Hospital Library Interest Section,
a Section of the South Central Chapter,
a Chapter of the Medical Library Association, Inc.

BYLAWS

ARTICLE I. NAME AND BOUNDARIES

Section 1. The name of this section shall be the Hospital Library Interest Section, a section of the South Central Chapter, a chapter of the Medical Library Association, Inc. (hereinafter designated HLIS).

Section 2. Boundaries. The boundaries of this chapter shall enclose Arkansas, Louisiana, New Mexico, Oklahoma, and Texas.

ARTICLE II. OBJECTIVES.

The objectives of this chapter are:

  1. To promote the goals of the South Central Chapter, a chapter of the Medical Library Association, Inc. (hereinafter designated SCC/MLA).
  2. To promote the interest and act upon the concerns of hospital libraries and librarians.
  3. To attempt to meet the educational and informational needs of hospital librarians.
  4. To provide opportunity for hospital librarians to exchange ideas.
  5. To promote hospital librarians as the primary health information providers to health practitioners at the Primary Access Library (PAL) level.
  6. To encourage the development of hospital libraries by helping member institutions meet the standards of the Joint Commission on Accreditation of Healthcare Organizations and other recognized standards.
  7. To seek to improve hospital library service through cooperative efforts.
  8. To communicate to all levels of the National Biomedical Communications Network the needs of hospital libraries.

ARTICLE III. MEMBERSHIP

Section 1. Membership

  1. Any member of SCC/MLA who is interested in furthering development of hospital libraries and librarianship shall be eligible for membership in the HLIS. Persons acting on this interest and paying current dues to the Treasurer shall enjoy all rights and privileges of membership.
  2. Membership in HLIS is based on the calendar year.
  3. SCC/MLA members who are elected Fellows of the Medical Library Association may join HLIS. Chapter Fellows shall be exempt from HLIS dues.

Section 2. Rights and Privileges

  1. A member may vote on any matter affecting the HLIS including the election of officers, except as excluded by these Bylaws.
  2. Only voting Members of the Medical Library Association may hold elective office in the HLIS.

Section 3. Dues

  1. Dues shall be proposed by the Executive Committee, approved by the membership at the annual business meeting, and paid to the Treasurer.
  2. Dues are to be paid prior to February 28th. Members who have not paid dues by that date will be suspended from participation in section affairs. Members may be reinstated to full participation by payment of current dues.
  3. Dues for HLIS may not exceed those of SCC/MLA.

ARTICLE IV. OFFICERS.

Section 1. The elected officers of the HLIS shall consist of a President, a President-Elect, a Past President, a Secretary, and a Treasurer, nominated and elected as stipulated in these Bylaws.

  1. Elections shall be held annually with officers, except the Treasurer, elected for a one-year term of office, which begins at the close of the annual meeting following their election.
  2. The Treasurer shall serve a three-year term of office, beginning with the fiscal year following election.
  3. Elections shall be by distributed ballot.
  4. Vacancies which occur prior to expiration of the term of office will be filled by Presidential appointment. A vacancy in the office of President shall be filled by the President-Elect who will complete the unexpired term and continue as President for the full succeeding term for which he or she was elected.

Section 2. The duties of elected officers are:

  1. President. The President shall preside at all meetings of the HLIS and the Executive Committee; and shall have the authority to appoint committees. The President shall serve as an ex-officio member of the SCC/MLA Executive Board. The President shall perform all other duties associated with the Office of President.
  2. President-Elect. The President-Elect shall serve as chairman of the Program Committee for the annual meeting and name such members deemed appropriate. The Present-Elect shall, in the absence of the President, act for that office.
  3. Secretary. The Secretary shall maintain all records of the HLIS. This will include the minutes of the Executive Committee and general meetings of the HLIS. The Secretary shall be responsible for notification of members of all regular and special meetings and announcements. The Secretary shall answer correspondence as directed and will turn over all records within one month of leaving office to the incoming Secretary.
  4. Treasurer. The Treasurer shall collect dues, disburse funds, maintain the membership roll and all financial records of the HLIS. The Treasurer shall communicate to the membership at the annual meeting the Treasurer's annual report. The Treasurer shall serve as a member of the SCC/MLA Finance Committee. All records must be turned over to the incoming Treasurer no later than one month following the end of the Treasurer's term of office.
  5. Past President. The Past President shall advise and assist the President as required, shall maintain the HLIS procedure manual, and shall chair the Nominating Committee.

