Adopted: May 8, 2004

Articles | Council Officers & Members | Committees | Interest Groups | Honorary Membership

Article I
Name

The name of this organization is the Maine Library Association (the "Association").

Article II
Object

The object of this Association is to promote and enhance the value of libraries and librarianship, to foster cooperation among those who work in and for libraries, and to provide leadership in ensuring that information is accessible to all citizens via their libraries. The Council may adopt and publicize positions on issues and legislation affecting libraries.

Article III
Members

Section 1. Any person, library or other institution interested in library work may become a member on payment of dues as determined annually by the Council upon recommendation of the Membership Committee. (See Dues Appendices) Members of the Association shall consist of:

a. Personal members who are entitled to full membership benefits, including but not limited to voting rights, newsletters and discounts at Association events and meetings.

b. Institutional members that are entitled to a single vote per institution and a single copy of newsletters but not to discounts at Association events and meetings.

c. Business members that are entitled to a single copy of newsletters but have no voting rights and receive no discounts at Association events and meetings.

d. Honorary members who are not required to pay dues. On recommendation of any member and by a two-thirds vote of the Council, the Association may elect as honorary members persons whose service to library work in Maine or elsewhere has been outstanding. (See MLA Honorary Membership Guidelines at end of job descriptions in handbook.)

Section 2. Members of interest groups shall pay dues according to the prevailing schedule of dues, two dollars of which will be designated for the interest group. Members who choose to belong to more than one interest group shall pay $2.00 for each additional interest group designated. The Chair of the Membership Committee will furnish to the Chair of each interest group a count of new and renewing members before the beginning of the fiscal year. The Treasurer will ensure that each interest group is reimbursed by November of the same year.

Article IV
Fiscal Year

The fiscal year of the Association begins on July 1 and ends on June 30. The year for dues begins on January 1, and all renewals are due at that time. Members in good standing are entitled to receive all benefits of membership including discounts negotiated on their behalf, an annual report of the Association and a financial summary upon request. New members may join at any time, but dues received after October 1 will be considered dues for the following calendar year. The membership roll will be purged of inactive members at the end of the fiscal year.

Article V
Officers

Section l. The officers of the Association are President, Vice President/President Elect, Secretary, Treasurer, the immediate Past-President and a Member-At-Large. The Vice-President/President Elect and Member-At-Large are elected annually. The Secretary and Treasurer are elected biennially in odd numbered years. These officers shall perform the duties prescribed by the bylaws and by the parliamentary authority adopted by the Association. All officers except the immediate Past-President and President are elected by ballot, and shall serve until their successors are elected. The term of office for officers begins on the first day of the fiscal year. Balloting shall have occurred prior to the beginning of the fiscal year.

Section 2. The right to hold office is restricted to members. Anyone wishing to submit a name as a candidate for an office should contact the chair of the Nomination Committee at least 60 days prior to the date ballots will be distributed. The Nominations committee may submit one or more names for each position to be filled.

Section 3. Vacancies occurring before the date of balloting must be filled by the Council until the next annual election, except in the case of a vacancy in the presidency, when the Vice President/President Elect becomes President and shall serve until the end of the term.

Section 4. The duties of each officer and committee will be described in the MLA Board Handbook.

Article VI
Meetings

Section 1. An annual meeting of the Association must be held once a year at a time and place designated by the Council. Special meetings may be held at such times and places as the Council may designate or upon the written request of ten members of the Association. All members must be notified thirty days in advance of the time and place of meetings and the purpose of the meeting must be stated in the call.

Article VII
Council

Section 1. The Council shall consist of from 1-17 members including the officers of the Association, the chair of each standing committee and board listed in these bylaws, the representative to the New England Library Association, a member of the Council of the American Library Association, who may be one of the foregoing or an additional person, and two representatives of MLA Interest Groups as designated in Article IX, Section 7. Additional representatives of other organizations to the Council include a liaison from the Maine Association of School Libraries, a liaison from the Friends of Maine Libraries, a trustee liaison appointed by the MLA President, and the State Librarian. These representatives and the Parliamentarian are ex-officio members without vote.

Section 2. The member of the Council of the American Library Association is elected by ballot for three year term.

