MAHSL Bylaws

ARTICLE I – Name
The name of the organization shall be MARYLAND ASSOCIATION OF HEALTH SCIENCES LIBRARIANS.

ARTICLE II – Purpose
The purpose of the organization shall be:

ARTICLE III – Membership

SECTION 1.  All health sciences librarians or employees of health sciences libraries in Maryland are eligible to become members.

SECTION 2. There shall be two classifications of membership:

SECTION 3. Failure to pay dues shall constitute a default.  Members in default may be reinstated upon request, provided they pay dues for the current fiscal year and express an interest in the association.

SECTION 4. Changes in the annual dues rate will be established by a two-thirds vote of all members present at a meeting, provided written notice of proposed change in dues structure has been sent to all members in advance.

ARTICLE IV – Officers

SECTION 1. The officers shall be Co-Presidents, a Secretary and a Treasurer.

SECTION 2. The Co-Presidents shall serve for a term of two years, with each Co-President’s term beginning in alternative years.  In the event of a vacancy in the Co-Presidency, the outgoing Co-President may continue to serve on a month-to-month basis, if willing, and/or the remaining Executive Committee members will manage MAHSL with a minimum of activities until a new Co-President is elected.

ARTICLE V – The Executive Board

The officers, chairs of standing committees, and the chair of the Nominating Committee shall constitute the Executive Board. The Executive Board shall meet at the discretion of the Co-Presidents and shall conduct business in the interim between general business meetings whenever necessary.

ARTICLE IV – Committees

SECTION 1.  Standing Committees.  There will be such standing committees (Membership, Newsletter Editor, etc.) as are necessary to conduct the business and program of the association.  The Co-presidents shall appoint chairs of these committees, with the approval of the Executive Board.

SECTION 2. Special Committees.  Special committees may be created by the President as needed.  The chairs of these committees shall be appointed by the Co-Presidents.

SECTION 3.  Nominating Committee.

  1. The Nominating Committee is comprised of three of more members.  These shall be elected on the following schedule: in even numbered years, two members shall be elected, and in odd-numbered years, one member shall be elected.  Election will be done by the membership for a term of two years.  The Co-Presidents shall appoint a chair from the elected three and this chair shall serve on the Executive Board.
  2. The Nominating Committee shall annually prepare a list of one or more candidates for the Office of Co-President and a slate as appropriate for the Nominating Committee.   In odd numbered years, the Nominating Committee shall also prepare a list of one or more candidates for the offices of Secretary, and Treasurer.
  3. The Nominating Committee shall function throughout the year to name candidates for any vacancies that might occur among the officers of the Nominating Committee.  Names of new candidates to fill unexpired terms shall be presented to the Executive Board for election. 

SECTION 4.  Annual Report of the Committee Chairs
A written annual report shall be submitted by all committee chairs.

ARTICLE VII – Archives

Archival materials will be deposited in a designated location.

ARTICLE VIII – Elections

SECTION 1.  Announcement of Nominees

  1. Prior to the annual meeting, the Nominating Committee shall present one or more nominees for the following offices:
    • Co-President, and the Nominating Committee
  2. In odd numbered years, prior to the annual meeting, the Nominating Committee shall also present one or more nominees for the following offices:
    • Secretary, and Treasurer

SECTION 2.  Nominations may be made from the floor at the general meeting preceding the annual meeting, provided that each nominee is present and is willing to accept the nomination or, if absent, has previously given his or her consent in writing to be a candidate.  Nominations will close at the end of the meeting.

SECTION 3.  If there is only one candidate for each office, the Co-Presidents shall declare that the nominees are elected by acclamation at the annual meeting.

  1. If additional candidates have been nominated, a ballot will be distributed to the membership.
  2. Ballots will be returned to the chair of the Nominating Committee prior to the annual meeting by a date set by the Nominating Committee.  Compliance with the deadline date shall be determined by the postmark date.
  3. Only votes contained in sealed envelopes that have been signed on the outside will be accepted and counted.
  4. Tie votes for the Nominating Committee shall be resolved by having both (or all) the candidates serve the two-year term together.  Tie votes for officers (Co-President, Secretary, or Treasurer) shall be resolved by a run-off election.

SECTION 4.  Office shall be assumed at the time of election, after the close of the annual meeting.

ARTICLE IX – Meetings

SECTION 1.  There will be at least three general meetings in addition to the annual meeting during the program year unless otherwise designated by the Co-Presidents.

SECTION 2.  The annual meeting of the association shall be held in May/June unless otherwise designated by the Co-Presidents.  Elections shall be announced at the annual meeting.

SECTION 3.  The Co-Presidents may call a special meeting of the general membership for the transaction of business when it is deemed necessary.

ARTICLE X – Fiscal Year

The fiscal year of the Maryland Association of Health Sciences Librarians shall begin July 1st and end June 30th.

ARTICLE XI – Quorum

SECTION 1.  Executive Board.  A majority of the members of the Board shall constitute a quorum of this body.

SECTION 2.  General Membership.  A majority of the number of members who usually attend general meetings based on the attendance records as noted in the minutes from the previous program year shall constitute a quorum of the general membership.

ARTICLE XII – Amendments

These bylaws may be amended by a two/thirds vote of all members present at a meeting, provided a written notice of such change has been sent to all members in advance.

ARTICLE XIII – Parliamentary Authority
Robert's Rules of Order, Newly Revised  shall govern this association in all cases to which they are applicable.