Section 3. Nominations and Elections.

  1. The Nominating Committee shall present a slate of one or more nominees for each office.
  2. Nomination for an officer shall be as follows: The Nominating Committee shall survey the active membership for suggestions of nominees. The Nominating Committee shall prepare a slate of officers, all of whom must be voting members of the HLIS. Consent must be received from each nominee, and in no case shall a member be nominated or elected without the member's consent.
  3. Election of officers shall be held annually by distributed ballot to the HLIS membership. Ballots, accompanied by the biographical statements about each candidate, shall be distributed to the membership no later than eight weeks prior to the annual meeting. The deadline for returning ballots shall be at least three weeks after ballots are distributed. Ballots received after the deadline shall be destroyed without opening. Results will be announced at the annual meeting.
  4. Officers shall be elected upon receiving a majority of the votes cast. In cases where there are more than two candidates a plurality shall suffice. If a tie occurs, selection from among the tied candidates shall be by lot.

ARTICLE V. MEETINGS

Section 1. The HLIS of SCC/MLA will meet annually with the SCC/MLA.

Section 2. A quorum shall consist of ten percent of the voting members. A simple majority of those present shall constitute a majority. A simple majority will constitute a quorum of all committees.

ARTICLE VI. EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall be composed of the President, President-Elect, Secretary, Treasurer, and immediate Past-President. All members of the Executive Committee shall have the right to vote. The Executive Committee shall meet at least one time each year.

Section 2. This committee shall act for the HLIS between Annual Meetings. This committee shall individually or jointly represent the Section to the SCC/MLA.

ARTICLE VII. COMMITTEES

Section 1. Standing Committees.

  1. The Nominating Committee shall consist of six members, five appointed by the President and representative of states in the SCC/MLA, and the immediate Past-President as Chairman. The Nominating Committee shall present annually, a slate of one or more persons for each office for the following year.
  2. Program Committee. The Program Committee shall be appointed in accordance with Article IV, Section 2. A. The committee shall prepare the program for the annual meeting.

Section 2. Special Committees. The Section President, with the advice and consent of the Executive Board, may appoint such other special committees as are necessary.

Section 3. Committee Chairs. Chairs of committees shall be voting members of HLIS.

Section 4. Committee Reports. The committee chairs shall submit an annual report of the activities of the committees prior to the compilation of the President’s Annual Section Report to the Chapter.

ARTICLE VIII. Section Dissolution

In the event HLIS is dissolved, the assets of HLIS shall be distributed to the SCC/MLA. If that chapter shall no longer be in existence then distribution of assets shall be made to the Medical Library Association; or if that association shall no longer be in existence, to an organization of a similar nature, which is also exempt under Section 501(c)(3) of the Internal Revenue Code.

ARTICLE IX. PARLIAMENTARY AUTHORITY

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

Section 2. A parliamentarian may be appointed annually by the President.

ARTICLE X. BYLAWS.

Section 1. These bylaws may be amended by a two-thirds vote, provided that the amendment has been submitted in writing to the membership at least thirty (30) days prior to the vote being taken.

Section 2. These bylaws shall not be amended in any way that would bring them in conflict with the bylaws of the SCC/MLA.

Section 3. The Bylaws and any amendments thereto shall become effective immediately following their acceptance by distributed ballot.


(Approved HLIS Annual Meeting, October, 1983 and subsequent mail ballot)

(AMENDED HLIS/SCC/MLA ANNUAL MEETING October 10, 1990; October 17, 1993; October 22, 1995; October 17, 2000; October 26, 2004; October 28, 2013)

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