YASD BY LAWS
1.
Name
This
organization shall be known as the Young Adult Services Division of the Suffolk
County Library Association (SCLA), a regional chapter of the New York Library
Association (NYLA).
2. Mission and
Purpose
The
purpose of this association shall be to foster the development of high
standards of library service to and for young adults in grades 6-12, to
advocate continuous specialized young adult services to attract and retain
teens through the transition from childhood to adulthood, to provide young
adults access to a range of library materials and services while promoting
active cooperation among schools, community organizations, and public
libraries, and to provide the means for all young adults to expand the
boundaries of their thinking, and to empower them to fulfill their academic,
vocational, recreational and emotional needs.
3.
Membership and Dues
Membership
in the Young Adult Services Division shall be open to any person engaged in or
interested in young adult services, defined as patrons in grades 6-12, upon
payment of annual dues to the Suffolk County Library Association.
4. Officers
The
YASD Executive Board shall consist of the President, Vice President / President
Elect, Secretary, Treasurer, Two Members At Large, and the immediate
Past-President of the Young Adult Services Division. The Suffolk County Library
System YA Specialist is a liaison to YASD but not a board member.
Treasurer:
·
Works
as a liaison between YASD and NYLA
·
Submits
expense/reimbursement requests and deposits to NYLA’s finance department for
approval
·
Keeps
organized digital and physical copies of all relevant treasury documents,
including receipts, expense and deposit forms, statements, etc.
·
Confirms
and verifies monthly account statements from NYLA’s finance department
·
Submits
monthly budget statements for SCLA meetings as needed and routes a copy to the
YASD Board
·
Secures
the stipend for the BEST Award Winner
·
Secures
the stipend for the Advanced Division Battle of the Books Scholarship Winner in
conjunction with the Advanced Division Battle of the Books Coordinator
·
Additional
duties as described in the YASD of SCLA Handbook
Secretary:
·
Writes
and issues minutes for all meetings. The minutes are submitted to the YASD President
for review and then forwarded to the Webmaster to be posted on the YASD
website.
·
Creates
and sends out all monthly meeting flyers. One copy of each flyer is filed for
YASD Archives and a second copy is sent to SCLA for their archives. All flyers
are forwarded to the Webmaster to be posted on the YASD website.
·
Sends
confirmation letters to all speakers for YASD events and thank you letters to
all event sponsors.
·
Keeps
statistics of meetings - attendance sheets, flyers, and handouts. Handouts
should be forwarded to the Webmaster to be posted on the YASD website.
·
Contacts
SCLA Membership Chair for mailing labels (allow two weeks for delivery).
·
Additional
duties as described in the YASD of SCLA Handbook
Vice-President/President Elect:
·
In
the absence of the President, the Vice President shall have all the powers of
the President.
·
Coordinates
the BEST Award. The Suffolk County YASD Division heads the BEST
Awards in even years.
o
Distributes
award flyers and applications to all Suffolk County Libraries
o
In
even years, the Vice President creates and issues the memo/flyers about the
BEST Award applications for both Suffolk and Nassau counties in late January
and arranges for the plaques for both counties
o
Receives
nominations through early April
o
Organizes
and chairs the selection committee. The selection committee shall consist of at
least three members of the YASD Executive Board
o
Contacts
the sponsors of all the Suffolk nominees and gives them letters of commendation/certificates/awards
o
Arranges
for the award stipend ($150)
o
Liaises
with the Long Island Library Conference Committee Chairperson to arrange lunch
and conference attendance for the winner and a guest
o
Presents
the award to the Suffolk County winner at the Long Island Library Conference
·
Receives
nominations for YASD Elections. Prepares the election slate and forwards the
approved slate to the SCLA Nominating Chairperson in accordance with the NYLA election
timeline
·
Additional
duties as described in the YASD of SCLA Handbook
President
·
Chairs
Programming Committee and conducts no less than four (4) meetings throughout
the calendar year.
·
Enforces
all laws and regulations relating to the administration of this organization
·
Presides
at all meetings, or appoints a representative in the absence of the President
and Vice President
·
Appoints
chairpersons of standing YASD committees, and shall be an ex-officio member of
all committees except the Nominating Committee
·
Attends
and has voting privileges at Suffolk County Library Association meetings on the
third Friday of each month. A monthly report of the Young Adult Services
Division’s activities is submitted at each meeting.
·
Writes
about Young Adult Services Division activities for the Suffolk County Library
Association Newsletter.
·
Writes
about officers, committee heads, upcoming meetings, and library programs for
Teen Talk the Young Adult Services Division newsletter.
·
Arranges
an annual joint meeting with the Nassau Young Adult Services Division in alternating
[even] years, including the securing of a speaker and issue advertising.
·
Organizes, with
the assistance of the Annual Luncheon Committee, the annual luncheon for
the annual meeting. This includes selecting the venue and confirming a speaker.
·
Calls
board meetings as necessary.
·
Communicates
upcoming events to the Suffolk County Cooperative Library YA Specialist.
·
Liaises
with the Author’s Unlimited Committee to coordinate volunteers for the morning
activities for Author’s Unlimited
·
Liaises
with the Advanced Division Battle of the Books Coordinator to select the winner
of the Advanced Division Battle scholarship
·
Additional
duties as described in the YASD of SCLA Handbook
5. Members at large
Membership and Fran Romer Annual Workshop Committee
The Membership and Fran Romer Annual Workshop
Committee Member At Large is a 2 year position.
