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Librarians' Assembly

Bylaws of the Harvard University Librarians' Assembly

As amended, October 1997

Article I. Name

The name of this organization shall be the Harvard University Librarians' Assembly.

Article II. Object

The object of the Assembly shall be to:

Article III. Membership

The membership of the Assembly shall include all Library personnel who are Officers of the University (except honorary curators and other non- salaried officers in honorary positions).

Article IV. Officers

Section 1. The officers of the Assembly shall be the Presiding Officer and the Executive Committee.

Section 2. The President of Harvard University shall be the Presiding Officer at all regular and special meetings of the Assembly. In the absence of the President, the Provost shall be the Presiding Officer. If neither can attend, a representative from the President's Office shall be the Presiding Officer.

Section 3. In the case of special meetings, the Chair of the Executive Committee shall preside if the Presiding Officer, as defined in Section 2, is unable to attend.

Article V. Meetings

Section 1. The Librarians' Assembly shall hold two regular meetings each year. The Executive Committee shall notify the membership of the date, time, and place of each meeting not less than forty business days in advance of each meeting and shall distribute such notice in appropriate media.

Section 2. The Executive Committee may call special meetings of the Assembly, as needed. Members may petition the Executive Committee to call such meetings. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least ten business days' notice will be given.

Section 3. Matters introduced as new business and not on the agenda circulated in advance of the meeting may be discussed but shall not be subject to formal vote at the meeting at which they are introduced.

Section 4. Regular and special meetings of the Assembly are open meetings.

Section 5. Only members of the Assembly as defined in Article III shall be entitled to vote in its meetings.

Section 6. Fifty members of the Assembly shall constitute a quorum. If fewer than fifty percent of the membership of the Assembly participates in a vote at any regular or special meeting, any member may require, in person at the meeting or in writing to the Executive Committee within seven business days after the meeting, to have the entire membership polled by mail in order to arrive at an official vote. Mail votes shall be conducted and supervised by the Executive Committee.

Section 7. The Executive Committee shall publish the minutes of each meeting of the Assembly in appropriate media within twenty business days. If not corrected by request to the Executive Committee within ten business days after publishing, the minutes shall be considered approved.

Article VI. The Executive Committee

Section 1. The Executive Committee shall consist of: 1) six elected Members-at-Large, and 2) the Chairpersons of the Standing Committees.

Section 2. The Chair of the Executive Committee shall be elected from among the committee membership.

Section 3. The Executive Committee shall elect a Vice Chair from their number. The Vice Chair assumes the responsibilities of the Chair upon his/her absence.

Section 4. Members-at-Large may be nominated by either a Nominating Committee or in writing by any member of the Assembly. Voting shall be conducted by mail ballot, completed at least 30 days before the term begins, and supervised by the Executive Committee. Members-at-Large shall serve for a term of three years beginning 1 September. The Chair will appoint members to positions which become vacant before term. Members so appointed will serve only for the remainder of the term. Terms shall be staggered so that two positions are elected each year.

Section 5. The Executive Committee shall meet, at a minimum, 90 days before any regular meeting of the Assembly and within 30 days after a regular meeting of the Assembly. Special meetings of the committee may be called by the Chair, Vice Chair, or upon written request of two members of the committee. The agendas of Executive Committee meetings shall be determined by the Vice Chair in consultation with the Chair.

Section 6. The Executive Committee shall have general supervision of the affairs of the Assembly between its meetings. The Executive Committee shall, as a primary responsibility, receive suggestions for action and consideration by the Assembly from the membership, and when appropriate, shall refer these items to the standing and ad hoc committees or other offices of the Harvard University Library, reporting the Executive Committee's action to the concerned party. In all of its actions the Executive Committee will guard the anonymity of the concerned party if requested. The Executive Committee shall fix the hour and the place of meetings; arrange the agenda for meetings; receive suggestions for agenda items at any time; distribute the agenda in advance of meetings; so far as possible, circulate in advance abstracts or texts of reports and resolutions to be presented; distribute minutes of meetings; and archive all official minutes and reports generated by the Assembly.

Section 7. The Executive Committee shall appoint a Recording Secretary to take the minutes of the meetings of the Assembly. The Recording Secretary need not be a member of the Assembly.

Article VII. Standing and Ad Hoc Committees

Section 1. The Executive Committee shall appoint four Standing Committees: (a) Benefits; (b) Communications and Orientation; (c) Professional Development; and (d) Rights and Responsibilities of Librarians. Appointments shall be for three years, effective 1 September, and shall be so arranged that approximately one-third of the membership of each Committee comes up for replacement or reappointment each year.

Section 2. The Executive Committee may appoint ad hoc committees to consider matters affecting the membership. Members may petition the Executive Committee to consider the creation of such committees.

Section 3. Membership in Standing Committees and ad hoc committees shall be widely representative of the Assembly's membership and may include persons who are not members of the Assembly. Administrative support for committees shall be provided by the Office of the Director of the University Library.

Section 4. Each standing committee shall elect its chair from among its own members. The chair should have one year's experience on the Committee. The elections must occur at least sixty days before the beginning of a new term. Chairs must be members of the Assembly.

Section 5. The Executive Committee shall appoint a Chair for each ad hoc committee to serve during the life of the committee. Chairs must be members of the Assembly.

Section 6. The Executive Committee shall review each Standing Committee annually. Each Standing Committee, in consultation with the Executive Committee, shall present reports and/or recommendations to the membership of the Assembly at least once a year.

Section 7. Standing Committees shall be created or dissolved in accordance with Article IX.

Article VIII. Parliamentary Authority

Section 1. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Assembly in all cases to which they are applicable and in which they are not inconsistent with the Bylaws and any special rules of order the Assembly may adopt.

Section 2. A parliamentarian appointed by the Executive Committee will be present at all regular meetings of the Assembly.

Article IX. Amendment of Bylaws

These Bylaws can be amended at any meeting of the Assembly by a two- thirds vote, provided that the amendment has been submitted to the Assembly membership twenty business days in advance of the meeting.


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