NEW YORK BLACK LIBRARIANS CAUCUS ROUNDTABLE

 BYLAWS

 

 

ARTICLE I: NAME AND AUTHORITY

 

Section 1. Name

The name of this organization shall be the New York Black Librarians Caucus (NYBLC) Roundtable of the New York Library Association (NYLA).

Section 2. Authority

The New York Black Librarians Caucus (NYBLC) Roundtable derives its authority from Article V. Section 7.3 of the NYLA Bylaws as such: “Upon petition of at least 25 Personal Members of the Association, the Council may authorize the establishment of a Roundtable.  The petition shall include a statement of purpose that does not fall within the scope of any existing Section or Roundtable.  Any Member of the Association, in good standing, may become a member of any Roundtable.

 

ARTICLE II: PURPOSE

 

NYBLC was established to provide a forum for the exchange of information including, but not limited to, the following:

  1. To create leadership and management issues, including relationships with Board of Trustees, ethics, statistical reporting, budget and finance, and systems design.
  2. To support library professionals.
  3. To disseminate information and improve the quality of library service in the Black communities.
  4. To promote professional growth in librarianship.
  5. To work for legislation that relates to libraries and librarians.
  6. To advocate equal job opportunities, professional development, proficiencies, salary, and recruitment.
  7. To provide personnel administration, job information, and career development.

 

ARTICLE III: ROUNDTABLE MEMBERSHIP

 

Section 1. Roundtable Membership

Any individual member of NYLA may become a member of NYBLC upon the payment of the annual dues.

Section 2. Rights and Privileges

Only individual members shall have the right to vote, hold office, or serve on a committee.  The privilege of membership shall include receipt of official publications.

Section 3. Dues

Annual dues for membership shall be determined by NYLA Council.

Section 4. Membership Year

The membership year shall coincide with NYLA membership terms.

 

ARTICLE IV: NEW YORK BLACK LIBRARIANS CAUCUS EXECUTIVE BOARD

 

Section 1. Powers

All powers of the New York Black Librarians Caucus of NYLA shall be vested in the NYBLC Board.  The Board shall be authorized to take any and all action in furtherance of the roundtable’s purposes.

 

Section 2. Board Composition

The NYBLC Executive Board shall consist of a total of six (6) members: President, Vice President/President-Elect, Recording Secretary, Corresponding Secretary, Treasurer, and Immediate Past President.

 

The NYBLC Executive Board shall have the authority to conduct all business pertaining to the organization between membership meetings.

 

The NYBLC Executive Board must meet electronically before each membership meeting and other meetings may be called by the President as needed.  The President may invite members to attend the Executive Board meetings as needed.

 

Any member in good standing may request in writing to the President permission to attend the Executive Board at least one week prior to the scheduled meeting.

 

Section 3. Elections of NYBLC Board Members

  1. The election of NYBLC Board members shall follow the NYLA Election Timeline.
  2. Candidates for the NYBLC Board shall be nominated by NYBLC members or may volunteer by self-nomination.  All candidates must be members of NYBLC at the time of their nomination.
  3. An ad-hoc Nominating Committee shall be appointed by the NYBLC Board and consist of two NYBLC Board Members to prepare a slate of candidates for all vacant or expiring NYBLC Board Member positions by May 1st each year.
  4. All candidate materials requested by the NYBLC Board (i.e. Resume, Letter of Intent, etc.) will be due at the time of the Slate of Candidates.
  5. The Slate of Candidates and candidate materials will be emailed to the NYBLC Membership no later than June 10 each year.
  6. Roundtable ballots controlled by NYLA open mid-June each year and close by mid-July.  Approximately one week after the section ballot closes, the results will be announced.
  7. Candidates receiving the winning number of votes will begin their term on the NYBLC Board following the Annual Meeting of the election year.

 

Section 4. Terms

  1. Except as otherwise provided by these bylaws, a board member’s term of office shall be two (2) years.  The terms of office of Board Members have staggered end dates so that not more than four (4) Board Members’ terms shall expire in any year.
  2. Board Members appointed by the NYBLC Board to fill a vacancy caused by the resignation, death, or removal of a board member shall serve the balance of the term of the Board Member who they have been appointed to replace.
  3. Elected Board Members shall assume their duties following the annual conference.

 

Section 5. Vacancies

Vacancies occurring due to resignation, death, or removal of a Board Member among the NYBLC Board shall be filled by appointment by the Board of the NYBLC Member in good standing.  This appointment shall serve the balance of the term of the board member who they have been appointed to replace.

 

Section 6. Attendance

Any Board Member absent from three (3) consecutive board meetings shall be deemed to have resigned as a Board Member if such absences are determined by a majority vote of the Board Members to have been without reasonable cause.

