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ARTICLE I: NAME
The name of this group shall be the Brooklyn, Queens, Staten Island,
Manhattan and the Bronx Health Sciences Librarians.
The acronym will be BQSI/MB.
In electronic formats where the slash cannot be used, the acronym
will be BQSIMB.
ARTICLE II: PURPOSE AND OBJECTIVES
The purpose of BQSI/MB is to bring together persons of this
constituted geographic area engaged in providing professional health
sciences library services for the following objectives: furthering
their specialized knowledge; exchange of information; improvements
and developments of resources; identifying special needs and
coordinating all library services and activities with existing area
groups, libraries and programs.
ARTICLE III: MEMBERSHIP
Section 1:
Individual Membership
Individual membership is open to persons who are actively interested
in providing professional library and information services to the
health science professionals of Brooklyn, Queens, Staten Island,
Manhattan and the Bronx.
Section 2:
Retired Membership
Retired members who have maintained continuous membership in BQSI/MB
for five years prior to retirement are granted retired membership
with all of its privileges including the right to vote. These
members shall be known as “Emeritus” members. They are
required to renew their membership every year by submitting a
membership form. If they do not renew within two years,
counting from April 30th of the current year, their membership will
be cancelled and they will be removed from the membership roster.
Emeritus members do not pay dues.
Section 3:
Dues
Dues shall be determined by the Executive Board and voted upon by
the members.
The fiscal year runs from May 1st through April 30th of the
following year.
If dues are not paid by June 30th of the membership year, the dues
shall be considered in arrears.
After June 30th, the member shall be reminded once and their dues
must be received within 30 days of the notice, or their membership
will be cancelled, and the member will be removed from the roster.
Only dues paying and emeritus members
who have renewed their membership
shall have a vote.
Section4:
No Membership
Membership is not offered to representatives of any commercial
vendors.
ARTICLE IV:
OFFICERS
Section
1:
Executive Officers
The executive officers shall be a President, Vice-President /
President-Elect, Immediate Past President, Secretary, Treasurer and
three Executive Board Members.
Section 2:
Election and Term of Office
The officers shall be nominated and elected as provided in the
Bylaws.
Each officer shall take office at the close of the Spring meeting at
which elected, and shall serve until a successor shall have been
chosen or until resignation. Should an
officer not perform satisfactorily the functions of the office, the
Executive Board has the authority to ask for a resignation or vote
the individual out of office by a majority vote. A new
officer will be appointed until the next election is held.
Officers shall not serve for more than two consecutive terms.
Officers cannot hold more than one elected position at the same
time.
Section 3:
President
The President shall be the Chief Executive Officer of BQSI/MB and
serve as Chair of the Executive Board.
The President shall be a member ex-officio, without vote, of all
committees except the Nominating Committee.
A term of office shall be two years.
The President shall be responsible for maintaining and updating the
BQSI/MB Policy and Procedure Manual.
Section 4:
Vice-President / President-Elect
In the absence of, or at the request of the President, the
Vice-President / President-Elect shall perform the duties and
exercise the functions of the President.
A term of office shall be two years.
If the President is unable to complete the term of office, the
Vice-President / President-Elect shall become Acting President.
The Vice-President/President-Elect shall be Chair of the BQSI/MB
Program Planning Committee.
Section 5:
Secretary
The Secretary shall keep the minutes of all meeting, conduct the
official correspondence and retain copies of all communications
received and written on behalf of BQSI/MB.
The Secretary shall perform any related duties assigned by the
Executive Board.
A term of office shall be two years.
Section 6:
Treasurer
The term of office of the
Treasurer shall be three years. The Treasurer shall direct the
financial affairs of BQSI/MB; shall be responsible for all monies
and funds belonging to BQSI/MB; shall collect dues and maintain a
list of members in good standing and shall provide the
Publicity/Website Committee with this information. Expenditures will
be reimbursed by the Treasurer upon approval by the President. In
the absence of the President, the Vice-President/President-Elect
shall approve expenditures. The Treasurer must maintain the Employer
Identification Number (EIN), in order to have an organization bank
account, and the Treasurer must file an electronic tax return every
April to maintain the EIN #.
Section 7:
Immediate Past President
The term of office of
the Immediate Past President is two years immediately following his
or her term as President.
The Immediate Past President serves as the Chair of the Nominating
Committee.
Article V: EXECUTIVE BOARD
Section 1:
Membership
The Executive Board shall consist of the four Executive Officers,
the Immediate Past President, and three additional elected members.
Section 2:
Term of Office
The three elected members of the Executive Board shall serve terms
of three years each, one member to be elected annually.
A vacancy in the membership shall be filled by a majority vote of
the remaining members of the Executive Board.
Section 3:
Duties
The Executive Board shall have the power and authority to manage
BQSI/MB's property and to regulate and govern its affairs. The
Executive Board shall determine policies, take actions necessary to
carry out objectives of BQSI/MB and perform such other functions as
the membership may direct.
Section 4:
Meetings
The Executive Board shall hold at least one meeting annually and
additional meetings upon the request of the President or upon
written request of any three members of the Executive Board.
