BYLAWS
Suffolk County Public Library Directors’ Association, Inc.
ARTICLE I: AIMS AND OBJECTIVES
The purpose of this Association shall be to provide opportunity for communication and cooperation through a professional organization of public library administrators; to promote the interest of public librarianship and public library service in Suffolk County; to provide a means for administrators of public libraries to participate in the determination and fulfillment of the objectives of the Suffolk Cooperative Library System; and to foster a professional relationship among its members for the improvement of public library services, programs, and procedures.
ARTICLE II: ASSOCIATION OFFICERS AND EXECUTIVE BOARD
Section 1: Executive Board
a. There shall be a nine member Executive Board which shall consist of five library administrators elected by specific zones and a President, Vice President, Secretary, and Treasurer elected by the general membership.
b. The Director of the Suffolk Cooperative Library System shall be invited to serve on the Executive Board in a non-voting capacity.
Section 2: Election of Officers
The President, Vice President, Secretary and Treasurer of the Association shall be elected by the members at large by secret ballot and shall serve in the same position as members of the Executive Board.
Section 3: Zones
a. Suffolk County shall be divided geographically into five zones. The members of the Association in each zone shall annually
elect a representative to the Executive Board.
b. The five zones of the Association are:
Zone I
Amagansett, Baiting Hollow, Hampton Library in Bridgehampton, Cutchogue, East Hampton, Fishers Island, Floyd Memorial,
Hampton Bays, Mattituck-Laurel, Quogue, John Jermain Memorial, Riverhead, Rogers Memorial, Shelter Island, Southold,
Westhampton, and Montauk.
Zone II
Brookhaven, Center Moriches, Comsewogue, Emma S. Clark Memorial, Longwood, Mastics-Moriches-Shirley, Middle Country,
Patchogue-Medford, Port Jefferson, Sachem, North Shore, and South Country.
Zone III
Bay Shore-Brightwaters, Bayport-Blue Point, Brentwood, Central Islip, Connetquot, East Islip, Islip, Hauppauge, Sayville, and
West Islip.
Zone IV
Cold Spring Harbor, Commack, Elwood, Half Hollow Hills, Harborfields, Huntington, Northport-East Northport, Smithtown, and
South Huntington.
Zone V
Amityville, Babylon, Copiague, Deer Park, Lindenhurst, North Babylon, West Babylon, and Wyandanch.
Section 4: Nominations and Elections
Notice of upcoming nominations and elections will be sent to all Association members by the Executive Board by September 15th. Any two members of the Association may nominate another member for any office. Written Nominations (including the consent of the nominee) are to be sent by paper or digitally to the Secretary by October 1st. A ballot listing all the nominees for the four offices shall be sent to each member by paper or digitally by October 15th. Ballots are to be returned to the Secretary by paper or digitally by November 1st. The ballots are to be counted and results presented by the Executive Board at the Annual Meeting which shall be scheduled during November.
In the event of a tie vote for any Association office, the members of the current Executive Board shall cast secret ballots for one of the candidates for that office.
After the November meeting but before December 15th, Association members in each zone are to meet and elect each zone representative.
Section 5: Terms of Office
Members of the Executive Board serve for two calendar years. Officers may serve no more than one consecutive term in the same office. There is no limit on the number of terms a member may serve on the Executive Board. The zone may, at its discretion, limit the number of terms an administrator may serve as its zone representative.
Section 6: Vacancies
Vacancies will be filled in the following manner: PRESIDENT will be replaced by the Vice President to serve until the next regular election. VICE PRESIDENT, SECRETARY and TREASURER will be replaced by a member chosen by a majority of the Executive Board to serve until the next regular election. ZONE REPRESENTATIVES will be replaced by an election of the zone.
ARTICLE III: DUTIES OF THE EXECUTIVE BOARD
The Board shall conduct the business affairs of the Association within the framework of the Bylaws and in accordance with the policies voted by the active membership of the Association.