Article VIII
Committees and Boards

Section 1. The President shall appoint the following standing committees: Conference & Continuing Education, Intellectual Freedom, Legislative, Membership, Nominations, Communications, and Scholarship & Student Loan. The Public Library Standards Committee and the Certification Committee are ad hoc committees that may be activated when necessary.

Section 2. The Committee on Nominations is charged with submitting a slate of officers for election 30 days prior to the distribution of ballots. Ballots must be distributed at least 30 days prior to the beginning of the fiscal year.

Section 3. The President's charge to the committees must include what expenses are reimbursable by the Association. Travel and telephone expenses incurred by individual committee members may not be reimbursed without the express prior approval of the President.

Section 4. Other committees may be created by the Association as the President or the Council may from time to time deem necessary. The President is ex-officio member of all committees.

Section 5. A Certification Officer charged with overseeing MLA's Voluntary Certification process shall be appointed by the President for a two year term. The Certification Officer is automatically a member of the Certification Committee during those periods when the committee is activated.

Article IX
Interest Groups

Section l. Members of the Association who are engaged in the same general field or have a special interest in common may organize into an interest group after obtaining the approval of their petition by the Council.

Section 2. A petition for establishment of an interest group must state the purpose and demonstrate the need for the proposed interest group. Such petitions must be signed by not less than ten members of the Association who thereby signify their intention of becoming charter members of the interest group.

Section 4. Each interest group is entitled to a minimum of $50 per year for its activities or $2.00 per member from member's annual Association dues, whichever is greater. All interest groups must file a request for disbursement of dues form to receive their dues allotment. This form will be provided to each interest group chair by the Chair of the Membership Committee when he/she issues their membership count just prior to the beginning of the new fiscal year.

Section 5. The Association has no other obligatory financial responsibility to an interest group. However, requests for additional funds may be placed before the Council for consideration. Funds unexpended from an interest group's account will revert back to the Association upon official dissolution of said interest group or after a period of two years of inactivity on the part of an interest group.

Section 6. Each interest group is required to generate no fewer than two professional development programs per year, one of which must be at annual conference.

Section 7. Prior to the beginning of each fiscal year the Membership chair will determine the two largest Interest Groups, each of whom will then be entitled to a council representative for the ensuing fiscal year.

Section 8. Before the start of the fiscal year each interest group must file with the Secretary of the Association the name and address of its Chair. If said interest group has been designated as one of the interest groups with Council representation, the Chair of the interest group must also provide the name of the interest group member who will represent them on the Council for the coming year.

Section 9. By vote of the Association an interest group may be discontinued when it been inactive for two years.

Section 10. Interest groups not specifically represented on the Council will be represented by the Member-At-Large.

Article X
IRC 501 (c) (6) Tax Exemption Provisions

Section 1. Notwithstanding any other provisions of these articles, the organization is organized exclusively for one or more of the purposes as specified in Section 501 (c) (6) of the Internal Revenue Code of 1986, and must not carry on any other activities not permitted to be carried on by an organization exempt from Federal income tax under IRC 501 (c) (6) or corresponding provisions of any subsequent laws.

Section 2. No part of the net earnings of the organization may inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, officer of the organization or any private individual is entitled to share in the distribution of any of the organization's assets on dissolution of the organization.

Section 3. No substantial part of the activities of the organization may be carrying on propaganda, or otherwise attempting to influence legislation [except as otherwise provided by IRC 501 (h)] or participation in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of or in opposition to any candidates for public office.

Section 4. In the event of dissolution, all of the remaining assets and property of the organization after payment of necessary expenses thereof must be distributed to such organizations as are qualified under 501 (c) (6) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent Federal tax laws, or to the Federal government or State or local government for a public purpose, subject to the approval of a Justice of the Supreme Court of the State of Maine.

Article XI
Parliamentary Authority

The rules contained in the current edition of “Robert's Rules of Order Newly Revised” will 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 XII
Amendments and Review

Section 1. A copy of each proposed amendment to these bylaws must be distributed to every member of the association at least thirty days before the next annual meeting. These amendments may be discussed and modified before a vote. Proposed amendments become effective when approved by two-thirds of the members present at the annual meeting.

Section 2. These by-laws must be reviewed biennially by the Council. The date of revision is determined by the date of adoption as noted at the beginning of this document.

