Chapter Bylaws

ARLIS/NA Northwest Chapter Bylaws

As amended through July 2015

  • Name
  1. The name of the organization shall be Art Libraries Society of North America, Northwest Chapter (abbreviated as ARLIS/NA Northwest Chapter), hereafter referred to as the Chapter.
  2. This body is a Chapter of the Art Libraries Society of North America, hereinafter referred to as ARLIS/NA.
  • Purpose
  1. The Chapter shall promote and support the goals and objectives of the Society in the Northwest region including the states of Alaska, Idaho, Oregon, Washington and the provinces of Alberta and British Columbia and the Yukon Territory.
  2. The Chapter is organized and will be operated exclusively for charitable and educational purposes within the meaning of Section 501©(3) of the Internal Revenue Code of 1954, as amended, in order to advance the cause of art librarianship and to promote the development, good management, and enlightened use of all art libraries and visual resources collections. In furtherance of such purpose, the organization is authorized:
  • To promote the continuing professional education of its members and the general knowledge of the public by sponsoring conferences, seminars, lectures, workshops, and other exchanges of information and materials concerning all aspects of art librarianship and visual resources curatorship;
  • To stimulate greater use of art libraries and visual resources collections by sponsoring, supporting, or publishing resources directories, bibliographies, inventories, periodical journals, occasional papers, reports, and related materials concerning the organization and retrieval of art information;
  • To foster excellence in art librarianship and the visual arts by establishing standards for art libraries and visual resources collections, by promoting improvements in the academic education, of art librarians and visual resources curators, by sponsoring awards for outstanding achievement, and by other means to that end;
  • To engage in any activities conducive to furthering the organizations purposes, providing that such activities may be lawfully carried on by an organization exempt from federal income tax under sections 501©(3) of the Internal Revenue Code of 1954, as amended (of the corresponding provision of any future United States internal revenue law).
  • Charitable Activity Restrictions
  1. No part of the net income of the organization shall inure to the benefit of or be distributable to its directors, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services actually rendered and to make payments and distributions in furtherance of the purposes and objectives of this organization.
  2. No substantial part of the activities of the organization shall be carrying on of propaganda or otherwise attempting to influence legislation, and the organization shall not participate in or intervene in any political campaign on behalf of any candidate for public office.
  3. Notwithstanding any other provisions set forth in these Articles of Incorporation (or constitution), at any time during which it is deemed a private foundation:
  • The Chapter shall not engage in any act of self-dealing as defined in Section 4941(d) of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent federal tax laws;
  • The Chapter shall not make any investments in such manner as to subject the organization to the tax imposed by Section 4944 of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent tax laws and the organization shall not make any taxable expenditures as defined in Section 4945(d) of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent federal tax laws;
  • The Chapter shall not own any excess business holdings that would subject it to tax under section 4943 of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent federal tax laws;
  • The Chapter shall not make any investments in such manner as to subject the chapter to the tax imposed by Section 4944 of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent federal tax laws;
  • The Chapter shall not conduct or carry-on any activities not permitted to be conducted or carried on by an organization exempt for tax under Section 501©(3) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent federal tax laws, or by an organization contributions to which are to be deductible under Section 170©(2) of such Code or corresponding provisions of any subsequent federal tax laws.
  • Dissolution

Upon the dissolution of the organization or the winding up of its affairs, the assets of the organization shall be distributed exclusively for the charitable or educational purposes or to organizations which are then exempt from federal tax under Section 501©(3) of the Internal Revenue code of 1986 or corresponding provisions of any subsequent federal tax laws and to which contribution are then deductible under Section 170©(2) of such code or corresponding provisions of any subsequent federal tax laws. Organizations having purposes similar to those of this organization shall be preferred.

