Constitution & By-Laws

As Approved on July 27, 2002 and amended January 9, 2007

ARTICLE I

Name

The name of this organization is the New York Black Librarians’ Caucus.

ARTICLE II

Object

The objective of this organization is to promote professional growth, to support library professionals, to disseminate information, to improve the quality of library service in the Black communities, to work for legislation that relates to libraries and librarians, and to work for equal job opportunities.

ARTICLE III

Limitations

The New York Black Librarians’ Caucus shall engage exclusively in such educational, charitable, and scientific activities that will quality it for exemption from Federal income tax under Section 501(c)(3) of the Internal Revenue Code (or corresponding sections of any future Federal tax code).

ARTICLE IV

Membership

Section I: Admission to active membership is available to anyone who holds a degree in library science, is or has been employed in the New York metropolitan area in a professional capacity as a librarian, or is currently matriculated in a graduate Library or Information Science program.

Section II: Admission to active membership is also available to non-librarians in New York State or in the metropolitan area who support the goals and objectives of the organization and who meet the requirements in Article I of the By-Laws.

Section III: There shall also be provisions made for organizational and institutional memberships.

ARTICLE V

Officers

Section I: Officers of this organization shall be President, Vice President/President Elect, Recording Secretary, Corresponding Secretary, Treasurer, and Assistant Treasurer.

Section II: Officers shall be elected annually for the term of office specified in the By-Laws. Officers and members of the Executive Committee/Board shall take office immediately after the annual meeting.

Section III: Removal From Office – Any elected official may be removed from office upon recommendation from the President to the Executive Committee if the official is absent from three consecutive Executive Committee meetings and/or two consecutive membership meetings without a legitimate excuse or if the elected official does not fulfill the duties of the office as prescribed by the By-Laws and Constitution.

ARTICLE VI

Meetings

Membership meetings shall be held as provided in the Bylaws, Article IV: Section I, II, and III.

ARTICLE VII

Disposition of Assets

No part of the net earnings of the New York Black Librarians’ Caucus shall inure to the benefit of, or be distributed to its members, directors, officers or other persons, except that the New York Black Librarians’ Caucus shall be authorized and empowered to pay reasonable compensation to members, directors, officers, and other persons for services rendered and to make payments and distributions in furtherance of Sections 501(c)(3) purposes.

Upon the dissolution of the organization, the Executive Board shall, after paying all of the liabilities of the New York Black Librarians’ Caucus, dispose of its assets by distributing them to one or more organizations as shall at that time qualify as exempt organizations under Section 501(c )(3) of the Internal Revenue Code (or corresponding section of any future tax code) as the Executive Board shall determine.]

ARTICLE VIII

Amendments

These articles may be amended after consideration by the members of the Executive Committee by a two-thirds vote at a general business meeting of the organization or in the absence of a general meeting by a two-third vote by mail, provided that a copy of the proposed amendment has been sent to each member of the organization at least three (3) weeks before the date set for final action.

ARTICLE I: MEMBERSHIP

There shall be four classes of members:

a. Regular members – librarians and library supporters.

b. Retired members – librarians who no longer work in the profession in a paid capacity.

c. Student members – matriculated students working toward a graduate degree in Library and Information Science.

d. Institutional members – organizations and institutions that support the goals, objectives, and activities of the organization.

ARTICLE II: OFFICERS

Section I: Duties of the President

1. Conducts all meetings (business and programs) of the organization, including meetings of the Executive Committee/Board; and other functions of the organization.
2. Appoints and reviews the work of committees and chairpersons with the assistance of the Executive Committee as soon as possible after taking office and throughout the term of office as the need arises.
3. Appoints a Parliamentarian as soon as possible after taking office.
4. Serves as an ex-officio member of all committees except the Nominating Committee.
5. Arranges for an audit of the Treasurer’s books at the conclusion of the Treasurer’s term of office.
6. Prepares and submits a written annual report at the annual membership meeting.
7. Passes on all President’s records in good order to the incoming President within one month after leaving office.
8. Represents the organization whenever and wherever appropriate.

Section II: Duties of the Vice President/President Elect

1. Performs the duties of the President in case of the President’s absence, resignation, disability, death, or inability to perform his or her duties.
2. The Vice President/President Elect chairs the Program Committee and in that capacity arranges programs and assumes charge of the arrangements.
3. Passes on all Vice President’s records in good order to the incoming Vice President within one month after leaving office.
4. Serve a two-year term as President after having served a two-year term as Vice President. 

Section III: Duties of the Recording Secretary

1. Records minutes of all Board meetings and conferences and business meetings and sends such via U.S. mail or e-mail to the President and to the Corresponding Secretary within fourteen (14) days of the meetings.
2. Maintains a complete record of committee members and their assignments.

 Section IV: Duties of the Corresponding Secretary 

1. Maintains a list of correct names and addresses of active members of the organization after receiving membership applications from the Treasurer.
2. Arranges organization mailings and electronic distributions such as newsletters, program announcements, ballots, biographical sketches, etc.
3. Responsible for maintaining electronic communications (website or listserv) for keeping members informed of the organizations activities.
4. Shall notify the Executive Committee/Board and general membership of all meetings.
5. Shall attend to all correspondence of the organization.
6. Receive from the Nominating Committee at least thirty (30) days before election a copy of the biographical information of each candidate.
7. Arranges for the mailing of biographical information of each candidate at least fourteen (14) days before election.
8. Reports immediately in writing the names of successful candidates to all officers, members of the executive Committee/Board and all candidates.
9. Passes on all records in good order to the incoming Corresponding Secretary within one month after leaving office.

