2009 Proposed Amendments to Bylaws

In compliance with Article X of the TS-SIS Bylaws:

ARTICLE X. AMENDMENTS
These bylaws may be amended at the annual meeting of the Section by a majority of the members present and voting, or by a majority of the votes cast by a mail or electronic ballot conducted by the Secretary/Treasurer. Proposed amendments shall be sent to the AALL Bylaws Committee for review. After receiving AALL Bylaws Committee approval, proposed amendments shall be made available to Section members (e.g. via mail, electronic mail, or notice of posting on the TS-SIS website) at least thirty (30) days in advance of the vote. If changes are made to the wording of proposed amendments at any time, the revised text shall be returned to the AALL Bylaws Committee for final review. Amendments shall take effect upon being passed by a majority of votes cast, and after final review by the AALL Bylaws Committee, when applicable.

[Website manager note: Originally posted May 26, 2009; slightly revised version posted May 27, 2009 at 12:30 p.m.]

American Association of Law Libraries
Technical Services Special Interest Section Bylaws

ARTICLE I. NAME

The name of this section of the American Association of Law Libraries (AALL) shall be the Technical Services Special Interest Section (TS-SIS).

Revised text:

ARTICLE I. NAME

The name of this special interest section of the American Association of Law Libraries (AALL) shall be the Technical Services Special Interest Section (TS-SIS).

ARTICLE II. OBJECT

The object of the Technical Services Special Interest Section shall be to promote the communication of ideas, interests, and research which concern acquisitions, cataloging and classification, preservation of library materials, serials control, and other traditional areas of technical services; to support the development and coordination of the country's law library resources, in all type and sizes of libraries.

Revised text:

ARTICLE II. OBJECT

Section 1. The object of the Technical Services Special Interest Section shall be to promote the communication of ideas, interests, and research which concern acquisitions, cataloging and classification, preservation of library materials, serials control, and other traditional areas of technical services; to support the development and coordination of the country's law library resources, in all type and sizes of libraries.

Section 2. The special interest section shall conduct its affairs in conformity with the Bylaws of the American Association of Law Libraries.

ARTICLE III. MEMBERSHIP

Membership shall be open to any AALL individual member requesting affiliation with the section as provided in the AALL bylaws. Membership is renewable each year.

Revised text:

ARTICLE III. MEMBERSHIP

Membership shall be open to any AALL member requesting affiliation with the Section as provided in the AALL Bylaws. Membership shall be renewable each year.

ARTICLE IV. MEETINGS

Section 1. Annual Meetings.

There shall be an annual meeting of the Technical Services Special Interest Section held in conjunction with or during the annual meeting of the AALL, but no person may vote in any meeting who is not a Section member in good standing.

Section 2. Quorum.

Thirty (30) members shall constitute a quorum for any meeting of the Section.

Revised text:

ARTICLE V. MEETINGS

Section 1. Annual Meeting.

There shall be an annual meeting of the Technical Services Special Interest Section held in conjunction with, or during the annual meeting of the AALL. The scheduling of the annual meeting during the annual meeting of AALL, shall be cleared with the AALL annual meeting program chair, or as otherwise provided in the AALL Bylaws. Meetings shall be open to all members of the association (AALL), but no person may vote in any meeting who is not a Technical Services Special Interest Section member in good standing.

Section 2. Quorum.

Unless otherwise provided, a quorum shall consist of thirty (30) members.

Comments: This Article is renumbered to bring it into conformance with the Model Bylaws.

ARTICLE V. OFFICERS

Section 1. Officers and Duties.

The officers shall consist of a Chair, a Vice-chair/chair-elect, a Secretary/Treasurer and two (2) Section members-at-large. These officers shall perform the duties usually pertaining to their offices and such other duties as may be assigned by the Executive Board or the membership.

Section 2. Terms.