ARTICLE VI:
NOMINATIONS and ELECTIONS
Section
1:
Nominations
The Nominating Committee
shall consist of the Immediate Past President, who will chair the
committee, and two other active members. The Nominating
Committee shall annually prepare a slate of at least one nominee for
President-Elect and for each elective officer whose term expires.
Ballots shall have a provision for a write in candidate. Members of
the Nominating Committee shall not nominate themselves. Ballots
shall be in print or electronic format.
Section 2:
Elections
The ballots shall be
distributed by the Nominating Committee to the voting membership at
least 30 days prior to the Spring meeting. Ballots shall be returned
to the Nominating Committee Chair by the date previously announced
for counting ballots. Candidates shall be declared elected upon
receiving the majority of votes cast. Where there are more than two
candidates, a plurality shall elect. If a tie occurs, the election
shall be decided by a majority vote at the Spring meeting. The
results of the election will be announced at the Spring meeting.
ARTICLE VII:
COMMITTEES
Section
1:
The President shall appoint the following Committee Chairs:
Archives, Bylaws, Political Action, Program Planning,
Publicity/Website, Shared Resources, Welcoming / Membership, and any
other committees considered useful to further the aims and
objectives of BQSI/MB.
Committee Chairs shall hold office for the duration of the
President's term.
Section 2:
Standing Committees
Part 1:
Archives Committee
Purpose:
To collect, file and preserve the records of BQSI/MB.
This may include minutes, publications, reports, correspondence,
photographs that represent the history, actions, and ideas of the
organization.
Part 2:
Bylaws Committee
Purpose:
To review, revise, and formulate rules and regulations that may
serve as the basic guide to fair and orderly transaction of BQSI/MB
business in conformity with its established aims and goals.
Members: A minimum
of three (3) members.
Part 3:
Cooperative Purchasing Committee
Purpose: To recommend databases and other cooperative agreements for
purchasing by member libraries, to construct special pricing
arrangements for site licensing, and to initiate cooperative
purchasing programs and services.
Members: A minimum of two (2) members.
Part 4:
Nominating Committee
Purpose:
To prepare a slate of officers when elections are called and to
conduct elections. Members:
A minimum of three (3) members.
The Immediate Past President serves as Chair.
Part 5:
Political Action Committee
Purpose:
To keep track of legislation that affects medical / health science
libraries, to inform the membership of political activities related
to librarianship and libraries, to promote the cause of libraries
and librarians.
Part 6:
Program Planning Committee
Purpose: To
further specialized knowledge, to identify specialized needs, to
plan educational activities (seminars and workshops), to prepare and
distribute meeting notices through the website and the listserv at
least 30 days before a meeting.
Members: A minimum of two (2) members.
Part 7:
Publicity/Website Committee
Purpose: To exchange information, to report activities, to maintain
the BQSI/MB website (www.bqsimb.org), to maintain a paid and retired
membership roster on the website, to maintain the BQSI/MB listserv.
One member will be the site Webmaster.
Part 8:
Shared Resources Committee
Purpose:
To develop mechanism for sharing resources, to act as BHSL Network
Coordinator, to coordinate projects, review and evaluate requests
for new projects, prepare and initiate cooperative projects.
Part 9:
Welcoming / Membership Committee
Purpose:
To maintain contact with members, to maintain and distribute updated
mailing labels to membership upon request, to provide personal ID
tags at all meetings, to prepare certificates for officers and
committee chairs/members.
ARTICLE VIII:
MEETINGS
Section 1:
Meetings
At least two General Membership meetings shall be held annually;
One in the Spring and one in the Fall.
Section 2:
Special Meetings
At any time in the interval between regular meetings a special
meeting may be called by the Executive Board or by ten members, upon
written request to the Executive Board.
Section 3:
Quorum
A quorum for the transaction of business shall be the presence of
ten members.
Section 4:
Days of Meetings
Meetings will not be held on Federal, New York State, or New York
City holidays.
Preference will be given to days when there are no major religious
holidays or library organizational activities.
ARTICLE IX:
AFFILIATION
BQSI/MB may affiliate with any society having objectives allied
with those of this organization.
Affiliation may be proposed by the Executive Board and authorized by
a majority of returned ballots.
ARTICLE X:
PUBLICATIONS
BQSI/MB may publish a newsletter and other publications as the
Executive Board authorizes.
ARTICLE XI:
ADOPTION and AMENDMENTS
Section 1:
Adoption
The Bylaws have been adopted by a majority vote of the membership of
BQSI/MB.
Section 2:
Amendments
The Bylaws shall be amended at business sections of the meetings by
a majority vote of members present.
An announcement of the proposed amendment(s) shall be mailed to all
members at least three weeks prior
to the meeting at which the amendment(s) is to be voted upon.
Section 3:
Robert's Rules of Order
Anything not covered by these Bylaws will follow Robert's Rules of
Order.
ARTICLE XII:
RELATIONSHIP tO tHE NY-NJ CHAPTER oF MLA, INC.
In the
event of dissolution of BQSI/MB, the assets of the organization,
after satisfaction of all liabilities and obligations thereof, shall
be given to the New York / New Jersey Chapter of MLA, Inc.
Bylaws last amended: March 10, 2011
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