UELMA CONSTITUTION (Revisions approved October 17, 2012)
This document has been under review and will be presented to UELMA members for approval March 2018.
Name and Mission Statement
- The name of the organization shall be the Utah Educational Library Media Association.
- The mission of the Utah Educational Library Media Association is to provide professional support, leadership and enrichment for school library media educators, associates and programs.
The Purpose of UELMA is:
To assess and respond to needs of school library media personnel.
To facilitate communication and collaboration among UELMA members and the public.
To enable professional growth in a dynamic and changing environment.
To interact with local, state and national organizations on issues related to school library media programs.
To develop and support performance standards for school library media personnel.
To publicize the components and dimensions of school library media programs.
Membership and Dues
Any person interested or engaged in school library media services may become a member of the association by payment of annual dues.
Upon full payment of dues, all members shall have the right to vote, hold office, attend meetings, and receive all official publications of the association.
- Dues shall be set by the Executive Board prior to the annual UELMA Conference. Dues shall be specified and included in conference registration fees.
- The membership year shall run from annual conference to annual conference.
- Dues shall be paid prior to or during the annual conference.
The governing authority of the Association shall be vested in the Executive Board which shall consist of elected officers and appointments. Appointed positions, with the exception of the vendor representative, shall be non-voting members of the Executive Board.
Elected officers shall be:
Five (5) At-large Board Members
Appointed positions shall be:
A representative from the Utah State Office of Education
Liaisons as deemed necessary by Executive Board
- Elected and appointed officers must be members in good standing.
- Elected officers shall be elected at the annual UELMA Conference.
- The President-elect shall be elected for a three year term and become President after one year, and Past President after two years.
- Five (5) At-large Board members shall be elected for three year terms on a staggered basis, two per year.
- An Executive Director shall be selected by the Executive Board, and shall receive an annual stipend as determined by the board.
- The secretary shall be selected by the current president of UELMA.
- The Specialist for Library Media shall represent the State Office of Education.
- Liaison officers will be nominated by the president and approved by the board.
Duties of Officers
- The President shall preside at all general and board meetings.
- The President, in conjunction with the Executive Director, shall prepare and agenda at least two (2) weeks prior to each meeting.
- The President, with the approval of the Executive Board, shall appoint standing committees and ad hoc committees as needed.
- The President shall perform the duties outlined with the advice and consent of the board.
- The President shall assist with the annual UELMA Conference.
- The President-elect, in the absence of the President, shall execute all of the powers of the President.
- The President-elect shall direct public relations.
- Past President:
- The Past President shall serve as an advisor to the Election and Constitution Committees.
- The Past President shall have responsibility for facilitating the annual UELMA Conference.
- At-large Board Members:
At-large Board Members shall serve as assigned.
- Executive Director:
- The Executive Director shall keep a register of all members of the association, and shall be responsible for mailing membership notices prior to the conference to each UELMA member or potential UELMA member.
- The Executive Director shall be responsible for official communications.
- The Executive Director shall be responsible for notifying all administrators and school library media personnel concerning the annual UELMA Conference.
- The Executive Director shall be responsible for registrations at all UELMA Conferences.
- The Executive Director shall be directly involved in the everyday operations of UELMA.
- The Executive Director shall be a member of the Finance Committee.
- The Executive Director shall receive, bank, disburse, account for, and report all funds of the organization at each board meeting.
- The Executive Director shall prepare an annual report to be presented to and approved by the board.
- The Executive Director shall prepare and file all federal and state tax reports.
- The Secretary shall keep and publicize minutes of board meetings.
- The Secretary shall submit a copy of the minutes of board meetings within seven (7) days to board members.
- Vendor Representative:
- The Vendor Representative shall be appointed for a three (3) year term by the President of UELMA in cooperation with the outgoing Vendor Representative.
- The Vendor Representative shall publicize, organize, and set up all exhibits at UELMA Conferences.
- The Vendor Representative shall be a voting member of the Executive Board.
- The Vendor Representative shall represent the interests and needs of the vendors at UELMA Board Meetings.
- Utah State Office of Education:
- A representative of the Utah State Office of Education shall act as a liaison to the Utah State Office of Education.
- A representative of the Utah State Office of Education shall act as a liaison to the Utah Library Media Supervisors..
