OREGON HEALTH SCIENCES LIBRARIES ASSOCIATION BYLAWS
ARTICLE I. Name of Organization
The name of this association shall be the Oregon Health Sciences Libraries Association.
ARTICLE II. Mission
The mission of this association shall be to improve the access to health care information for the people of Oregon and adjacent areas by encouraging skill development and collaboration among people interested in increasing access to health information, strengthening existing libraries, encouraging the formation of new sources of health information and, through joint efforts, to utilize more effectively the resources of individual libraries.
ARTICLE III. Membership
Section 1. Classifications.
There shall be one class of membership: individual.
Section 2. Qualifications.
Individual: Individuals currently employed in Oregon or Southwest Washington libraries or organizations, or retired or currently unemployed librarians or library staff. Students enrolled in library science/information technology programs or working/interning in libraries or other organizations.
Section 3. Rights and privileges
Members have the right to vote, hold elective or appointed office, attend meetings, benefit from any discounted rates arranged by OHSLA, be listed in the OHSLA Directory, and participate in OHSLA discussion lists or other digital presence.
Section 4. Dues.
The dues shall be determined by the voting members. Changes in dues can be made not more than once a year, provided an announcement of the proposed changes shall have been presented to all members at least four (4) weeks prior to the vote. Voting can be done by mail or electronic mail ballot.
Dues Structure: Individual, optional/pay as you wish; recommended one-time dues $5.
ARTICLE IV. Officers
Section 1. The elected officers of the association shall be President, President-elect, Past president, Secretary, Treasurer
Section 2. All vacancies, except the president-elect, shall be filled by presidential appointment for the remainder of that term of office.
ARTICLE V. Duties of the Officers
Section 1. The president shall prepare and distribute an agenda prior to each meeting, preside over all meetings, represent the association when appropriate, and recruit new members. The president shall be responsible for contacting and welcoming new members and encouraging non-members to join OHSLA. The term of office shall be one year.
Section 2. The president-elect shall assume the duties of the president in the absence of the president, and assume the position of the president in the event of a vacancy in that position, to serve the remainder of the vacated term plus the regular term as president. The term of office shall be one year.
Section 3. The past president serves on the executive board and chairs the nominating committee. The term of office shall be one year.
Section 4. The secretary shall keep a record of all meetings of the association and all meetings and conferences of the executive committee, and maintain the current text of the association bylaws, recommending an ad-hoc bylaws committee when updates are needed. The secretary shall handle the general correspondence with members. The secretary shall maintain OHSLA’s digital presence or coordinate volunteers who do so. The term shall be two years.
Section 5. The treasurer shall be the recipient of membership dues and shall maintain the association's financial records and accounts and be responsible for revenues and expenditures. The treasurer shall maintain the group membership roll. When necessary, the treasurer shall develop an annual budget for overview and approval of the executive committee. The term of office shall be three years.
Section 6. All historical records of the association, including memorabilia and published articles about the association should be passed to the OHSU Archivist who maintains the OHSLA Archives.
ARTICLE VI. Elections and Appointments
Section 1. The nominating committee shall consist of the past president and the current board. The committee shall nominate one or more persons for each office with write-in nominations accepted.
Section 2. Elections shall be held online and completed by November 30. New officers shall assume the office January 1 of the year following their election.
Section 3. Each individual member will have one vote.
Section 4. All appointed offices shall be made by the incoming president.
Section 5. No member shall hold more than one elected office at a time, and no member shall be eligible to serve more than two consecutive terms in the same elected office.
Section 6. Appointed officers may serve more than two consecutive terms in the same appointed office.
ARTICLE VII. Meetings
Section 1. There will be at least one meeting of the membership planned annually by the executive committee based on member interest and availability.
Section 2. Special meetings may be called by the president.
Section 3. The president or his/her designee and members present at any meeting constitute a quorum.
Section 4. The parliamentary procedure outlined in Robert's Rules of Order, Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with the bylaws or special rules of the association.
ARTICLE VIII. OHSLA Board
Section 1. The OHSLA board shall consist of the immediate past president and the current elected officers. The board shall have general supervision of the affairs of the association between its meetings. None of its acts shall conflict with action taken by the association. Meetings of the board shall be called by the president prior to association meetings or as needed. The board is responsible for planning all meetings.
ARTICLE IX. Committees
A. BYLAWS shall be responsible for reviewing and recommending revision to OHSLA on an ad-hoc basis as recommended by the Secretary and appointed by the President.
B. Committees, standing or special, shall be appointed by the president as deemed necessary.
ARTICLE X. Digital Presence
The association digital presence shall be kept up-to-date and contain at least the following: mission statement, bylaws, membership information and minutes of prior meetings.
ARTICLE XI. Amendments
These bylaws can be amended at any time by a majority of members in the affirmative, provided that the amendment has been sent to the members at least four weeks prior to the vote.