Original version in brackets where changes have been made

CONSTITUTION OF THE REFERENCE AND ADULT SERVICES

DIVISION OF THE SUFFOLK COUNTY LIBRARY ASSOCIATION

ARTICLE I - NAME

ARTICLE II - OBJECT

Section 1. To unite in one division all those who are interested in any phase of reference and adult 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 Board of Directors of the Suffolk County Library Association.

ARTICLE III - MEMBERSHIP

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.

Section 2. At least twelve weeks prior to the Annual Meeting of the Suffolk County Library Association, the membership shall elect or the Executive Board appoint, a Nominating Committee to present at least one candidate for each elective position.

Section 3. Nominations for all positions may also be made by petition, signed by five members in good standing filed with the Chairperson of the Nominating Committee ten weeks before the date of the Annual Meeting of the Suffolk County Library Association.

Section 4. Names of the candidates for office shall be mailed to the entire membership eight weeks before the Suffolk County Library Association Annual Meeting with a written ballot to be returned within two weeks. Election shall be by majority vote. In the event of a tie vote for any Office, the current Executive Board shall cast written ballots for one of the two candidates.

[Section 4. Names of the candidates for office shall be mailed to the entire membership four weeks before the Annual Meeting with a written ballot to be returned within two weeks. Election shall be by majority vote.]

Section 5. Officers shall be presented at the Annual Meeting of the Suffolk County Library Association to take office January 1.

Section 6. Excepting the office of Vice President-President Elect, all officers shall be elected for a period of one year.

Section 7. 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.

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 Board of Directors 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. [Assists Program Chair in planning and implementing programs.]

SECRETARY

Section 6. All resolutions and proceedings of meetings shall be recorded [entered] by the Secretary [in proper books]. The Secretary shall conduct all correspondence, issue all notices of meetings and perform all duties pertaining to the office of Secretary. [The Secretary shall keep a register of the members of the Division]

TREASURER

Section 7. All invoices covering Reference and Adult Services Division expenditures shall be approved by the Executive Board. The Treasurer shall submit a financial report at each general meeting of the Division and submit a copy to the Treasurer of the Suffolk County Library Association.

[Section 7. The Treasurer shall submit the Reference and Adult Services Division's annual budget request to the Finance Committee of the Suffolk County Library Association, that amount determined by the budget of the association. All invoices covering Reference and Adult Division expenditures shall be approved by the Treasurer of the Division, upon authorization of the President of the Division, and submitted to the Treasurer of the Association for payment. The Treasurer of the Reference and Adult Division shall submit a financial report at each general meeting of the Division.]

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.

[Section 3. The Executive Board of the Reference and Adult Services Division shall prepare an annual budget request for submission by the Treasurer to the Finance Committee of the Suffolk County Library Association.]

ARTICLE VIII - COMMITTEES

There shall be the following standing committees:

Electronic Resources

Health Concerns

Long Island History

Media

Older Adult Resources and Services (OARS)

Reader's Advisory

Suffolk Libraries Career and Resource Exchange (CARE)

[There shall be five standing committees: Program, Membership, Member at large, Historian, Older Adult Resources & Services (OARS)

[Article IX has been added in its entirety]

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

ARTICLE X - MEETINGS

There shall be a minimum of two meetings 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.

[Section 2. Twenty-five percent of members present and in good standing shall constitute a quorum at any regular or special meeting of the Division. A simple majority of members present shall be sufficient for the adoption of any motion that is in order. A majority of the Executive Board shall constitute a quorum for meetings of the Executive Board.]

ARTICLE XII - AMENDMENTS

Section 1. This constitution may be amended by a two-thirds vote of the members present and voting at any regular meeting of the Division or by a two-thirds vote of the members responding to a mail ballot provided that written notice of the proposed change is sent to the entire membership at last 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