[DRAFT, July 15, 1995]
ARTICLE I. NAME
The name of this body shall be the LIS ALUMNI GROUP (graduates of the Library and Information Science Program) of the University of Hawai'i at Manoa.
ARTICLE II. PURPOSES
The purposes of the LIS Alumni Group shall be:
ARTICLE III. CONTRIBUTORS
Section 1. Alumni
All graduates of the University of Hawai'i at Manoa Library and Information Sciences Program automatically belong to the LIS Alumni Group.
Section 2. Contributing Alumni
Alumni may contribute to the LIS Alumni Group fund in one of three categories:
Individuals who are not graduates of the University of Hawai'i at Manoa School of Library and Information Sciences Program may contribute only as a Patron.
Section 3. Membership Year
Lifetime members will remain members for life, but the ability to become a lifetime member has been discontinued as of June 1995.
For other alumni, contributions shall be for the period from September 1 to August 31 of the following year.
Section 4. Contributions
Contributions shall be made annually except for those that have a lifetime membership prior to June 1995. The amount of contributions may be changed by vote of the Executive Board.
ARTICLE IV. OFFICERS
Section 1. Officers
The officers of the LIS Alumni Group are the president, vice-president, treasurer, and secretary.
Section 2. Term of Office
Officers shall be elected for a single term, except for the treasurer who shall be elected for two terms. A term starts on September 1 and ends on August 31 of the following year. No member shall hold the same office more than twice in succession. Persons are eligible for re-election after a minimum interval of one year out of office.
Section 3. Duties of the President
The president convenes and presides over all meetings of the LIS Alumni Group and the Executive Board. He/she appoints the chairpersons of all standing, special, and ad hoc committees and may assist in the selection of committee members. With the consent of the Executive Board, he/she may serve on the University of Hawai'i at Manoa Library and Information Science Program Advisory of Board.
Section 4. Duties of the Vice-President
The vice-president is the president-elect and performs all the duties of the president in the latter's absence. He/she serves as a member of both the Continuing Education and Awards Committees.
Section 5. Duties of the Treasurer
The treasurer is responsible for the collection of all monies and shall work with the Membership Committee in maintaining an accurate record of all contributing members of the LIS Alumni Group. He/she is responsible for payment of all bills authorized by the Executive Board. He/she will submit a financial statement at each Executive Board meeting. He/she prepares a written financial statement to be included in the Fall Newsletter and has the records available for examination. Annually he/she prepares a proposed budget of expenditures for the period September 1 of the current year to August 31 of the following year based upon anticipated and actual income. He/she acts as liaison in all fiscal matters with the UH Foundation.
Section 6. Duties of the Secretary
The secretary will take minutes of Board and other meetings; prepare a written report on each meeting, and will disseminate minutes to Executive Board members, as appropriate. He/she will assist the Publications Committee as necessary in preparation of the Newsletter and any other publications of the LIS Alumni Group. He/she shall receive and respond to all correspondence pertinent to the LIS Alumni Group.
Section 7. Filling Vacancies
If the president is unable to complete the full term in office, the vice-president becomes president, completes the remainder of the unexpired term and then continues through his/her own term. Any other vacancy occurring among the elected members of the Executive Board shall be filled by a LIS Alumni Group member appointed by the president on the advice and consent of the majority of the Executive Board. The new appointee shall complete the remainder of the term of office. Appointment to an unexpired term of at least six months shall be considered the equivalent of one term in that office.
ARTICLE V. EXECUTIVE BOARD
Section 1. Members
The Executive Board consists of the president, vice-president, treasurer, secretary, the immediate past president, the chairpersons of standing committees and member(s) at large. No less than four graduating classes, by semester, are to be represented by the Board. Committee chairpersons and at-large members serve a term of two years and may be re-appointed once (serving a total of four years).
Section 2. Faculty Liaison Member
A Faculty Liaison Member, appointed by the Dean of the Library and Information Science Program, attends all Board Meetings and has full voting privileges. He/she is responsible for publications of the LIS Alumni Group. He/she may not serve as an officer and/or committee chairperson.
Section 3. General Duties
The Executive Board administers the business of the LIS Alumni Group and carries out its purposes as stated in the By-laws.
Section 4. Meetings
The Executive Board meets regularly from September through May. During June, July, and August, special meetings may be called at the discretion of the president or at the request of a majority of the members of the Executive Board.
Section 5. Quorum
Five members of the Executive Board constitute a quorum.
