Policies & Procedures

aasl affiliate assembly logo

 

(Approved by the Affiliate Assembly and the AASL Board of Directors at the ALA Annual Conference, June 1999)

Purposes

The Affiliate Assembly shall provide a channel of communication for reporting concerns of the affiliated organizations and their membership to the AASL Board of Directors; to facilitate discussion of activities and concerns of the AASL as reported by the AASL President, Executive Director and Board of Directors, and to report the Affiliate Assembly-related actions of the AASL to the Affiliates.

Membership

The Affiliate Assembly shall be composed of two voting representatives of each organization affiliated with the American Association of School Librarians. All representatives to the Affiliate Assembly shall be personal members of AASL.

Officers

The officers of the American Association of School Librarians Affiliate Assembly shall be the Chair, Chair-Elect and Secretary.

The chair shall perform duties designated by the Affiliate Assembly or the Executive Committee. The chair shall report to the membership of the Affiliate Assembly annually, convene and preside at the Affiliate Assembly during Midwinter Caucus and Annual Conference, appoint committees of the Affiliate Assembly subject to the approval of the Executive Committee, call meetings of the Executive Committee as needed, and submit a written report of actions taken by the Affiliate Assembly and its Executive Committee to the AASL Board.

The Chair-Elect assists the chair in any duties assigned by the Chair or the Affiliate Assembly Executive Committee. The Chair-Elect shall assume the duties of the Chair should the Chair not be able to complete the term of office. The Chair-Elect shall serve the first year after election as Chair-Elect, and the second year after election as Chair.

The Secretary verifies the credentials of Affiliate Assembly Delegates at the annual meetings, and records minutes of all meetings of the Affiliate Assembly Executive Committee. The secretary shall serve for one year.

In the event of a vacancy in the chair-elect or secretary positions, the chair with the approval of the Affiliate Assembly Executive committee shall appoint someone to serve the remainder of the unexpired term.

The delegates to the Affiliate Assembly shall attend the Affiliate Assembly, share information about AASL and the AASL Affiliate Assembly with affiliate leaders and members, seek support for AASL within the affiliate through membership recruitment, share information about and concerns of the affiliate with the Affiliate Assembly, assist in the development of regional programs, and serve on Affiliate committees when appointed by the chair.

Nominations and Elections

All candidates for Affiliate Assembly positions must be personal members of AASL, and have previous experience as a delegate to the Affiliate Assembly. Persons can hold only one elected office within the Affiliate Assembly.

Nominations for the offices shall be originated by the Assembly prior to voting. The voting will be held during new business of the Affiliate Assembly and those elected will take office at the close of that meeting. Elections shall be conducted annually during the Affiliate Assembly. A plurality of all legal votes cast shall be necessary to elect a candidate.

Executive Committee

The Executive Committee shall be composed of the Affiliate Assembly Chair, Chair-Elect, Secretary and Regional Directors-Elect. The Immediate Past Chair and Immediate Past Recording Secretary, as well as the AASL President and Executive Director shall be ex-officio members of the Executive Committee without vote. A majority of the voting members of the Executive Committee shall constitute a quorum.

The Affiliate Assembly Chair will serve as Chair for the Executive Committee and the Secretary will serve as Secretary to the Executive Committee.

The Executive Committee shall prepare the agenda for the Affiliate Assembly to be held during the annual conference of the ALA and Midwinter Caucus, shall appoint committees, and shall disseminate information about both Assembly and AASL Board actions.

All actions taken by the Executive Committee shall be reported to the Affiliate Assembly representatives by the Affiliate Assembly Chair. All actions taken by the Affiliate Assembly and its Executive Committee shall be reported to the Board of Directors of the Association in a written report provided by the Affiliate Assembly Chair.

A majority of the voting members of the Executive Committee shall constitute a quorum.

Committees

Committees needed to support the governance and unique responsibilities of the Affiliate Assembly may be appointed by the Chair with Affiliate Assembly Executive Committee approval and dissolved when the charge has been completed.

Identifying Concerns

Delegates may report concerns of the affiliated organizations and their membership to the Affiliate Assembly by submitting the form “Statement of Concern” to the Affiliate Assembly Chair. These issues of concern will be presented to the Affiliate Assembly Executive Committee for disposition. If necessary, the issue of concern will be brought to the Affiliate Assembly for discussion and/or action.

Amendments

Amendments to the Policies and Procedures may be proposed by the Executive Committee of the Affiliate Assembly. They shall be presented in writing to all delegates at least thirty (30) days prior to the Affiliate Assembly. Policies and Procedures may be amended by two-thirds vote of those delegates present at the Affiliate Assembly and shall become effective at the close of the Affiliate Assembly’s meeting.

Parliamentary Authority

Sturgis Standard Code of Parliamentary Procedure (latest edition) shall govern the Assembly in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of AASL or the Bylaws or special rules of order of the ALA.

Provision shall be made for parliamentary authority at Affiliate Assembly. The Chair of the Affiliate Assembly will appoint a Parliamentarian to serve in this capacity.

Recognition and Commendation

Delegates may also report outstanding programs and events deserving of recognition and commendation of the affiliated organizations and their membership to the Affiliate Assembly by submitting the form “Statement of Affirmation” to the Affiliate Assembly Chair. These programs and events will be presented to the Affiliate Assembly Executive Committee, and brought to the Affiliate Assembly.

Attachment #1

Statement of Concern word doc icon

  1. State Concern:
  2. Actions (if any) taken by affiliated organization
  3. Action requested and by whom:

To be completed by Affiliate Assembly Chair

  1. Action taken by Affiliate Assembly Executive Committee
  2. AASL Board Response:

This document must be submitted to the Affiliate Assembly Chair at least 30 days prior to the Annual Conference.

Attachment #2

Statement of Commendation word doc icon

  1. Describe program or event to be recognized
  2. Suggest strategy for sharing this program or event to Affiliate Assembly
  3. Contact person (please include address, phone number, e-mail)

To be completed by Affiliate Assembly Chair

  1. Action taken by Affiliate Assembly Executive Committee
  2. AASL Board Response:

This document must be submitted to the Affiliate Assembly Chair at least 30 days prior to the Annual Conference.