Officers, other than the two elected as Section Members-at-Large and the Secretary/Treasurer, shall serve for a term of one year, with the Vice-chair/chair-elect succeeding to the office of Chair at its expiration, or earlier in the case of a vacancy in that office. Officers elected as Section Members-at-Large shall serve two year, staggered terms. Beginning in 1994, the Secretary/Treasurer shall serve a two year term. All officers shall serve until the adjournment of the annual meeting at which their successors are announced.

Section 3. Vacancies.

In the event of a vacancy in the office of Chair, the Vice-chair/Chair-elect shall succeed to the office of Chair, and shall continue in that office until the expiration of the term for which the former Chair was originally elected to serve.

If the ensuing vacancy in the position of Vice-chair/Chair-elect occurs before the regular election, a special election will be held as soon as possible to fill this vacancy. The person elected to fill the Vice-chair/Chair-elect position shall continue in that office until the expiration of the term for which the former Vice-chair/Chair-elect was originally elected to serve.

If the ensuing vacancy in the position of Vice-chair/Chair-elect occurs after the regular election, but prior to the Annual Meeting, the newly-elected Vice-chair/Chair-elect shall assume that office immediately, and shall continue in that office until the expiration of the term for which he/she was elected to serve as Vice-chair/Chair-elect.

If, due to the officer's resignation, a vacancy in the position of Vice-chair/Chair-elect occurs before the regular election, a special election to fill this vacancy will be conducted in conjunction with the regular election. The person elected to the office of Vice-chair/Chair-elect during the special election will continue in that office of Vice-chair/Chair-elect until the expiration of the term for which the resignee was originally elected to serve, and shall succeed to the office of Chair at the forthcoming Annual Meeting. The person elected to the office of Vice-chair/Chair-elect during the regular election shall be installed in that office at the forthcoming Annual Meeting.

If, due to the officer's resignation, a vacancy in the position of Vice-chair/Chair-elect occurs after the regular election, but prior to the Annual Meeting, the newly elected Vice-chair/Chair-elect shall assume the office of Chair at the Annual Meeting. An election shall be held as soon as possible to fill the vacant Vice-chair/Chair-elect office.

In the event of an unexpected vacancy in other offices, candidates for the office shall be elected by a majority vote of the members of the Executive Board.

Revised text:

ARTICLE IV. OFFICERS

Section 1. Officers.

The officers shall consist of a chair, a vice-chair/chair-elect, a past-chair, a secretary/treasurer and two (2) members-at-large.

Section 2. Duties of Officers.

These officers shall perform the duties as specified in the current Technical Services SIS Handbook.

Section 3. Terms of Office.

The vice-chair/chair elect shall serve a three-year term, the first as vice chair, the second year as chair, and the third year as past chair. A new vice-chair/chair elect shall be elected each year. The secretary/treasurer shall serve a two-year term, and shall be elected every other year. The members-at-large shall serve two-year terms, with the terms staggered so that one new member-at-large assumes office each year. Officers shall serve until the adjournment of the annual the annual meeting at which their successors are announced.

Section 4. Nominating Committee.

There shall be a nominating committee appointed by the executive board, to consist of three (3) members, none of whom shall be a member of the executive board, and none of whom shall be a candidate for office at the succeeding election. Each member of the committee shall serve for a term of one year. The chair of the committee shall be designated by the executive board.

Section 5. Nominations and Elections.

(a) The nominating committee shall nominate two candidates for each office.

(b) All candidates must be members in good standing of the Technical Services Special Interest Section.

(c) Names of candidates, together with their written acceptances, shall be presented by the nominating committee to the chair in sufficient time to enable the chair to inform members of the nominations, by mail or transmitted electronically.

(d) Further nominations may be made upon written petition of five (5) members. Such petitions, with the written consent of the nominees, should be filed with the secretary/treasurer, who prepares an official ballot, including nominations by petition.

