LITA Manual Section 1: Bylaws

Adopted 1966.
Revised 1968, 1975, 1976, 1982, 1983, 1984, 1985, 1988, 1989, 1991, 1992, 1993, 1995, 1996, 1998, 2003

Bylaws Table of Contents

LITA Manual Table of Contents

Article I: Name

The name of this organization, a division of the American Library Association, shall be the Library and Information Technology Association. As used hereafter, the word "Division" shall mean all current members in good standing of the Library and Information Technology Association.

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Article II: Object

The Library and Information Technology Association shall concern itself with the planning, development, design, application, and integration of technology within the library and information environment, with the impact of emerging technologies on library service, and with the effect of automated technologies on people. Its major focus shall be on interdisciplinary issues and emerging technologies. Within these areas, the Library and Information Technology Association shall foster research, promote the development of appropriate technical standards, monitor new technologies having potential application in library and information science, develop models for library systems and networks, examine the effect of automation on people, disseminate information, and provide a forum for the discussion of these concerns.

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Article III: Membership

Section l. Members.

Any member of the American Library Association who shall elect membership in this Division according to the provisions of the Bylaws of the American Library Association thereupon shall become a member of this Division.

Section 2. Classification.

Membership classes of the Division shall consist of the same classes as those of the American Library Association.

Section 3. Honorary Members.

Honorary members shall be those honorary members of the American Library Association nominated to such membership in this Division by the Board of Directors and elected for life by membership.

Section 4. Dues, Rights, and Privileges.

All members of the Division shall be eligible for membership in any one or more of its duly constituted committees and interest groups. Only personal members shall be eligible to vote and to hold elective office or committee appointment. Dues for this Division paid to the American Library Association shall constitute the dues of members. The date of payment of dues to the American Library Association shall be considered the date of payment of dues to this Division. The designation by a member of the American Library Association, on its membership form, of this Division as a division to which the member wishes to belong shall be considered as election of membership in this Division.

Section 5. Membership, Fiscal, and Conference Years.

The membership, fiscal, and conference years shall be the same as those of the American Library Association.

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Article IV: Officers, Terms of Office, and Duties

Section 1. Officers.

The officers of this Division shall be a president, a vice-president, (who shall also be the president-elect), and an executive director.

Section 2. Terms of Office.

All officers and elected members of the Board of Directors shall serve until the adjournment of the Annual Conference at which their successors are announced. Procedures for filling vacancies in the offices of president and vice-president are specified in Article V, Section 3.

  1. President. The president shall serve for one year and shall not be eligible for the office of president or president-elect for a period of at least one year following service as immediate past-president.
     
  2. Vice-President. The president-elect shall serve for the first year after election as vice-president, the second year as president, and the third year as immediate past president.
     
  3. Executive Director. The executive director shall be appointed by the Executive Director of the American Library Association with the concurrence of the Board of Directors of this Division, and shall serve at the pleasure of the Executive Director of the American Library Association.

Section 3. Duties.

Except as otherwise provided in the bylaws, the duties of the officers shall be such as are specified in the parliamentary authority adopted by the Division.

  1. President. In addition to the regular duties of this office, the president shall see that the bylaws are observed by the officers and members of the Board of Directors and that the orders of the Board of Directors and of the Division and that the orders of the Board of Directors and of the Division are carried out. The president shall identify actions in the interest of the division and shall recommend such actions to the Board of Directors. The president shall submit an annual report, to be published in full or be otherwise transmitted to the membership, no later than four months after the Annual Conference of the Association. The president shall perform such other duties as the Board of Directors may assign to this office.
     
  2. Vice-President. In addition to the regular duties of this office, the vice-president shall perform such other duties as the Board of Directors may assign to this office.
     
  3. Executive Director. In addition to the regular duties of this office, the executive director shall submit reports as required by the Board of Directors and shall perform such other duties as the Board of Directors may assign to this office.

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Article V: Board of Directors

Section 1. Composition.

The Board of Directors shall consist of the president, the vice-president (president-elect), the immediate past president, the ALA councilor and seven directors. The Executive Director shall be a member of the Board ex-officio, without vote. The Chairperson of the Bylaws and Organization Committee shall also be a member of the Board of Directors ex-officio, without vote and shall advise the President on Parliamentary procedure at meetings of the Board of Directors. Other ex-officio members as shall from time to time be so designated by action of the Board shall not have the right to vote.

