Midcontinental Chapter, a chapter of the Medical Library Association, Inc.

Download a PDF  |  Approved October 15, 2019

Bylaws

ARTICLE I. Name

Section 1. Name and Boundaries

The name of the organization shall be the Midcontinental Chapter of the Medical Library Association, Inc., hereinafter called the Chapter; its acronym shall be MCMLA.

Section 2. Boundaries

The region served by this Chapter shall be the states of Colorado, Kansas, Missouri, Nebraska, South Dakota, Utah, and Wyoming.

ARTICLE II. Purpose

The purposes of the Chapter shall be:

  • To stimulate and strengthen interest in health science library and information activities, and the Medical Library Association, Inc., whose acronym is MLA;
  • To further the professional development of members;
  • To promote cooperation and communication among members and area groups within the Chapter and among Chapters.

ARTICLE III. Membership

Section 1. Eligibility

Both members and nonmembers of the Medical Library Association (MLA) may belong to the chapter.

Section 2. Classes of Membership

The following classes of membership shall exist:

1. Regular Members: members actively engaged in or interested in professional library or bibliographic work, or a health or information sciences profession;

2. Student Members: granted to students enrolled in graduate level training in the field of library and information science. Student membership may be granted for no more than three (3) consecutive years;

3. Emeritus Members: members shall have been a Regular Member for a minimum of 3 years, shall have requested Emeritus membership, and shall have retired from active professional work.

Section 3. Rights and Privileges

1. Voting members of this Chapter shall consist of all members, except that only Voting Members of the Medical Library Association shall be qualified to move or to vote on recommendations to the Chapter Council regarding MLA policies or actions, to vote on the selection of a candidate for the MLA Nominating Committee, or to vote on the selection of the Chapter's Representative and Alternate Representative to the Chapter Council.
2. Officers of this Chapter shall be Voting Members of the Medical Library Association.

Section 4. Fiscal and Membership Year

The Fiscal and Membership year of the Chapter shall be the calendar year.

Section 5. Dues

1. The dues shall be determined by a majority vote of the members of the Chapter at the Annual Meeting.

2.  Chapter dues shall not exceed MLA membership dues for Regular members.

3.  Chapter dues shall be payable upon joining the Chapter and, thereafter, at the beginning of the calendar year.

4.  Any member who has not renewed a membership by February 14 shall lose all membership privileges until dues are paid.

ARTICLE IV. Elected Officers, Appointed Officials, and Representatives

Section 1. Elected Officers and Terms of Office

1. The elected officers of the Chapter shall consist of a Chair, a Chair-Elect, a Secretary, the Immediate Past Chair, the Chapter Council Representative and the Chapter Council Alternate Representative.
2. The term of office for the Chair is one year as Chair-Elect, one year as Chair, and one year as Immediate Past Chair. No one may serve more than two successive terms as Chair-Elect/Chair/Immediate Past Chair.
3. The term of office for the Secretary is one year. An individual may not serve more than two successive terms as Secretary.
4. The term of office for the Chapter Council Representative and the Chapter Council Alternative Representative is three years. An individual may not serve more than two successive terms as Chapter Council Representative and Chapter Council Alternative Representative.
5. Elected officers, except Representative to the Chapter Council and Alternate Representative to the Chapter Council, shall take office at the close of the Chapter Annual Meeting or following their election and serve, unless they resign, die, become incapacitated, or are removed, until the close of the Chapter Annual Meeting at the end of their terms of office or until their successors are elected and assume their duties. The Representative to the Chapter Council and Alternate Representative to the Chapter Council shall take office at the close of the MLA Annual Meeting.