The Board shall act as a committee of the whole for the Association in regard to program determination and evaluation and review of all matters pertaining to the Association.
The Board shall call special meetings as necessary. The zone representatives will report on Executive Board meetings to their zones. They will report to the Executive Board on actions taken at the zone meetings.
ARTICLE IV: DUTIES OF THE OFFICERS
Section 1: President
The President shall be the chief executive of the Association; shall preside over all business meetings of the Executive Board and shall perform such other duties as usually pertain to the presidency; shall appoint and be ex-officio member of all committees and may call for meetings of such committees when the interests of the Association warrant such action.
Section 2: Vice President
The Vice President shall serve as Chairman of the Program Committee. In the absence of the President, the Vice President shall serve as presiding officer at all business meetings of the Association and/or its Executive Board and perform such other duties as may be requested by the President.
Section 3: Secretary
The Secretary shall keep the minutes of all meetings of the Association and the Executive Board; to act as corresponding secretary; to be responsible for sending notices and minutes of all meetings to members of the Association and to perform such other duties and prepare such reports as customarily pertain to the office of Secretary. The Secretary shall also identify, classify and file records and documents of the Association and to arrange for safe storage and preservation in such a manner as to make them accessible.
Section 4: Treasurer
The Treasurer shall serve as financial officer of the Association and as such, keep records, sign all checks for approved expenditures and make a monthly financial report to the Executive Board and a Yearly Report to the Association at the Annual Meeting. The Treasurer shall also promote membership in the Association among those eligible and to establish and maintain accurate records of such membership.
ARTICLE V: CONDUCT OF BUSINESS
Section 1: Definition of a Quorum
One-third of the membership shall be considered a quorum for regular and special meetings. A majority of the Executive Board shall be considered a quorum for Board meetings.
Section 2: Voting Procedures
The Executive Board will determine when a vote by the general membership is necessary. The vote will be by ballot. A petition by 25% of the membership will require the Executive Board to hold a general membership vote. Each member shall be entitled to one vote. A majority of those voting shall prevail. There shall be no proxy vote.
Section 3: Procedure for Executive Board Meetings
The President shall prepare and distribute an agenda for each meeting. Items on the agenda can be amended and acted upon by a majority of those present.
ARTICLE VI: COMMITTEES
Section 1: Standing Committees
The Standing Committees of the Association shall be: Bylaws, Programs, Salaries, Civil Service, Legislation and Fundraising.
Bylaws Committee
The Bylaws Committee shall see that copies of the Association’s Bylaws, Statement of Purpose and Organization, and the Joint Statement of Cooperation with SCLS are available to members. The Committee will interpret the Bylaws when requested and recommend revisions of the Bylaws.
Program Committee
The Program Committee shall plan and arrange informational programs, workshops and luncheons.
Salaries Committee
The Salaries Committee will maintain a salary survey for members of the Association.
Civil Service Committee
The Civil Service Committee shall maintain communication with the Suffolk County Department of Civil Service. The Committee will recommend and encourage changes to laws, regulations and procedures which are in the interest of the Association.
Legislative Committee
The Legislative Committee will keep PLDA informed of Legislation which affects the interest of PLDA. The Committee shall communicate with elected officials to support the purposes of PLDA.
Fundraising Committee
The Fundraising Committee will lead the board in efforts that attract money and services needed to carry out the mission of the PLDA.
Section 2: Special Committees
The Board shall create advisory or special committees as needed and coordinate the work of such committees.
Section 3: Membership
a. All chairpersons and voting members of committees must be members of the Association.
b. Each zone will be given an opportunity to participate on all committees.
ARTICLE VII: MEMBERSHIP AND DUES
Section 1: Fiscal Year
The fiscal year of the Association shall be the calendar year.
Section 2: Membership Qualifications
Members of this Association will consist of the chief administrative officer of each public library in Suffolk County who have paid their dues. Dues shall be paid on January 1st of each year. Members who have not paid their dues by March 1st of the calendar year shall be dropped from the membership roll.