- All liaisons shall be appointed for three year terms by the President of UELMA.
- A liaison shall be a member in good standing of both UELMA and the organization they have been chosen to represent.
- A liaison shall collaborate with and report on the activities of the allied organization.
- The Executive Board shall transact business of the association by a quorum vote.
- The Executive Board shall determine UELMA policy and cooperate with allied organizations.
- The Executive Board shall control and manage all property, real and personal, belonging to the Association.
- The Executive Board shall approve expenditures and provide an annual review of income and expenditures.
- The Executive Board shall have power to appoint or elect a replacement in the case of a vacancy.
- The Executive Board may remove officers by a quorum vote should they discover it to be in the best interest of UELMA.
- The Executive Board shall deal with all aspects of managing the organization, under the guidance of the Executive Director.
- The Finance Committee shall be composed of the Executive Director and two board members. This committee shall submit the annual report for approval to the Executive Board. All obligations shall be paid by checks signed by the Executive Director, President, Past President or Finance Committee.
- The Conference Committee shall be chaired by the Past President. This committee shall plan, organize and arrange the annual conference with the advice and assistance of the Executive Board.
- The Election Committee shall procure candidates to run for UELMA office at the annual conference and shall be responsible for overseeing and totaling the results.
Ad Hoc Committees:
- UELMA Ad Hoc Committees may be called and/or dissolved as needed.
The President and Executive Director shall be ex officio members of all committees.
The Association shall not have any purpose nor engage in any activity which would be inconsistent with Section 501© (6) of the Internal Revenue Code of 1954 or successive provisions thereto.
The Executive Board shall authorize or empower the Association to pay reasonable compensation for services actually rendered to or for the Association in effecting its purposes. No part of the net earning of the Association shall inure to the benefit of any member, sponsor, donor, creator, director, officer, employee, or any other private individual, corporation or organization.
The Association shall not make any accumulation of income unreasonable in amount or duration, or use any income for purposes other than the purposes herein described. In general, the Association shall not act in any way or engage in any activity which might affect it’s right to full tax exemption, federal or local, which may from time to time be granted to professional associations or business leagues.
Upon Dissolution of this Association, after paying or adequately providing for the debts and obligations, the remaining assets shall be distributed to a nonprofit fund, foundation, corporation or association organized and operated exclusively for charitable or educational purpose which has established it’s tax exempt status under Section 501 (c) (3) of the Internal Revenue Code.
- The UELMA Conference shall be held annually, the date and] location shall be approved by the Executive Board.
- Written notice of conferences shall be sent to each member at least thirty (30) days prior to such meeting and shall include an agenda of business and programs.
- A majority of members present shall constitute a quorum for the transaction of UELMA business.
- The Executive Board shall appoint chairpersons to conduct fall regional workshops. Chairpersons shall be under the supervision of and report to the Executive Board.
- The Executive Board will meet Quarterly. Board members will receive notification within 10 days of said meetings.
- A majority of voting members shall constitute a quorum for the transaction of business.
Nominations and Elections
- The President Elect shall solicit nomination for candidates. The names of the nominees will be distributed to members at least 30 days prior to the Annual Conference.
- The Election Committee shall contact nominees in order to obtain his/her acceptance and the assurance that, if elected, he/she will fulfill the obligations of his commitment.
- Voting shall be by secret ballot during the Annual Conference prior to the conference.
- UELMA members not attending the conference, may request a ballot from the President elect at least two (2) weeks prior to the UELMA Conference and must return the ballot by mail the week prior to the conference if the ballot is to be counted.
- The Election Committee shall count the ballots and report the results to the conference. In the event of a tie, a coin shall be tossed to determine the winner. Election results and an introduction of new officers will be made by the President Elect.
- Newly elected officers shall assume duties immediately following the UELMA Conference.
- Robert’s Rules of Order shall govern all Association meetings.
- The Executive Director shall serve as Parliamentarian.
Proposed amendments to the UELMA Constitution must be presented to the Executive Board at their quarterly meeting and will be acted upon at the following quarterly meeting. Board members will be advised of the impending vote when they are notified of the meeting.
A copy of the amendment must be sent to each member at least thirty (30) days before the Annual Conference.
An amendment shall be ratified by a two-thirds affirmative vote of the membership present.
The Constitution shall be reviewed at least every five (5) years.