Section 2. Duties of Elected Officers

1. The duties of the Chair shall be to preside over all meetings and to represent the Chapter at all times and on all occasions not in conflict with any other officer's defined duties and responsibilities, to prepare a budget for the coming year in consultation with the Chair-Elect and the Treasurer, to appoint a Chapter Archivist and a Parliamentarian, to appoint all committees and committee chairs except for the Chapter Nominating Committee, to be an ex-officio member of all committees except for the Chapter Nomination Committee, to submit an Annual Report to MLA Headquarters by the date requested, and to perform all other duties prescribed by these Bylaws, by the parliamentary authority adopted by the Chapter, and as detailed in the Chapter policy and procedure manual.
2.  The duties of the Chair-Elect shall be to serve as Chair whenever the Chair is not able to do so, to update the Chapter strategic plan and develop Chapter priorities, to work closely with the Annual Meeting Advisor to prepare for the Chapter Meeting, to actively participate in budget preparation for the coming year, to recommend committee appointments and committee chairs to the Chair, and to perform all other duties prescribed by these Bylaws, by the parliamentary authority adopted by the Chapter, and as detailed in the Chapter policy and procedure manual.
3.  The duties of the Secretary shall be to be responsible for preparing minutes of all meetings, and to perform all other duties prescribed by these Bylaws, by the parliamentary authority adopted by the Chapter, and as detailed in the Chapter policy and procedure manual.
4.  The duties of the Immediate Past Chair shall be to maintain and distribute a manual of Chapter Policies and Procedures as approved by the Executive Committee, and to perform all other duties prescribed by these Bylaws, by the parliamentary authority adopted by the Chapter, and as detailed in the Chapter policy and procedure manual.
5. The duties of the Representative to the Chapter Council shall be to represent the Chapter on the MLA Chapter Council by attending the meetings of the Council, to transmit to the Council recommendations that have been approved by the Chapter, to communicate Council business to the officers and membership of the Chapter, to inform MLA on Chapter election results and any changes in officers and committee chairs, to be an ex-officio member of the Bylaws and Membership committees, and to perform all other duties prescribed by these Bylaws, by the parliamentary authority adopted by the Chapter, and as detailed in the Chapter policy and procedure manual.
6. The duties of the Alternate Representative to the Chapter Council shall be to attend the meetings of the Chapter Council, to serve as Representative whenever the Representative is unable to do so, to assume the office of Representative and serve out the unexpired term should the Representative become unable to complete the term of office, and to perform all other duties prescribed by these Bylaws, by the parliamentary authority adopted by the Chapter, and as detailed in the Chapter policy and procedure manual.

Section 3. Nominations and Elections

1. The Nominating Committee shall prepare annually a slate of not less than two candidates from among eligible Chapter members for the office of Chair-Elect, and not less than one candidate for the office of Secretary and for the Potential Candidate for Membership on the MLA Nominating Committee.
2.  Every three years or as required, the Nominating Committee shall submit a slate of not less than one nominee for MLA Chapter Council Representative and not less than one nominee for MLA Chapter Council Alternate Representative.
3.  The Chapter Nominating Committee shall also serve as the Committee on Election and have charge of the conduct of the regular and special elections of the Chapter. Ballots shall be distributed to the voting membership by February 15. Candidates shall be declared elected upon receiving a majority of the votes cast. Where there are more than two candidates, a plurality shall elect. In the event of a tie vote, the election for the office in question will be re-balloted until one candidate receives a majority.

Section 4. Vacancies

1.  A vacancy arising in the office of Chair shall be filled by the Chair-Elect, who shall cease to be Chair-Elect, shall serve out the unexpired term of the Chair, and shall continue as Chair for the full succeeding term to which he or she was elected.

2. If a vacancy occurs in the office of Chair-Elect, the Nominating Committee will hold a regular or a special election for the vacant Chair-Elect position. If a special election is required, it will be held not more than two months after the vacancy occurs.

3. A vacancy arising in the office of Representative to the Chapter Council shall be filled by the Alternate Representative, who shall cease to be Alternate Representative, and shall serve out the unexpired term of the Representative.
4. A vacancy arising in any other elected office shall be filled by the Executive Committee.

Section 5. Candidate for the MLA Nominating Committee

1.  The Potential Candidate for Membership on the MLA Nominating Committee shall be elected annually by eligible Chapter members not less than two months prior to the Annual Meeting of MLA. The potential candidate shall prepare a biographical statement and a signed statement of willingness-to-serve if elected as a member of the MLA Nominating Committee. This statement shall accompany the name submitted.
2.  No one shall serve on the MLA Nominating Committee as a voting member for more than one term during a period of five years.

Section 6. Appointed Officials

1. The appointed officials of the Chapter shall consist of a Treasurer, a Parliamentarian, an Archivist, an Annual Meeting Advisor, the Editor of the MCMLA EXPRESS, an Auditor, a Web Site Editor, an Electronic Discussion List Owner, and the Annual Meeting Chairs. 
2. The appointed officials of the Chapter shall serve one-year terms beginning at the close of the Annual Meeting and may be re-appointed annually at the Chair’s discretion. Annual Meeting Chairs will serve one additional year following her/his respective Annual Meeting. In addition, when requested by MLA, the Executive Committee will appoint special liaisons to MLA. All liaisons must be voting members of MLA.
3. The responsibilities of appointed officials shall be determined by the Executive Committee and recorded in the MCMLA Policy and Procedure Manual posted on the Chapter website.