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MLA Job Descriptions
Officers | Voting Board Representatives | Ex-Officio Members 
Standing Committees | Ad Hoc Committees

Officers

President
The President of MLA, who is the chief executive officer of the organization, presides at all duly constituted meetings of the organization. The President automatically assumes his or her office as President after being elected and serving a one year term as Vice-President/President Elect. The President approves all members of MLA committees, appoints all chairs of MLA committees and serves as an Ex-Officio member of a11 MLA committees. The President is also the chief spokesperson for the organization and as such must be consulted about pronouncements are made on MLA's behalf.

Vice-President/President Elect
The Vice-President/President-Elect of MLA is elected for a one year term and advances to the office of President automatically at the end of his/her term as Vice President/President-Elect. The Vice-President/President-Elect serves as chairperson of the Membership and Nominations Committees. The Vice-President/President-Elect also assumes the duties of the President in the absence of that officer due to illness and/or other incapacitation.

Immediate Past President
The Immediate Past President is an officer and full voting member of the Executive Council of MLA. Because of the experience acquired by the Immediate Past President from his/her service as Vice­President/President-Elect and President of MLA, the Immediate Past President is uniquely equipped to serve MLA as Legislative Chairperson. The Immediate Past President provides continuity on the Council in the event of the Vice-President/President-Elect being unable to serve.

Secretary
The Secretary of MLA is an officer of the Executive Council and is elected biennially in uneven years. The secretary performs the duties usually pertaining to that office including recording the minutes of Executive Council meetings. The Secretary also serves as a member of the Communications Committee and performs other such duties as assigned by the President.

Treasurer
The Treasurer of MLA is an officer of the Executive Council and is elected biennially in uneven years. She/he is responsible for monitoring the operating funds of the Association and such special funds as the Executive Council may direct. The Treasurer chairs the Finance Committee.

The Treasurer and Finance Committee:

1. Prepare a proposed annual budget for the Association and present it to the Executive Council. 
2. Investigate and propose ways and means of increasing income, decreasing expenditures, and creating financial stability of the Association as directed by the President and/or the Executive Council. 
3. Review, study and make recommendations on all financial affairs of the Association including the contractual agreement between the Maine Municipal Association and the Maine Library Association. 
4. Work closely with the MMA employee designated to serve as the Maine Library Association Executive Secretary on all financial matters of the Association including review of all procedures used between the Maine Library Association Treasurer and MMA.

Should the Association contract with another agency for bookkeeping and other accounting, the Treasurer will be the liaison between the Executive Council and that agency. The Treasurer shall determine the procedure for payment of bills for expenses incurred by the Association; such procedures are subject to the approval of the Executive Council. Should the Association not contract for such services, the Treasurer will establish and maintain a checking account and bookkeeping procedures according to standard and accepted practices.

The Treasurer is charged with providing a written statement of the Association's financial status at each Executive Council meeting.

Member-At-Large
The Member-At-Large is elected annually and shall serve as an aide to the President and to the Council, doing those duties which the President assigns and those projects not within the realm of existing committees. The Member-At-Large also serves as an advocate for the Interest Groups not specifically represented on the Executive Council. As such the Member-At-Large is deemed to be an ex-officio member of all Interest Groups not currently represented on the Executive Council. In addition, the Member-At-Large represents the general membership, advocating their concerns and interests before the Executive Council. The Member-At-Large may serve as a representative for the President at meetings and events as the President requests.

Voting Board Representatives

American Library Association Councilor
The ALA Councilor is an elected position with a three year term. She/he serves as the primary contact for the Association with the American Library Association and is a voting member of the ALA Council which determines ALA policies. MLA's ALA Councilor is expected to attend the Midwinter and Annual Conferences of ALA and all membership meetings, bring important issues and resolutions before MLA's Executive Council when Council consensus is deemed necessary, respond to requests for information concerning ALA, attend ALA meetings on behalf of interested MLA members, present written and oral reports of ALA meetings to the Executive Council, contribute a state article to the ALA Yearbook, and submit a job description for ALA Councilor to the appropriate MLA publication prior to election for ALA Councilor.

Certification Officer
The Certification Officer is appointed to a two year term by the President to process certification requests from librarians applying for MLA's Voluntary Public Library Certification program.