In the first year of appointment, the Member at
Large will:
·
Shadow the existing Member At Large at the Fran Romer
Annual Workshop, learning about the workings of the program
·
Research and confirm a guest speaker for the
following year’s conference, under the guidance of the existing Member At Large
·
Organize
and confirm the conference location, discussion books, discussion groups and
group leaders, lunch, and the workings of the program including; registration,
coordinating program materials, and adhering to the speakers needs for the
following year’s conference under the guidance of the existing Member At Large
In
the second year of appointment, the Member at Large will be responsible for all
aspects of the Fran Romer Annual Workshop, and guide the new Member At Large in
planning the workshop for the following year
Additional
duties include:
·
Arranges
the table and volunteers for the Young Adult Services Division table for the
Long Island Library Conference.
·
Distributes
applications and promotional materials to potential members
·
Promotes
the growth of the organization by advertising the mission and benefits of
the organization.
·
Keeps
updated lists of the current membership
·
Additional
duties as described in the YASD of SCLA Handbook
Teen Talk Newsletter and Webmaster
·
In
cooperation with the Board, the editor of Teen Talk creates, edits, and
distributes the Young Adult Services Newsletter.
·
Designs
and updates the Young Adult Services Division website with all association news
and events, in cooperation with the board.
·
Designs
and updates the Young Adult Services Division social networking profiles.
·
Checks
all YASD e-mails and forwards information to the applicable officers.
·
Keeps
and updates a digital archive of Young Adult Services Division activities.
·
Additional
duties as described in the YASD of SCLA Handbook
6. Elections
·
The
Nominating Chair will present a slate of candidates to the YASD Executive
Board. Candidates must be members in good standing and have one year of current
employment in a Suffolk County Library. The approved slate of candidates will
be forwarded to the SCLA Nominating Chair in accordance with the NYLA Election
Timeline.
·
Nominations
for all positions may also be made by a petition signed by five members in good
standing, filed with the SCLA Chairperson of the Nominating Committee in
accordance with the NYLA Election Timeline.
·
Names
of the candidates for office will be sent to the entire membership by NYLA in
the form of an electronic ballot. Votes will be cast via an electronic ballot
in accordance with the NYLA Election Timeline.
·
Election
shall be by majority vote. In the event of a tie vote for any YASD Association
office, the voting members of the current YASD Executive Board shall cast
written ballots for a candidate for that office
·
New
officers will be presented and take office at the Annual December Luncheon.
·
Terms
o
Candidates
for the positions of Secretary, Treasurer, and Member At Large: Webmaster and
Teen Talk Newsletter shall be elected to a one year term
o
Candidates
for the position of Member At Large: Membership and Fran Romer Annual Workshop
Committee shall be elected to a two year term
o
Candidates
for Vice President / President Elect shall be elected to a three year term
·
Vacancies
in office (or appointed positions) may be filled on an interim basis until the
next general election by the appointment of a member in good standing of the
Division. The YASD Executive Board shall select the appointee by a simple
majority vote.
7.
Meeting Yearly Timeline
·
Meetings
are held the second Thursday of each month, when possible. There shall be a
minimum of four meetings a year.
·
A
joint meeting will be held in conjunction with Nassau YASD once per calendar
year. The Suffolk County Young Adult Services Division will be responsible for
planning the meeting in alternating years.
·
The
Fran Romer Memorial Workshop shall be held once per calendar year, in a month
of the Division’s choosing.
·
May
is the Long Island Library Conference. The Suffolk County Young Adult Services
Division is responsible for booking the young adult program in alternating
years with the Nassau County Young Adult Services Division.
·
December is
the Annual Young Adult Services Luncheon.
8. Committees
The President and Executive Board may
establish the following committees:
·
Annual
Luncheon Committee: Responsible for organizing the Annual Luncheon. Duties will
include selecting a venue and confirming a speaker.
·
Programming
Committee: Responsible for planning no less than four meetings each calendar
year. Duties will include selecting meeting topics, securing venues, and
contacting and confirming guest speakers. The President will serve as the
Chairperson for the Programming Committee.
·
Nominating
Committee: Responsible for collecting and approving nominations for the YASD
Election. The Vice President will serve as the Chairperson for the Nominating
Committee.
9.
Financing And Yearly Expenditures
The
Suffolk County Library Association includes in its budget an amount for the
operation of the Young Adult Services Division.
The
Young Adult Services Division may make special requests for funds to the
Suffolk County Library Association Board during the year if it requires
additional funds above its budgeted amount.
In
addition to meeting costs, YASD shall be responsible for the following yearly
expenditures:
·
BEST
Award Winner stipend, in the amount of $150
·
Advanced
Division Battle of the Books Scholarship, in the amount of $250
·
Author’s
Unlimited activities materials, in an amount to be decided in conjunction with
the Suffolk County Library System YA Specialist and Author’s Unlimited
Committee
10.
Rules of Order
Twenty-five
percent of members present and in good standing shall constitute a quorum at
any regular or special meeting of the Division. A simple majority of members
present shall be sufficient for the adoption of any motion that is in
order.
11.
Amendments
These
by-laws may be amended by a majority of the members present and voting at any
regular meeting of the division, provided that written/electronic notice of the
prepared change is sent to the entire membership at least 10 days prior to the
date of the meeting.
Proposed
amendments to the by-laws tabled or referred back to committee by vote of the
members must be re-submitted in writing at least ten days prior to the date of
the meeting at which a vote is to be taken.
12. The YASD of SCLA Handbook
YASD
shall maintain an official handbook. This handbook may be amended by a majority
of the YASD Executive Board, provided that written/electronic notice of the
prepared change is sent to the entire YASD Board at least 10 days prior to the
date of the meeting.
Adopted August 2018