By the Book: EMIERT By-laws

Article I: Name   

The name of the organization shall be the Ethnic and Multicultural Information Exchange Round Table of the American Library Association.

Article II: Purpose   

The Ethnic and Multicultural Information Exchange Round Table is an organization authorized by the Council of the American Library Association. Its purpose shall be to provide a forum for the exchange of information on library materials and resources in English and other languages and to promote service for all ethnolinguistic and multicultural communities in general.

Article III: Membership   

Section 1. Classification:

  1. Any personal, institutional, or organizational member of the American Library Association may become a member of the Round Table upon payment of dues.
  2. Personal Members are: librarians and library employees; international librarians; library and information science students; individuals who are interested in supporting the work of the Round Table.
  3. Organizational Members are: library associations; affiliated library organizations; international library organizations; and nonprofit organizations other than libraries and library schools.
  4. Institutional Members are: libraries and library schools; educational, cultural, and scientific institutions; official government, non-library institutions.
  5. Honorary Members are: persons, organizations, or institutions nominated, and so appointed, by the elected officers of the Round Table.

Section 2. Rights and Privileges:

Only personal members of the Round Table shall have the right to vote and hold office. Only personal members shall have the right to be appointed to a committee or task force.

Section 3. Dues:

The dues shall be paid on an annual basis according to the fiscal year established by the American Library Association. The current dues schedule shall be published on the EMIERT website and in the EMIERT membership brochure.  The dues schedule shall be reviewed at least every five years at the discretion of the elected officers of the Round Table.

Section 4. Unpaid Dues:

Members whose dues are unpaid upon the expiration of their membership year, and who shall continue such delinquency for one month after notice of the same has been sent, shall be dropped from membership. Lapsed members may be reinstated upon payment of dues for the current year.

Article IV: Officers   

Section 1. Elected Officers:

Elected officers of the Round Table shall be the chairperson; vice-chairperson/chairperson-elect; secretary; treasurer; immediate past chairperson; and three members-at-large.

Section 2. Executive Board:

The elected officers shall function as the Executive Board. The Executive Board shall be presided over by the chairperson.

  1. A vacancy in the elected membership of the Executive Board, including a vacancy created by the election of a member to the office of chairperson or other elective office, shall be filled by Executive Board appointment, the appointee to serve until the following election.
  2. The Executive Board shall report on its activities to membership monthly through Executive Board meeting minutes and at the Midwinter and Annual conferences of the American Library Association.
  3. One plus half of Executive Board members shall constitute a quorum of the Executive Board.

Section 3. Duties of officers:

The members of the executive board are expected to attend and present reports at EMIERT executive meetings at ALA Midwinter (virtual) and ALA Annual (face-to-face), and to participate in EMIERT monthly virtual meetings throughout the year, and other such duties as approved and described by the Organization Manual of the Ethnic and Multicultural Information Exchange Round Table.

Chair

The chair shall preside at all meetings of the Round Table and of the executive board; shall appoint all standing, special, and ad hoc committees and be an ex officio member of such committees.  The chair shall oversee that the bylaws are observed by the officers and members of the executive board and that decisions of the executive board and of the Round Table are carried out.  The chair shall recommend to the executive board and to the Round Table such actions as are deemed to be in the interest of the Round Table.

Vice-Chair

The vice chair shall develop the call for program proposals and chair the ALA Annual program planning committee.  The vice-chair shall be a working member of one EMIERT committee or task force, and a liaison to an ALA roundtable or caucus of choice. The vice-chair shall present reports at EMIERT Executive Board meetings at Midwinter (virtual) and ALA Annual (face-to-face), and participate in EMIERT monthly virtual meetings throughout the year.  The vice-chair shall work closely with the chair and past chair on initiatives. In the absence of the chair, the vice chair shall preside.