ARTICLE VI. COMMITTEES
Section 1. Authorization
Standing, special, and ad hoc committees shall be authorized by a majority vote of the Executive Board. The standing committees are: Continuing Education, Events, Membership, and Awards. The president shall appoint all committee chairpersons and may assist in recruiting other committee members.
Section 2. Term of Office
Unless otherwise specified by the Executive Board, all committee memberships will be for a single term and will expire at the same time as the terms of the elected officers.
Section 3. Nominating Committee
The committee is composed of at least three members, one of whom is an Executive Board member and serves as Committee Chairperson. The committee submits two weeks before the Spring Newsletter each year a slate of candidates (one candidate for each office to be vacated, with an opportunity for a "write-in" for that office) to the general membership for approval through the Spring Newsletter. The committee shall submit an official written report of the election results to the Executive Board before a public announcement is made. Election results shall be announced at the reunion of the LIS Alumni Group when a reunion is held and will be published in the Fall Newsletter.
The Committee shall, upon vacancies of Executive Board members submit a list of candidates to the president for consideration of appointment.
Section 4. Awards Committee
The Awards Committee is responsible for the selection of scholarship recipients annually. Award monies may be divided between recipients, or not awarded at all, at the discretion of the Awards Committee. The Awards Committee chairperson is responsible for the advertising of awards and notification of award recipients.
Section 5. By-laws Committee
These By-laws shall be revised as required by an ad hoc by-laws committee.
Section 6. Continuing Education Committee
The committee is responsible for the planning, preparation, and presentation of continuing education workshops and acts as liaison between the Executive Board and other organizations seeking LIS Alumni Group sponsorship of continuing programs/projects.
Section 7. Events Committee
The committee is responsible for arranging suitable meeting facilities for Executive Board meetings and acts a coordinating committee for any events co-sponsored with HUI DUI. This committee may also assist in any planning of events by the LIS Alumni Group.
Section 8. Membership Committee
The committee works with the treasurer and board members in maintaining an accurate record of all members of the LIS Alumni Group. The committee works with the secretary in responding to donations received by contributing alumni. The committee recruits new contributing alumni.
Section 9. Reports
Standing committee chairpersons will prepare a written annual report of their committees' activities and actions to be included in the Fall Newsletter.
ARTICLE VII. FINANCES
Section 1. Donations
Donations to the LIS Alumni Group are deposited with the UH Foundation.
Section 2. Expenditures from Funds
The contributions accrued to the UH Foundation for the LIS Alumni Group are expended for awards to provide tuition assistance to LIS students and to promote scholarly research and professional development of alumni; for workshops on topics related to librarianship; and for incidental expenses (i.e., printing, mailing, etc.) pertinent to the administration of the LIS Alumni Group and its programs.
Section 3. Budget
In no case may expenditures be budgeted in excess of the existing fund balance. The treasurer prepares a proposed budget of yearly anticipated income and expenditures for submission to, and review by, and approval of the Executive Board within 60 days after the commencement of the program year September 1.
Section 4. Reporting
A report shall be made annually to the membership, detailing receipts and expenditures. (See Article IV, Section 5.)
Section 5. Limitations
No funds shall be expended to support a political campaign, nor to influence legislation, nor affect lobbying.
ARTICLE VIII. MEETINGS
Section 1. Business Meetings
Business meetings of the LIS Alumni Group are held at the discretion of the Executive Board. Members present constitute a quorum for the transaction of business.
Section 2. Special Meetings
A continuing education workshop is held at least one a year. Program shall be determined by the committee in charge.
Section 3. Reunions
An annual reunion is held at the discretion of the Executive Board.
ARTICLE IX. COMMUNICATIONS
Section 1. Newsletters
The LIS Alumni Group publishes and disseminates electronically and in print a Newsletter to its members not less than two times a year.
Section 2. Other Communications
Special notices are also sent to members concerning scholarships, continuing education workshops, and other activities.
ARTICLE X. AMENDMENTS
Section 1. Amendments to these by-laws shall be proposed in writing and may be initiated by any member of the Board.
Section 2. These by-laws may be amended by a majority vote of the Executive Board.
ARTICLE XI. PARLIAMENTARY AUTHORITY
The latest edition of ROBERT'S RULES OF ORDER, NEWLY REVISED is the parliamentary authority governing the LIS Alumni Group in all cases in which they are applicable and are not inconsistent with these by-laws or any special rules of order the LIS Alumni Group may adopt.
Adopted: May 1977
Amended: February 1979
Amended: November 1979
Amended: September 1981
Amended: April 1984
Amended: March 1988
Draft amended: July 1995