KLA Bylaws


Table of Contents

Article I--Name

The name of this organization shall be the Kansas Library Association (K.L.A.).

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Article II--Status and Mission

The Kansas Library Association is a non-profit, educational organization with 501-c (4) tax exempt IRS classification. The K.L.A. operates to promote library and information service to the state of Kansas, librarianship, and cooperation among all types of libraries and organizations concerned with library and information service.

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Article III--Membership

Section 1.

Any person, institution, or commercial firm interested in the purposes of K.L.A. may become a member upon payment of the dues established by Council action and membership ratification. Memberships will be classified as a) personal members, b) institutional members, or c) commercial members.

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Article IV--Officers

Section 1.

The officers of K.L.A. shall be President, First Vice President/President Elect, Second Vice President, and Secretary.

Section 2.

The President shall:
a.
preside over all meetings of the K.L.A. membership, Council and Executive Committee,
b.
serve as ex-officio member of all committees except the Nominating Committee,
c.
appoint all standing and special committee chairpersons, with the exception of the Nominating Committee, and appoint committee members following consultation with committee chairpersons, and,
d.
generate notices of Council meetings and any special meetings.

Section 3.

The First Vice President/President Elect shall:
a.
act as the President during the President's absence,
b.
become President at the completion of the year as First Vice President,
c.
assume the office of President, if that office is vacated, for the incomplete term, and then serve a one-year term as President,
d.
in consultation with the President, the Second Vice President, Finance Committee and the Executive Director, shall:
1.
formulate the proposed budget for the next fiscal year, and,
2.
submit the proposed budget for approval by the Council at the Annual Conference meeting,
e.
be responsible for planning the program of the Annual Conference to be held during this term of office, and,
f.
perform additional duties as assigned by the President.

Section 4.

The Second Vice President shall:
a.
act for the First Vice President/President Elect during his/her absence,
b.
become First Vice President/President Elect at the completion of his/her year as Second Vice President,
c.
assume the office of First Vice President/President Elect if that office is vacated, for the incomplete term, and then serve a one year term as President,
d.
assist the First Vice President/President Elect with planning for the Annual Conference,
e.
review, in consultation with the Parliamentarian, the bylaws before the fall Council meeting and recommend to the President and Council any additions and/or corrections deemed necessary, for discussion and possible action at the winter Council meeting,
f.
serve as co-chair of the Governmental Affairs Committee, and,
g.
perform additional duties as required by the President.

Section 5.

The Secretary shall:
a.
take minutes of all meetings of K.L.A., the Council, and the Executive Committee, and forward them to the Executive Director for distribution, and,
b.
serve as resource person to the President, Executive Committee, and Council in questions relating to prior actions of the Committee, Council or membership through consultation of Minutes, Financial Reports, and other official papers of the Association.
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Article V--Elected Representatives to MPLA and ALA

Section 1.

The representative of K.L.A. on the A.L.A Council shall be elected in accordance with A.L.A. bylaws. The A.L.A. Councilor shall attend the A.L.A. Council meetings, with some expenses paid as budgeted, and report to K.L.A. Council and the general membership at the Annual Conference.

Section 2.

The Mountain Plains Library Association (M.P.L.A.) representative shall be elected in accordance with M.P.L.A. bylaws. The M.P.L.A. representative shall attend the M.P.L.A. Executive Committee meetings, with some expenses paid as budgeted, and report to the K.L.A. Council and to the general membership at the Annual Conference.

[See Appendix C for current election sequence and terms according to organizational bylaws.]

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Article VI--Election (Officers, Nominating Committee, and Elected Representatives to M.P.L.A. and A.L.A.)

Section 1.

Members of the Nominating Committee shall serve for a one-year term and present a slate consisting of two names for every office and affiliation representative(s) to M.P.L.A. and A.L.A. for which there is a vacancy, and five names for the Nominating Committee (three elected members). The immediate Past President shall serve as chair and ex-officio member of the Nominating Committee.

Section 2.

