Chapter 2 - Oregon Library Association Bylaws
2.01 NAME
2.011 The name of this body shall be the Oregon Library Association.
2.02 OBJECT
2.021 The object of the Oregon Library Association shall be to promote and advance library service through public and professional education and cooperation.
2.03 MEMBERSHIP
2.031 Classification
2.0311 The Oregon Library Association (OLA) shall have the following membership classifications:
- Active. Any person interested in library service and librarianship may become a member upon payment of dues.
- 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.
- 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 Honors, Awards, and Scholarship Committee. The names of persons recommended by the Committee and approved by the Executive Board for the honor will be reported to the membership at the Annual Meeting of the Association.
2.032 Dues
2.0321 Annual dues shall be set forth in the OLA Procedure Manual. Changes to dues shall require a majority vote of the membership in a meeting or via electronic means.
2.0322 The membership shall be a rolling, calendar year membership.
2.033 Equal Opportunity
2.0331 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.
2.04 DIVISIONS AND ROUND TABLES
2.041 Divisions
2.0411 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:
- Present bylaws not in conflict with these Bylaws;
- Provide for the election of officers who are Active or Honorary Life members.
- Submit a petition requesting Division status signed by at least twenty-five Active or Honorary Life members.
- Receive a majority vote of those members present at any meeting of the Association or via electronic means.
2.0412 Divisions shall be represented on the Executive Board, per 2.081. 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.
2.042 Round Tables
2.0421 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:
- Submit a petition requesting Round Table status demonstrating interest by at least twenty-five Active or Honorary Life members.
- Receive a majority vote of the Executive Board and the Round Table.
Round Tables shall be structured as delineated in the Round Tables chapter of the OLA Procedures Manual.
2.043 Responsibility
2.0431 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.
2.044 Dues
2.0441 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.
2.045 Dissolution
2.0451 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.
2.0452 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.
2.0453 If no activity is reported within the year's suspension, the Executive Board may dissolve the Division or Round Table.
2.05 OFFICERS
2.051 Officers
2.0511 The officers of the Association shall be a President, Vice-President (President-Elect), Secretary and Treasurer.
2.052 Duties
2.0521 All officers, representatives, and Division chairpersons 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 Chapter 5 of the Procedure Manual.
2.053 Terms of Office
2.0531 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 his/her initial term ends.
2.054 Vacancies
2.0541 In the case of a vacancy in the office of President, the Vice-President shall succeed to the office. S/he shall remain as President the following year if his or her predecessor has vacated the office after March 1.
2.0542 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.
2.0543 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.
2.055 American Library Association Councilor
2.0551 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.
2.0552 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
2.056 Parliamentarian
2.0561 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.
2.057 Member-at-Large
2.0571 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.
2.06 NOMINATIONS AND ELECTIONS
2.061 Nominations Committee
2.0611 The President, with the approval of the Executive Board, shall appoint a Nominations Committee of at least two members to nominate candidates for all elective positions. The immediate Past President will serve as chair of the Nominations Committee. The Nominations Committee shall have charge of the conduct of the regular and special elections and counting and tabulating votes.
2.062 Nominations
2.0621 The Committee shall nominate two candidates each year for the positions of Vice-President (President-elect) and Secretary. In odd-numbered years, the Committee shall nominate two candidates for Treasurer for a two-year term of office commencing in the fall of the year. Every three years or when the position is vacant, the Committee shall nominate two candidates for American Library Association Councilor.
2.0622 A member's consent must be obtained in writing before his or her name may be placed on the ballot by the Nominations Committee.
2.063 Elections
2.0631 Ballots shall be mailed or be made available by electronic means to each Active and Honorary Life member not later than six weeks after the Annual Meeting. These ballots shall be returned to the Nominations Committee 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.
2.0632 Announcement of the results shall be made by the President at the first Executive Board meeting after the election results are known and shall be published in a timely and appropriate OLA publication.
2.07 MEETINGS
2.071 Annual
2.0711 An Annual Meeting of OLA shall be held in the spring with the date and the place determined by the Executive Board.
2.072 Special
2.0721 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.
2.073 Quorum
2.0731 At least ten percent of the active membership as determined by the Treasurer's record shall constitute a quorum.
2.08 EXECUTIVE BOARD
2.081 Composition
2.0811 There shall be an Executive Board consisting of the officers named in 2.051, the immediate Past President, the ALA Councilor, and the presiding officer of each Division organized under 2.041. The State Librarian, Parliamentarian, and Association Manager shall serve as ex-officio, non-voting members.
2.082 Meetings
2.0821 Two or more meetings of the Executive Board shall be held each conference year on the call of the President. A quorum shall be considered a majority of the voting members of the Executive Board.
2.0822 Special meetings may be called by the President or at the request of three Executive Board members.
2.083 Proxy Representation
2.0831 A chair of a Division may designate a member of the Division's Board to serve as proxy for that year in order to represent the Division at an Executive Board meeting. The OLA President must be notified of proxy appointments prior to the first Board meeting of the year. The OLA President must be advised of a proxy's attendance in advance of the Board meeting where the proxy will represent his/her Division.
2.09 COMMITTEES
2.091 Standing Committees
2.0911 There shall be the following standing committees: Communications; Conference; Equity, Diversity, Inclusion, and Antiracism; Finance/Investment; Leadership; Library Development and Legislation; Membership; Oregon Authors; Awards; Nominations; Intellectual Freedom; and Resource Sharing. Specific responsibilities of these committees are delineated in the OLA Policies Manual.
2.0912 All Chairpersons and committee members shall be Active or Honorary Life members in good standing.
2.0913 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.
2.092 Special Committees
2.0921 Special committees may be appointed at the discretion of the Executive Board or President.
2.093 Responsibility
2.0931 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.
2.094 Ex-officio Members
2.0941 The President shall be an ex-officio, non-voting member of all committees.
2.10 ADMINISTRATIVE OPERATIONS
2.101 Administrative Year
2.1011 The administrative and conference year of the Association, including all of its Divisions, Round Tables, and Committees, shall be September 1 to August 31.
2.102 Bonding
2.1021 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.
2.11 PARLIAMENTARY PROCEDURES
2.111 Parliamentary authority
2.1111 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 Procedure Manual, or any special rules of order the Association may adopt.
2.112 Virtual participation
2.1121 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.
2.113 Electronic voting
2.1131 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.
2.12 AMENDMENT OF BYLAWS
2.121 Proposal
2.1211 Amendments to the Bylaws may be proposed in initiatory petition of twenty members or upon recommendation of the Executive Board.
2.122 Notification
2.1221 Copies of the proposed changes shall be made available to members of the Association at least ten days prior to the meeting at which the amendments will be considered.
2.123 Voting
2.1231 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.
Last amended April 22, 2021
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