Index:
1. Name
1.1 The name of this organization shall be the Western
Association of Map Libraries.
2. Purpose
2.1 The purpose of the Association shall be to encourage
high standards in every phase of the organization and
administration of map libraries by:
2.1.1 Providing a forum to discuss mutual concerns
and interests.
2.1.2 Exchanging information on experiences,
ideas and methods.
2.1.3 Encouraging higher production
standards of map manufacturers.
2.1.4 Establishing
and improving standards of professional service in
this field.
3. Membership
3.1 Any individual interested in furthering the purpose
of the Association may become a member by payment of
dues in accordance with the Association's policies
and procedures.
3.2 Rights and privileges of membership shall be accorded
to those individuals who have paid all dues and assessments
in accordance with the Association's policies and procedures.
3.3
Membership categories are:
3.3.1 Members are those individuals paying dues annually.
3.3.2
Paid Lifetime Members are those individuals who pay
the Lifetime membership fee.
3.3.3 Honorary Lifetime
Members are those individuals who are so honored by
the Membership. Dues are waived for Honorary Lifetime
Members.
3.4 Rights and privileges are equal
for all Members, except the Association may establish
a surcharge for postage and costs based on a member's
residency. Lifetime Members, in addition to the Information
Bulletin, shall receive all publications in the Occasional
Paper series without cost from the year of lifetime
status forward.
3.5 Members may vote on all matters
put before the Membership for decision.
3.6 Members
are eligible to run for office and to serve as committee
members, WAML liaisons, WAML representatives, or other appointed positions.
3.7
Members may attend all meetings of the general membership
and Executive Board.
3.8 The ultimate authority on
all matters pertaining to the Association rests with
the Membership. Any decision made by the Executive
Board is automatically subject to reconsideration by
the Membership.
3.9 All members shall receive all issues
of the Information Bulletin, announcements of
WAML meetings, ballots, and notification of all
matters decided by the Executive Board.
3.10 Dues, set by the Executive Board and
outlined in the Association's policies and procedures,
are payable at the beginning of the Association's fiscal
year.
4. Meetings
of the Membership
4.1 The Association shall hold general meetings at
times and places within the Principal Region as selected
by the Executive Board after consultation with the
Membership. General meetings of the Membership may
be held outside the Principal Region as extraordinary
circumstances require. A ballot vote of the entire Membership
is required to schedule such a meeting, with an approval
vote of a 2/3rds majority of the membership.
4.2 There shall be at least one general meeting each year
which shall include, in addition to programs, a business
meeting at which new policies and procedures adopted
by the Executive Board shall be presented to the Membership.
4.3 Decisions that require a vote
of the entire Membership shall be referred to all members
by ballot.
5. Quorum
5.1 The Members present at a business meeting shall
constitute a quorum.
5.2 Any majority vote of a quorum taken at a business
meeting shall constitute a majority for the adoption
of any matter.
5.3 Three members of the Executive Board
shall constitute a quorum; however, whenever possible,
all members of the Executive Board shall be consulted
before decisions are made or policies and procedures
are amended or adopted.
6. Special Meetings
6.1 Special meetings of the Executive Board, one of
the committees, or any portion of the Membership may
be held at any time, or in any place. The Executive
Board shall be notified of plans to hold any special
meeting.
6.2 A report of any special meeting, its agenda, attendance
and action taken, shall be reported to the next business
meeting.
7. Officers
7.1 The Officers of the Association shall be as follows:
President
President Elect (Vice President)
Treasurer
Secretary
Past President
7.2 Members and Lifetime Members of the Association
are eligible to serve as officers.
7.3 The term of
office for each of the officers, with the exception
of Treasurer, shall be one year and shall begin on
July 1. The term of office for the Treasurer shall
be two years and shall begin on July 1.
7.4 Officers
whose terms of office have expired or will expire at
the beginning of the next term may stand for election
to any open position.
7.5 The Executive Board shall
fill any vacancy by appointment of a member. Appointments
shall extend for the balance of the vacated term.
7.6
Officers shall not receive honoraria for their duties,
but may be reimbursed for expenses associated with
their offices.
8. Elections
8.1 By March 1st each year, the President shall appoint a three-member
Nominating Committee which shall include the Past President.