(e) The secretary/treasurer shall provide a copy of the official ballot to each member of the Technical Services Special Interest Section. Marked ballots shall be returned to the secretary/treasurer by a specified deadline. The candidates receiving the largest number of votes shall be elected and shall be so reported at the Technical Services Special Interest Section's annual meeting, at which time the ballots shall be destroyed. All candidates shall be notified of the results of the election at the earliest possible time.

(f) All of the above procedures must be scheduled and executed so that elections are completed at least two (2) months prior to the date of the AALL annual meeting.

(g)In case of a tie-vote, a run-off election shall be held at the Technical Services Special Interest Section's annual meeting. Run-off elections shall be by secret ballot. The ballots shall be immediately counted and the candidate with the largest number of votes declared elected.

(h) All vacancies in offices shall be filled by the executive board for an interim term until the next regular election of officers, at which time said vacancies shall be filled by election, except that the vice-chair/chair-elect shall automatically become chair upon a vacancy in such office and shall continue in that office until the expiration of the term for which that person was originally elected to serve as chair.

Comments: This Article is renumbered to bring it into conformance with the Model Bylaws. Subsection b, c, and d are self explanatory. Subsection e is silent on the form of the ballot or the method of transmittal of the ballot. The language here could apply to both print or to electronic ballots. Subsection f brings us into compliance with the AALL bylaws. Subsection g is what we do currently. Subsection h greatly simplifies what happens with vacancies. The language we currently have is confusing.

ARTICLE VI. EXECUTIVE BOARD

Section 1. Composition.

The Executive Board shall consist of the Section officers, the immediate past-Chair, and the Chairs of standing committees.

Section 2. Duties.

The Executive Board shall conduct the business of the Section during the period between annual Section meetings provided that none of its acts conflict with the AALL bylaws.

Section 3. Meetings.

The Executive Board shall meet during the annual meeting of the Association.

Section 4. Quorum.

A majority of members constitutes a quorum at any meeting of the Executive Board.

Revised text:

ARTICLE VI. EXECUTIVE BOARD

Section 1. Membership.

There shall be an executive board consisting of the officers named above and the chairs of standing committees.

Section 2. Duties.

The Executive Board shall conduct the business of the Section during the period between annual Section meetings provided that none of its acts conflict with the AALL Bylaws.

Section 3. Meetings.

The Executive Board shall meet during the annual meeting of the Association.

Section 4. Quorum.

A majority of members constitutes a quorum at any meeting.

ARTICLE VII. NOMINATIONS AND ELECTIONS

Section 1. Nominating Committee.

The Executive Board shall appoint a Nominating Committee of at least three (3) members of the Section, designating one (1) member as Committee Chair. No member of the Nominating Committee shall be a member of the Executive Board. Members of the Nominating Committee may be nominated for office by written petition as described in Section 3 below. Nominating Committee members shall serve for a term of one year.

Section 2. Candidates.

The Nominating Committee shall choose a slate of at least two (2) nominees for each of the offices (a) Vice-chair/chair-elect, (b) Secretary/Treasurer, if one is due to be elected, and (c) Members-at-Large. The Nominating Committee shall submit the names of the candidates, together with their written acceptances, to the Chair in sufficient time to enable the Chair to inform the members of the Section of the nominations either by publication in the February issue of Spectrum or Technical Services Law Librarian, or by mail or electronic communication by February 1.

Section 3. Nominations.

Further nominations may be made upon written petition of at least five (5) members of the Section. Such petitions, accompanied by written acceptances of the nominees, must be filed with the Chair not later than March 15. The Secretary/Treasurer shall prepare an official ballot, including nominations by petition. The professional position of each nominee shall appear on the ballot.

Section 4. Elections.

The officers of the Section shall be elected by mail or electronic ballot. The Secretary/Treasurer shall provide ballots to each member of the Section prior to April 1. Ballots shall be marked and returned to the Secretary/Treasurer prior to May 1. For each office, the candidate receiving a plurality of votes cast shall be elected. Candidates elected shall be reported at the annual meeting of the Section by the Secretary/Treasurer. All candidates shall be notified of the results of the election at the earliest possible time. The Executive Board shall ensure the election is fundamentally fair and preserves the right of secret ballot.

