Chapter 2 - Oregon Library Association Bylaws

Article I: NAME

  1. The name of this body shall be the Oregon Library Association.

Article II: OBJECT

  1. The object of the Oregon Library Association shall be to promote and advance library service through public and professional education and cooperation.

Article III: MEMBERSHIP

  1. Classification
    1. The Oregon Library Association (OLA) shall have the following membership classifications:
      1. Active. Any person interested in library service and librarianship may become a member upon payment of dues.
      2. Associate. Any institution, association, or firm interested in library service and librarianship, or a member of another library association, may become a member upon payment of dues.
      3. Life. Any person who has made a significant contribution to the advancement of the library service may be given Honorary Life membership. Honorary Life membership entitles the person to all rights and privileges of the Association and the sub-division(s) of their choice without payment of dues. Nominations for Honorary Life membership will be made to the Awards Committee. The names of persons recommended by the Committee and approved by the Executive Board for the honor will be reported to the membership of the Association.
  2. Dues
    1. Annual dues shall be set forth in the OLA Policies. Changes to dues shall require a majority vote of the membership in a meeting or via electronic means.
    2. The membership shall be a rolling, calendar year membership.
  3. Equal Opportunity
    1. Membership in the Association and involvement with any of its Divisions, Round Tables, boards, or committees is unrestricted by consideration of gender, gender identity, sexual orientation, race, color, religion, veteran status, national origin, ancestry, age, marital status, family relationship, political affiliation, physical or mental disability, or any other basis prohibited by local, state, or federal law.

Article IV: DIVISIONS AND ROUND TABLES

  1. Divisions
    1. Divisions of the Association may be created to stimulate interest of special groups. Any special group desiring division status may request approval of the Executive Board and of the membership, subject to the following provisions:
      1. Present bylaws not in conflict with these Bylaws;
      2. Provide for the election of officers who are Active or Honorary Life members.
      3. Submit a petition requesting Division status signed by at least twenty-five Active or Honorary Life members.
      4. Receive a majority vote of those members present at any meeting of the Association or via electronic means.
    2. Divisions shall be represented on the Executive Board, per Article VIII. The membership of a Division also may adopt standards or guidelines for library service or practice that correspond to their specific interests and concerns. Having adopted such standards or guidelines, a Division must submit them to the Executive Board for final approval.
  2. Round Tables
    1. The Executive Board may authorize the formation of Round Tables. Any special group desiring Round Table status may request approval of the Executive Board, subject to the following provisions:
      1. Submit a petition requesting Round Table status demonstrating interest by at least twenty-five Active or Honorary Life members.
      2. Receive a majority vote of the Executive Board and the Round Table.
      3. Round Tables shall be structured as delineated in the OLA Policies.
  3. Responsibility: Any authorized Division or Round Table shall be responsible to the Executive Board and shall keep it advised of activities, policies, purposes, and finances. An annual report shall be submitted to the Executive Board at the end of the Association year. Any changes to the Division or Round Table's bylaws must be submitted for approval by the Executive Board.
  4. Dues: Dues may be recommended by the membership of a Division or Round Table, and the amount shall be subject to Executive Board approval. Division and Round Table dues shall be included on the OLA membership form and shall be remitted to the Association.
  5. Dissolution
    1. If no annual report is filed by a Division or Round Table for two consecutive years, the Executive Board will review the Division or Round Table's mission and activities. If warranted, the Executive Board may suspend the Division or Round Table for one year.
    2. If a petition requesting reinstatement demonstrating interest by a minimum of twenty-five Active or Honorary Life members is submitted to the Executive Board within one year of the Division or Round Table's suspension, it will be reinstated.
    3. If no activity is reported within the year's suspension, the Executive Board may dissolve the Division or Round Table.

Article V: OFFICERS

  1. Officers: The officers of the Association shall be a President, Vice-President (President-Elect), Secretary and Treasurer.
  2. Duties: All officers and Division representatives shall perform the duties pertaining to their respective offices and such other duties as may be approved by the Executive Board. Specific duties of officers are delineated in the OLA Policies.
  3. Terms of Office: All officers other than Treasurer shall hold offices for one year or until their successors are elected. The Treasurer shall hold office for two years. They shall assume their duties at the beginning of the administrative year. The Vice-President shall assume the office of President after their initial term ends.
  4. Vacancies
    1. In the case of a vacancy in the office of President, the Vice-President shall succeed to the office. They shall remain as President the following year if their predecessor has vacated the office after March 1.
    2. In the case of a vacancy in the office of Vice-President, or succession to the presidency prior to March 1, a special election shall be held in accordance with the procedure in these Bylaws.
    3. In the case of a vacancy in the offices of Secretary or Treasurer, the Executive Board shall appoint a replacement to complete the elected term of office.
  5. American Library Association Councilor
    1. OLA, having been accepted as a chapter of the American Library Association (ALA), in meeting the requirements of the ALA Bylaws and per Article IV of those Bylaws, shall be represented on the ALA Council by a Councilor elected by OLA members for a term of three years and shall assume duties at the next called meeting of the Council. The ALA Councilor must be a personal member of ALA.
    2. In the case of a vacancy in the office of ALA Councilor, the OLA Executive Board shall appoint a temporary replacement to serve until the next regularly-scheduled OLA officer elections, for a maximum of one year
  6. Parliamentarian: The President shall appoint as parliamentarian an Active or Honorary Life member familiar with parliamentary procedure.  The parliamentarian shall serve a term of one year or until a successor is appointed.
  7. Member-at-Large: The President shall appoint a Member-at-Large who shall provide diversity or new perspective to the Executive Board. The Member-at-Large shall be an Active or Honorary Life member. The Member-at-Large shall serve a term of one year or until a successor is appointed.

