BYLAWS of the
NEW MEXICO CHAPTER OF THE ASSOCIATION OF ACADEMIC AND RESEARCH LIBRARIANS
Article 1 – Structure and Purpose
Section 1. Name. The name of this organization is the New Mexico Chapter of ACRL (ACRL-NM). This chapter will also be known as the Academic Special Interest Group (SIG) of the New Mexico Library Association, and could be referred to in that context as ACRL-NM /Academic SIG.
Section 2. History. This organization began as New Mexico Academic and Research Librarians (NMARL), founded in 1989. This organization ceased to operate around 2006 and was re-structured, and the bylaws were revised, in 2014/2015. The archives of NMARL are located at Santa Fe Community College as of June 2014.
Section 3. Purpose. This organization provides an essential forum for academic librarians, paraprofessionals and aspiring librarians to discuss issues particular to academic librarianship in New Mexico. Academic librarians across the state will benefit from increased networking and professional development opportunities.
Section 4. Relationship with the Association of College and Research Libraries (ACRL) and the New Mexico Library Association (NMLA). This organization functions as the local chapter of ACRL covering the entire state of New Mexico, and functions as a special interest group (SIG) of NMLA. Meetings occur at NMLA annual and mini-conferences, and other times as needed.
Article 2 – Membership
Section 1. Qualifications. Any person interested in New Mexico academic or research librarianship shall be eligible for membership in ACRL-NM. Members shall pay annual dues to NMLA, the amount of which shall be determined by recommendation by the officers of that organization and subsequent approval by a majority of the membership, and on joining NMLA, indicate their interest in being a member of the ACRL-NM/Academic SIG. Anyone already a member of NMLA can request to be added to the list of ACRL-NM members. Membership in ACRL is encouraged but not required.
Section 2. Responsibilities. Members shall actively participate in ACRL-NM activities, membership development, and annual meetings, and shall vote on issues brought before the membership for that purpose.
Section 3. Privileges. Members shall have the right to vote on issues brought before the membership, including election of the officers of ACRL-NM. In addition, members shall have the right to serve on committees created by officers.
Section 4. Notice of Meetings. The Secretary shall give notice to all members of the date, time, place and nature of the business to be transacted at each meeting by notice in writing via email or mail, not later than fifteen (15) days before the day set for the meeting. No notice of the time, place, or purpose of ally meeting need be given to any member who, in writing executed and filed with the records of the meeting before or after the holding thereof, waives such notice or attends the meeting.
Section 5. Annual Meeting. The annual business meeting of the membership for the purpose of transacting any business that may properly come before the membership shall be held at a time and a place to be determined by the officers, often but not exclusively concurrent with NMLA Annual Conference. An additional, more casual meeting will often, but not always, be held during the NMLA mini-conference.
Section 6. Special Meetings. Special meetings of the members may be called at any time by the Chair, by the officers, or by a petition in writing submitted by not fewer than ten percent (10%) of the members of ACRL-NM.
Section 7. Quorum and Voting. Each member of ACRL-NM shall be entitled to one vote. At every meeting of the membership, a quorum shall consist of ten percent (10%) of the members eligible to vote. Unless otherwise specified in these bylaws, where a quorum is present, the majority vote of those present at a meeting together will prevail in all matters. There may be instances when remote voting is solicited outside of physical meetings, and the same 10% quorum will apply.
Article 3 – Officers
Section 1. Officers. The officers of ACRL-NM shall be a Chair, Vice-Chair/Chair-Elect, Past-Chair and Secretary/Treasurer/Membership Coordinator. The officers may vote, from time to time, to appoint such other officers as it deems necessary. The membership may vote, by quorum or majority of members, to appoint such other officers as it deems necessary.
Section 2. Qualifications. All officers and members shall be members of NMLA. In addition, the Chair, Vice-Chair/Chair-Elect and Past Chair shall be current members of the Association of College and Research Libraries (ACRL).
Article 4 – Nominations and Elections
Section 1. Election. All officers shall be elected by a majority of the members, and each officer shall serve until a successor is elected and qualified. Officers shall assume their duties at the annual meeting of the membership. The members shall be sent a mail or email ballot thirty (30) days prior to the annual meeting, and completed ballots must be received no later than five (5) days prior to the annual meeting.
Section 2. Terms of Office. The Chair shall be elected annually to serve one (1) year as Chair, and one (1) year as Past Chair. The Vice-Chair/Chair-Elect shall be elected annually to serve one (1) year as Vice-Chair/Chair-Elect, one (1) year as Chair, and one (1) year as Past Chair. The Secretary/Treasurer/Membership Coordinator shall be elected every other year, to serve a two-year term. In the event that little interest is found, these terms may be extended with the approval of a quorum (10 percent) of members.
Section 3. Removal. Any officer may be removed by a vote of ACRL-NM members. The removal of an officer shall be without prejudice to the contract rights, if any, of the officer so removed. Election or appointment of an officer or agent shall not of itself create contract rights.
Section 4. Vacancy. If the office of Vice-Chair/Chair-Elect is vacated before the expiration of a term, the Officers shall organize a special election among the membership not later than thirty (30) days after the date the office is vacated. If the office of Chair is vacated before the expiration of a term, the Vice-Chair/Chair-Elect shall assume the office of Chair and the Officers shall organize a special election as described above to fill the office of Vice-Chair/Chair-Elect. If the office of Treasurer/Secretary/ Membership Coordinator is vacated before the expiration of a term, the Chair shall appoint a replacement to serve until the annual meeting of the membership, at which time a Treasurer/Secretary shall be elected pursuant to Section 1 (above).