The slate shall be presented to the Council at the winter Council meeting for discussion and approval, and then shall be presented to the membership no less than four weeks prior to the Annual Conference. All nominees shall be personal members in good standing of K.L.A.

Section 3.

The Second Vice President shall be elected annually. The Secretary shall be elected, in even-numbered years, to serve a two year term.

Section 4.

Ballots will be mailed to personal members in good standing no less than four weeks prior to the Annual Conference.

Section 5.

Write-in votes will be accepted provided the nominee has indicated a willingness to serve if elected.

Section 6.

A majority of the legal votes cast constitutes election.

Section 7.

Should a vacancy occur in the office of President, the First Vice President/President Elect shall assume the office immediately, and the Second Vice President shall assume the office of First Vice President for the balance of the term. In case of vacancies in both positions, the Second Vice President shall assume the office of President and instruct the Nominating Committee to select candidates for a special election to elect a First Vice President and Second Vice President as soon as possible.

Section 8.

Should a vacancy occur in any elective office, the President shall appoint an interim officer, in consultation with the Executive Committee, to serve until such position can be filled either by annual election through regular procedures or by special election.

Section 9.

Should any officer fail to attend two consecutive meetings of the Council and/or of Committees on which he/she holds major responsibility, and/or fail to perform assigned duties in a timely manner, that officer may be removed from office by majority vote of the Council at the next regularly-scheduled Council meeting. Replacement of the officer so deposed will be by appointment by the President, in consultation with the Executive Committee, of an interim officer, who shall serve until such position can be filled by annual election through regular procedures.

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Article VII-- Council

Section 1.

The Council shall consist of the elected officers and elected representatives to M.P.L.A. and A.L.A., the Immediate Past President, the State Librarian, those persons chairing standing committees, sections, and roundtables, appointed members, the newsletter editor, and any others as may be set forth by these bylaws. All members of Council shall be personal members in good standing of K.L.A.

Section 2.

The Council may include, as non-voting members, one duly selected representative of each affiliated organization (listed in Appendix A), and such other resource persons as the President or Council may wish to include, for a one year term.

Section 3.

The Council shall meet at least once prior to or during the Annual Conference and at least twice during the year at the call of the President. The minutes of Council meetings shall be distributed to the membership.

Section 4.

A meeting of the Council may be called by the Executive Director, should the President not do so, when requested by five (5) members of Council, provided that fifteen (15) days notice is given to the members prior to the scheduled date of the meeting.

Section 5.

The Council shall administer the business affairs of K.L.A. and shall act on all matters by majority vote.

Section 6.

The Council shall appoint a Certified Public Accountant to review the financial affairs of the Association at least once every three years.

Section 7.

All matters brought before the membership meeting of the Annual Conference shall be introduced at the Annual Conference Council meeting.

Section 8.

The Council may contract in the name of K.L.A.

Section 9.

Action of the Council may be appealed at a regular meeting or at a called special meeting as provided in Article X, Section 6. A two-thirds vote of those present shall be required to reverse action of the Council, except that changes to the annual budget may be effected by majority vote.

Section 10.

The Executive Committee shall consist of the President, First Vice President/President Elect, Second Vice President, Secretary, Immediate Past President and the Executive Director. The Executive Committee shall meet at the call of the President. The Executive Committee shall advise the President and Executive Director and shall act on all matters of K.L.A. between Council meetings. All actions of the Executive Committee shall be reviewed by the Council.

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Article VIII--Personnel

Section 1.