Secretary

The secretary shall prepare the agenda for EMIERT Executive Board meetings and takes minutes for meetings of EMIERT’s general membership and executive board. The secretary shall make the minutes available for membership by posting them to ALA Connect.  The secretary shall update the EMIERT webpage to include information about awards, deadlines, award winners, and other items of interest to EMIERT members. The secretary shall maintain official records for EMIERT. The secretary shall be a voting member of the executive board.  In the absence of the chair and vice chair, the secretary shall preside

Treasurer

The treasurer shall prepare monthly and annual financial reports for EMIERT. The treasurer shall make financial records available for membership by posting them to ALA Connect. The secretary shall be a voting member of the executive board.

Member-at-Large

The Member‐at‐Large shall represent the general membership on issues of interest or concern as they relate to the mission of EMIERT.  Duties shall include developing topics for EMIERT sponsored webinars, facilitating the exchange of resources on multiculturalism by issuing calls to EMIERT membership and fostering discussion that highlight some aspect of multiculturalism.

The Member‐at‐Large shall be a voting member of the executive board and liaises with one EMIERT task force to communicate the task forces’ interests and concerns to the executive board. The Member-at-Large shall not be the chair of the task force and is not responsible for the work of the task force.

Section 4: Terms of office:

All elected officers shall serve until the adjournment of the Round Table business meeting at the Annual Conference of the American Library Association of the year in which their term is slated to expire or until the adjournment of the meeting at which their successor(s) are chosen.

  1. The chair and vice-chair/chair-elect shall be elected from the membership and serve a one-year term, and with the past chair shall serve a one-year term or until their successors are elected and qualified;
  2. The secretary and treasurer shall be elected from the membership and each serve for a two-year term and can be reelected once.  They may not serve more than two consecutive terms;
  3. Three members-at-large shall serve staggered terms of two years each;

Section 5. Termination of office:

Any elected officer may be terminated by a majority vote of the Executive Board. Cause for termination may include nonattendance at two consecutive ALA Conference (Midwinter and Annual) meetings of the Executive Board and/or dereliction of duties or if the elected officer is deemed unsuitable to represent the core values and mission of EMIERT. The secretary, under the direction of the Executive Board, shall notify the officer in writing the cause for termination action taken against him/her.

Article V: Meetings   

Section 1. The meetings of the Round Table shall be as follows:

  1. The annual membership meeting of the Round Table shall be held during the Annual Conference of the American Library Association. Reports on the activities of the Executive Board and Committees shall be made to the membership;
  2. The Executive Board will meet monthly via Skype or other virtual platform and at Midwinter meetings and Annual ALA Conferences; the Executive Board may determine to meet virtually for the Midwinter meeting;
  3. At all meetings, Robert's' Rules of Order (latest edition) will be followed.

Section 2. Votes by mail:

Votes by online or postal mail may be authorized by the Executive Board between meetings. Responses by one plus half of those voting shall be required to carry a motion. For votes by the membership of the Round Table, responses by twenty-five percent of the voting membership shall constitute a quorum and a majority of those voting shall be required to carry a motion. Voters may be contacted through email and the EMIERT website. Online election results will be posted to the EMIERT website.

Section 3. Quorum:

Those members of the Round Table present shall constitute a quorum at membership meetings.

Article VI: Nominations and Elections   

Section 1. Nomination of officers:

A Nominating Committee shall be appointed by the Executive Board prior to each Annual Conference of the American Library Association to nominate individuals to run for office for the next year and to post openings for offices. The Nominating Committee shall include the immediate past-chair of the Round Table. Nominations shall be as follows:

  1. Two candidates shall be nominated for each elective office from among the general membership. If there is only one nomination, the candidate may run unopposed;
  2. Members may submit the names of candidates to the Nominating Committee according to the procedures and schedule developed by the Executive Board and according to the procedures and schedule of elections of the American Library Association or whichever comes sooner;
  3. All nominees shall submit a statement of acceptance and qualification to the Nominating Committee for publication on the EMIERT website; candidates must also complete the online ALA self-nomination form by the ALA ballot deadline;
  4. Should any position on the Executive Board become vacant, the Executive Board shall arrange for the duties to be fulfilled by members of the Executive Board;
  5. No person shall be nominated for more than one elective office;
  6. No person shall be nominated who is not a personal member of the American Library Association and a member of EMIERT.

