Youth Services Section Reimbursement Policy
download the pdf version here.

All expenses must correspond to the Youth Services Section approved annual operating budget. 
 
Committee Chairs, Directors and Conference Planners must adhere to the current fiscal year approved budget allocation.
 
All reimbursements must conform to current NYLA Reimbursement Request guidelines and to NYLA’s “Conference Planners Handbook”, available online at www.nyla.org.
 
Definitions: 
Travel expense includes: transportation tickets (e.g., train tickets), mileage, tolls and parking fees, as applicable. 
Accommodation expense includes: hotel room cost only (no charges for meals, minibar, Internet access or other extra fees).  Taxes will not be reimbursed.
The basic spring conference fee does not include any extra or special events.
Those whose spring conference fees are waived should still formally register for the conference and mark the registration form “fee waived.”
 
Meals:
All meals or refreshments served during YSS board meetings will be paid for by YSS.
YSS will pay for the meals of past YSS Presidents at the Past President’s Event. YSS may also pay for meals of invited guests as approved by the Board.
No other meals will be reimbursed by YSS, except as included in basic registration fees.
 
EXECUTIVE BOARD MEMBERS are entitled to reimbursement for the following expenses:   
 
Winter and summer board meeting attendance: Travel and one night accommodation as necessary, in accordance with NYLA’s reimbursement policy.
Spring conference attendance: One night accommodation if necessary to attend board meeting, in accordance with NYLA’s reimbursement policy. No travel.
Miscellaneous: Those incurred doing YSS business including long distance phone charges, photocopying, mailing and postage, and supplies.
Expenses related directly to their board positions:
 
o President: 
? flowers/gifts sent on behalf of YSS
? registration fees, travel and accommodation, if necessary, to attend SSL Conference up to a maximum of $750. If President is unable to attend, his/her designee from the Board shall be similarly reimbursed upon approval of the Board
 
o First Vice-President: 
? travel to committee meetings
 
o Second Vice-President:
? travel to NYLA membership meetings or Assembly
 
o Secretary and Treasurer: 
? materials/supplies for correspondence and record keeping
 
o First Year Director: 
? booth expenses for YSS spring conference and NYLA fall conference
? waived basic spring conference attendance fee
? travel and accommodation expenses to spring conference (maximum of $300)
? travel and accommodation expenses to fall conference (maximum of $200)
 
o Second Year Director: 
? waived basic spring conference attendance fee
? travel and accommodation expenses to spring conference (maximum of $300)
 
o Third Year Director:  
? waived basic spring conference attendance fee
? travel and accommodation expenses to spring conference (maximum of $300)
 
o Past President: 
? Cost for the Past Presidents’ Event, including deposit and gratuity
 
BOARD-APPOINTED POSITIONS are entitled to reimbursement for expenses directly related to their positions: 
 
o Newsletter Editor: 
? all newsletter expenses
? travel to winter and summer board meetings
 
o Conference Committee: 
? planning-related expenses
? travel to winter and summer board meetings
 
o Conference Committee Chair: 
? NYLA conference registration, travel and accommodation expenses (maximum of $700)
 
o Committee Chairs:
? expenses incurred in completing tasks or publications
 
o Website Coordinator: 
? expenses incurred in maintaining YSS website
? travel to winter and summer board meetings
 
o Liaisons: 
? travel to winter and summer board meetings, and other meetings attended on behalf of YSS
 
 
YSS SPRING CONFERENCE
 
SPRING CONFERENCE PLANNING COMMITTEE are entitled to reimbursement for the following expenses:
 
YSS Members and Non-Members: 
o basic spring conference fee will be waived 
o Note that travel and accommodation for the conference and planning meetings will not be reimbursed.
NOTE: The size of the committee, appointed by the Second Year Director, will not exceed ten people (excluding the Executive Board officers who serve ex officio).
 
SPRING CONFERENCE SPEAKERS AND SESSION PRESENTERS are entitled to reimbursement for the following expenses:
 
YSS Members: 
o basic spring conference fee will be waived
o travel and accommodation may be reimbursed, at the discretion of the conference planner
 
Non-Members:
o basic spring conference fee will be waived
o travel and accommodation may be reimbursed, at the discretion of the conference planner
 
SPRING CONFERENCE SCHOLARSHIP RECIPIENT (S) are entitled to reimbursement for the following expenses:
 
o basic spring conference fee will be waived
o travel and accommodation fees to Spring Conference (maximum of $250)
o Note that the scholarship recipient(s) must formally register for the conference and mark the registration form “scholarship recipient, fee waived.”  Reimbursement Request form must be submitted, along with original receipts, and be signed by the Scholarship Committee Chair and the YSS President, then submitted by the YSS Treasurer for reimbursement after the conference.
 
