By Laws

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