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LINCS Bylaws

NAME - The name of the staff section shall be "Legislative Information and Communications Staff Section" (LINCS).

PURPOSE - The purposes of the staff section shall be to:

1. Promote the exchange of ideas and information in the fields of public information, media relations, and other such communication activities as they relate to state legislatures;
2. Promote improved and effective communication between public information staff and their legislators, legislative staff, and constituents;
3. Advance and promote civic education programs administered by state legislatures;
4. Enhance professional development and expertise for public information and communications staff; and
5. Promote participation in the NCSL to staff section members.

MEMBERSHIP - The membership shall be composed of all persons employed by a member legislature of the NCSL or an agency thereof, in the capacity of the following: public information; communications; media relations; television, radio and broadcast media; civic and public education; public affairs; capitol tours and public use functions; or other such areas related to legislative communications.

MEETING OF MEMBERS - The annual business meeting of the section shall be held at such time and place as shall be designated by the Executive Committee. On the day of the scheduled meeting, the Chair shall call the meeting to order at the designated time. The minutes of the previous meeting shall be read and approved and such business transacted as may properly come before the membership.

NOTICE - There shall be mailed to each member of the section, at least 30 days prior to the annual business meeting, a notice setting the time and place of the meeting. In case a quorum of the membership is not present, the regularly called meeting shall be adjourned to the next day at a time and place to be set by the members present and voting, at which time the members present shall constitute a quorum.

VOTING - All members attending the LINCS business meetings are eligible to vote on matters presented for decision. Business which requires approval of the staff section shall require approval of a majority of staff section members attending the annual business meeting. A quorum for business shall be established by the presence of at least 30 members from a minimum of 10 NCSL member states.

OFFICERS - The officers of the section shall include a Chair, a Vice Chair, a Secretary/Editor, and the Immediate Past Chair. The term of office for officers begins January 1 and ends on December 31 each year.

The Chair shall preside at all meetings of the Section and of the Executive Committee, represent LINCS on the NCSL Legislative Staff Coordinating Committee, or designate an alternate, plan the agenda of the annual meeting and training seminar in conjunction with the Executive Committee and shall have general control over the affairs of the Section, subject to the approval of the Executive Committee, and shall sign all certificates and other instruments for the Section. The Chair may delegate his or her responsibilities as required for the most efficient operations and functioning of the section, subject to the review of the Executive Committee.

The Vice Chair shall assist with the planning of all meetings and seminars, preside at any meeting in the absence of the Chair, or serve as the Chair's designee at other meetings when necessary, serve as Chair of the Nominating Committee, and perform such other duties as assigned by the Chair. The Vice Chair shall be the Chair-Elect of the Section and shall assume the office of Chair upon completion of his or her term as Vice Chair.

The Secretary/Editor shall countersign all certificates and other instruments of the Section, record the minutes of all meetings of the Section and of the Executive Committee, prepare and distribute copies of minutes of all Section meetings, assist with the preparation and distribution of the Section's newsletter, the Informant; and may delegate tasks assigned with this responsibilities to others, and perform other duties as assigned by the Chair or the Executive Committee.

EXECUTIVE COMMITTEE - The Executive Committee shall be composed of the elected officers of the Section and nine other communication professionals, referred to as Directors, eight of whom shall be elected by the membership at the annual meeting of the Section.

Four Directors shall serve terms of office beginning on January 1 of the odd-numbered year following their election and ending on December 31 of the next even-numbered year. Four Directors shall serve terms of office beginning on January 1 of the even-numbered year following their election and ending on December 31 of the next odd-numbered year. One Director may be appointed by the chair from the state hosting the next annual professional development seminar, serving for a term of one year beginning on January 1 and ending on December 31.

The Executive Committee shall have authority and responsibility for the general management and control of the business affairs of the Section and shall exercise all powers granted by the Section under these bylaws.

Past Chairs of the Section who are members in good standing of the Section shall be ex-officio members of the Executive Committee but shall not be counted in determining a quorum nor be entitled to vote.

The Executive Committee shall be authorized to assess all members a registration fee that shall be paid as a condition for registration and participation at the annual meeting of the Section. The amount and manner of the registration fee shall be determined by the Executive Committee.

MEETING OF THE EXECUTIVE COMMITTEE - The Executive Committee shall meet during the annual NCSL conference, the annual LINCS training seminar, and, upon the call of the Chair, at any other time necessary for the orderly conduct of the Section's affairs. A majority of the Executive Committee shall constitute a quorum for the transaction of business.