 

Section 7. Resignation

Any Board Member may resign at any time by submitting his or her resignation in writing to the President or Secretary of the Board.  Such resignation shall be effective upon receipt unless another date is specified therein.

 

Section 8. Compensation of Board Members and Officers

No Board Member or Officer shall receive, directly or indirectly, any compensation or other payment from the New York State Black Librarians Caucus unless authorized by concurring majority vote of all Board Members and in no event shall any compensation or payment be paid or made except reasonable compensation for services actually rendered or reimbursement for disbursements actually incurred.  A Board Member or Officer with an interest, direct or indirect, in any contract relating to the operation of the New York State Black Librarians Caucus or in any contract for furnishing supplies thereto, shall disclose such interest at or prior to the meeting at which approval of such contract is to be considered.  The Board shall not enter into such contract unless doing so is authorized by a majority of the total number of Board Members, excluding the interested Board Member.

 

ARTICLE V: OFFICERS AND THEIR DUTIES

 

Section 1. Officers

The Board officers of the NYBLC Board shall be a President, Vice-President/President-Elect, Recording Secretary, Corresponding Secretary, Treasurer, and Immediate Past President.  The officers must be NYBLC Board Members in good standing throughout their term of office.

 

Section 2. Officer Resignation

Any officer may resign his or her office at any time, by submitting a resignation in writing to the President, Vice President/President-Elect, or Secretary of the Board.  Such resignation shall be effective upon Board approval.  The resignation by a Board Member from an Office position on the Board shall not be construed as a resignation of the Board Member as a Board Member unless such resignation is also tendered in accordance with Article IV, Section 6 of these Bylaws.

 

Section 3. Officer Vacancy

  1. A vacancy occurring in the position of President shall be filled by the Vice-President/President-Elect who will fill the remainder of that term.
  2. Within sixty (60) days of the position of Vice President/President-Elect, Secretary, and/or Treasurer, becoming vacant, the Board will appoint a current member to the position to fill the remainder of that term.

 

Section 4. Duties of Officers

  1. President
    1. Presides over meetings and programs of the organization, including Executive Board and the General Board meetings; and other functions of the organization.
    2. Appoints and reviews the work of committees and chairpersons with the advice and consent of the Board.
    3. Serves as an ex-officio member of all committees except the Nominating Committee.
    4. Gives an annual report on the accomplishments and needs of NYBLC at the annual meeting.
    5. Prepares and submits a written report for all NYLA in-person Council meeting (Section/Roundtable/Committee) reports due two (2) weeks prior to the meeting date.
  2. Vice President/President-Elect
    1. Assumes the duties of the President in the absence, resignation, disability, death, or inability to perform his or her duties.
    2. Performs other duties as assigned by the President.
  3. Recording Secretary
    1. Records all minutes of Executive and General Board meetings and conferences and sent via email to the President and to the Corresponding Secretary within fourteen (14) days of meetings.
    2. Maintains a complete record of committee members and their assignments.
  4. Corresponding Secretary
    1. Maintain an accurate list of correct names and addresses of active members of the organization with NYLA.
    2. Responsible for maintaining electronic communication (website/listserv) for keeping members informed of the organization activities.
    3. Notify Executive and General Board of all meetings.
    4. Receive from the Nominating Committee at least thirty (30) days before election a copy of the biographical information of each candidate.
    5. Arranges for the mailing of biographical information of each candidate at least fourteen (14) days before election.
    6. Reports immediately in writing the names of successful candidates to all officers, members of the Executive Board and all candidates
    7. Passes on all records in good order to the incoming Corresponding Secretary within one (1) month after leaving office.
  5. Treasurer
    1. Receives, records, certifies, and transmits reimbursement requests of NYBLC to NYLA.
    2. Reconciles NYBLC financial records with NYLA records.
    3. Submits a financial report to NYBLC at Executive Board meetings and at the annual meeting.
  6. Immediate Past-President
    1. In two (2) years following his/her presidency serves as a member of the Executive Board with all the responsibilities and rights accruing thereto.
    2. Acts as a consultant and resource person to the President and Vice-President in matters appropriate to their offices.
    3. Serves as appointed by the President as an ex-officio member on committees.
    4. Serves as chair of the Nominations and Elections committee and presides over annual elections.

 

 

 

ARTICLE VI: MEETINGS

 

Section 1. Annual Meeting

The Annual Meeting of the NYBLC board shall take place during and within the NYLA Annual Conference and virtually. During this meeting, the board will appoint officers, review the bylaws, schedule quarterly meetings, and introduce oncoming board members.