Article VI: NOMINATIONS AND ELECTIONS

  1. Nominations:
    1. The immediate Past President shall be responsible for nominating candidates for all elective Executive Board positions. They may enlist assistance from the Executive Board and other Active or Honorary Life members.
    2. Candidates shall be nominated each year for the positions of Vice-President (President-Elect) and Secretary. In odd-numbered years, candidates shall be nominated for Treasurer. Every three years or when the position is vacant, candidates shall be nominated for American Library Association Councilor. The Past President shall make effort to nominate at least two candidates for each position. With Executive Board approval, one candidate may be nominated in extenuating circumstances.
    3. A member's consent must be obtained in writing before his or her name may be placed on the ballot.
  2. Elections
    1. The Association Manager shall have charge of the conduct of the regular and special elections and counting and tabulating votes. Ballots shall be distributed to each Active and Honorary Life member not later than six weeks after the Annual Meeting. These ballots shall be returned within three weeks of the date they were made available. The candidates receiving the highest number of votes shall be elected. In case of a tie vote, the successful candidate shall be determined by the nominating committee by lot.
    2. Announcement of the results shall be made by the Past President in a timely and appropriate manner.

Article VII: MEETINGS

  1. Annual: An Annual Meeting of OLA shall be held in the spring with the date and the place determined by the Executive Board.
  2. Special: Special meetings may be called by initiatory petition of twenty members or upon recommendation of the Executive Board. The purpose of the meeting shall be stated in the notification for it.
  3. Quorum: At least ten percent of the active membership as determined by the Treasurer's record shall constitute a quorum.

Article VIII: EXECUTIVE BOARD

  1. Composition: There shall be an Executive Board consisting of the officers named in Article V; the immediate Past President; the ALA Councilor; a representative from the Equity, Diversity, Inclusion, and Antiracism Committee; and a representative of each Division organized under Article IV. The State Librarian, Parliamentarian, and Association Manager shall serve as ex officio, non-voting members.
  2. Meetings
    1. The Executive Board shall meet at least quarterly or more at the discretion of the President or Board.
    2. A quorum shall be considered a majority of the voting members of the Executive Board.
    3. Special meetings may be called by the President or at the request or three Executive Board members.
  3. Proxy Representation: Each Division shall designate a member of the its board to represent the Division on the Executive Board. The OLA President must be notified of the appointments prior to the first Executive Board meeting of the year. If a Division needs to appoint a temporary proxy for a specific Executive Board meeting, the OLA President must be advised in advance.

Article IX: COMMITTEES

  1. Standing Committees
    1. There shall be the following standing committees: Awards; Communications; Conference; Equity, Diversity, Inclusion, and Antiracism; Finance/Investment; Intellectual Freedom; Leadership; Legislative; Membership; OLA Quarterly Editorial Board; and Oregon Authors. Specific responsibilities of these committees are delineated in the OLA Policies.
    2. All Chairpersons and committee members shall be Active or Honorary Life members in good standing. However, by request of the committee, the President may appoint committee members who are not members of the Association if those individuals bring a perspective that would aid in the committee’s work.
    3. The President, with the approval of the Executive Board, shall appoint the Chairperson and members of standing committees. All committee members will be appointed to three-year terms, with the exception of Nominations and Conference Committee members, which shall be one-year terms.
  2. Special Committees: Special committees may be appointed at the discretion of the Executive Board or President.
  3. Responsibility: All standing and special committees shall be responsible to the Executive Board during the Association year.  The committee Chairperson shall submit a written report to the President and membership at the end of the Association year.
  4. Ex officio Members: The President shall be an ex officio, non-voting member of all committees.

Article X: ADMINISTRATIVE OPERATIONS

  1. Administrative Year: The administrative and conference year of the Association, including all of its Divisions, Round Tables, and Committees, shall be September 1 to August 31.
  2. Bonding: A surety bond for the treasurer shall be purchased each year by the Association. The bond shall be placed in the vault of the Oregon State Library.

Article XI: PARLIAMENTARY PROCEDURES

  1. Parliamentary authority: The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases in which they are applicable and not inconsistent with these Bylaws, the OLA Policies, or any special rules of order the Association may adopt.
  2. Virtual participation: Members of boards and committees of the Association or any of its Divisions and Round Tables may participate in meetings via teleconference, videoconference, web conference, or other technologies allowing synchronous communication.
  3. Electronic voting: If an issue arises that requires immediate attention or otherwise is infeasible to be voted on during a meeting, the Association and its boards, committees, Divisions, or Round Tables may vote on the issue by asynchronous electronic means such as email or online ballot.

Article XII: AMENDMENT OF BYLAWS

  1. Proposal: Amendments to the Bylaws may be proposed in initiatory petition of twenty members or upon recommendation of the Executive Board.
  2. Notification: Copies of the proposed changes shall be made available to all members of the Association at least ten days prior to the meeting at which the amendments will be considered.
  3. Voting: These Bylaws may be amended by a two-thirds vote of the Active and Honorary Life members present at any meeting of the Association. Bylaws may also be adopted or amended by mail or electronic means by two-thirds of the Active and Honorary Life members responding, provided a quorum of the membership, as determined by the Treasurer's record, submits ballots. The Executive Board shall specify the time for closing the balloting, but in no case shall it be fewer than three weeks after the ballots sent.

 

Amended: May 22, 2023 ; April 22, 2021