8.2 The Nominating Committee shall give the Secretary
a slate of nominees for the positions to be voted on,
and shall inform the Executive Board of the slate.
8.3
The Secretary shall submit this slate to the entire Membership
by ballot. The ballot shall state the return deadline
date.
8.4 Ballots shall be returned to the Secretary
who shall count them and notify the President of the
results of the election. If the Secretary is running
for office, the ballots shall be returned to and counted
by the President Elect. The President Elect shall then
notify the President of the results of the election.
8.5
The President shall notify the newly elected officers,
the current Executive Board members and the unsuccessful
candidates of the results of the election.
8.6 The Secretary
shall then notify the Membership of the results of
the election via the Information Bulletin and other
appropriate publications of the Association.
9. Executive Board
9.1 The Executive Board shall be composed of the Officers.
9.2 The business of the Association shall be conducted
by the Executive Board.
9.3 The Executive Board may
adopt policies and procedures for the conduct of the
Association's business.
9.4 Policies and procedures
may be adopted at any time during the year and implemented
immediately upon adoption.
9.5 When new or changed policies
and procedures are adopted by the Executive Board,
they shall be submitted to the members at the next
business meeting.
9.6
Policies and procedures shall be published on the WAML website and made available in print to any member upon request to the Secretary.
9.7
When changes occur to the policies and procedures, the revisions shall be updated on the WAML website and distributed to all members by the WAML Secretary.
9.8
The Executive Board may establish standing and/or ad
hoc committees to carry out tasks in accordance with
the policies and procedures of the Association.
9.9
The Executive Board may appoint, hire, or otherwise
engage the services of members or non-members for positions,
tasks and duties that fulfill the needs of the Association.
9.10
The Executive Board may review and adjust these positions
and duties as required.
9.11 The Executive Board may
grant honoraria to members or non-members engaged in
fulfilling such positions, tasks or duties.
9.12 The
Executive Board may establish regular or special publications
and establish subscription rates for serials and prices
for special publications. The Executive Board may approve
content and format.
10. Principal Region
10.1 The following states of the United States and
provinces of Canada shall comprise the Principal Region
for the purpose of selecting the sites of general meetings
of the Membership:
| Alaska |
Colorado |
New Mexico |
| Alberta |
Hawaii |
Oregon |
| Arizona
| Idaho
| Utah
|
| British Columbia |
Montana |
Washington |
| California |
Nevada |
Wyoming |
11. Fiscal Year
11.1 The fiscal year extends from July 1 through June
30. The fiscal year shall be the standard year for
operation of the Association's business, including
the payment of membership dues and rendering of financial
statements.
11.2 The Executive Board may adopt other calendar
periods for other purposes, or for subscriptions to
the Information Bulletin.
12. Dissolution
12.1 In the event a decision is made that leads to
the dissolution of the Association, the assets remaining
after all obligations have been paid shall be distributed
by the Executive Board or its successor to a non-profit
organization according to one of the following methods:
12.1.1 Donate the entire remaining assets, including
title to its copyrights, rents and royalties, to the
institution that then holds the Archives of the Association.
That institution must agree to use the proceeds for
the improvement and maintenance of the Archives of
the Association, according to generally recognized
archival practices, the ultimate objective being the
preservation for research, and
12.1.2
If the institution then holding the Archives of the
Association declines to accept the conditions herein
enumerated, another institution shall be sought that
shall accept the conditions.
12.1.3 If no institution
accepts the maintenance of the Archives of the Association
within six months of the stated intent of dissolution,
the assets shall be distributed as follows:
12.1.3.1
The assets shall be divided equally among non-profit
map librarianship organizations in the United States
and Canada. Each organization must agree to use the
proceeds for the purposes outlined in Bylaw 2 of this
document.
13. Amendments
13.1 These Bylaws may be amended by a ballot vote of the entire Membership.
13.2 Proposed amendments must be submitted
in writing to the Secretary by members or by the Executive
Board at least one week prior to a scheduled business
meeting of the Membership. The amendments shall be
read and discussed at the meeting. The Secretary shall
be responsible for submitting the proposed amendments
to the entire Membership by ballot with appropriate
explanatory comments with any arguments for or against
the proposed amendments.
13.3 The ballot shall state
the return deadline date.13.4 An amendment shall be
adopted if approved by a majority of the valid ballots
returned.Adopted March 1998
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