 

Section 2. Regular Meetings

Regular meetings of the Board shall be held at least quarterly, At such times and places as Board members shall determine; provided, however that the Annual Meeting of the Board shall, for purposes of this roundtable be deemed to be the regular meeting of the Board in and for the quarter in which such Annual Meeting is held.

 

Section 3. Special Meetings

Special meetings may be called at the discretion of the Board, providing advance notice is given to the Board at least 14 days.

 

Section 4. Remote Conference Meetings

The NYBLC board may conduct business via conference call providing that notice was given via the NYBLC listserv at least 14 days prior to the meeting date and a quorum of the Board is in attendance on the conference call.

 

Section 5. Quorum

            Ten (10) percent of the members in good standing shall constitute a quorum.

Section 6. Meeting Minutes

A record of actions taken during all meetings shall be recorded by the Secretary and approved at the next scheduled meeting, A record of meeting minutes shall be housed on the NYLA website on the NYBLC page.

 

Section 7. Voting

  1. At all meetings, Board Members shall receive one vote per motion put forth by the Board.
  2. Electronic voting via email on business items of the Board may take place by adhering to the following procedure:
    1. Board President sends an announcement of upcoming electronic voting to the NYBLC listserv with relevant information and draft motion.
    2. Board Members may respond, discuss, or ask for additional information.
    3. Following relevant discussion, the Board President resends the motion to the NYBLC listserv with all relevant information and language of proposed motion requesting a second and a deadline for voting.
    4. Once second is received, all Board Members may vote in favor, against, or abstain from prosed motion.
    5. Once the voting deadline passes, the Secretary will tally votes and send the formal results to the NYBLC listserv.
    6. Results of electronic voting shall be confirmed in the meeting minutes of the next in-person Board Meeting.

 

 

ARTICLE VII: COMMITTEES AND STANDING COMMITTEES

Section 1. Standing Committees are as follows:

  1. By-Laws
  2. Fundraising
  3. Membership & Recruitment
  4. Programming
  5. Public Relations/Publicity
  6. Scholarship & Scholarship Selection

 

Section 2. Ad Hoc Committees

May be appointed by the President with the approval of the Executive Committee as needed.

 

Section 3. Committee Records and Reports

All committee chairpersons shall submit a written report to the President at least one (1) week before each membership meeting.

 

Section 4. Standing Appointments

  1.    Conference Curator
    1. Chair of the Conference Planning Committee to coordinate conference speakers for the New York Black Librarians Caucus slots during the NYLA Annual Conference.
  2. NYLA Council Representative
    1. Liaison between NYLA Council and the NYBLC Board
    2. Prepare and deliver reports from NYLA Council actions to the NYBLC Board

 

ARTICLE VIII: FINANCES

 

Section 1. Fiscal Year

The fiscal year shall be concurrent with that of the New York Library Association.

 

 

 

Section 2. Budget

The NYBLC Treasurer will draft a budget annually to be approved by the NYBLC Board at the Annual Meeting.

 

Section 3. Financial Authorization

No officers, committee chairs or members shall incur any expense in the name of NYBLC unless authorized by the Treasurer and President.

 

Section 4. Financial Records

The official financial records shall be maintained at the office of NYLA.

 

Section 5. Audit

The Treasurer shall keep accurate records of all financial transactions subject to any audit performed by NYLA or its accountants.

 

ARTICLE IX: DISSOLUTION

 

The New York Black Librarians Caucus may dissolve under a two-thirds vote of its total membership or by the process outlined in the NYLA bylaws.  All assets held by the NYBLC Board at the time of dissolution shall be granted to NYLA.

 

ARTICLE X: OFFICIAL DEPOSITORY

 

The Recording Secretary shall maintain the official file of all publications, reports, minutes, etc. pending transfer, as appropriate, to the NYLA archives.

 

ARTICLE XI: AMENDMENTS

 

Section 1. Amending Bylaws

Bylaws may be amended by a two-thirds (⅔) vote of the members providing that notice of the amendment has been distributed to the membership at least thirty (30) days prior to the vote.  Upon approval by the membership, the changes shall be submitted to NYLA Council for review.

 

Section 2. Electronic Voting to Amend Bylaws

Electronic voting to amend the bylaws shall be permitted following Article VI, Section 5.

 

 

 

 

ARTICLE XII: CONFLICTING BYLAWS

 

In the event of a conflict between these Bylaws and the Bylaws of NYLA, the Bylaws of NYLA shall be controlling.

 

ARTICLE XIII: PARLIAMENTARY AUTHORITY

 

The rules contained in Roberts’ RULES OF ORDER, REVISED, shall govern the organization in all cases where applicable where they are not inconsistent with the Bylaws of this organization and NYLA.

 

 

Revised July 2019