Section 3: Establishment of Dues
By September of each year, the Executive Board shall review the current dues structure and recommend to the membership any necessary changes. The membership shall vote by written ballot on all changes to the current dues structure recommended by the Executive Board.
ARTICLE VIII: MEETINGS
Section 1: General Association Meetings
Regular general membership meetings of the Association must be held on a semiannual basis. A petition of 25% of the membership will require the Executive Board to call additional meetings. Notices of all meetings, must be made by the Executive Board in advance of the meeting. Meetings shall be open to all members of the Association and those invited by the Executive Board.
Section 2: Zone Meetings
Members of the Association in each zone shall meet on a regular basis with their zone representative to the Executive Board.
Section 3: Executive Board Meetings
The Executive Board will meet on a regular basis, a minimum of six times a year. Meetings of the Executive Board are open to Association membership. If a Board member shall fail to attend two (2) consecutive regular meetings without acceptable excuse, the Executive Board shall notify the zone members, who may at their discretion, recall their representative and elect a replacement as per ARTICLE II, Section 6. Officers who miss two (2) consecutive meetings without acceptable excuse shall no longer be eligible to serve in that office. The office shall be considered vacant and shall be filled as per
ARTICLE II, Section 6.
ARTICLE IX: BYLAWS AMENDMENTS
The Bylaws Committee shall propose bylaws amendment(s) to the Executive Board for approval The Executive Board upon approval of the amendment(s) with put forth a vote to the membership. The Bylaws may be amended by a majority vote of the Association members. Notice of a vote on an amendment shall be sent to each member by paper or digitally at least two weeks in advance of the vote. All ballots on amending the Bylaws shall be distributed and returned by paper or digitally. The ballots will be counted and results presented by the Executive Board at the meeting following the closing and count of ballots.
Revised November 19, 2002
Revised May 17, 2016
Revised July 17, 2019
Suffolk County Public Library Directors’ Association, Inc.
ARTICLE I: AIMS AND OBJECTIVES
The purpose of this Association shall be to provide opportunity for communication and cooperation through a professional organization of public library administrators; to promote the interest of public librarianship and public library service in Suffolk County; to provide a means for administrators of public libraries to participate in the determination and fulfillment of the objectives of the Suffolk Cooperative Library System; and to foster a professional relationship among its members for the improvement of public library services, programs, and procedures.
ARTICLE II: ASSOCIATION OFFICERS AND EXECUTIVE BOARD
Section 1: Executive Board
a. There shall be a nine member Executive Board which shall consist of five library administrators elected by specific zones and a President, Vice President, Secretary, and Treasurer elected by the general membership.
b. The Director of the Suffolk Cooperative Library System shall be invited to serve on the Executive Board in a non-voting capacity.
Section 2: Election of Officers
The President, Vice President, Secretary and Treasurer of the Association shall be elected by the members at large by secret ballot and shall serve in the same position as members of the Executive Board.
Section 3: Zones
a. Suffolk County shall be divided geographically into five zones. The members of the Association in each zone shall annually
elect a representative to the Executive Board.
b. The five zones of the Association are:
Zone I
Amagansett, Baiting Hollow, Hampton Library in Bridgehampton, Cutchogue, East Hampton, Fishers Island, Floyd Memorial,
Hampton Bays, Mattituck-Laurel, Quogue, John Jermain Memorial, Riverhead, Rogers Memorial, Shelter Island, Southold,
Westhampton, and Montauk.
Zone II
Brookhaven, Center Moriches, Comsewogue, Emma S. Clark Memorial, Longwood, Mastics-Moriches-Shirley, Middle Country,
Patchogue-Medford, Port Jefferson, Sachem, North Shore, and South Country.
Zone III
Bay Shore-Brightwaters, Bayport-Blue Point, Brentwood, Central Islip, Connetquot, East Islip, Islip, Hauppauge, Sayville, and
West Islip.