ARTICLE V. Meetings

Section 1. Annual Meetings

The Chapter will hold an Annual Meeting of the members for the transaction of general business. This meeting shall be scheduled so as not to conflict with the Annual Meeting of MLA. Notice of all general meetings shall be distributed to the membership at least thirty (30) days in advance of the meeting date.

Section 3. Quorum

The quorum shall be 25 members in good standing and eligible to vote, participating in person or virtually.

ARTICLE VI. Executive Committee

Section 1. Membership

The elected officers of this Chapter shall constitute the Executive Committee. The Annual Meeting Advisor, the Annual Meeting Chairs for the current and the two upcoming Annual Meetings, and all appointed officials referred to in Article IV shall serve as ex-officio, non-voting members.

Section 2. Duties

The Executive Committee shall have general supervision of the operating and financial affairs of this Chapter between its Business Meetings, fix the time and place of meetings, make recommendations to the membership, and shall perform such other duties as are specified in these bylaws and by the parliamentary authority adopted by the organization.

Section 3. Meetings

The Executive Committee shall meet at the call of the Chair. Any three members of the Executive Committee may request a Committee Meeting by written request to the Chair, who shall then call such a meeting within ten business days.

ARTICLE VII. Standing and Ad Hoc Committees

Section 1

The Executive Committee shall establish standing committees to consider matters of the Chapter that require continuity of attention by the members. The Executive Committee shall recommend the name and size of each committee.

Section 2

The Chair-Elect, in consultation with the Executive Committee, shall designate and announce standing committee members and chairs in advance of the beginning of his or her term as Chair. Unless otherwise approved by the Executive Committee, members of standing committees shall be appointed for terms of three (3) years, and may be reappointed for a second term. The Chair shall have the discretion to terminate appointments. Neither the Chair nor the Chair-Elect shall serve on the Nominating Committee.

Section 3

The standing committees include but are not limited to: Nominating and Executive. Ad hoc committees may be created or dissolved by the Chapter Chair with the advice and consent of the Executive Committee.

Section 4

The work of all committees shall be under the charge of the Chapter Chair. No such committee may commit the Chapter to a policy without prior approval of the Chapter Chair on behalf of the Executive Committee.

Section 5

The Chair of each standing committee must be a voting member of MLA. The term of office of committee chairs and appointed members shall be staggered to assure continuity within each committee.

Section 6

The charge of each standing committee and number of members shall be defined by a Manual of Chapter Policies and Procedures. Each committee chair must submit a written report of the committee's activities to the Chapter Chair at year end.

ARTICLE VIII. Relationship to the Medical Library Association, Inc.

Section 1

No direct action with respect to MLA business or in the name of the Association may be taken without approval of the MLA Board of Directors. Recommendations involving action or policy of MLA shall be referred to the Chapter Council through the Chapter Representative. If such recommendations involve a vote of the Chapter membership, only members who are also voting members of MLA may cast a vote.

Section 2

No part of these Chapter Bylaws shall contradict the MLA constitution and Bylaws.

ARTICLE IX. Dissolution of the Chapter

In the event the Chapter is dissolved, the Executive Committee shall be responsible for paying all outstanding bills. Any remaining assets shall be used in support of an organization or organizations that shall at the time qualify as an exempt organization under section 501(c)(3) of the Internal Revenue Code. No funds shall benefit any individual member of the Chapter. If consensus cannot be reached, remaining assets shall be distributed to the Medical Library Association, Inc. within six months as long as the Medical Library Association, Inc. shall qualify as an organization described in Section 501(c)(3) of the Internal Revenue Code. The Chapter charters shall be returned to MLA Headquarters.

ARTICLE X. Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this Chapter 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 Chapter may adopt.

ARTICLE XI. Amendment of Bylaws

These bylaws may be amended by a two-thirds vote of the ballots cast, provided that the amendment has been submitted in writing to the membership at least thirty (30) days prior to the vote being taken.

Bylaws Revised:

September 5, 1986
October 2, 1987
October 6, 1989
October 4, 1994
September 26, 2000
October 17, 2003
October 1, 2004
September 20, 2005
October 6, 2008
October 9, 2010
October 5, 2012
October 9, 2015
October 24, 2016

October 15, 2019

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