Section V: Duties of the Treasurer

1. Receives membership applications and dues, and sends membership applications to the Corresponding Secretary.
2. Prepares an annual budget with the assistance of the Executive Committee copies of which must be submitted to the membership at the next meeting after the installation of new officers.
3. Pays all bills for the organization that are within the budget approved by the Executive Committee, submits for the approval to the President, or in his or her absence, to the Vice President any bills in excess of fifty (50) dollars that are not authorized by the existing budget.
4. Keeps financial records up-to-date; submits a financial report at each meeting of the Executive Committee/Board, business and annual meetings.
5. Submits an annual financial report to the Vice President/President Elect, the Corresponding Secretary and members of the Executive Committee/Board at the first meeting of the year.
6. The Treasurer must be one of the signatories on all checks.
7. Passes on all Treasurer’s records in good order and a suggested budget for the coming year within one month after leaving office.

Section VI. Duties of the Assistant Treasurer:

1. The Assistant Treasurer will provide general assistance to the Treasurer.
2. Serve as a member of the Executive Committee.

ARTICLE III: TERM OF OFFICE

All officers shall serve a two-year term. No officer shall serve more than two consecutive terms in the same office. Each odd number year there shall be elected a Vice President/President Elect and a Recording Secretary. Each even number year there shall be elected a Corresponding Secretary, a Treasurer and an Assistant Treasurer. Each odd numbered year the person who has served as Vice President/President Elect for a two-year term shall ascend to the Presidency and serve a two-year term as President.

ARTICLE IV: MEETINGS

Section I: The organization must have at least four membership meetings and one annual meeting each year.

Section II: The business section of each membership meeting will be open to members only.

Section III: The program section of each membership meeting may or may not be open to the public.

Section IV: The Annual meeting shall be held in the month of November of each calendar year.

ARTICLE V: QUORUM

Ten (10) percent of the members in good standing shall constitute a quorum.

ARTICLE VI: DUES

Dues will be determined by the Executive Committee with the approval of the membership. Fiscal year for dues is January 1 to December 31.

ARTICLE VII: COMMITTEES

Section I: Standing: Standing Committees are as follows: By-Laws, Fund Raising, Program, Public Relations, Membership, and Donna Hoke Scholarship.

Section II: Ad Hoc Committees may be appointed by the President with the approval of the Executive Committee as needed.

Section III: All committee chairpersons shall submit a written report to the President at least one (1) week before each membership meeting. The reports shall be summarized by the President or by his/her designee at the membership meetings.

Section IV: All committee chairpersons shall submit a written annual report to the President by October 1. The President will include a summary of these reports in his or her Annual Report to the Membership.

ARTICLE VIII: NOMINATIONS AND ELECTIONS

Nominations: Candidates for office shall be nominated by a Nominating Committee or by members of the organization.

ARTICLE IX: NOMINATING COMMITTEE PROCEDURES

Section I: Prior to the annual meeting a Nominating Committee of five (5) persons shall be appointed by the President with the approval of the Executive Committee. The Nominating Committee shall prepare a slate of candidates for office to be filled in the following fiscal year. The candidates for office shall submit to the Nominating Committee a biographical sketch to be forwarded to the Corresponding Secretary at the appropriate time.

Section II: Petition – any member in good standing may seek nomination by submitting a petition signed by a minimum of five (5) members or ten percent (10%) of the total number of members in good standing, whichever is higher.

ARTICLE X: EXECUTIVE COMMITTEE

The Executive Committee shall consist of the elected officials: President, Vice President/President Elect, Recording Secretary, Corresponding Secretary, Treasurer, Assistant Treasurer, and immediate past President.

The Executive Committee shall have the authority to conduct all business pertaining to the organization between membership meetings.

The Executive Committee must meet before each membership meetings. Other meetings may be called by the President as needed.

The President may invite members to attend the Executive Committee meetings as needed.

Any member in good standing may request in writing to the President permission to attend the Executive Committee/Board at least one week prior to the scheduled meeting.

ARTICLE XI: EXECUTIVE BOARD

The Executive Board consists of the elected officials, the immediate past President and the chairpersons of the standing committees.

The President may invite members to attend the Executive Board meetings as needed.

The Executive Board must meet twice (2) annually. Other meetings may be called as needed.

ARTICLE XII: PARLIAMENTARY AUTHORITY

The rules contained in Roberts’ RULES OF ORDER, REVISED, shall govern the organization in all cases where applicable where they are not inconsistent with the Constitution and By-Laws of this organization.

ARTICLE XIII: PROFESSIONAL INVOLVEMENT

Members of the New York Black Librarians’ Caucus are encouraged to join the Black Caucus of the American Library Association and other professional organizations.  They are also encouraged to attend their professional meetings and to participate in professional activities that promote the interests and concerns of other Blacks in the profession.

ARTICLE XIV: AMENDMENTS

These articles may be amended after consideration by the members of the Executive Committee by a two-thirds vote at a general business meeting of the organization or in the absence of a general meeting by a two-third vote by mail, provided that a copy of the proposed amendment has been sent to each member of the organization at least three (3) weeks before the date set for final action.