Zone IV
Cold Spring Harbor, Commack, Elwood, Half Hollow Hills, Harborfields, Huntington, Northport-East Northport, Smithtown, and
South Huntington.
Zone V
Amityville, Babylon, Copiague, Deer Park, Lindenhurst, North Babylon, West Babylon, and Wyandanch.
Section 4: Nominations and Elections
Notice of upcoming nominations and elections will be sent to all Association members by the Executive Board by September 15th. Any two members of the Association may nominate another member for any office. Written Nominations (including the consent of the nominee) are to be sent by paper or digitally to the Secretary by October 1st. A ballot listing all the nominees for the four offices shall be sent to each member by paper or digitally by October 15th. Ballots are to be returned to the Secretary by paper or digitally by November 1st. The ballots are to be counted and results presented by the Executive Board at the Annual Meeting which shall be scheduled during November.
In the event of a tie vote for any Association office, the members of the current Executive Board shall cast secret ballots for one of the candidates for that office.
After the November meeting but before December 15th, Association members in each zone are to meet and elect each zone representative.
Section 5: Terms of Office
Members of the Executive Board serve for two calendar years. Officers may serve no more than one consecutive term in the same office. There is no limit on the number of terms a member may serve on the Executive Board. The zone may, at its discretion, limit the number of terms an administrator may serve as its zone representative.
Section 6: Vacancies
Vacancies will be filled in the following manner: PRESIDENT will be replaced by the Vice President to serve until the next regular election. VICE PRESIDENT, SECRETARY and TREASURER will be replaced by a member chosen by a majority of the Executive Board to serve until the next regular election. ZONE REPRESENTATIVES will be replaced by an election of the zone.
ARTICLE III: DUTIES OF THE EXECUTIVE BOARD
The Board shall conduct the business affairs of the Association within the framework of the Bylaws and in accordance with the policies voted by the active membership of the Association.
The Board shall act as a committee of the whole for the Association in regard to program determination and evaluation and review of all matters pertaining to the Association.
The Board shall call special meetings as necessary. The zone representatives will report on Executive Board meetings to their zones. They will report to the Executive Board on actions taken at the zone meetings.
ARTICLE IV: DUTIES OF THE OFFICERS
Section 1: President
The President shall be the chief executive of the Association; shall preside over all business meetings of the Executive Board and shall perform such other duties as usually pertain to the presidency; shall appoint and be ex-officio member of all committees and may call for meetings of such committees when the interests of the Association warrant such action.
Section 2: Vice President
The Vice President shall serve as Chairman of the Program Committee. In the absence of the President, the Vice President shall serve as presiding officer at all business meetings of the Association and/or its Executive Board and perform such other duties as may be requested by the President.
Section 3: Secretary
The Secretary shall keep the minutes of all meetings of the Association and the Executive Board; to act as corresponding secretary; to be responsible for sending notices and minutes of all meetings to members of the Association and to perform such other duties and prepare such reports as customarily pertain to the office of Secretary. The Secretary shall also identify, classify and file records and documents of the Association and to arrange for safe storage and preservation in such a manner as to make them accessible.
Section 4: Treasurer
The Treasurer shall serve as financial officer of the Association and as such, keep records, sign all checks for approved expenditures and make a monthly financial report to the Executive Board and a Yearly Report to the Association at the Annual Meeting. The Treasurer shall also promote membership in the Association among those eligible and to establish and maintain accurate records of such membership.
ARTICLE V: CONDUCT OF BUSINESS
Section 1: Definition of a Quorum
One-third of the membership shall be considered a quorum for regular and special meetings. A majority of the Executive Board shall be considered a quorum for Board meetings.
Section 2: Voting Procedures
The Executive Board will determine when a vote by the general membership is necessary. The vote will be by ballot. A petition by 25% of the membership will require the Executive Board to hold a general membership vote. Each member shall be entitled to one vote. A majority of those voting shall prevail. There shall be no proxy vote.