  • Membership and Dues
  1. Membership in the Chapter is conditional upon membership in ARLIS/NA.
  2. Any personal member of ARLIS/NA is eligible to become a member of the Chapter.
  3. Institutional members of the Society within the defined region may designate one person who shall be eligible to become a member of the Chapter.
  4. The membership year shall be January 1 to December 31.
  5. The Chapter shall have the right to assess dues and fees to cover expenses and special projects, subject to membership vote. Dues shall be determined by majority vote at the annual Chapter business meeting.
  6. The Chapter Past Chair, the ARLIS/NA Chapters Liaison, and the ARLIS/NA Canadian Member-at-Large shall be ex-officio members of the Chapter.
  • Privileges
  1. Only members of the Chapter are eligible to vote.
  2. Members are entitled to receive announcements of meetings of the Chapter and other notices of general interest.
  3. Only members of the Chapter may hold elected office or be appointed to committees.
  • Officers
  1. The elected officers of the Chapter shall be the Chair, the Vice-Chair/Chair Elect, the Secretary, the Treasurer, and the Communications Officer. They will constitute the Chapter Executive Board.
  2. Officers shall be elected for one-year terms beginning January 1.
  3. The Chair shall act as chief executive officer of the Chapter and shall preside at all meetings. In addition, the Chair shall insure that all required reports are submitted to ARLIS/NA officers.
  4. The Vice Chair/ Chair Elect shall replace the Chair when a vacancy occurs.
  5. The Secretary shall be responsible for all documents and correspondence, the keeping of minutes of the meetings.
  6. The Treasurer shall handle the financial accounts of the Chapter, and shall present an annual financial report at the Annual General Meeting.
  7. The Communications Officer shall manage all aspects of the Chapter’s website and social media platforms, and establish new avenues of communication when required. The Communications Officer works with other members of the Chapter Executive Committee to present a consistent voice across all Chapter communications, as well as liaises with the ARLIS/NA Executive Board’s Editorial Director to ensure consistency with the parent organization.
  8. In the absence of the Chair, the Vice Chair/Chair-Elect shall have the power to call and conduct meetings.
  9. If an office other than Chair becomes vacant the Chapter Executive Board will appoint an acting replacement to serve until the next election.
  10. If there are not sufficient nominees at the Annual General Meeting to fill both the Secretary and the Treasurer’s positions, then the positions may be combined, and one person nominated.
  • Elections
  1. The Chair shall appoint a nominating committee and its chairperson by three months of the annual chapter business meeting.
  2. The nominating committee shall present at least one candidate for each office.
  3. The nominee shall submit a written statement of acceptance and a biography for the inclusion on the ballot.
  4. Ballots shall be mailed to members by one month in advance of the annual chapter business meeting, or sent by e-mail one week in advance of the annual chapter business meeting.
  5. The candidate who receives the greatest number of valid votes shall be elected.
  6. Candidates shall be informed of the results in writing by the Chairperson. Announcement of the names of the successful candidates shall be made at the annual chapter business meeting.
  • Meetings
  1. The Chapter shall hold at least one meeting per year.
  2. The Secretary/Treasurer shall mail notices of a meeting at least six weeks prior to the meeting.
  3. The Chair or the Vice Chair/Chair Elect shall be responsible for the program, drawing from suggestions submitted by the membership.
  4. Members may be appointed to assist the officers with program planning, and host member(s) or person(s) designated by the Vice Chair shall make local arrangements.
  5. The members of the Chapter present shall constitute a quorum.
  6. Roberts Rules of Order, in the latest edition, shall govern the Chapter in all cases to which it can be applied and in which it is not inconsistent with the Bylaws of the Chapter.
  7. Whenever these bylaws make no specific provisions, the organization of and procedure in the Chapter shall correspond to those set forth in the Bylaws of ARLIS/NA.
  8. Members may invite guests to meetings, which may encourage them to become members.
  9. The chapter annual business meeting shall be the meeting preceding the ARLIS/NA conference.
  10. The reporting year shall be the calendar year, January 1 – December 31.
  • Committees
  1. Committees may be appointed, elected, or voluntarily formed at the discretion of the membership.
  2. No committee may exist without a statement of purpose.
  3. Each committee shall, as its first act, prepare a statement of purpose to be submitted to the Chairperson within 30 days of its formation.
  • Affiliation

Affiliation with other organizations in the defined region shall be in accordance with the guidelines supplied by ARLIS/NA.