Section 2. Election of officers:

Officers shall be elected by the membership. Candidates and a short biography will appear on the ballot of the American Library Association. In the case of a tie vote, the Executive Board shall be responsible for breaking the tie by electing one of the two candidates. A simple majority of the Executive Board shall carry.

Section 3. Re-election of officers:

Officers may be re-elected but may not serve more than two consecutive terms for the same office.

Article VII: Committees and Task Forces   

Section 1. Standing Committees:

The following Committees shall be Standing Committees of the Round Table:

Coretta Scott King Book Awards Committee
Electronic Communications Committee
Jewish Information Committee
Membership Committee
Programming Committee
 
Chairs of the Standing Committee shall attend meetings of the Executive Board and have voting rights.

Section 2. Committees:

Committees shall be established and abolished by a majority vote of the Executive Board of the Round Table.

Section 3. Establishment of Committees:

Committees shall be proposed by any personal member of the Round Table who files a signed petition of not less than ten personal members of the Round Table. Chairs of Committees shall attend Board meetings and shall  have voting rights.

Section 4. Appointment of Chairs and Committee Functions:

The chair of each Standing Committee shall be appointed by the Past-Chairperson of the Round Table. The chair of each Standing Committee shall appoint members to his/her respective Committee according to the guidelines and/or requirements for each respective Committee as established by the Executive Board and described in the Organization Manual;

  1. The term for a chair of a Committee shall be two years and shall not exceed two consecutive terms;
  2. Committee members shall be appointed on an annual basis by the chair of each Committee;
  3. Committee members shall be appointed for two years, staggered so that no more than one-half of the members of each Committee shall be retired in any one year;
  4. Appointments shall be announced via communication by the chair of the committee;
  5. Each Committee shall meet either virtually or in person at the Midwinter and Annual Conference of the American Library Association;
  6. A written report must be submitted to the Chairperson of the Round Table at the ALA Midwinter and Annual Conferences. If the Committee chairperson cannot attend, a report must be submitted prior to the meeting.

Section 5. Task Forces:

Task Force groups and the chair of each Task Force shall be established by the Executive Board of the Round Table. The chair of the Task Force shall submit a statement of objectives to the Executive Board for approval before a Task Force can be created. The chair of the Task Force shall submit monthly reports to the Executive Board.  The life of a Task Force shall be until the objectives have been completed. A simple majority vote of the Executive Board is required to disband a Task Force.

Article VIII: Quorum   

At membership meetings, a quorum shall consist of those personal members present.

Article IX: Finances   

Section 1. Financial Practices:

All financial practices of the Round Table shall be in accord with the practices of the American Library Association.

Section 2. Authorization and payment of expenditures:

No Officer, Committee, or Task Force group, as well as individual member of the Round Table, shall incur any expense on behalf of the Round Table unless duly authorized by the Chair of the Round Table.

Section 3. Reporting:

A report shall be made available to the membership at the Midwinter and Annual Conferences of the American Library Association, by the Treasurer or duly authorized Officer of the Executive Board, detailing receipts and expenditures, explaining the Round Table's fiscal status, including an estimate of anticipated revenues for the next budget year and procedure and schedule for budget requests to be approved and established for Committees, Task Force groups, and the Executive Board for that same year.

Article X: Amendments   

Amendments to the by-laws may be proposed by any member upon presentation of a petition with signatures from ten personal members of the Round Table to the Executive Board or by recommendation of the Executive Board. The proposed amendment shall be submitted to ALA by the deadline to appear on the annual ALA election ballot and voted upon by membership.

End of By-Laws

Revised July 9, 2000, at the American Library Association Annual Meeting in Chicago

Revised February 2015;  Submitted for vote on the ALA election ballot.  Accepted April 2015.

Revised December 2016; Submitted for vote on the ALA election ballot.  Accepted April 2017.