NEW YORK STATE LIBRARY DIVISION FOR LIBRARY DEVELOPMENT, YOUTH SERVICES LIAISON, if attending the YSS spring conference, will receive:
 
Waived basic spring conference attendance fee
Single space vendor table at no cost 
NYLA ANNUAL CONFERENCE
 
NYLA provides a complimentary waiver of one-day conference registration fee upon request of the conference planner for all speakers, guests and workshop session presenters for the day(s) of their presentation.  In addition, special guests and speakers may be invited to attend the ESA Luncheon as a guest of the Section if their presentation is on the same day.
 
SPEAKERS AND SESSION PRESENTERS are entitled to reimbursement as follows:
 
YSS Members: 
o Note that travel and accommodation will not be reimbursed except at the discretion of the conference planner
 
Non-Members:
o travel and accommodation may be reimbursed, at the discretion of the conference planner
 
This policy does not restrict contractual reimbursements arranged by the conference planner for guests and speakers including the ESA Recipient, YSS Membership Meeting Speaker, and Continuing Education Pre-Conference Workshop Presenters. 
 
RECIPIENT OF THE ANN GIBSON SCHOLARSHIP shall receive the scholarship as a reimbursement payment as follows:
 
o Library school tuition ($1000), traditionally awarded at the NYLA Annual conference
o Note that the Scholarship Committee Chair and the YSS President must sign a reimbursement request and send it along with the school’s documentation (including tuition information) to the YSS Treasurer.
o NYLA full conference registration fee at student rate
o Note that travel and accommodation will not be reimbursed
 
 
 
 
Revised October 2007
Approved 10/17/2007
Revised February 2011
Approved 2/11/2011
Revised April 2011
Approved 4/28/2011
Revised January 2014
Approved 2/06/2014
Revised August 2015
Revised September 2017

 

 

Youth Services Section Bylaws
 

 

BY-LAWS

YOUTH SERVICES SECTION

NEW YORK LIBRARY ASSOCIATION


 

Article I  NAME

 

Section 1.  The name of this section of the New York Library Association shall be called the Youth Services Section (known as YSS).


 

Article II  OBJECTIVES

 

Section 1.  The objectives of this Section shall be to further the development of library services to youth in libraries in the State of New York as stated in the goals and objectives statement adopted by the Board.

 

Section 2.  Goals and objectives will be evaluated each year.


 

Article III  MEMBERSHIP

 

Section 1.  All members of the New York Library Association who are interested in the objective of the Youth Services Section may become voting members of the Section by designating the Section as one of their choices at the time Association dues are paid.


 

Article IV  OFFICERS

 

Section 1.  The officers of the Section shall be a President, a Vice-President/President-Elect, a Second Vice-President, a Secretary, and a Treasurer.

 

Section 2.  Three Directors, to be members of the Executive Board, shall be elected by the membership for three year terms, one to be elected each year.The 2nd Vice President, Secretary, and Treasurer shall be elected by the membership for a 3 year term, one to be elected each year.

 

Section 3.  The President, First Vice President/President – Elect, Second Vice-President, Secretary and Treasurer shall perform the duties pertaining to their respective offices and such other duties as may be approved by the Board. If an officer of the Board does not fulfill the obligations of the office, they may be removed by a majority vote of the Board.

 

Section 4.  All officers and all elected members of the Board shall serve until adjournment of the business meeting at the Annual Conference or until November 1 if no annual conference is held that year.  All officers shall have their materials in good order to their successors at the annual conference.


 

Article V  THE EXECUTIVE BOARD

 

Section 1.  The Executive Board shall consist of the officers of the Section, the immediate Past President and three Directors. These persons shall constitute the voting members of the board. By invitation, Committee Chairpersons, the YSS newsletter editor, the YSS web liaison and the Youth Specialist Consultant from New York State Library

Development shall attend meetings of the Executive Board as non-voting members.

 

Section 2.  The policies and programs of the Section shall be determined by the Board.  It shall have full authority to manage the affairs of the Section. Amendments to the bylaws shall be proposed by the board to the YSS membership for approval.

 

Section 3.  A vacancy in the elected membership of the Board shall be filled by Board appointment.

 

Section 4.  A minimum of 5 voting members of the board shall constitute a quorum.

 

Section 5.  Any action of the Board may be set aside by a 2/3 vote at any membership meeting of the Section.

 

Section 6.  