New England Library Association Representative
The NELA Representative is appointed by the MLA President and acts as the liaison between the two Executive Boards. The NELA Representative is committed to attending all Executive Board meetings of the two associations, submitting noteworthy state and regional news articles to both association publications, serving as Maine's representative on the NELA Nominating committee, encouraging and organizing MLA's participation in NELA's Counterpart's Day, recommending Maine librarian's for NELA Committees, serving on NELA's Greenaway committee and promoting NELA within the state.

Ex-Officio Members

State Librarian
The State Librarian is an ex-officio (non-voting) member of the MLA Executive Council and keeps the Executive Council informed of current and forthcoming Maine State Library events, initiatives and programs.

Maine Association of School Libraries
MASL's representative to the MLA Executive Council serves in an ex-officio capacity and attends MLA Executive Council meetings as a non-voting member. MASL's representative may be their Conference co-chair, Executive Secretary or other representative.

Archivist
The MLA Archivist is responsible for acquisition, organization and long term maintenance of MLA's records. The archives include reports of MLA officers and interest groups, correspondence, program and publications. The Archivist will provide access and assistance to officers and members who have questions about MLA's past activities that can be obtained by searching the Archives.

Trustee Liaison
The Trustee Liaison shall be the head of the Maine Library Trustee Association. In the absence of such a group, the President of the Maine Library Association will appoint an active library trustee to this position.

Friends Liaison
The Friends Liaison shall be the head of the Friends of Maine Libraries. In the absence of such a group, the President of the Maine Library Association will appoint an active member of a library friends group to this position.

Standing Committees

Communications | Conference | Intellectual Freedom | Legislative Membership | Nominations | Scholarship & Loan

Unless otherwise noted, committee chairs are responsible for recruiting committee members and submitting the names of proposed committee members to the MLA president for final appointment.

Communications Committee
The Communications Committee combines the charges of the former Awards and Public Relations Committees, the Webmaster, and the Publications (formerly Newsletter and Maine Memo) group into a combined charge that encompasses all of the communications mechanisms that MLA employs to publicize its activities. This Committee oversees MLA's Award for Outstanding Librarian of the Year and the MLA Journalism Award; works with the Webmaster to keep the MLA website up-to-date and informative; acts as the editorial review board for MLA publications; supports statewide legislative and PR efforts; and in general sees that MLA's vision is shared with the library community and general public. The Chair of this Committee and the members of the Committee are appointed by the President of

MLA. The MLA Secretary, Webmaster and Maine Memo editor are members of this committee by virtue of their individual responsibilities.

Conference and Continuing Education
This committee combines the functions of conference planning and continuing education into a single charge that incorporates conference planning activities, workshop and event planning and programming that supports library continuing education. The Conference and Continuing Education Chair will be appointed by the president of MLA for a two-year term.

Intellectual Freedom Committee
The Intellectual Freedom Committee is a joint committee of the Maine Library Association and the Maine Association which is co-chaired by and shall be composed of representatives from both organizations. The MLA IFC Co-chair will be appointed by the President of MLA for a two- year term. The charge of the Intellectual Freedom Committee is to foster the freedoms guaranteed by the United States Constitution and the Library Bill of Rights of the American Library Association.

The goals of the joint Intellectual Freedom Committee are:

1. To promote an understanding of and commitment to the principles of intellectual freedom;

2. To promote and extend the principle that individuals have a right to information;

3. To promote and extend the principles that it is the responsibility of each individual to determine for her/himself what she/he will read, see, or hear;

4. To promote and extend the principle that it is the responsibility of librarians to make accessible the widest possible variety of materials, information, and ideas. It is a continuing professional obligation of librarians to give the highest priority to the freedom of inquiry.

With these goals in mind, the Intellectual Freedom Committee may:

1. Educate, advise and support librarians and their policy making organizations, and inform the general public in matters which involve intellectual freedom;

2. Monitor and inform the Executive Councils and the Legislative Committees of the Maine Library Association and the Maine Association of School Libraries of any legislation or judicial action involving the constitutionally protected freedoms of inquiry, belief, and expression, or of any legislation or judicial action which might place library collections and their use in jeopardy and restrict the professional activities of librarians;

3. Review proposed or actual restrictions by individuals, voluntary groups, or administrative authorities on library materials or on selection judgments, order procedures, or administrative practices of librarians and report any of the above to the Presidents and Executive Councils of the Maine Library Association and the Maine Association of School Libraries.

