NCLA Media Services Division Constitution

NCLA Media Services Division Constitution

CONSTITUTION
of the
MEDIA SERVICES DIVISION
of the
NASSAU COUNTY LIBRARY ASSOCIATION

Article I : NAME

Section 1. This organization shall be known as the Media Services Division of the
Nassau County Library Association.

Article II : OBJECTIVES

Section 1. The objectives of this division shall be:

a. To unite in one division all those who are concerned with promoting and maintaining the interests of audiovisual services in Nassau County (New York) libraries.

b. Provide a forum whereby personnel of various libraries can exchange ideas
and participate in programs with the purpose of improving audiovisual services,
such as: photograph records, audio cassettes, compact discs, video cassettes,
film (8mm and 16 mm), microfilm, microfiche, and possible other formats, in libraries.

c. Assist the general organization and divisions of NCLA in developing and
furthering its programs relating to audiovisual materials specifically.

d. Have representation on the Board of Directors of the Nassau County Library Association.

Article III : MEMBERSHIP

Section 1. Membership in the Media Services Division shall be open to any person
who indicates appropriate interest in the aims and programs of this
Division upon payment of dues as indicated in the dues structure of the
Nassau County Library Association.

Article IV : ADMINISTRATION

Section 1. The administration of the affairs of the Media Services Division shall be
vested in the Board of Directors, which shall consist of the Officers of
the Division, the immediate past president and two elected directors, all
of whom shall be voting members.

Section 2. There shall be at least three regularly scheduled Board meetings during the year. All regularly scheduled Board meetings shall be open to the Division membership, who call be notified of the time and place of such meetings.

Section 3. Special meetings of the Board of Directors may be called by the
President or by request of a majority of the Board. The agenda must
be limited to the purpose for which the meeting was called.

Article V : OFFICERS

Section 1. The officers of this Division shall be:

President
Vice-President (President-Elect)
Corresponding and Recording Secretary
Treasurer

all of whom shall be members in good standing of the Nassau County
Library Association.

Section 2. All officers shall continue in office for one calendar year or until the next election.

Section 3. A majority of all votes cast shall be necessary to constitute an election.

Section 4. In the event an office becomes vacant, the Board of Directors, by majority vote, shall appoint a new Officer for the remainder of the unexpired term.

Article VI : MEMBERSHIP MEETINGS

Section 1. There shall be at least two meetings a year, one specifically a Media
Services Division Meeting, and the other the Annual Meeting of the
Nassau County Library Association at which the newly elected Officers
of the Media Services Division shall be presented.

Section 2. (a) Special meetings may be called by the President, as needed,
at the request of a majority of the Board of Directors, or at the
written request of any ten members of the Division.

(b) Special meetings may be called either by phone, fax, mail or
newsletter within any reasonable time.

Article VII : RULES OF ORDER

Section 1. All meeting shall be conducted under Roberts Rules of Order Newly Revised.

Section 2. The members present and in good standing shall constitute a quorum
at any meeting of the Division.

Article VIII : PROVISION FOR BY-LAWS

Section 1. By-laws may be adopted, amended or rescinded by a majority vote of the
members, present and voting, at any regular meeting of the Division,
provided that the entire membership has received ten days prior written
notice, containing the text of the change(s).

Article IX : AMENDMENTS

Section 1. The constitution may be amended by three-quarters vote of the members, present and voting, at any meeting of the Division, provided that written notice, containing the proposed change(s) is sent to the entire membership of the Division at least thirty days prior to the date of the meeting.

BY-LAWS

Article I : FINANCING

Section 1. The Board of Directors of the Nassau County Library Association
includes in the Association's budget an annual amount for the Media
Services Division. The Division will submit an annual budget request
to the NCLA Finance Committee.

Section 2. The Media Services Division may make special requests for funds to
the Nassau County Library Association Board of Directors during the
year if it requires additional funds above its budgeted amount.

Article II : ELECTION OF OFFICERS

Section 1. The Membership Chairperson shall also chair the Nominating Committee.

Section 2. No later than May 1, the Board of Directors shall submit to the Nominating
Committee Chairperson a list of at least eight names, from which the
Chairperson shall select four to serve on the Nominating Committee.

Section 3. The Nominating Committee shall present a slate of at least one candidate
for each elective office except those of President and Directors.

Section 4. The Vice-President shall be President-Elect.

Section 5. The Nominating Committee shall present a slate of at least two candidates
for each of the elective positions of Director. For the first year, one will be
elected for one year, one for two years. Thereafter, one will be elected to
serve a two-year term beginning in the even-numbered years, and one will be
elected to serve a two-year term beginning in odd-numbered years.

Section 6. The Nominating Committee shall send to the entire membership names of
candidates no later than October 25th, with a written ballot to be returned
no longer than November 15th. Election shall be by majority vote.

Section 7. Nominations for all positions may also be made by petition, signed by five
members in good standing, filed with the Chairperson of the Nominating
Committee by October 1.

Section 8. Officers shall be presented at the Annual Meeting of the Nassau County
Library Association to take office January 1.

Section 9. All officers shall be elected for a period of one year, except one Director
who shall serve for two years.

Article III : DUTIES OF OFFICERS

PRESIDENT

Section 1. It shall be the duty of the President to preside at all meetings and to enforce
all laws and regulations relating to the administration of this organization.

Section 2. The President shall be a member ex-officio of all committees except the
Nominating Committee.

Section 3. The President shall appoint chairpersons of committees.

VICE-PRESIDENT

Section 5. In the absence of the President, the Vice-President shall have all the powers
and prerogatives of the President. The Vice-President shall be President-
Elect.

Section 6. The Vice-President shall be a member ex-officio of all committees except
the Nominating Committee.

CORRESPONDING AND RECORDING SECRETARY

Section 7. The Corresponding and Recording Secretary shall conduct all correspondence,
shall issue notices of meetings and shall keep a register of the members of the
Division.

Section 8. All resolutions and proceedings of Media Services Division membership and
Media Services Division Executive Board meetings shall be kept by the
Corresponding and Recording Secretary.

TREASURER

Section 9. All invoices covering Media Services Division expenditures shall be approved by
the Treasurer, upon authorization of the President, and submitted to the Nassau
County Library Association President with appropriate forms for payment. The
Treasurer of the Media Services Division shall submit a financial report at each
general meeting of the Division.

ARTICLE IV : COMMITTEES

Section 1. There shall be at least four committees, which shall include Constitution and
By-laws, Nominating, Program and Continuing Education, and Membership.

Section 2. Committee Chairpersons shall be appointed by the President. These
chairpersons should be members in good standing of the Division.

May 11, 1989
Approved by NCLA, May 12, 1989

Top of Page