote in case of tie. The Chair shall be responsible for the planning of the annual meeting of the Division at which time he or she shall report to the membership. The Chair shall report news and information to the membership through Focus, the official publication of the Montana Library Association. The Chair shall prepare a budget for his/her term of office to be submitted to the Montana Library Association Board of Directors, as well as prepare an annual report in writing to the Association President. The Chair shall be a member of the Montana Library Association Board of Directors and be responsible for liaison to other organizations, agencies, and associations. Upon approval of the MLA Executive Committee, the Chair may appoint a proxy to represent him or her at MLA Board meetings.
2. Vice-Chair/Chair-Elect. The Vice-Chair/Chair-Elect shall succeed the Chair at the end of the elected one-year term and shall immediately assume the office of Chair if the Chair is no longer able to perform the duties of such office, as determined by Article V, Section 4. The Vice-Chair/Chair-Elect shall, in the absence of the Chair, perform the duties of the Chair. The Vice-Chair shall be responsible for all publicity on behalf of the Division.
3. The Secretary shall be responsible for the records of all meetings of the Division and of the Executive Board, for maintenance of a file of executive correspondence, and for any communication with the membership that the Executive Board may deem necessary or desirable.

Section 4. Succession or Replacement of Officers.

1. a. In the event that the Chair is disabled, resigns, or is otherwise unable to perform the duties of the office, the title, duties and obligations of the office shall be assumed by the Vice-Chair/Chair-Elect, who shall then serve until the end of his/her own term as Chair. A special election shall be held to fill the office of Vice-Chair/Chair-Elect. The new Vice-Chair/Chair-Elect shall serve the unexpired term of his or her predecessor and shall thereafter succeed to the office of Chair.
2. In the event that the Vice-Chair/Chair-Elect is disabled, resigns, or is otherwise unable to perform the duties of the office, a special election shall be held to fill the office. The new Vice-Chair/Chair-Elect shall serve the unexpired term of his or her predecessor and shall thereafter succeed to the office of Chair.
3. Should the office of Secretary become vacant, other than at the end of the term, the Chair may appoint any active member to fill the vacancy for the duration of the existing term.

ARTICLE VI
EXECUTIVE BOARD

The administration of the affairs of the Division shall be vested in the Executive Board which shall consist of the officers of the Division and the most recent Past-Chair of the Division. The Executive Board shall conduct all business of the Division which is necessary between meetings of the membership. The Executive Board may caucus the membership on any issue before the Board and may call special meetings of the membership.

ARTICLE VII
NOMINATIONS AND ELECTIONS

Section 1. Nominating Committee. The Chair shall appoint a Nominating Committee of three members each year. The most recent past Chair shall be Chair of the committee.

Section 2. Regular Elections. The Nominating Committee shall submit to the Chair for distribution to the membership of the Division a ballot containing a slate of candidates for office and a resume for each candidate no later than sixty (60) days prior to the annual meeting. The slate shall contain up to two candidates for each office. Voting shall be by mail, e-mail, or fax. Distribution of the ballots and resumes shall be no later than thirty (30) days prior to the annual meeting. The Nominating Committee shall count the ballots and notify the Division Chair of the results. Candidates receiving the highest number of votes in each office shall be elected.

Section 3. Term of Office. New officers assume office on July 1.

Section 4. Special Elections. The Nominating Committee shall submit a list of candidates and their resumes to the Chair no later than thirty (30) days after the disability of, resignation by, or removal from office of the Chair or Vice-Chair/Chair-Elect. Special election may be held by mail, e-mail, or fax or at a business meeting, as determined by the Executive Board.

ARTICLE VIII
YEAR

The fiscal year of the Division shall coincide with the fiscal year of the parent organization, the Montana Library Association - July 1-June 30.

ARTICLE IX
FISCAL

Section 1. Dues. No special dues shall be charged by this Division. Membership shall be determined through payment of dues to the Montana Library Association.

Section 2. Operating Budget. The Executive Board shall submit to the Board of Directors of the Association a tentative budget for the support of that year's work by the date specified by the President. On the basis of this, and in light of the Association's financial situation, the Board of Directors of the Association shall allot a definite sum to the Division, notification of the amount to be made to the Division Chair following approval of the budget.

Section3. Special Assessments. The Division may assess fees from participants in Division-sponsored workshops or seminars, provided that such fees be designed only to cover immediate costs of the seminar or workshop, and that gratuities to speaker remain minimal.

ARTICLE X
MEETINGS

The annual meeting of the Division shall be held in conjunction with the Annual Meeting of the parent organization, the Montana Library Association. Voting at meetings will generally be by voice unless a ballot is required. A majority vote of those present and voting will prevail on all business matters, except the Bylaws amendments shall require a two-thirds vote.

ARTICLE XI
QUORUM

Twenty-five percent of all Membership shall constitute a quorum of the Division for the transaction of business.

ARTICLE XII
COMMITTEES

Section1. Standing Committees. Standing Committees may be instituted should the membership determine and express a need for such. Standing Committees shall report to the membership at the annual meetings.

Section 2. Ad Hoc Committees. The Chair may appoint Ad Hoc Committees at any time. An Ad Hoc Committee shall finish its mission within two years of its formation and shall report to the Chair.

ARTICLE XIII
AMENDMENT OF BYLAWS

The Bylaws may be amended by a two-thirds majority vote of those present and voting at the annual meeting of the Division or by two-thirds majority vote of the membership via mail, e-mail, or fax provided that proposed Bylaws changes shall be distributed to the membership at least thirty (30) days prior to the or the vote deadline date.

ARTICLE XIV
RULES OF ORDER

The rules contained in Robert's Rules of Order, latest edition, shall govern the Division in all cases to which they are applicable and are not inconsistent with the Bylaws of this Division.