Section 5. Tiebreaker Elections.

In the event of a tie, a tiebreaker election shall be held at the annual business meeting. Tiebreaker elections shall be by secret ballot of the members of the Section attending the meeting. The ballots shall be counted and the candidate with the largest number of votes declared elected.

Revised text:

Article VII is deleted as the text has been incorporated into Article IV.

ARTICLE VIII. PUBLICATIONS

The Section shall publish an official newsletter and such other publications as the Board may authorize. Copies of all publications should be submitted to the AALL Secretary for archival purposes.

Revised text:

Article VIII is deleted as the text should be moved to the TS-SIS Handbook.

ARTICLE IX. COMMITTEES

Section 1. Standing Committees.

Standing committees may be authorized by a majority vote of the members present and voting at the annual Section business meeting, or by a majority vote of the members in an electronic ballot conducted by the Secretary/Treasurer. Such authorization requires that a proposal stating the name and purpose of the standing committee be presented to the membership at least thirty (30) days before a vote.

The chair of the Section shall appoint a committee chair for each standing committee. Each committee chair shall be appointed for a term of two years, and may be reappointed at the expiration of a term. During this term, the committee chair shall also serve as a member of the Section's Executive Board. No officer of this Section may serve as a chair of a standing committee. On application to the Chair of the Committee any Section member may become a member of any standing committee.

An unexpected vacancy in the office of standing committee chair shall be filled by a special appointment made by the Section chair. A standing committee may be discontinued by a majority vote of the members present and voting at the annual Section meeting, or by a majority vote of the members in an electronic ballot conducted by the Secretary/Treasurer.

Section 1a. The Cataloging and Classification Standing Committee's responsibility is to address problems concerning descriptive and subject cataloging and the classification of book and non-book materials.

Section 1b. The Acquisitions Standing Committee serves as the research and discussion group on areas of acquisitions, including collection development; acquisitions policies; encumbrance systems; accounting and record keeping; internal acquisitions procedures; approval plans related to collection development and acquisitions policies; duplicate order control; and other topics within the scope of the preceding list.

Section 1c. The Serials Standing Committee provides a forum for addressing problems unique to serial publications including, but not limited to, check-in systems; subscription agencies; binding; claiming; and record keeping. This committee also encourages the exchange of duplicate materials among law libraries by issuing periodic lists of exchange materials available from member libraries.

Section 1d. The Preservation Standing Committee is charged with focusing on measures to preserve legal information, in all formats, that is at risk due to deterioration, neglect or disaster and with addressing issues related to the preservation of and access to digital content. The Committee also serves as a resource on preservation for the American Association of Law Libraries.

Section 2. Administrative Committees.

Administrative committees may be authorized by a majority vote of the members present and voting at the annual Section business meeting, or by a majority vote of the members in an electronic ballot conducted by the Secretary/Treasurer. Such authorization requires that a proposal stating the name and purpose of the administrative committee be presented to the membership at least thirty (30) days before a vote.

The chair of the Section shall appoint a committee chair for each administrative committee. The committee chair shall be appointed for one year. The committee chair, in consultation with the chair of the Section, shall appoint the members of the committee.

The occurrence of a vacancy in the office of chair of an administrative committee shall be filled by a special appointment made by the Section chair.

An administrative committee may be disbanded by a majority vote of the members present and voting at the annual Section business meeting, or by a majority vote of the members in an electronic ballot conducted by the Secretary/Treasurer. A proposal including the committee's name, its purpose, and an explanation of the reasons for disbanding it, must be presented to the membership at least thirty (30) days before a vote.

Section 3. Special (Ad Hoc) Committees.

Special committees for the performance of particular assignments may be appointed at any time by the Chair after consultation with the other members of the Executive Board.

