ESRT: Bylaws

ARTICLE I -- NAME

The name of this group shall be the ETHNIC SERVICES ROUND TABLE of NYLA.

ARTICLE II -- PURPOSE

The purpose of this Round Table is to provide a forum for the exchange of information with the following objectives:

To share information on ethnic services through a cooperative network; assist and promote ethnic collection development in English and other languages; design services for ethnic groups; and provide up-to-date funding information available from public and private sources in support of ethnic programs.

ARTICLE III -- MEMBERSHIP

Section 1. Members:

Any personal, institutional or organizational member of NYLA may become a member of the Round Table upon payment of dues. Refer to NYLA schedule of costs for membership dues.

A. Personal Members are:

Librarians, trustees, publishers, community leaders and all those interested in the promotion of the objectives of the group.

Student Members: Those individuals enrolled in programs of higher education leading toward the master's or doctorate degree may participate in the work of the Round Table by indicating their status upon joining the New York Library Association.

B. Institutional Members:

Institutional members of the New York Library Association may become members of the Round Table upon payment of dues.

Section 2. Rights and Privileges:

Only personal members of the Round Table shall have the right to vote and hold office, as well as the right to be appointed to a committee or task force. All members shall receive the newsletter. All other privileges of membership shall not be denied to any members.

Section 3. Dues:

The dues are payable in accordance with the practices of the New York Library Association in the determination of the fiscal year.

ARTICLE IV -- OFFICERS

Section 1. Officers:

The elected officers of the Round Table shall be President, Vice-President/President Elect, Secretary, Treasurer and up to 3 Members-at-Large. These officers, the immediate past President, Chair of the Membership/Public Relations Committee, Chair of the Awards Committee, and the Chair of the Publications & Newsletter Committee will form the Executive Board.

Section 2. Duties of the Officers:

President:

Shall preside at all Executive Board and general membership meetings; shall serve as ex-officio member of all committees; shall appoint the chairperson of all committees; shall provide copies of a written agenda for each general membership meeting; and shall act as a liaison between the Round Table and other organizations. Upon completion of term, serves as Chair of the Nominating Committee.

Vice-President/President Elect:

In the absence or disability of the President, the Vice-President shall perform the duties and exercise the powers of the President. The Vice-President shall also assist the President and perform such other duties and have such other powers as are prescribed in the Bylaws and as from time to time may be prescribed by the Executive Board, and will serve as Chair of the Conference Program Committee.

Secretary:

Shall be responsible for the minutes of both the Executive Board and general membership meetings (said minutes shall be readily available to all members at each meeting); shall conduct correspondence; and shall preserve all its records in a permanent file.

Treasurer:

Shall have custody of and be responsible for all Round Table funds and shall keep full and accurate account of receipts and disbursements in the books of the Round Table. The Treasurer shall deposit or cause to be deposited all monies or other valuable effects in the name of the ETHNIC SERVICES ROUND TABLE in such depositories as may be prescribed by the Executive Board.

Members-at-Large:

Shall coordinate meetings, membership drives and other local activities and shall perform other duties as may be prescribed by the Executive Board, including, but not limited to, program planning for the Annual Conference, and Chairing Standing Committees.

Section 3. Election of Officers:

Prior to April 1, the Nominating Committee shall send a notice to the membership inviting nominations. One month from the date of the mailing of the notice shall be allowed for receipt of nominations, with two nominations needed for consideration as a candidate. The Nominating Committee shall offer the names of a maximum of two candidates for each office. In the case where no name with the required two nominations is offered by the membership for any given office, or where the name offered does not accept to run, the Nominating Committee shall present a single candidate, approved by a majority vote of the committee for inclusion in the slate. Candidates must submit a statement of acceptance and a short biography. Nominees shall not be eligible to serve on the Nominating Committee.

A copy of the ballot shall be mailed to each member of the Round Table by July 31. One month from the date of the mailing shall be allowed for the return of the ballots. Election to office shall be by a simple majority of returned ballots. In the case of a tie vote, the Executive Board shall be responsible for breaking the tie by electing one of the candidates. A simple majority of the Executive Board shall carry.

