HEALTH SCIENCES LIBRARIES OF NEW HAMPSHIRE AND VERMONT

BYLAWS
(Article X Amended Spring 2009)
(Article VII Amended March 2010)

ARTICLE I: NAME

The name of this Association shall be the Health Sciences Libraries of New Hampshire and Vermont (HSL-NH/VT).

ARTICLE II: PURPOSES

The purposes of this Association shall be:

§       To encourage cooperation and resource sharing among Association Members and other libraries;

§       To promote understanding of the health sciences librarian's role in information management and patient care;

§       To provide a forum for new ideas related to, and opportunities for continuing education in, health sciences librarianship. 

ARTICLE III: MEMBERSHI

Section 1: Classes of Membership

HSL-NH/VT shall be composed of two classes of members:  Member and Associate Member.

Section 2: Criteria of Membership

  1. Members shall be organizations or individuals in New Hampshire, Vermont, or organizations in neighboring states with a health sciences library collection.  Each Member shall:
  2. Associate Members shall be persons working in, retired from, or professionally interested in the field of health librarianship.  Others qualifying for membership include librarians with health sciences collections in New Hampshire, Vermont or neighboring organizations, who are practicing in state agencies, public libraries, or academic institutions, but are not participating in DOCLINE.  Each Associate Member shall:

 Section 3: Voting

All Members and Associate Members shall have voting rights.

Section 4: Listserv

All Members and Associate Members are automatically enrolled in the HSL-NH/VT Listserv.

 Section 5: Dues

A recommendation to change dues may be made by the Finance Committee; proposed changes shall be approved by the Members and Associate Members. Notice of proposed changes shall be sent to all Members and Associate Members at least thirty days prior to the meeting at which the change is presented for approval.

Dues shall be payable by March 1 of each calendar year; a fee may be imposed for late payment.

New Members replacing a previous Member are not required to pay dues until the following year.

 Section 6: Termination of Membership

Any Member or Associate Member wishing to resign shall notify the Finance Committee Coordinator who shall promptly remove the Member or Associate Member's name from the membership list.  No Member or Associate Member resigning shall receive a refund of any dues.

Article III proposed revision 10-17-05.  Approved 11-4-05.

ARTICLE IV: COORDINATORS

Section 1: Duties

Each of the four Committees, Administration Committee, Finance Committee, Communication Committee, and Programs Committee, shall have a Coordinator and Assistant Coordinator. Each Committee Coordinator shall ensure that the duties of the Committee are carried out by designated Committee members.

Section 2: Selection of Coordinators, Assistant Coordinators, and Others

Committee Coordinators and Assistant Coordinators shall be selected by committee members, or shall volunteer for the position. Committee responsibilities as outlined in the Bylaws shall be voluntarily carried out by committee members. The Coordinator may request specific members to assist with specific duties.

Section 3: Term of Office

Coordinators shall serve for one year, with a maximum of three consecutive terms. The term of office for all Coordinators shall begin at the close of the meeting at which they are elected, appointed or volunteered.

Section 4: Other provisions

No Member or Associate Member shall hold more than one office at a time

ARTICLE V: MEETINGS

Section 1: Number and Times of Meetings

There shall be at least two meetings each year, one in the Spring and one in the Fall, for the purpose of receiving reports from Coordinators, the RML, resource libraries, local consortia, and others, as well as transacting any business which may come before the Association. An announcement of each meeting shall be sent to all Members and Associate Members at least thirty days prior to the scheduled meeting date.

Section 2: Quorum

At any meeting of the Association, those Members and Associate Members present shall constitute a quorum.

ARTICLE VI: COORDINATORS   

Section 1: Authority

The Coordinators shall act as an informal executive committee communicating electronically among themselves, and with the Members and Associate Members through the Listserv.

 Section 2: Contact Person

A contact person for those outside the organization to reach HSL-NH/VT shall be selected from among the Coordinators at the Spring meeting.

ARTICLE VII: COMMITTEES

Section 1: General Provisions

HSL-NH/VT is a cooperative organization, with all Members and Associate Members involved in conducting the association's business, and with each Member and Associate Member participating in one of the four committees. Committee responsibilities shall be fulfilled largely on a voluntary basis, and it is expected that all Members and Associate Members will assist in some way.

Section 2: Administration Committee

The Administration Committee shall be responsible for: Reviewing the bylaws, bringing proposed revisions to the membership as needed; Maintaining the archives; Assigning a BHSL representative; Taking and archiving minutes of meetings; and Presiding over the business portion of each meeting.

Section 3: Finance & Membership Committee

The Finance & Membership Committee shall be responsible for: Managing association finances according to the bylaws (Article VIII) with a member of the Committee acting as Treasurer to manage these finances; Maintaining an up to date membership list and membership packets; Recruiting and retaining members by addressing their needs, including mentoring, encouraging association involvement and scholarship; Managing the collection of membership dues annually.

Section 4: Communications Committee 

The Communications Committee shall be responsible for: Managing the Listserv; Managing the website including posting the electronic newsletter; Providing liaison with other professional organizations as appropriate, including a representative to NAHSL board meetings; Preparing all organizational correspondence, including publicity, and the announcement of meetings and other events; Ensuring that members are informed on accessibility and use of the website and Listserv; Cooperating with the Membership Committee in recruitment of new Members and Associate Members.

Section 5: Program & Education Committee 

The Program and Education Committee shall be responsible for: Developing and implementing programs and events that promote the field of librarianship; Providing continuing education opportunities to HSL-NH/VT membership; Locating speakers and/or determining program topics; Reserving appropriate facilities for events, and providing guest speakers with technical support as needed for presentation. The committee shall consult with the Treasurer regarding available budget for programming/educational events. The Treasurer will be responsible for actual payment of accounts related to such events.

ARTICLE VIII: FINANCES

Section 1: Fiscal Year

The fiscal year of the Association shall be from January 1 through December 31.

Section 2: Association Funds

All money belonging to the Association shall be kept in a federally insured account and be maintained according to approved accounting practices.

Section 3: Audit

The Association finances shall be reviewed regularly by an outside individual or agency.

ARTICLE IX: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern the association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Association may adopt.

ARTICLE X: AMENDMENT OF BYLAWS

The bylaws shall take effect immediately following their adoption. They may be amended at any meeting of the association by a two-thirds vote of the Members and Associate Members present and voting. The proposed amendment (s) shall be distributed to the Members and Associate Members at least fourteen days prior to voting. Bylaws may also be amended using electronic communication. When voting electronically (using an acceptable electronic technology such as Survey Monkey), adoption of amendments will require a two-thirds vote based on the number of Members and Associate Members who cast a vote by the specified deadline. Bylaws shall be reviewed as needed.

BL rev 7e     (5-7-2009)
BL rev 7f     (3-29-2010)