Legislative Committee
The Legislative Committee is a standing committee of MLA chaired by the immediate Past President. It is the goal of this Committee to increase understanding and awareness of the legislative process and legislation favorable to libraries among librarians and other interested parties, and to bring maximum constituent effort to bear upon the state legislature, state administration, and appropriate regulatory agencies in support of library programs and the ideals of the library profession.

The Legislative Committee helps to develop legislative programs and positions and maintains a communications network throughout the state. The network maintains a flow of information concerning library legislation among all interested and potentially interested persons. The Committee advises

interested persons on ways to promote legislation favorable to library growth and development. Members of the committee are active in the lobbying process. They attend hearings and engage in other work in support of legislation affecting library service in Maine.

Membership Committee
The Membership Committee is a standing committee of MLA responsible for recruiting members and maintaining the records of membership. The Vice-President/President-Elect serves as Chair of the Membership Committee and reports membership issues to the Executive Council. Mail and questions about membership and membership lists are directed to MLA's Executive Secretary. .

Nominations Committee
The Nominations Committee consists of six members, three of whom are not members of the Council and the Vice President/President Elect who shall serve as Chair. These members shall serve for three (3) years on a rotating basis.

Three of the slots on the committee are advisory in nature and reserved for the three District Consultants. The remaining members of the committee who are not members of the Executive Council are appointed by the President. One new member is appointed each year. In appointing the new member each year the President is charged to continue the geographic distribution of one representative from each of Maine's library districts.

Scholarship and Student Loan Committee
A scholarship fund was established in 1944 for the purpose of providing loans with no interest to Maine residents attending library school. In 1973, the fund from which loans were awarded was renamed the Student Loan Fund. In 1979 the fund was renamed in memory of Phyllis E. Ainsworth, the former Southern Maine Library District Consultant.

At present, the purpose of the committee is to seek improvement in librarianship in Maine, especially for the small-town librarian or a librarian without means, who wishes to improve her/his work and knowledge as a librarian. Loans up to the amount of $2000 are given to candidates approved by the Committee. Loans are to be repaid within three years of course completion.

The Committee is comprised of seven members, including one who serves as the Treasurer. The members are responsible for initiating some form of benefit to raise money annually for the Ainsworth Memorial Fund.

The Chair is a member of the MLA Executive Council and attends all scheduled meetings, at which time she/he is required to present a committee report. The Chair also serves on the Maine Libraries Conference Planning Committee. She/he holds committee meetings annually or as necessary and is responsible for writing minutes and submitting them to the MLA President.

The Treasurer deposits and withdraws money from the Ainsworth Memorial Fund as directed by the Chair and is responsible for keeping the fund's books balanced.

The Chair and Committee members are appointed for two year terms by the President of MLA.

Ad Hoc Committees

Certification Committee
The Certification Committee is responsible for updating the rules and procedures used for MLA's Voluntary Certification program. This Committee is activated by the President of MLA as necessary. When the President and Executive Council determine that it is necessary to activate the Certification Committee the President appoints a Chairperson and committee members and provide them with their charge. The Certification Officer is automatically a member of this Committee.

Public Library Standards Committee
This Committee undertakes a review of the Minimum Standards for Maine Public Librarians at the direction of the MLA President. It should be activated every three years to review or more frequently if necessary.

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MLA Honorary Membership

MLA Honorary Membership Guidelines

Purpose:
Honorary membership may be conferred on a living citizen of Maine or elsewhere whose contribution to librarianship or a closely related field is so outstanding that it is of lasting importance to the advancement of the whole field of library service in Maine. It is intended to reflect honor upon the Maine Library Association as well as upon the individual.

Criteria for selection:
To be eligible for honorary membership, a person should be so outstanding that there can be no question about his/her suitability.

1. The designation should recognize the contribution of an individual per se, rather than that of an individual representing the accomplishments of many.

2. The person elected to honorary membership should be of such caliber as to reflect honor upon MLA by this designation.

3. Honorary membership should be conferred because of a contribution of more than passing interest and of more than local or regional achievement. The contribution may be to librarianship or to a closely related field.

4. The recipient may be a librarian or a person in a related field.