The Executive Director will be a permanent, paid position. The Executive Director will be appointed and, if necessary, dismissed by the President, with approval of the Council. The Executive Director shall:
a.
advocate the causes of libraries, library services, and librarians through political action at local, state, and national level,
b.
hire and supervise staff,
c.
have custody of all materials relating to the activities of K.L.A. for the current three years, and transfer earlier records to the Archivist,
d.
be responsible for receipt and deposit of all funds,
e.
write all checks, pay all bills and keep a set of books of all Association money received and spent,
f.
keep the membership name and address file and distribute it to those persons authorized by the Council,
g.
compile and distribute to all members the Membership Directory and bylaws,
h.
send dues notices and invoices,
i.
distribute K.L.A. publications as directed by the Council,
j.
work with the Annual Conference Committee and assist them with arrangements,
k.
prepare reports of receipts and expenditures for the President and Finance Committee,
l.
make necessary arrangements for filing the Association's federal income tax return and the state corporation papers,
m.
provide annual working papers of all accounts,
n.
make financial reports to the Council and the membership, and,
o.
assume any other duties which the President and Council deem necessary.

Section 2.

The Executive Committee may authorize retaining additional staff as necessary.

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Article IX--Committees and Appointments

Section 1.

There shall be the following individual appointments:
a.
A.L.A. Membership Liaison,
b.
Historian/Archivist, and,
c.
others as the President and Council deem necessary.

Section 2.

The duties of the above individual appointments are as follows:
a.
A.L.A. Membership: The A.L.A. membership liaison shall work closely with A.L.A. to promote membership for A.L.A. in the state. The Liaison shall serve on the Membership and Promotion Committee,
b.
Historian/Archivist: the Historian/Archivist shall provide for the organization and care of the documents of K.L.A. received from the Executive Director and all sections and roundtables for reference of the Council and membership.

Section 3.

There shall be the following Standing Committees:
a.
Nominating,
b.
Annual Conference,
c.
Governmental Affairs,
d.
Membership,
e.
Continuing Education,
f.
Finance,
g.
Publications,
h.
Promotion,
i.
Presidential Awards,
j.
Intellectual Freedom, and
k.
Bylaws.

Section 4.

Unless otherwise defined, Standing Committees shall be comprised of three to four members selected by the committee chair, representing a diverse constituency. The duties of the Standing Committee are as follows:
a.
Nominating: defined in Article VI, Section 1,
b.
Annual Conference: defined in Article X, Section 4,
c.
Governmental Affairs (Comprised of individuals representing all types of libraries): Plan and act for K.L.A. on state governmental affairs matters and keep the membership informed on state and federal legislation relating to libraries,
d.
Membership (Comprised of the A.L.A. Membership Liaison, M.P.L.A. representative, New Members Round Table Chair the Executive Director, and other persons appointed by the President.): Promote membership through general association-wide projects,
e.
Continuing Education: Emphasize the need for continuing education and support the provision of learning experiences to enhance professional skills, and administer continuing education grants and scholarships.
f.
Finance (Comprised of three persons, selected for three-year staggered terms, one new member each year and the Executive Director or designee, ex officio): Formulate and implement the financial policies and procedures of the Association, including those identified below:
1.
review regular financial reports received from the Executive Director and recommend any additions and/or corrections necessary to the President and Council,
2.
arrange, in consultation with the Executive Director, for the compilation of annual working papers and tax reports,
3.
review the Association dues schedule and recommend any necessary revisions to the Council,
4.
reviews all accounts as maintained by the office of the Executive Director, and,
5.
oversee the financial status and investments, etc., of the Association and recommend any necessary changes to the Council.
g.
Publications: (Comprised of the Newsletter Editor, the Executive Director, and three other individuals): Set policies for and supervise the Newsletter and other K.L.A. publications, promote general association-wide publication projects, and assist the Newsletter Editor.
h.
Promotion: (Comprised of the Newsletter editor and other persons appointed by the President) Plan and implement public relations campaigns and other events to promote libraries throughout the state and provide assistance to subgroups on publicity needs.
i.
Presidential Awards: (Chaired by the Past President) Reviews applications and determines the Presidential Distinguished Service Awards and other awards to be made on behalf of the Association as established by Council action.
j.
Intellectual Freedom: Monitor intellectual freedom incidents statewide and report incidents to K.L.A. Council and A.L.A. Office of Intellectual Freedom.
k.
By-laws: (Chaired by the Second Vice President) Reviews and recommends changes to the by-laws.