Section 4. Subcommittees.

Standing Committees and Special Committees may establish subcommittees to assist in their work.

Section 5. Discussion Groups.

Informal discussion groups, to meet under the auspices of the Section, may be formed by any five (5) or more members of the Section, with the approval of the Chair.

Section 6. Renee D. Chapman Memorial Award for Outstanding Contributions in Technical Services.

The Renee D. Chapman Award is established to recognize and publicize individuals or groups whose efforts have resulted in significant and sustained support in technical services law librarianship. The Executive Board shall appoint a committee of at least three (3) members, designating one (1) member as Committee Chair, to consider nominations for the award. Award Committee members shall serve for a term of one year.

The award shall be presented at the annual meeting of the Association, at the time and place approved by the Executive Board. The award need not be given each year, but shall be given at least every other year.

Revised text:

ARTICLE VII. COMMITTEES

Section 1. There shall be such standing committees, administrative committees, or special committees as the executive board shall create, or shall be created by a majority vote of those present and voting at an Technical Services Special Interest Section annual meeting. Unless otherwise provided, committee chairs shall be designated by the chair of the Technical Services Special Interest Section.

Comment: This Article is renumbered to bring it into conformance with the Model Bylaws. The changes allows the executive board to create committees as it deems necessary without having to hold a vote, however, the membership retains the right to form committees. Most of the rest of the text is better placed in the TS-SIS handbook.

ARTICLE X. AMENDMENTS

These bylaws may be amended at the annual meeting of the Section by a majority of the members present and voting, or by a majority of the votes cast by a mail or electronic ballot conducted by the Secretary/Treasurer. Proposed amendments shall be sent to the AALL Bylaws Committee for review. After receiving AALL Bylaws Committee approval, proposed amendments shall be made available to Section members (e.g. via mail, electronic mail, or notice of posting on the TS-SIS website) at least thirty (30) days in advance of the vote. If changes are made to the wording of proposed amendments at any time, the revised text shall be returned to the AALL Bylaws Committee for final review. Amendments shall take effect upon being passed by a majority of votes cast, and after final review by the AALL Bylaws Committee, when applicable.

Revised text:

ARTICLE IX. AMENDMENTS

Section 1. These bylaws may be amended at the annual meeting of the Section by a majority of the members present and voting, or by a majority of the votes cast by a mail or electronic ballot conducted by the Secretary/Treasurer.

Section 2. Proposed amendments shall be sent to the AALL Bylaws Committee for review and approval.

Section 3. Notice of proposed amendments shall be provided to the Technical Services Special Interest Section's members 30 days in advance of the annual meeting, or the distribution of ballots.

Comment: This Article is renumbered to bring it into conformance with the Model Bylaws. No method of transmittal is prescribed here.

ARTICLE XI. CONDUCT OF AFFAIRS AND PARLIAMENTARY AUTHORITY

The Technical Services Special Interest Section shall conduct its affairs in conformity with the Bylaws of the American Association of Law Libraries. The rules of order mandated in the Association's bylaws shall govern all deliberations of the Section.

Revised text:

ARTICLE VIII. PARLIAMENTARY AUTHORITY

The Technical Services Special Interest Section shall conduct its affairs in conformity with the Bylaws of the American Association of Law Libraries. The rules of order mandated by the Association's bylaws shall govern all deliberations of the Section.

Comment: This Article is renumbered to bring it into conformance with the Model Bylaws.

Revised December 2001;
Articles IX, X, XI revised July 2002.
Articles IV.1, V.3, VII, X, XI revised July 2005.
Article IX and X revised June 2006
Article IX, Section 1d revised July 2007

If you have any questions or comments about these changes, please send them to the listserv at ts-sis [at] aallnet.org.

Thank you.

Linda Tesar
Chair, TS-SIS

Alan Keely
Chair, TS-SIS Bylaws Committee