Bylaws as amended July 2010
Article I: Name and Membership
The name of the organization shall be the Legislative Research Librarians (LRL) Staff Section of the National Conference of State Legislatures (NCSL). LRL is part of the legislative staff division of NCSL.
The voting membership shall be composed of librarians, or those working essentially in that capacity, employed by state government, serving the state legislatures of fifty states, insular possessions, and territories of the United States of America. Associate members include all legislative librarians of the Canadian provinces, as well as persons interested in the goals and programs of the organization. Associates shall be non-voting members.
Article II: Purpose
The purposes of LRL Staff Section are:
- To exchange information and ideas relating to legislative library operations and procedures in the states;
- To provide an information exchange network among the states that has as its purpose efficient, effective, and rapid information retrieval;
- To promote better working relations between members of the Staff Section and the state legislators and support staff they serve;
- To serve on the NCSL standing committees and to maintain good relations with NCSL;
- To enhance the professionalism of the members through its activities; and
- To promote the deposit of legislative documents with the NCSL and the Council of State Governments.
Article III: Meetings
An annual meeting shall be held to coincide with the NCSL Annual Meeting. Special meetings may be called by the Chair provided written notice for the meeting shall be given to the membership at least 30 days in advance.
A Professional Development Seminar to provide continuing education and to enhance professionalism may be held each year. Written notice shall be provided at least 30 days in advance of the seminar.
Article IV: Officers
The officers consist of a Chair, Chair-Elect, Secretary, and other officers as may be needed. Each officer must be a voting member of the Staff Section.
The duties of the Chair include:
- Preside at all meetings of the Staff Section.
- Prepare agenda and schedules for the meetings.
- Represent the Staff Section on the NCSL Legislative Staff Coordinating Committee. Designate an alternate in the absence of either the Chair or Chair-Elect.
- Appoint a Staff Section Nominating Committee.
- Coordinate activities and business of the Staff Section.
- Plan annual meeting program.
- Appoint Staff Section committees, the chair of which must be a voting member.
- Appoint Regional Coordinators.
The duties of the Chair-Elect include:
- Plan Professional Development seminar program.
- Serve as second Staff Section representative on NCSL Legislative Staff Coordinating Committee.
- Preside at Staff Section meetings in the absence of the Chair.
- Other duties as assigned by Chair.
The duties of the Secretary include:
- Record minutes of Staff Section meetings.
- Deposit a copy of all minutes with NCSL staff contact.
- Duties as assigned by Chair.
- In the absence of both the Chair and Chair-Elect, preside at Staff Section meetings.
Article V: Executive Committees
The Executive Committee is composed of Staff Section officers and the immediate past Chair.
The Executive Committee shall have the authority to transact the business of the Staff Section. The Chair shall call meetings of the Executive Committee as necessary, by teleconference if outside of regularly scheduled annual meeting or professional development seminar.
Article VI: Elections
The Chair appoints a Nominating Committee composed of a past Chair and two voting members of the Staff Section with consideration to geographic representation. The Nominating Committee shall compile a slate of nominees for the positions of: Chair, Chair-Elect, Secretary, and such other officers deemed necessary.
A slate of nominees shall be submitted for a vote of the membership at the annual meeting. Additional nominations can be made from the floor by the voting membership. Officers are elected by a simple majority of the voting members of the Staff Section present.
The terms of officers commence immediately upon close of the annual meeting at which they are elected and continue through annual meeting the following year.
Article VII: Vacancies-Officers
The Chair-Elect automatically succeeds to the office of the Chair in the event of a vacancy. If a vacancy occurs in the office of the Chair-Elect, the Executive Committee shall appoint a member to assume the duties of that office until the next election. In the event of a vacancy in the office of the Secretary, the Executive Committee shall appoint a new Secretary to fulfill the remainder of the term.
Article VIII: Regional Coordinators
There are seven Regional Coordinators appointed by the Chair for a one-year term.
The duties of the Regional Coordinators include:
- Maintain communications with the states assigned to them.
- Submit reports to the Secretary on activities within their region for inclusion in Newsline.
- Assist in compiling updates for staff directory.
- Assume responsibilities as assigned by the Chair.
Article IX: Publications
A directory of legislative research librarians is published annually by the Staff Section, as well as a quarterly newsletter, Newsline. Other publications may be issued. The NCSL staff contact has responsibility for reproduction and distribution of Staff Section publications.
Article X: Amendments
The by-laws may be amended by a majority vote of the voting members present at any annual meeting or Professional Development Seminar of the Staff Section. Notice of proposed amendments to the by-laws shall be provided to the membership 30 days prior to the meeting.
Amended August 1986
Amended August 1990, Nashville, Tennessee
Amended July 1994, New Orleans, Louisiana
Amended July 1998, Las Vegas, Nevada
Amended August 2007, Boston, Massachusetts
Amended July 2010, Louisville, Kentucky
For more information, contact: Jeanne Mejeur, NCSL Staff Liaison.