Section 5.

Special Committees as established by the President and Council:
a.
Shall receive a "charge of duties" as approved by the Council.
b.
All Special Committees shall cease to exist after three years unless reauthorized by Council.
[See Appendix D for a current list of Special Committees]

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Article X--Meetings

Section 1

Meetings of the Council shall be held quarterly.

Section 2.

There shall be an annual conference at such place and date as shall be selected by the Council. This conference may be a joint conference with affiliated or related organizations, if approved by Council. This conference may be a joint conference with other organizations, if approved by Council.

Section 3.

The annual membership meeting shall be conducted at the Annual Conference. Expenses incurred shall be underwritten by K.L.A., or in the case of a joint conference, shall be distributed among participating organizations in accord with an explicit written agreement negotiated in advance by the President. Any net proceeds from the conference shall revert to the K.L.A. treasury, or, in the case of a joing conference, shall be distributed among participating organizations in accord with an explicit written agreement negotiated in advance by the President.

Section 4.

Membership meetings of K.L.A. shall be open to all K.L.A. members. Voting is limited to K.L.A. personal members in good standing and representatives of institutional members designated in writing by the institution.

Section 5.

The Annual Conference Committee shall be composed of the President, the First Vice President/President Elect, local arrangement chairperson(s), the Executive Director, and as many additional members as the President may choose to appoint. A subcommittee of the Annual Conference Committee may be designated as the Local Arrangements Committee. In the event of a joint conference with other organizations, members of the Annual Conference Committee shall serve as K.L.A.'s representatives on whatever committee or committees are constituted by mutual agreement among the participating organizations to plan and organize the conference. The Annual Conference Committee shall establish the registration fee for the conference. In the event of a joint conference, the registration fee shall be established by mutual consultation and agreement of the K.L.A. President and chief officers of other participating organizations, subject to the approval of Council. The Annual Conference Committee shall be responsible for organizing and implementing the conference program. A progress report shall be given at Council meetings.

Section 6.

Section and roundtable meetings annual business meetings shall be organized within the framework of the Annual Conference, or joint conference, by the presiding officers of recognized sections and roundtables.

Section 7.

Special membership meetings shall be called by the President when requested by twenty-five (25) members, provided that one month's notice is given to the membership prior to the scheduled date of the meeting.

Section 8.

Meetings of the Executive Committee, Standing Committees, and Special Committees may be conducted using electronic means with the prior approval of a majority of the committee.

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Article XI--Affiliations, Sections and Roundtables

Section 1.

K.L.A. is a chapter of A.L.A., as provided by the bylaws of the American Library Association, and an organizational member of the Mountain Plains Library Association.

Section 2.

K.L.A. may affiliate with organizations and groups by action of the Council. Organizations seeking affiliation shall petition the President of K.L.A. for consideration. Approval will be by action of the Council. [See Appendix A for current KLA affiliations.]

Section 3.

Section and roundtable status may be accorded to groups of K.L.A. members sharing a common interest/responsibility through a formal application process. The application must include the following items: a statement of mission and potential membership, a statement of financial plans, including a tentative budget, a justification for status as a separate entity, and the list of petitioning K.L.A. members in good standing, fifty for section status or twenty for roundtable status.
a.
Section status will be based on type of library and each section must maintain a membership of at least twenty-five (25) members in the section, who are also members of K.L.A., to maintain that status.
b.
Roundtable membership will be based on type of library activity and/or common purpose and encompass various types of libraries. Each roundtable must maintain a membership of at least ten (10) members in the roundtable, who are also members of K.L.A., to maintain that status.
c.
Sections and roundtables will be established upon approval by Council.
[See Appendix B for a current list of sections and roundtables.]
d.
All members of sections and roundtables must be personal members or affiliate members in good standing of K.L.A.
e.
Sections and roundtables will have on file with the Executive Director documents including statement of purpose, affiliations, elected representatives to those affiliate organizations, meeting dates, dues and fees, official year, quorum, bylaws, names/addresses of current officers, and approved budget. Documents updating this material, a report of the year's activities, and a list of newly elected officers must be forwarded to the K.L.A. President and Executive Director by July 1 of each year.
f.
Sections and roundtables shall provide funding for normal activities by charging dues. The dues shall be collected by the Executive Director. Bills shall be paid by the Executive Director upon authorization by the section or roundtable chairperson. Sections and roundtables will be assessed annual, per capita, or other fees for association overhead as established by Council.
g.
A section or roundtable may request additional funds from the K.L.A. annual budget for a special project that cannot be funded in full from section or roundtable funds.
h.
A section or roundtable may request funds from the Annual Conference funds to provide a program at the Annual Conference.
i.
K.L.A. will maintain membership lists for each section and roundtable and make lists available on request.

