Tip Sheet #27: Sample Governance Procedures for ACRL Sections
Explanatory Note: In the 2008 election, members voted to approve the proposal for Sections and other “communities of practice” to operate with governance procedures instead of bylaws. According to the ACRL Bylaws, Article XV, Section 3 (Communities of Practice), “each community of practice shall establish written procedures related to its function and governance that shall be adopted by the membership of the group. A current copy shall be provided to the Executive Director.” By replacing the more formal bylaws with these governance procedures, Sections can revise the documentation that guides their Section’s structure without the lengthy timeline connected to election ballots. The following document, Sample Governance Procedures for ACRL Sections, has been developed to assist ACRL Sections in moving appropriate content from their current bylaws to the governance procedures format.
Use the text provided below as a template and insert relevant text from your Section bylaws as indicated by the brackets. The Section Executive Committee is authorized to adopt the governance procedures of the Sections, with the caveat, that no policies may be in conflict with ALA or ACRL bylaws or policies and procedures. Comments and questions regarding this document should be directed to Mary Jane Petrowski, mpetrowski@ala.org.
| Key: [ ] description of information from their Section’s current bylaws to be included { } advisory note |
Governance Procedures of the [Name of the section spelled in its entirety]
[Date of revision]
A. Name
The name of the organization shall be the [name of the section spelled in its entirety] ([acronym for section]) of the Association of College and Research Libraries, a division of the American Library Association, hereinafter referred to as the Section.
B. Purpose
ACRL Sections are established primarily for the purpose of building communities of learning and providing professional development and networking opportunities for their members. A Section’s name, purpose, and mission are as proposed by the Section and approved by the ACRL Board. The ACRL Board ascertains that overlaps between the mandates are of various Sections are minimized.
[Insert language from Article 2: “Object,” “Mission Statement,” or “Objectives.”]
C. Membership
Any member of the Association of College and Research Libraries may elect membership in this Section.
The number of “community of practice” affiliations included in the basic ACRL dues is determined by the ACRL Board. The dues for additional affiliations are also set by the ACRL Board.
D. Relationship to ACRL Board
The Board shall be authorized to establish Communities of Practice (including Sections), to monitor their activities, and determine their continuance in consultation with the respective groups. The Board shall also be entitled to establish policies to govern the activities of Communities of Practice. (ACRL Bylaws, Article XV)
The Board liaison role provides a critical connection between membership structures and the ACRL Board of Directors. This liaison role can be particularly helpful in providing perspective, guidance, and insight regarding ACRL policies, procedures, and initiatives; soliciting feedback from Communities of Practice regarding proposed Board actions; and providing helpful advice regarding Action Plan Proposals and Board Action Forms which community of practice leaders will need to submit for official ACRL Board and ACRL Executive Committee action/decisions. The liaison relationship is meant to enhance communication; it is not an advocacy role and for that reason Board members are asked to liaison with communities in which they have not been active. (Tip Sheet for Board Responsibilities)
The Board of Directors is the voice for the association. Sections, committees, and other established units are not authorized to speak for the association except through the Board. This is to say that unit leaders should refrain from issuing statements, taking positions, or endorsing any statements or positions except with Board approval. (ACRL Guide to Policies and Procedures, Chapter 5.12.8, Use of ACRL’s Name)
E. Meetings
Section meetings at the ALA Midwinter Meeting and ALA Annual Conference are scheduled by the Section chair.
ACRL units are encouraged to work outside of Midwinter and/or Annual Conference to increase group participation, efficiency, and productivity. Electronic meetings are conducted within the environment of ALA/ACRL bylaws and policies. In all cases these requirements must be adhered to, although they may have to be adopted to fit the virtual environment.
The ALA Policy Manual 7.4.1 defines a meeting as “an official assembly, for any length of time following a designated starting time, of the members of any board, committee task force, commission, etc., during which the members do not separate except for a recess and in which the assembly has the capacity to formalize decisions.” Conference calls, Internet chat sessions (and their equivalents), and in-person meetings are recognized as meetings subject to the open meetings policy (ALA Policy 7.4.4). Committees must confirm all decisions made in these forums by affirming the actions at the next face-to-face meeting.
There is a distinction between carrying on work of a committee electronically and conducting an electronic meeting. Asynchronous electronic discussions by electronic mail or other asynchronous communication methods do not constitute meetings because they are not an official assembly with a designated starting time (ALA Policy Manual 7.4.1).
The Standard Code of Parliamentary Procedure (Alice Sturgis) applies to meetings of the Section to the extent that it is applicable, upholds the integrity of the voting processes, helps facilitate progress, and ensures equality, fairness, and common sense.
[Insert language from Article IV: Meetings.] {Be sure to specify what constitutes a quorum. A quorum is usually a majority of the voting members of a committee.}
F: Officers
Each Section will have a vice-chair/chair-elect and a chair to ensure succession.
[Insert text from Article V: Officers.] {Be sure to specify the term of office for all officers. Duties of officers should also be included here.}
G. Executive Committee
The Section Executive Committee is responsible for the stewardship of the Section and the coordination of its activities, provided that it operates within the Section mandate and budget as determined by membership level (ACRL Guide to Policy and Procedure, Basic Services, 4.3.2).
A Section’s Executive Committee may establish and appoint standing or ad-hoc committees to assist it in fulfilling the Section’s mandate.
[Insert text from Article VI. Executive Committee]
H. [Insert text from any additional bylaws pertaining to other units in the section]
I. Nominations and Elections
To be nominated, elected, and continue to serve on a Section’s Executive Committee, a person must be a current member of the Section (with ALA, ACRL, and section dues—if applicable—paid).
[Insert existing text from bylaws pertaining to procedures for nominations and elections.]
J. Vacancies
[Insert existing text from bylaws pertaining to vacancies.]
{Be sure that this section provides guidance on how to fill the following vacancies: chair, vice-chair/chair-elect, simultaneous vacancies in the chair and vice-chair positions, past chair, secretary, members-at-large (if any), committees/task forces.}
K. Amendments to Governance Procedures
These Operating Procedures may be amended by [insert process as determined by the Section Executive Committee] as long they are not in conflict with ALA/ACRL bylaws, policies, and procedures. Changes to these governance procedures do not require, and should not include, a ballot vote by the membership. Sections may determine their approval process (e.g., responsibility of the Executive Committee, vote at face-to-face Section membership meeting, etc.) A current copy shall be provided to the Executive Director per ACRL Bylaws, Article XV, Section 3.
June 2008