Section 2. Power and Duties.

The Board of Directors shall have authority over the affairs of the Division during the period between meetings of the Division provided, however, that none of its acts shall conflict with or modify any actions taken by the Division membership. The annual and any other budget requests shall be subject to the approval of the Board of Directors. The Board of Directors shall perform such other duties as are specified in these bylaws, and shall report upon its work to the membership of the Division.

Section 3. Vacancies.

Vacancies in the elected membership of the Board of Directors shall be filled as follows:

  1. President. If the office of the president becomes vacant, the vice-president shall succeed to the office of president and shall serve in the capacity of president, subject to the provisions of Article V, Section 3 (b).

    If the offices of both the president and vice-president become vacant within the same year, the Board of Directors shall appoint one of its members to act as president until a president is duly elected. The Nominating Committee shall nominate a slate of at least two candidates for the position of president to take effect immediately after the conclusion of the next annual conference and a slate of at least two candidates for the position of vice-president (president-elect).

    The slate nominated to run for the position of president will immediately assume the position of co-vice-presidents.
     
  2. Vice-President. If the office of vice-president becomes vacant, the Nominating Committee shall nominate a slate of at least two candidates for the position of president to take effect immediately after the conclusion of the next annual conference and a slate of at least two candidates for the position of vice-president (president-elect).

    The slate nominated to run for the position of president will immediately assume the position of co-vice-presidents.

  3. ALA Councilor. If the office of ALA Council representative of the division becomes vacant, an ALA Councilor shall be elected at the next election to complete the unexpired term.
     
  4. Directors. If the office of a director becomes vacant, a director shall be elected at the next election to complete the unexpired term.
     
  5. General Provisions. If the successful candidate for an elective office dies or withdraws between the close of nominations and the adjournment of the Annual Conference, the resulting situation shall be considered as a vacancy having occurred during the term for which this candidate was selected.

Section 4. Terms of Office.

  1. The ALA Councilor shall serve for a term of three years.
     
  2. Directors shall serve for three years. They shall be elected for terms expiring in different years. Directors shall not be eligible for consecutive terms.

Section 5. Officers.

The officers of the Division shall ex-officio be the officers of the Board of Directors.

Section 6. Meetings.

The Board of Directors shall meet in conjunction with each Annual Conference and Midwinter Meeting of the American Library Association. Special meetings may be called by the president, and shall be called upon the written request of a majority of the members of the Board.

Section 7. Quorum.

The majority of members eligible to vote shall constitute a quorum of the Board of Directors.

Section 8. Rules of Order.

The Board of Directors may adopt rules for the transaction of its business, provided they shall not conflict with the bylaws of the Division.

Section 9. Duties of Members.

Each member of the Board of Directors shall perform the specific duties attached to membership on the Board. In the case of continued failure of a director to participate in the deliberations of the Board, the Board may, by vote of three-fourths of the members eligible to vote, declare the office of such director vacant.

Section 10. Executive Committee.

The Board has an Executive Committee composed of the President, Vice-President (President-Elect), past President, ALA Councilor and one Director chosen by the Board each year. The Executive Director is a member of the Committee ex officio. The Executive Committee is empowered to act for the Board of Directors between regular meetings of the Board. These decisions and actions of the Executive Committee are subject to review by the Board at its next regular meeting. The Executive Committee also serves as the steering Committee for the LITA National Forum.

Sec. 11. Board Voting.

Board votes may be taken by mail, electronic system, or conference call, provided that all board members are canvassed simultaneously. The President has the authority to set a time limit within which the votes shall be recorded. If no such time limit is set no vote shall be counted unless received within 30 days from the day of the text of matter voted upon was sent properly addressed to those entitled to vote on the matter.

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Article VI: Meetings

Section 1. General Meeting.

The Division may hold a general meeting of the Division at the time and place of the annual conference of the American Library Association.

Section 2. Special Meetings.

Special meetings may be called by the Board of Directors and shall be called by the president upon the written request of fifty members of the Division. At least thirty days notice shall be given and only business specified in the call shall be transacted.

Section 3. Quorum.

Fifty members shall constitute a quorum.

