Bylaws (March 1995)

ARTICLE I. Name and Boundaries

Section 1. Name

The name of this organization shall be Hawaii-Pacific Chapter of the Medical Library Association, a Chapter of the Medical Library Association, Inc. (hereinafter called HPCMLA)

Section 2. Boundaries

The boundaries of this Chapter shall include Hawaii, Guam, Commonwealth of the Northern Marianas, Federated States of Micronesian, Republic of Palau, Republic of the Marshall Islands, and American Samoa.

Article II. Purpose

The purpose of this Chapter shall be to promote the educational, scientific, and professional growth of its members and of member organizations in health sciences, library service and in the Medical Library Association, Inc. (hereinafter called MLA). The chapter shall promote cooperation and communication among its members in the Pacific area. It shall also provide the opportunity for more active participation of those members who cannot attend the annual meeting of MLA.

Article III. Membership

Section 1. Members

Both members and non members of the Medical Library Association (MLA) may belong to this Chapter.

Section 2. Rights and Privileges

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, or to vote on the selection of the Chapter's Representative and Alternate Representative to the Chapter Council.
Officers of the Chapter shall be Voting members of the Medical Library Association.

Section 3. Dues

Dues shall be determined by a majority vote of those present and eligible to vote at the Annual Meeting of the Chapter. Chapter dues shall not exceed MLA membership dues for Regular Members.
Chapter dues shall be payable on joining the Chapter and hereafter (on receipt of an invoice from the Chapter) on January 1st.
Dues shall be assessed on an annual basis for the period of one calendar year.
The fiscal year of the Chapter shall be the calendar year.
If dues are unpaid by April 1st, the dues shall be considered in arrears and without further notice the member shall be suspended from all rights and privileges.

Article IV. Officers

Section 1. Officers and Term of Office

Elective officers of the Chapter shall be a Chair, Chair-Elect, an Immediate Past-Chair, a Secretary, a Treasurer, a Representative to the Chapter Council, and an Alternative Representative to the Chapter Council.
The term of the office of the Chair shall be one year as Chair-Elect, one year as Chair, and one year as Immediate Past Chair. No one may serve more that two (2) successive terms as Chair-Elect/Chair/Immediate Past-Chair.
The term of office of the Secretary shall be one (1) year. An individual may not serve more than one (1) successive term as Secretary.
The term of office of the Treasurer shall be two (2) years. An individual may not serve more than one (1) successive term as Treasurer.
The term of office of the Representative to the Chapter Council shall be three years except that if the Representative's term be made shorter by action of the Council or the Bylaws of the Medical Library Association, the term will coincide with that action.
The term to office of the Alternative Representative to the Chapter Council shall be the same as that of the Representative.
Elected officers shall take office at the close of the MLA Annual Meeting following their election and serve, unless they resign, die, become incapacitated, or are removed, until the close of the MLA Annual Meeting at the end of their terms of office or until their successors are elected and assume their duties.
The same person may hold two (2) or more offices simultaneously.

Section 2. Duties

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 and responsibilities, to appoint all non-elective Committee Chairs as needed, to submit an annual report of MLA Headquarters by the date requested, and to perform all other duties prescribed by these Bylaws and by the parliamentary authority adopted by the Chapter. A Parliamentarian may be appointed by the Chair to serve a term concurrent with that of the Chair. This person may be reappointed to serve additional terms.
The duties of the Chair-Elect shall be to serve as Chair whenever the Chair is not able to do so, to serve as Chair of the Arrangements Committee, and to perform all other duties as prescribed by these Bylaws and the parliamentary authority adopted by the Chapter.
The duties of the Immediate Past-Chair shall be to serve as Chair whenever the Chair and Chair-Elect are not able to do so, to serve as a member of the Executive Committee, to serve as Chair of the Education Committee, and to perform all other duties as prescribed by these Bylaws and the parliamentary authority adopted by the Chapter.
The duties of the Secretary shall be to be responsible for incoming and outgoing correspondence, to prepare minutes of all meetings, to maintain all records of the Chapter, to sign checks in the absence of the Treasurer, and to perform all other duties by prescribed by these Bylaws and by the parliamentary authority adopted by the Chapter.
The duties of the Treasurer shall be to serve as custodian of the Chapter's funds, receive and account for all moneys due to the organization, maintain funds in bank, disburse funds at the direction of Chapter officers, to oversee the Union List account, to oversee the interlibrary loan coupon system and account, including printing of new coupons, and to perform all other duties prescribe by these Bylaws and by the parliamentary authority adopted by the Chapter.
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 officers and membership of the Chapter, and be responsible for all correspondence generated by Chapter Council.
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 Representative is unable to do so, to assume the office of the Representative and to serve out the unexpired term should the Representative become unable to complete the term of office.

Section 3. Elections

The Nominating Committee shall prepare annually a slate of at least one nominee for Chair-Elect and for each elective officer whose term expires.
Ballots shall be mailed to the membership by the Nominating Committee at least 30 days prior to the Chapter's Annual Meeting and shall be received by the Nominating Committee by the date previously announced for counting ballots. Candidates shall be declared elected upon receiving a majority of votes cast. When there are two or more slates, a plurality shall elect.