Section 3: Procedure for Executive Board Meetings
The President shall prepare and distribute an agenda for each meeting. Items on the agenda can be amended and acted upon by a majority of those present.
ARTICLE VI: COMMITTEES
Section 1: Standing Committees
The Standing Committees of the Association shall be: Bylaws, Programs, Salaries, Civil Service, Legislation and Fundraising.
Bylaws Committee
The Bylaws Committee shall see that copies of the Association’s Bylaws, Statement of Purpose and Organization, and the Joint Statement of Cooperation with SCLS are available to members. The Committee will interpret the Bylaws when requested and recommend revisions of the Bylaws.
Program Committee
The Program Committee shall plan and arrange informational programs, workshops and luncheons.
Salaries Committee
The Salaries Committee will maintain a salary survey for members of the Association.
Civil Service Committee
The Civil Service Committee shall maintain communication with the Suffolk County Department of Civil Service. The Committee will recommend and encourage changes to laws, regulations and procedures which are in the interest of the Association.
Legislative Committee
The Legislative Committee will keep PLDA informed of Legislation which affects the interest of PLDA. The Committee shall communicate with elected officials to support the purposes of PLDA.
Fundraising Committee
The Fundraising Committee will lead the board in efforts that attract money and services needed to carry out the mission of the PLDA.
Section 2: Special Committees
The Board shall create advisory or special committees as needed and coordinate the work of such committees.
Section 3: Membership
a. All chairpersons and voting members of committees must be members of the Association.
b. Each zone will be given an opportunity to participate on all committees.
ARTICLE VII: MEMBERSHIP AND DUES
Section 1: Fiscal Year
The fiscal year of the Association shall be the calendar year.
Section 2: Membership Qualifications
Members of this Association will consist of the chief administrative officer of each public library in Suffolk County who have paid their dues. Dues shall be paid on January 1st of each year. Members who have not paid their dues by March 1st of the calendar year shall be dropped from the membership roll.
Section 3: Establishment of Dues
By September of each year, the Executive Board shall review the current dues structure and recommend to the membership any necessary changes. The membership shall vote by written ballot on all changes to the current dues structure recommended by the Executive Board.
ARTICLE VIII: MEETINGS
Section 1: General Association Meetings
Regular general membership meetings of the Association must be held on a semiannual basis. A petition of 25% of the membership will require the Executive Board to call additional meetings. Notices of all meetings, must be made by the Executive Board in advance of the meeting. Meetings shall be open to all members of the Association and those invited by the Executive Board.
Section 2: Zone Meetings
Members of the Association in each zone shall meet on a regular basis with their zone representative to the Executive Board.
Section 3: Executive Board Meetings
The Executive Board will meet on a regular basis, a minimum of six times a year. Meetings of the Executive Board are open to Association membership. If a Board member shall fail to attend two (2) consecutive regular meetings without acceptable excuse, the Executive Board shall notify the zone members, who may at their discretion, recall their representative and elect a replacement as per ARTICLE II, Section 6. Officers who miss two (2) consecutive meetings without acceptable excuse shall no longer be eligible to serve in that office. The office shall be considered vacant and shall be filled as per
ARTICLE II, Section 6.
ARTICLE IX: BYLAWS AMENDMENTS
The Bylaws Committee shall propose bylaws amendment(s) to the Executive Board for approval The Executive Board upon approval of the amendment(s) with put forth a vote to the membership. The Bylaws may be amended by a majority vote of the Association members. Notice of a vote on an amendment shall be sent to each member by paper or digitally at least two weeks in advance of the vote. All ballots on amending the Bylaws shall be distributed and returned by paper or digitally. The ballots will be counted and results presented by the Executive Board at the meeting following the closing and count of ballots.
Revised November 19, 2002
Revised May 17, 2016
Revised July 17, 2019