Section 4. Votes by Mail.

Votes by mail may be authorized by the Board of Directors between meetings.

Mail ballots shall be conducted by the executive director in such manner as the Board of Directors shall determine. A copy of the ballot shall be mailed by the executive director to each member simultaneously. The Board of Directors shall have the authority to set the time limit during which votes will be recorded, but if no such time limit is set, no vote shall be counted unless received within thirty days from the day the text of the ballot or questions voted upon was mailed properly addressed to those entitled to vote on the matter involved.

A proposal is carried if it receives the same proportion of affirmative votes from among all votes cast as would be required to carry the same proposal if voted upon at a meeting. Unless otherwise specified in the proposal, if carried, it becomes effective upon publication of the result of the ballot.

In the case of a vote by mail the Board of Directors may designate publication of the ballot or questions submitted in the official journal of the Division as the appropriate method of submitting the matter to the members for their determination.

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Article VII: Committees and Representatives

Section 1. Committees.

  1. Establishment. The Board of Directors shall establish committees to consider the affairs of the Division that require continuous or repeated attention by the members. The Bylaws and Organization Committee shall recommend the name and size of each such committee, and may recommend special regulations concerning the composition of each committee and the appointment and terms of office of its members.
     
  2. Discontinuance: The Board of Directors may discontinue a standing committee, on the recommendation of the Bylaws & Organization Committee.
  3. Function: Committees shall assist the Board of Directors in the management of the division or address particular concerns of the Division.
     
  4. Composition. Unless otherwise provided for by these bylaws or by action of the Board of Directors, each committee shall be composed of not less than three members, each of whom shall be a member in good standing of the Division. To encourage broad participation interns may be appointed to committees for a one-year term. A Board member may be appointed by the president to serve as liaison to a committee to ensure communication between the board and that committee.
     
  5. Terms of Office. Unless otherwise provided for by these bylaws, or by action of the Board of Directors, each member of a committee shall be appointed for a term of two years. Terms shall commence and terminate at the time of adjournment of an Annual Conference. A member may be reappointed for a second term, but in no case shall a person serve on one committee for more than four years consecutively, whether as member or chairperson. Appointments shall be made in such a manner as to provide continuity in membership.

Section 2. Special Committees.

Special or ad hoc committees may be authorized by the Board of Directors. Each special or ad hoc committee shall continue its existence until its purpose is accomplished or it is discharged by the Board of Directors.

Section 3. Joint Committees.

  1. Intra-Divisional Committees. Intra-divisional joint committees within the Division may be established as required by the groups concerned upon the recommendation of the Bylaws and Organization Committee and with the approval of the Board of Directors.
     
  2. Joint Committees. Joint committees formed with units that are outside the Division, but which are within the American Library Association may be established only as provided for in the Bylaws of the American Library Association.
     
  3. Joint Committees with other Organizations. The Board of Directors may recommend to the Committee on Organization of the American Library Association that joint committees be established with other organizations. Joint committees with organizations outside the American Library Association shall be established only as provided for in the Bylaws of the American Library Association.
     
  4. The Executive Director shall inform the Committee on Organization of the American Library Association annually of the establishment and functions, or discontinuance of any joint committee of the Division with other units of the American Library Association or with other organizations.

Section 4. Representatives.

  1. With the approval of the Board of Directors representation may be held by the Division in other units of the American Library Association, and other units of the American Library Association may sponsor representatives to the various units within the Division.
     
  2. Representation of the Division in organizations outside the Association may be authorized by the Board of Directors with the approval of the American Library Association.
     
  3. Representatives shall be appointed by the vice-president (president elect) or the president under whose term of office as president the members shall commence service and shall serve until the adjournment of the meeting at which a successor is appointed.
     
  4. Representatives are to submit a written report annually to be filed with the Executive Director.

Section 5. Appointments.

  1. Unless otherwise provided for by these bylaws or by action of the Board of Directors, each committee member and representative shall be appointed, by the vice-president (president-elect), or the president, under whose term of office as president the member shall commence service, and shall serve until the adjournment of the meeting at which a successor is appointed.
     
  2. Vacancies. If a seat on a committee becomes vacant before time for the regular appointment of new members, it shall be filled by appointment made by the president. The new appointee shall serve until the expiration of the term of the member replaced.

