Bylaws

Last updated 2011; excerpted from MLA Handbook, Rev. 12/17/2012

 Bylaws

ARTICLE I. Name

The name of this organization shall be the Youth Services Community of Interest referred to hereafter as YSCI.

YSCI is a Community of Interest of the Missouri Library Association (MLA).

ARTICLE II. Mission

The mission of the YSCI is to provide support and continuing education for all library staff working with youth (birth to 18 years) in Missouri libraries. It also exists to promote the development of and increase in library services to the youth of the state.

ARTICLE III. Membership

Membership in this Community of Interest shall be open to any MLA member who has paid the yearly MLA dues and who is interested in furthering the objectives of the Youth Services Community of Interest.

ARTICLE IV. Steering Committee

Section A – The Steering Committee shall be composed of five officers elected by the membership of the Community of Interest: Past-Chair, Chair, First Vice-Chair, Second Vice-Chair, and Recorder.

Section B – The Chair or another elected representative shall represent the Community of Interest as a voting

member on the Community of Interest Council (CIC).

Section C – One Steering Committee officer shall be elected at each annual meeting and shall serve a five year term of office in the following progression:

1. First year: Serve as Recorder.

2. Second year: Serve as Second Vice-Chair.

3. Third year: Serve as First Vice-Chair.

4. Fourth year: Serve as Chair and voting member on the Community of Interest Council.

5. Fifth year: Serve as Past-Chair.

For the transition year of 2012, the Past Chairs of the Youth Services Division, Children’s Services Round Table and Young Adult Special Interest Group will cooperatively serve in the role of Past Chair.

Section D – Duties of the officers are as follows:

1. The Chair shall preside at all meetings of the Steering Committee and the Community of Interest as a whole.

The Chair shall plan, with the help of the Steering Committee and members, Community of Interest programs and activities.

The Chair shall attend all Community of Interest Council meetings as a voting member. If she/he can not attend a meeting she/he shall designate a Steering Committee member to represent them.

At the November MLA Executive Board meeting, the Chair is responsible for providing copies of required archival materials to the MLA Archivist for archiving. The Chair is also responsible for providing the Vice-Chair with the documents necessary for her/him to function as the Community of Interest Chair. The Chair shall submit the annual report of the Community of Interest to the CIC Chair by December 31.

The Chair shall oversee a committee to promote and manage the Thusnelda Schmidt Fund. The Chair shall be responsible for coordinating all budget requests to the MLA Executive Board as outlined in Article X and the Conference Local Arrangements committee as outlined in Article X.

2. The First Vice-Chair shall preside in the absence of the Chair and shall assist with the planning of Community of Interest programs and activities. The First Vice-Chair shall head a committee to plan and coordinate the Thusnelda Schmidt Luncheon and the Young Adult Breakfast at the annual Conference. This includes working with the Conference Local Arrangements Committee and submitting funding requests to the YSCI Chair.

3. The Second Vice-Chair shall assist the First Vice-Chair in overseeing Community of Interest activities. The Second Vice-Chair shall be the Community of Interest liaison to the Missouri Association for School Librarians (MASL). This includes attending all MASL meetings and coordinating activities between MLA and MASL. The Second Vice-Chair will head a committee to plan, coordinate and host the Performer’s Showcase at the annual conference. This includes working with the Conference Local Arrangements Committee and submitting funding requests to the YSCI Chair. The Second Vice-Chair will serve as a member of the Missouri Building Block Picture Book Award Committee, a permanent committee of the Youth Services Community of Interest, and work with committee officers to implement the goals and guidelines described in the Missouri Building Block Picture Book Award Committee Member Handbook.

4. The Recorder shall record all official actions of the Community of Interest, shall keep minutes of all meetings and shall forward a copy of all meeting minutes to the MLA Archivist for archival purposes. The Recorder is also responsible for oversight of the Community of Interest web site. This includes sending new material to the webmaster and identifying broken links and/or dated material and asking the webmaster to delete it. The Recorder shall be responsible for communication with the CI membership through regular submissions of MO INFO articles and electronic discussion list communications. The Recorder shall provide oversight for Community of Interest publications by working with the Publications Committee to assure accuracy and consistency of publications. She/He will assist in the creation of publications to promote membership

Section CThe Nominating Committee shall solicit nominations from Community of Interest membership and shall present nominations each year for a Recorder to serve a five year term on the Steering Committee. If other vacancies exist the Committee will also submit names for those positions. The committee shall notify the membership of its nominations including a brief biographical sketch at least thirty days in advance of the regular annual Community of Interest meeting. For regular elections, thirty days notice will be given.