  1. The Executive Board shall meet once at the time of the Annual Conference.  This meeting shall be a joint meeting between the incoming and outgoing Boards.  During the first portion of the meeting the outgoing Board will conclude its business and then officially disband at the end of the conference.  During the second portion of the meeting, the new Board will officially convene and begin its work.  The Board will meet at least three other times during the year.

  2. Any member of the Board who fails to attend two consecutive meetings without excuse by the Board, shall be automatically removed from the Board and a replacement shall be appointed as provided elsewhere in this Article.

  3. All meetings of the Board are open to members in good standing.  At the discretion of the Board, any member of YSS who attends the meeting may make comments or ask questions.

  4. The Executive Board may also conduct business by electronic communications.  Actions must be verified and made part of the minutes of the next regular meeting of the Board.


 

Article VI  COMMITTEES

 

Section 1.  Standing committees whose functions are continuous from year to year may be established by the President with the approval of the Executive Board.  At least a third of their membership shall be appointed by the Vice President/President Elect each year for a term of three years, subject to Executive Board approval.  Special committees may be created and appointed by the President as necessary, subject to Executive Board approval.

 

Section 2.  Committee vacancies shall be filled by the Vice-President/President Elect, subject to Executive Board approval.



 

Section 3.  All committee chairpersons shall report annually to the Executive Board, such reports to be presented in writing within one month following the annual meeting or, if no annual meeting is held, by October 1.


 

Article VII  NOMINATIONS AND ELECTIONS

 

Section 1.  The Nominating Committee shall consist of Past President and all the board members completing their terms in a given year. They shall nominate two candidates for each of the offices to be selected from the general membership of the Section.  In case only one qualified person is willing to run for any office, he/she may run unopposed.  Candidates for the office of Secretary shall be nominated in even numbered years.  Candidates for the offices of Second Vice-President and Treasurer shall be nominated in odd-numbered years.  The Chair of the Nominating Committee shall be the Past President..

 

Section 2.  The Nominating  Committee shall present a slate of candidates to the Board at its January meeting (or the first meeting of the year).  Should candidates later refuse or withdraw their candidacy and all Board-approved alternatives have been exhausted, leaving an incomplete slate, the section President, First Vice-President, and Second Vice-President together may approve additional candidates as recommended by the Nominating Committee. Nominees must be members of the Section in good standing and have received the by-laws of the Section prior to signifying their acceptance of the nomination.  The nomination is complete when the Secretary receives the nominee’s formal acceptance letter.

 

Section 3.  The Nominating Committee shall present the slate of candidates to the Section membership in writing via the spring issue of the Section newsletter and the Section’s website.

 

Section 4.  After an appropriate and publicized date following the presentation of the slate to the membership, any additional nominations, if signed by 2% of the Section membership and filed with the Nominating Committee by the designated date, constitute the official ballot.  The ballot shall be issued by the most efficient and comprehensive means to all members of the Section.

 

Section 5.  Members must return ballots to the Secretary of the Section by a reasonable and proper date as set by the Board at its winter meeting.  The Secretary will notify all candidates of the results and will report election results to the New York Library Association office.

 

Section 6.  In the event of a tie, the Executive Board will vote to break the tie.


 

Article VIII  MEETINGS

 

Section 1.  There shall be an annual meeting of the Section at the Annual Conference of the Association.



 

Section 2.  Special meetings of the Section may be called by the Board, or they may be convened by 10% of the voting members who may, in writing, demand the call of a special meeting specifying the date and month thereof, which shall be not less than two nor more than three months from the date of such written demand.  The purpose of the meeting shall be stated in the call and no other business shall be transacted.

 

Section 3.  Five percent of the total Section members shall constitute a quorum.


 

Article IX  DUES

 

Section 1.  The funds allotted to the Section in accordance with the policy adopted by the New York Library Association shall constitute the dues for the Section.


 

Article X  PARLIMENTARY AUTHORITY

 

Section 1.  The latest edition of Robert’s Rules of Order  shall be the parliamentary authority on all matters not covered by the by-laws of the Section and of the Association.


 

Article XI  AMENDMENTS

 

Section 1.  These by-laws may be amended, after approval by a majority of the members of the Executive Board, by a two-thirds vote of the members present and voting at the annual business meeting or, in the absence of an annual meeting, by a two-thirds vote of those members, provided that notice of the amendment be published in the official organ of the Section at least three weeks before the dates set for the final action.


 

Revised 1978, 1983, 8/18/88

Reviewed 1990

Revised 11/22/91

Revised 10/20/94

Revised  November 2000

Revised 10/18/2007

Revised 4/14/2016