Section 4

All officers shall serve until the adjournment of the business meeting at the annual NYLA conference except the person who has been elected Vice-President/President Elect who shall, after serving the term of that office, automatically become President without further election.

A. The President and Vice-President/President Elect shall serve one-year terms.

B. The Secretary and Treasurer shall serve two-year terms.

C. The Members-at-Large shall have staggered terms of two years each with the election of at least one member annually.

Section 5

Vacancies in the officers of the Round Table shall be filled by appointment until the next annual election. Appointments are to be made by a majority vote of the Executive Board.

Section 6. Termination of Office:
Any elected officer may be terminated by a majority vote of the Executive Board. Cause for termination shall include non-attendance at two consecutive meetings of the Executive Board without being excused, and/or dereliction of duties. The Secretary, under the direction of the Executive Board, shall notify the officer in writing of the cause for termination action taken against him/her.

Section 7. Re-election of Officers:

Officers may be re-elected but may not serve more than two consecutive terms for the same office.

ARTICLE V -- MEETINGS

The Round Table will hold a minimum of two meetings a year, including the regularly scheduled meeting at the New York Library Association Conference, the time and place to be determined by the Executive Board. Five members shall constitute a quorum at membership meetings. Resolutions, recommendations and decisions of the meetings shall be adopted by a majority of those voting. A simple majority of the Executive Board shall constitute a quorum.

ARTICLE VI -- COMMITTEES

Section 1: Standing Committees:

Nominating Committee: the Chair is the immediate Past President and two members shall be appointed. This committee meets on an annual basis to select the slate of officers.

Conference Program Committee: the Vice-President shall serve as Chair of this committee with two or more additional members to serve for one year.

Membership/Public Relations Committee: the Chair and two members to be appointed.

Publications and Newsletter Committee: the Chair and two or more, and one member as Web Liaison.

Awards Committee: the Chair and two members to be appointed.

Committee chairs will appoint committee members, subject to the approval of the Executive Board.

Section 2: New Committees:
Committees may be created by submitting a petition to the Executive Board signed by at least 10 members. The Executive Board will vote on the decisions. Approval shall be a by a simple majority of the Executive Board.

Section 3. Task Force Groups:

Special task force groups may be formed to fulfill certain functions of the Round Table. Members shall submit a statement of purpose to the Executive Board for approval to operate, or the Executive Board may recommend formation of a task force. Approval shall be by a simple majority of the Executive Board. A task force may continue to operate for a two year period. To continue to operate beyond that period, the task force must seek annual approval of the Executive Board. Task forces must submit an annual report to the Executive Board.

ARTICLE VII -- FINANCES

Section 1. Fiscal Year:

The fiscal year of the Round Table shall be the fiscal year of NYLA.

Section 2. Authorization and payment of expenditures:

No officer, committee or task force group, nor individual members of the Round Table, shall incur any expenses on behalf of the Round Table unless duly authorized by the President of the Round Table.

Section 3. Audit:

The Round Table's accounts are subject to the audit practices of the New York Library Association.

Section 4

The Treasurer shall make an annual report on the financial status of the Round Table at the annual meeting of the membership.

ARTICLE VIII-- AMENDMENTS

Amendments to this document may be made by invitation of any member upon presentation of a petition to the Executive Board with at least five signatures from current members in good standing, or by recommendation of the Executive Board. The amendment(s) shall be available in full for all members at the beginning of the annual meeting and shall require majority approval of the membership present and voting.

ARTICLE IX -- NOTICE BY MAIL

Publications of the New York Library Association, including annual meeting notices, shall constitute proper notice of the annual meeting of the membership of the Round Table. Each member shall be notified of the time and place of the meeting of the Round Table.

ARTICLE X -- PARLIAMENTARY AUTHORITY

The Round Table shall follow the practices of the New York Library Association in these matters.