Section 4.

A section or roundtable may dissolve itself by a simple majority vote of the members in good standing attending the Annual Conference. If the membership of a section or roundtable should fall below the required number of members in good standing for a period of two consecutive years, the K.L.A. Council may discontinue section or roundtable status. Any remaining funds of dissolved sections or roundtables shall be reallocated at the discretion of the Council.

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Article XII--Official Year

The fiscal year, membership year, and term of office shall begin July 1 and end June 30.

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Article XIII--Quorum

Section 1.

Ten percent (10%) of the total membership shall constitute a quorum at any membership meeting.

Section 2.

One third (1/3) of the membership of the Council shall constitute a quorum.

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Article XIV--Amendments

These bylaws may be amended by a majority vote of Council followed by two-thirds (2/3) vote of the members voting by mail ballot. Notice of the proposed change(s) must be mailed to the membership at least 30 days prior to the deadline date for return of the ballots.

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Article XV--Parliamentary Authority/Parliamentarian

In all matters not covered by its bylaws, K.L.A. shall be governed by Robert's Rules of Order, Newly Revised. A Parliamentarian will be selected to provide assistance with questions concerning parliamentary procedure and the conduct of Association meetings.

Section 1.

The Parliamentarian will be selected by the President and Executive Committee from a list of nominees, received by application and/or solicitation by the Executive Director, to serve a four-year term.

Section 2.

The Parliamentarian will, within the first six months of taking office, complete a National Association of Parliamentarians training workshop, at the expense of the Association. The Parliamentarian will also receive reimbursement for expenses incurred in fulfillment of assigned duties.

Section 3.

The duties of the Parliamentarian shall be as follows:
a.
to provide a copy of the most recent edition of Robert's Rules of Order at each Membership and Council meeting,
b.
to provide active assistance in the conduct of the meeting to the President or presiding officer at each Membership and Council meeting, as need arises, and assure that the policies and procedures stated in the Association Bylaws are followed as formulated. These duties will include a determination of quorum at each official meeting before any action is taken, and,
c.
to review, in consultation with the Second Vice-President, the Bylaws of the Association, before the fall Council meeting, in order that they may recommend to the President and Executive Council any additions and/or corrections deemed necessary.

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APPENDICES

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Appendix A -- Affiliated Organizations

The following associations are affiliated with K.L.A.:

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Appendix B -- K.L.A. Sections and Roundtables :

Sections

Roundtables

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Appendix C -- Provision for Election of K.L.A. Representatives

A.L.A. Council
Elected in 2002 and every three years thereafter for a three year term as specified by A.L.A. Bylaws.

M.P.L.A.
Beginning in 2006 elected every three years for a three year term.

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Appendix D -- Special Committees

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KLA BYLAWS

(Revised by mail vote of KLA membership, April 2005)
(Revised by mail vote of KLA membership, April 2003)
(Appendices revised by Council action, June 2002)
(Revised by mail vote of KLA membership, April 2002)
(Revised by mail vote of KLA membership, April 2000)
(Appendices revised by Council action, June 2000)
(Revised by mail vote of KLA membership, March 2006)


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