For special elections, the Steering Committee will give as much notice as is practical.

Section DElections shall be by written ballot at the annual meeting. Additional candidates may be added to the ballot by a nomination from the floor. Special elections shall be by written ballot or by e-mail whichever the Steering Committee determines is most expedient.

ARTICLE VI. Meetings

Section A – The Community of Interest shall hold meetings as appropriate during the year. At least one of these meetings, to be called the annual business meeting of the Community of Interest, shall be held in conjunction with the annual conference of MLA. Other meetings shall be held at a time to be set by the Steering Committee.

Section B – Regular meetings of the Steering Committee shall be held as needed to conduct the business of the Community of Interest. These meetings may be conducted via teleconference or e-mail. A majority of the Steering Committee shall constitute a quorum.

Section C – Notice of all meetings shall be posted on the YSCI electronic discussion list and submitted to the MLA webmaster for posting on MLA’s web-based calendar at least one week prior to the meeting date.

ARTICLE VII. Goals

Section A – The Community of Interest shall annually present its goals and a timetable for accomplishing those goals for approval by the Community of Interest Council.

Section B – The Community of Interest shall sponsor a program at the MLA Annual Conference every year. The program may be co-sponsored with other MLA Communities of Interest or Committees.

Section C – The Steering Committee shall develop programs and activities that further the objectives of the Community of Interest as stated in Article II of these Bylaws. The Committee will strive to develop opportunities for programs and activities outside of the annual MLA conference.

Section D – The Community of Interest shall coordinate and manage the Thusnelda Schmidt Fund. The Steering Committee shall coordinate management of the monies with the MLA contracted service agency or business office.

ARTICLE VIII. Annual Report

Section A – The Steering Committee shall submit a written annual report to the Community of Interest Council as soon as possible and no later than thirty days after the annual business meeting. This report shall contain information concerning progress toward achieving the goals of the Community of Interest, modification to the goals in light of progress, future objectives, and any additional information requested by the Community of Interest Council.

The report will be published in MO INFO and a hardcopy retained for archival purposes.

Section B – The Chair may wish to present an oral annual report at the MLA Annual Membership Meeting if the Community of Interest has significant information to impart to the entire MLA membership.

ARTICLE IX. Committees and Task Forces

Section A – The Chair shall appoint committees and task forces as needed, subject to the approval of the Steering Committee.

Section B – These committees or task forces shall be encouraged to organize and meet regularly for the purpose of working together on particular projects of the Community of Interest. The Steering Committee shall approve the formation of such groups and a member of the Steering Committee shall serve as a liaison to the committee or task force.

Section C – The Missouri Building Block Picture Book Committee exists as a permanent committee of the Youth Services Community of Interest and operates under the guidelines described in the Missouri Building Block Picture Book Award Committee Member Handbook.

ARTICLE X. Financial Support

Section A – The Community of Interest is eligible for financial support as provided by MLA Bylaws, Article III, Section 7.

Section B – The Steering Committee, in planning Community of Interest programs and activities, will prepare the proper paperwork needed to obtain the appropriate MLA funding.

ARTICLE XI. Archival Material Submission

Section A – The Community of Interest Chair and/or Recorder shall submit to the MLA Archivist copies of all required information for archival purposes. The material must be submitted in written form.

Section B – The information submitted shall include copies of at least the following:

1. Bylaws-If there have been any changes made during that year

2. Correspondence

3. Membership list

4. Minutes of meetings

5. Conference materials

ARTICLE XII. Amendments to the Bylaws

Section A – Bylaws for this Community of Interest may be adopted, suspended, and amended at any regular meeting of the Community of Interest by a two-thirds vote of the members present provided amendments have been submitted at the previous regular meeting or by regular mail or e-mail thirty days in advance of the next regular meeting. The Bylaws may also be adopted, suspended, and amended by a regular mail or e-mail ballot of the Community of Interest by a two-thirds vote of the returned ballots provided the closing date of the ballot is at least sixty days after the date the ballots were mailed.

Section B – Any Community of Interest Bylaws adopted, suspended or amended must then be submitted to the MLA Bylaws & Handbook Committee for review and approval. Once the Committee has approved them, the Chair of the Committee presents them to the Executive Board for approval.

11/7/2011