Constitution

CONSTITUTION OF THE REFERENCE AND ADULT SERVICES DIVISION OF THE

SUFFOLK COUNTY LIBRARY ASSOCIATION

ARTICLE I – NAME

This organization shall be known as the Reference and Adult Services Division of the Suffolk

County Library Association, a regional chapter of the New York Library Association.

ARTICLE II – OBJECT

Section 1. To unite in one division all those who are interested in any phase of reference and

adult library services.

Section 2. To give those having responsibility for the above services an opportunity to exchange

information, develop techniques and improve their professional endeavors.

Section 3. To have representation on the Executive Board of the Suffolk County Library

Association.

ARTICLE III – MEMBERSHIP

Membership in the Reference and Adult Services Division shall

be open to any person engaged in or interested in adult library services

upon payment of annual dues to the Suffolk County Library Association.

ARTICLE IV – OFFICERS

Section 1. The officers of this Division shall be:

President

Vice President-President Elect

Secretary

Treasurer

all of whom shall be members in good standing of the Suffolk County Library Association and have a minimum of one

year of current employment in a Suffolk County Library.

Section 2. The Nominating Chair will present a slate of candidates to the RASD Executive Board

in accordance with the NYLA Election Timeline (attached Addendum #1). The approved slate

of candidates will be forwarded to the SCLA Nominating Chair in accordance with the NYLA

Election Timeline.

Section 3 Nominations for all positions may also be made by petition signed by five members in

good standing, filed with the SCLA Chairperson of the Nominating Committee in accordance

with the NYLA Election Timeline (attached Addendum #1).

Section 4 Names of the Candidates for office will be sent to the entire membership by NYLA in

the form of an electronic ballot. Votes will be cast via an electronic ballot in accordance with the

NYLA Election Timeline (attached Addendum #1).

Section 5 Election shall be by majority vote. In the event of a tie vote for any RASD office, the voting members of the current RASD Executive Board shall cast written ballots for one of the two candidates for that office.

Section 6 New officers will be presented at the Annual Meeting to take office beginning January

1.

Section 7. All officers shall be elected for a period of one year, except Vice President – President

Elect who shall be elected for a period of two (2) years.

Section 8. Vacancies in office [or in appointed positions] may be filled on an interim basis until

the next general election by the appointment of a member in good standing of the Division. The

Executive Board shall select the appointee by a simple majority.

Section 9. Any elected member of the RASD Executive Board who shall absent himself or herself from three consecutive RASD Board meetings without excuse accepted as satisfactory by the RASD Board may be removed from office by a majority vote of the RASD Executive Board. The President shall so inform that member. Non-elected members shall be replaced by appointment of the President. Elective members shall be replaced by appointment of the RASD Executive Board.

ARTICLE V – FINANCING

Section 1. The Suffolk County Library Association includes in its budget an amount for the

operation of the Reference and Adult Services Division.

Section 2. The Reference and Adult Services Division may make special requests for funds to the

Suffolk County Library Association Board of Directors during the year if it requires additional

funds above its budgeted amount.

ARTICLE VI – 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 call meetings of the Reference and Adult Services Division or

officers when it is deemed necessary or when requested to do so by the officers or by written

request of the constituents.

Section 3. The President shall appoint chairpersons of standing Committees and shall be ex-

officio member of all committees except the Nominating Committee.

Section 4. The President or an appointed representative shall attend the Executive Board

meetings of the Suffolk County Library Association.

VICE PRESIDENT

Section 5. In the absence of the President, the Vice President shall have all the powers and

prerogatives of the President.

SECRETARY

Section 6. All resolutions and proceedings of meetings shall be recorded by the

Secretary. The Secretary shall conduct all correspondence, issue all notices of

meetings and perform all duties pertaining to the office of Secretary.

TREASURER

Section 7. Works as a liaison between RASD and NYLA, submitting expense/reimbursement

requests and deposits to NYLA’s finance department for approval.

Keeps organized digital and physical copies of all relevant treasury documents, including

receipts, expense and deposit forms, statements, etc.

Confirms and verifies monthly account statements from NYLA’s finance department.

ARTICLE VII – EXECUTIVE BOARD

Section 1. The Executive Board shall consist of the following:

Officers of the Reference and Adult Services Division

Chairpersons of the Standing Committees

Immediate Past President of the Reference and Adult Services Division

Section 2. The Executive Board shall transact all business between regular meetings. Wherever

possible, matters should be referred to the members at the general meeting of the Division.

ARTICLE VIII – COMMITTEES

There shall be the following standing committees:

Electronic Resources

Health Concerns

Long Island History

Long Island Reads

Media

Multicultural Outreach Services and Information Committee (MOSAIC)

New Adult

Outreach Activities Resources and Services (OARS)

Public Relations and Marketing

Reader’s Advisory

Suffolk Libraries Career and Resource Exchange (CARE)

ARTICLE IX – APPOINTED POSITIONS

The President, with approval from the Executive Board, shall appoint the following positions:

Historian

Member-at-large

Membership

Newsletter

Nominating

Program

Web Page

ARTICLE X – MEETINGS

All meetings are open to any RASD or SCLA member.

There shall be a minimum of two meetings of the general membership a year. Special meetings may be called when deemed necessary.

ARTICLE XI – RULES OF ORDER

Section 1. All business shall be transacted in accordance with the latest edition of Robert’s Rules

of Order unless otherwise specified in the Constitution of the Division.

Section 2. A majority of the Executive Board shall constitute a quorum for meetings of the

Executive Board A simple majority of members shall be sufficient for the adoption of any

motion that is in order.

ARTICLE XII – AMENDMENTS

Section 1. This constitution may be amended by a majority vote of the members present and

voting at any regular meeting of the Division or by a majority vote of the members responding to

a written/electronic ballot provided that written notice of the proposed change is sent to the entire

membership at least ten days prior to the date of the meeting or ballot return.

Section 2. Proposed amendments tabled or referred back to the committee by vote of the

members must be re-submitted in writing at least ten days prior to the date of the meeting at

which a vote is to be taken.

Amended October 1, 1986

Amended October 29, 1987

Amended June 14, 2001

Amended November 6, 2007

Amended June 5, 2012

Amended March 3, 2015