Section 7. Powers and Duties.
The Chair’s powers and duties shall include:
- Signing all contracts and other instruments authorized by the Officers.
- Representing ACRL-NM at the ACRL Chapters Council at the American Library Association Annual Conference and Midwinter meeting.
- Preparing and submitting a written annual report to ACRL and the ACRL-NM membership.
- Preparing and submitting a written annual report to NMLA.
- Presiding at meetings of officers and the membership.
- Appointing members to committees established by the officers.
- 7. Promoting ACRL and NMLA membership.
The Vice-Chair/Chair-Elect’s powers and duties shall include:
- Assuming the duties of the Chair in their absence.
- If asked to do so, representing ACRL-NM at the ACRL Chapters Council at the American Library Association Annual Conference and Midwinter meeting in lieu of the Chair.
- 3. If the Chair’s seat becomes vacant during a term, assuming that office.
- Consulting with the Chair to appoint officers.
- Planning ACRL-NM activities.
- 6. Promoting ACRL and NMLA membership.
- Assuming other duties that may be assigned from time to time by the officers.
The Past Chair’s powers and duties shall include:
- Nominating individuals for the annual election of officers in collaboration with a committee of ACRL-NM members who assist in this process.
- 2. Promoting ACRL and NMLA membership.
- 3. Assuming other duties that may be assigned from time to time by the officers.
The Treasurer/Secretary/Membership Coordinator’s powers and duties shall include:
- Keeping minutes of all meetings of the membership and the officers, or designating a representative to keep such minutes.
- 2. Maintaining a file of the official documents and records of ACRL-NM as directed by the officers, or designating a representative to maintain such files and records.
- Mailing or e-mailing notices of all meetings to the membership and the officers, or designating a representative to mail such notices.
- Overseeing the collection of all moneys due, including dues, program fees and other contributions.
- Acting as custodian of these moneys and insuring that they are deposited in a bank designated by the officers.
- Overseeing the disbursement of the corporate moneys in accordance with the organizational budget or upon order of the officers.
- 7. Signing checks or designating a representative to sign checks.
- Insuring that books and ledgers are maintained as directed by the officers.
- Preparing periodic financial statements and presenting such statements to the officers and ·membership on request, or designating a representative to prepare and present such reports.
- Promoting ACRL and NMLA membership.
- Maintaining and editing the membership roster.
Article 5 – Committees
Section 1. Composition and Qualifications. All members in good standing are eligible for membership in committees. The Chair shall appoint members of committees.
Section 2. Formation of Committees. Committees may be created by the officers, or by a petition by not fewer than ten percent (10%) of the members of ACRL-NM.
Section 3. Powers and Responsibilities. The officers may authorize committees to exercise any powers of ACRL-NM except any which have been expressly reserved by resolution of the officers, these bylaws or the New Mexico Nonprofit Corporation Act. Each committee shall elect a head, who shall be responsible for presiding over the committee meetings and for providing regular reports on Committee activity to the officers and the membership.
Section 4. Limitations on Authority of Committees. As prohibited by the New Mexico
Nonprofit Corporation Act, a committee shall NOT have the authority to:
- Amend, alter or repeal the bylaws of ACRL-NM;
- Elect, appoint or remove any member of any committee or any director or officer;
- Adopt a plan of merger or plan of consolidation with another organization;
- Authorize the sale, lease, exchange or mortgage of all or substantially all of the property and assets of ACRL-NM;
- Authorize the voluntary dissolution of ACRL-NM or revoke proceedings therefor;
- 6. Adopt a plan for the distribution of assets of ACRL-NM; or
- Amend, alter or repeal any resolution of the officers which by its terms provides that it shall not be amended, altered or repealed by the committee.
Article 6 – Financial Affairs
Section 1. Fiscal Year. The fiscal year of ACRL shall be September 15 to August 31.
Section 2. Bank Accounts. The funds of ACRL-NM shall be deposited in one or more banks or financial institutions as designated by the officers. All checks shall be signed by such officer or officers as may be designated.
Section 3. Insurance. The officers shall secure insurance to protect ACRL-NM and the officers from liability, in conversation with NMLA.
Article 7 – Indemnification
In accordance with the provisions of Section 53-8-26, NMSA 1978 (1995 Cum. Supp.), each officer of ACRL-NM shall be indemnified against reasonable expenses, costs and attorney’s fees actually and reasonably incurred by her or him in connection with the defense of any action, suit or proceeding, civil or criminal, in which she or he is made a party by reason of being or having been a director or officer. Such indemnification shall include amounts reasonably paid to satisfy a judgment or compromise or to settle a claim. The officer shall not be indemnified if she or he shall be adjudged to be liable on the basis that she or he has breached or failed to perform the duties of her or his office and the breach or failure to perform constitutes willful misconduct or recklessness.
Article 8 – Amendments
Alteration, amendment or repeal of these bylaws may be initiated by a member of the officers or by a petition by no less than ten percent (10%) of the members of ACRL-NM. The members shall subsequently approve the alteration, amendment or repeal by an affirmative vote of at least a two-third (2/3) majority.
Bylaws updated May 7, 2015 by Robin Potter and Sarah Allison