DUTIES OF THE EXECUTIVE COMMITTEE - The Executive Committee shall plan and execute a program for the annual meeting of the section, for the Section's participation in the NCSL Annual Meeting, and for all other meetings of the Section. The Committee shall keep the Section's membership informed of developments relating to their professional areas of interest, shall recommend formal actions as deemed appropriate, and shall be responsible for the continuous review and update of these Bylaws. The chair of the Executive Committee may, from time to time, appoint subcommittees of the Executive Committee as appropriate.

Any member of the Executive Committee may be assigned by the Chair to assist NCSL staff with the administrative responsibilities associated with the Section.

NOMINATING COMMITTEE - The Vice Chair of the Section shall serve as the Chair of the Nominating Committee. No later than 120 days prior to the convening of the annual meeting of the Section, the Chair of the Section shall appoint from the membership a Nominating Committee of four additional members. Criteria for appointing members of the Nominating Committee shall include, but is not limited to, geography, job description, NCSL involvement, political/nonpartisan affiliation, race and gender. No member of the Nominating Committee, other than the Vice Chair, shall be a candidate for election to the Executive Committee that year.

Not less than 90 days prior to each annual meeting of the Section the Nominating Committee shall mail to the membership a notice announcing the opening of nominations for candidates for Vice Chair, Secretary/Editor, and Director. The notice shall describe the responsibilities of each officer of the Section and of Directors. The notice also shall list the name, address, phone number, and professional title of each member of the Nominating Committee.

Members who wish to present themselves as candidates for the Executive Committee shall submit their candidacy in writing to the chair of the Nominating Committee. The deadline for the receipt of such submissions shall be established by the Nominating Committee. Each candidate must state which position he or she is seeking, e.g., Vice Chair, Secretary/Editor, or Director. A candidate for a director position must submit a letter to the Nominating Committee chair from a supervisor or presiding officer which affirms that the candidate will be permitted to actively participate or otherwise complete the responsibilities of a LINCS director, which may include travel, teleconferencing, or participation via any other technological medium approved by the Chair of the Section. All candidacy letters will be distributed to the members of the Nominating Committee.

The Nominating Committee shall consider several criteria when offering a slate of candidates to the full membership. The criteria shall include, but is not limited to, geography, job description, NCSL involvement, political/nonpartisan affiliation, race and gender. The Nominating Committee shall recommend a slate of candidates for Vice Chair, Secretary/Editor, and Director that shall be placed in nomination at the annual meeting of the section; provided, however, that additional nominations may be made from the floor by the membership. The Nominating Committee may recommend a candidate who was not slated for an officer position for election as a Director. Election to the positions of Vice Chair, Secretary/Editor, and Director requires a majority vote of those present and voting at the annual meeting.

For the election held in 2002 only, the Nominating Committee shall, within its recommended slate of candidates, designate four candidates for Director to serve one-year terms and four candidates for Director to serve two-year terms. Beginning with the election held in 2003 and each election thereafter, the Nominating Committee shall recommend four candidates to fill those Director positions with expiring terms.

Candidates are prohibited from seeking the endorsement of current members of the Executive Committee Sitting officers or Directors are prohibited from endorsing candidates.

VACANCIES - In the case of death, resignation, or inability to serve of the Chair, the Vice Chair shall become the Chair, except as follows: If the position of Chair is vacated between the annual meeting and the scheduled end of the term, the Vice Chair shall become the Chair and remain Chair-Elect. The Vice Chair-Elect shall become the Vice Chair. Both individuals shall serve for the remainder of the current term and the full next term.

In the case of death, resignation, or inability to serve of the Chair-Elect, the Vice Chair-Elect shall become the Vice Chair and the Chair-Elect.

In the case of death, resignation, or inability to serve of the Vice Chair, Secretary/Editor, or any Director, the Chair shall submit to the remaining members of the Executive Committee a nomination to fill the vacancy or vacancies for the remainder of the term. A majority vote of the remaining members of the Executive Committee shall confirm appointments to such vacancies.

AMENDMENTS OF BYLAWS - These Bylaws may be amended:

1. At any annual meeting of the Section by a majority vote of the members present; or
2. By mail or electronic mail by a two-thirds vote of those casting ballots provided that the measure has been recommended by the Executive Committee and ballots are cast by at least 30 members from at least 10 member states.

Notice of proposed amendments to these Bylaws shall be provided to the membership 30 days prior to the annual meeting of the Section or 30 days prior to the deadline for voting or returning mailed ballots as established by the Executive Committee.

2000 bylaws

LINCS General Information Page