Section 6. Voting.

Committee votes may be taken by mail, electronic system, or conference call, provided that all committee members are canvassed simultaneously. Each committee shall have the authority to set a time limit within which the votes of its members shall be recorded. If no such time limit is set, no vote shall be counted unless received within 30 days from the day the text of matter voted upon was sent properly addressed to those entitled to vote.

Section 7. Reports.

Unless otherwise specified in these bylaws, or in the act authorizing a committee, each committee shall report on its work in the following manner:

Reports containing recommendations for action by the Board of Directors shall be presented orally to the Board with a written copy forwarded to the executive director and to each member of the Board. If a copy of a report was distributed either before or at the beginning of the Board meeting, and unless a majority of the members present and voting demand a reading of the report, its presentation may be limited to a summary of the findings and a reading of the recommendations.

In all cases, each committee shall prepare a written report to be filed with the executive director.

All committee reports shall be published in full or in summary or be transmitted otherwise to the membership no later than four months after the Annual Conference and Midwinter Meeting. Any Board action shall be published in the board minutes.

Section 8. Committee Chair Coordinator.

The vice-president (president-elect) shall appoint a coordinator who shall oversee the activities of the committee chairs and report to the Board of Directors. The Committee Chair Coordinator shall serve a term of two years. No Coordinator shall serve for more than four consecutive years

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Article VIII: Interest Groups

Section 1. Establishment.

  1. Any group of members of the Division, whose special field of interest falls within the Division, may be established as an interest group upon a written petition. The petition shall provide a function statement, the signatures of two Division members in good standing designated as the chair and either the vice chair or co-chair; and the signatures of eight or more members of the Division who shall be members of the interest group if it is approved. An interest group shall exist and may function from the date of its approval by the Board of Directors. The name of the interest group shall clearly indicate its field of interest.
  2. See Section 5 for information on joint interest groups with other divisions.

Section 2. Membership.

Any member of the Division may join as many interest groups as desired and shall enjoy all privileges of membership in each interest group joined. Division members desiring to join an interest group may do so by contacting the interest group chair or other designated officer or by attending a meeting of the interest group and signing an attendance list at that meeting.

Section 3. Officers.

  1. Each interest group shall have as officers a chair, vice-chair/co-chair, and at its option, others as required to carry out the business of the interest group.
  2. The officers shall coordinate overall activities of the interest group, shall preside at meetings, shall be responsible for reporting interest group activities to the Board of Directors, shall be responsible for programs, for the annual selection of officers, and shall coordinate programs with the Division Program Planning Committee
  3. Officers shall be chosen by members informally at the annual meeting or by election at the annual meeting by a majority vote of members present. The names of the officers shall be reported to the executive director prior to the end of each annual conference. No officer shall serve for more than four consecutive years in the same office.

Section 4. Relation to the Division.

  1. Autonomy. Each interest group shall define its own functions, subject to the approval of the Board of Directors, and shall manage its own affairs, provided that no interest group shall adopt rules for the transaction of its business inconsistent with those of the Division, or engage in any activity in conflict with the program of the Division. Interest groups may plan and sponsor programs at annual conferences, may sponsor institutes and pre-conference institutes, prepare publications, or carry out other activities with the approval of appropriate Division committees and the Board of Directors. Interest groups may create ad hoc committees to carry out these activities.

Section 5. Relation to other Divisions.

Interest groups may join with one or more units of other ALA divisions to form a joint group with the approval of the Board of Directors. Officers are responsible for getting approval from the co-supporting division.

  1. The requirements for establishing an interest group in Section 1a apply except that a joint interest group petition must include the signature of one Division member in good standing as either chair or vice-chair/co-chair, and the second signature may be of a member in good standing of either the Division or of the co-supporting division.

Section 6. Finance.

  1. Each interest group shall receive allotments made on the basis of need as approved by the Board of Directors.
  2. Interest groups may request program funds from the American Library Association.

Section 7. Renewal.

Renewal petitions for interest groups shall be submitted to the Bylaws and Organization Committee every three years and be re-approved by the Board. In the event a petition is not resubmitted, the Bylaws and Organization Committee shall recommend to the Board that the interest group be dissolved.

Section 8. Interest Group Coordinator.