Section 4. Vacancies

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

Section 5. Candidate for the MLA Nominating Committee Membership

The name of one Voting Member of the Medical Library Association, chosen by the Nominating Committee, shall be submitted each year to the Chapter Council as a potential candidate for membership assembly at the MLA Annual Meeting. 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.
No person shall consent to being a potential candidate or a candidate for membership on the MLA Nominating Committee who is already such a potential or candidate from some other unit of the Medical Library Association; no candidate for membership on the MLA Nominating Committee shall also be a candidate for an elective office of the Medical Library Association Committee or vice versa.
None shall serve on the MLA Nominating Committee as a voting member for more than one term during a period of five years.

ARTICLE V. Meetings

Section 1. Meetings

At least one meeting shall be held each April and be known as the Annual Meeting. Additional meetings may be held. All meetings shall be held at a time and place convenient for members. Notice of all meetings shall be disseminated to the membership at least thirty (30) days in advance of the meeting date.

Section 2. Quorum

10 voting members shall constitute a quorum of this Chapter.

ARTICLE VI. Executive Board/Board of Directors

Section 1. Executive Board/Board of Directors

The elected officers of this Chapter shall constitute the Executive Board/Board of Directors.

Section 2. Duties

The Executive Board/Board of Directors shall have general supervision of the 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 this organization.

ARTICLE VII

Section 1. Standing Committees

Standing Committees of this Chapter shall consist of the Nominating Committee, the Arrangements Committee, the Membership Committee, the Bylaws Committee, the Union List Committee, the Government Relations Committee, and the Education Committee. In all cases where the Committee appointment is one individual, that individual may solicit as many other committee members as he or she feels is necessary. Other Standing Committees may be established by the Executive Board/Board of Directors subject to approval by the membership through amendment of these Bylaws.
The Nominating Committee shall consist of three (3) members appointed by the Immediate Past-Chair for a staggered three (3) year term, with the most senior member acting as Chair. This Committee shall be responsible for presenting a slate of nominations for officers to the membership every year.
The Arrangements Committee shall consist of the Chair-Elect. This Committee shall be responsible for arranging meeting places for social functions and business meetings of the Chapter, and will be responsible for other arrangements, such as refreshment, leis, and provisions for accommodations for speakers and guests.
The Membership Committee shall consist of one (1) member appointed by the Chair for a three (3) year term. This Committee shall be responsible for recruiting new members, determining eligibility, and publishing a membership roster at the beginning of each year. It shall secure information and levy dues on new and renewing members. It shall promote HPCMLA and MLA membership within the geographic boundaries of the Chapter, maintain a mailing list of HPCMLA members, and serve as Chapter Representative on the MLA Membership Committee.
The Bylaws Committee shall consist of one (1) member appointed by the Chair for a one (1) year term. This Committee shall be responsible for assuring that the Chapter Bylaws are in accordance with the Bylaws of the MLA, and shall consider, prepare and present proposed changes to the Bylaws to the membership.
The Union List Committee shall consist of one (1) member appointed by the Chair for a one (1) term. This Committee shall be responsible for producing a union list of the medical serial of libraries within the Chapter's boundaries and maintaining the currency of this union list.
The Governmental Relations Committee shall of one (1) member appointed by the Chair for a one (1) year term. This Committee shall be responsible for monitoring all legislation, and rules and regulations of possible concern to the Chapter and its members.
The Education Committee shall consist of the Immediate Past Chair for a term of one year. The responsibilities of this Committee shall be to make all arrangements for at least one (1) Continuing Education (CE) opportunity each year for the benefit of the membership. This CE Course must have CEU's accepted by MLA.

Section 2. Special Committees/Other Appointments

The Board of Directors/Executive Board shall appoint such special committees as are necessary.
The Executive Board/Board of Directors shall appoint a Representative to the Regional Advisory Council (RAC) of PSRML for a term of three years. The Representative must be from a primary access library and may not be the staff of the Resource Library. The Representative shall attend all meetings of the RAC (where PSRML presents ideas for future plans and programs) to express the views of the HPCMLA. The Representative reports on the RAC meeting(s) at the HPCMLA Annual Meeting.
The Executive Board/Board of Directors shall appoint a Representative to the PSRML Interlibrary Loan Task force for a term of one year. The term may vary slightly depending on the meeting schedule set up by the PSRML. The Representative shall attend all Task force meetings and participate in discussions on interlibrary loan policies within the Region. The Representative shall disseminate in a timely manner, to the membership-at-large, all new information and policies which have been established.

Section 3. Committee Chairs

Chairs of Committees shall be Voting Members of the Medical Library Association.

Section 4. Committee Reports

Each Committee shall submit an annual report of its activities to the Chapter Chair prior to the compilation of the Annual chapter Report for submission to MLA headquarters.

ARTICLE VIII. 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 IX. Amendment of Bylaws

These bylaws may be amended at any regular meeting of the Chapter be a two-thirds vote of these attending, provided that the amendment has been submitted in writing to the membership at least thirty (30) days prior to the meeting at which the vote shall be taken.