The vice-president (president-elect) shall appoint a coordinator who shall oversee the activities of interest groups and report to the Board of Directors. The Interest Group Coordinator shall serve a term of two years. No coordinator shall serve for more than four consecutive years.

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Article IX: Nominations and Elections

Section 1. Nominations.

The Nominating Committee shall present the names of candidates to the Board of Directors at the Midwinter Conference preceding an election for the positions of vice-president (president-elect), an ALA councilor, and directors when required. Other nominations for these offices may be submitted in writing by any ten members of the Division and shall be filed with the executive director before the closing of the Midwinter Meeting preceding an election. Any such nominations shall be included on the official ballot.

No candidate shall be nominated who is not a personal member in good standing of the Division at the time of nominations.

Section 2. Nominating Committee.

  1. Name. The name of each Nominating Committee shall include the year of the election for which the Nominating Committee is to produce the slate.
     
  2. Composition. The Nominating Committee consists of three members of the Division. No member of the Board of Directors shall be appointed to the Nominating Committee.
     
  3. Terms of Office. The Nominating Committee shall be appointed by the vice-president (president-elect) for a term ending with the election for which they produced a slate. Members of the Nominating Committee, upon expiration of their terms, shall not be eligible for immediate reappointment.
     
  4. Duties. The Nominating Committee shall nominate a slate of at least two candidates for each office to be approved by the Board of Directors.

    It shall select the candidates in such manner as to assure as broad a representation as possible of different types and sizes of libraries, types of service, and of the geographic distribution of the membership.

    The Nominating Committee shall report nominations to the executive director, and the executive director shall notify each member by mail of the nominations for elective office in the Division at such time as is prescribed by the Bylaws of the American Library Association.

Section 3. Elections

  1. Ballot. Elections shall be held by mail ballot. The executive director shall mail a copy of the ballot to each member of the Division. The ballot shall be returned to the executive director at such time as is prescribed by the Bylaws of the American Library Association.
     
  2. Election Results. Candidates receiving a plurality of the votes cast are elected and shall be so reported at the next Annual Conference. In case of a tie vote, the Election Committee of the American Library Association shall decide the election by lot.

Section 4. Extraordinary Circumstances.

If, for reasons beyond the control of the Division, no Annual Conference is held in any one year, terms based on the date of the Annual Conferences shall be determined by the anniversary of the last Annual Conference at which an election was reported, unless a different date is authorized by the American Library Association. The election results shall be mailed to each member.

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Article X: Amendment of Bylaws

Section 1. Proposals.

Amendments to the bylaws may be proposed by the Board of Directors or, in writing to the Board of Directors, by any Division committee, or by petition signed by ten members of the Division. Proposed amendments shall be presented in writing to the executive director at least ninety days prior to the date at which they are to be acted upon; they shall then be referred by the executive director to the Bylaws and Organization Committee, which shall report upon them to the Division membership.

Section 2. Notice.

The text of any proposed amendment shall be mailed to each member of the Division at least thirty days prior to the meeting at which it is to be acted upon.

Section 3. Voting.

The bylaws may be amended by a two-thirds majority vote of those members participating in the vote to amend. The vote shall be taken either at a general meeting of the Division, or by mail, and, if by mail, preferably as a part of the mail vote for election of officers.

Section 4. Adoption.

A proposed amendment or new bylaw becomes effective when it has been approved.

Section 5. Editorial Changes.

The Board of Directors, upon recommendation of the Bylaws and Organization Committee, may make such editorial changes to the bylaws that do not effect their substance and meaning. These changes shall take effect upon such action.

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Article XI: Publications

Section 1. Publications.

Publications may be authorized by the Board of Directors as provided for in the Bylaws of the American Library Association. The Division's journal shall be Information Technology and Libraries.

Section 2. Editors.

Editors for Division publications shall be appointed by the Board of Directors. The editor of the Division`s journal shall be appointed for a three-year term, renewable for three-year terms by approval of the Board.

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Article XII: Notice by Mail

Publication of notices in the journal of the Division or the Association shall be considered sufficient to fulfill the requirement of notice by mail.

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Article XIII: Parliamentary Authority

The Parliamentary authority used by the American Library Association shall govern the Division in all cases to which they are applicable.

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