January 13, 1993

LAUC IRVINE BY-LAWS

CONTENTS

ARTICLE I. NAME AND AUTHORITY

The Librarians Association of the University of California, Irvine (LAUC-I) is a Division of the Librarians Association of the University of California (LAUC) as provided for in the Librarians Association of the University of California Bylaws.

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ARTICLE II. OBJECTIVES.

• Section 1. To advise and assist the University Librarian in developing outstanding library service and collection building through optimum utilization of the professional talents and potential of librarians on the staff; to encourage and promote the continuing education of librarians; and to further the best interests of librarians at the University of California, Irvine.

• Section 2. To create a forum for discussion with University, Campus and Library administrators concerning the obligations, rights, and privileges of UCI librarians; and to provide a means for determining appropriate courses of action to identify, set, and reach appropriate goals and objectives.

• Section 3. To secure a voice in decision-making processes for librarians at UCI.

• Section 4 To maintain liaison with librarians of other campuses of the University of California, and participate in the statewide Librarians Association of the University of California (LAUC).

• Section 5. To establish and maintain liaison with the University Administration, the University Librarian, the academic community and the statewide Librarian's Association of the University of California (LAUC).

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ARTICLE III. MEMBERSHIP

• Section1. Membership in LAUC-I shall consist of all persons in the University of California, Irvine holding appointments half-time or more in the librarian series, or in any one of the following titles: University Librarian, Associate University Librarian, Assistant University Librarian, or in the same series or titles in an acting capacity.

• Section 2. From the date of employment, all members shall be eligible to vote, to hold office, and to serve as members-at-large.

• Section 3. Except as otherwise specified in these Bylaws, all members shall be eligible to serve on committees.

• Section 4. Persons employed as librarians in the University on less than half-time appointments and retired LAUC-I members shall have affiliate membership. Affiliate members may participate in general meetings of the Division, but may not make motions, nominate candidates, become officers, or vote.

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ARTICLE IV. OFFICERS

• Section 1. The officers of LAUC-I shall be Chair, Vice Chair (Chair-Elect), and Secretary-Treasurer.

• Section 2. The terms of office shall be one year, commencing 1 September.

• Section 3. In the event of a vacancy in the office of the Chair, the Vice Chair (Chair-Elect) shall serve as Chair for the remainder of the term under the following provisions:
  1. If the vacancy in the office of the Chair occurs on or before 30 November, the Vice Chair (Chair-Elect) shall fill the office until the expiration of the term, 31 August. For the next term, commencing 1 September, elections shall be held for the positions of Chair, Vice Chair (Chair-Elect) and Secretary-Treasurer.

  2. If the vacancy in the office of the Chair occurs on or after 1 December, the Vice Chair (Chair-Elect) shall fill the office for the remainder of the term and shall succeed himself/herself for the next term commencing 1 September. Regular elections under these circumstances shall be held for the positions of Vice Chair (Chair-Elect) and Secretary-Treasurer.

  3. Regardless of when a vacancy occurs in the office of the Chair, a Vice Chair pro tem shall be appointed for the remainder of the term by the new Chair, from the membership of LAUC-I.

• Section 4. In the event of a vacancy in the office of Vice Chair (Chair-Elect) or Secretary-Treasurer, a Vice Chair pro tem or Secretary-Treasurer pro tem shall be appointed for the remainder of the term by the Chair, from the membership of LAUC-I.

• Section 5. The appointment of a Vice Chair pro tem or a Secretary-Treasurer pro tem becomes effective as soon as it has been confirmed by a minimum of two-thirds of the Executive Board and the new officers have been notified. Such confirmation may be oral but, if so, shall be followed by a written statement of confirmation.
  1. The pro tem officer serves until the expiration of the term on 31 August.

  2. In the case of a vacant office of the Vice Chair (Chair-Elect), a Chair shall be elected at the next regular election or at a special election , for the term commencing 1 September (See Article IV Section 3c).

• Section 6. The duties of the Chair shall be as follows:
  1. Represent LAUC-I in its communications with the University Librarian, the academic community and the University Administration.

  2. Determine the will of the membership and act in accordance with that will.

  3. Expedite LAUC-I business in a manner consistent with the best interests of the membership.

  4. Bring to the attention of the membership and the Executive Board any matters which require a LAUC-I response, or which may be of concern to LAUC-I.

  5. Represent LAUC-I at meetings of the Executive Committee of the Irvine Division of the Academic Senate.

  6. Report to the membership regularly.

  7. Preside over meetings of the membership and of the Executive Board.

  8. Create ad hoc committees upon the advice and consent of the Executive Board.

  9. Participate in a nonvoting capacity in the deliberations of any committee, except the Library Review Committee, the Nominating-Elections Committee or other committees as may be specified. Any committee may invite the Chair to attend any of its meetings.

  10. Nominate or appoint LAUC-I representatives to LAUC or UCI Academic Senate Committees, with the advice and consent of the Executive Board.

  11. Serve as a member of the Executive Board of LAUC and report back to LAUC-I on all Executive Board decisions and deliberations and perform the duties specified in the LAUC Bylaws Article VI, Section 3.b.1)a) and b).

  12. Serve as a delegate to the statewide Assembly of LAUC.

  13. Designate alternative delegates to the LAUC Assemblies from the LAUC-I Executive Board in the event that regular delegates cannot attend.

  14. Prepare an annual report of the activities of LAUC-I to be presented to the members prior to 31 August of each year.

  15. Serve as LAUC-I representative to the Library Management Advisory Council.

  16. Serve as liaison with the Library Support Staff Association and/or other staff groups.

  17. Conduct the fiscal affairs of LAUC-I.

• Section 7. The duties of the Vice Chair (Chair-Elect) shall be as follows:
  1. Serve as a delegate to the statewide assembly of LAUC.

  2. Serve as a member of the Executive Board.

  3. Assume the duties of the Chair in the Chair's absence or incapacity.

  4. Attend the meetings of the Representative Assembly of the Irvine Division of the Academic Senate.

  5. Perform other duties as assigned by the Chair.

• Section 8. The duties of the Secretary-Treasurer shall be as follows:
  1. Oversee the compilation of agendas and the preparation of minutes for meetings of the Executive Board and general membership meetings and distribute copies to the membership.

  2. Serve as a member of the Executive Board.

  3. Serve as LAUC-I liaison to LAUC in the performance of the duties specified in the LAUC Bylaws Article VI Section 3.b.2)a) and b).

  4. Notify the membership of all meetings (See Article VI, Sections 1.b and 2.c.

  5. Maintain records of LAUC-I and handle publicity, including periodic reports to UCI staff publications.

  6. Compile and distribute a list of the officers and committee members of LAUC-I.

  7. Perform other duties as assigned by the Chair.

• Section 9. An officer may be removed from office for valid cause (see the current edition of Sturgis' Standard Code of Parlamentary Procedures) by means of the following procedure:
  1. A petition requesting removal of an officer which is signed by at least twenty-five percent of the membership shall be directed to a member of the Executive Board. The petition must specify the cause(s) justifying removal, and copies of the text must be distributed to all members of the Executive Board, including the officer in question.

  2. The member of the Executive Board addressed in the petition shall call a meeting of the Executive Board within seven calendar days at which time the complainants and the accused officer are both given the opportunity to present their cases. This hearing shall be announced in a letter to the general membership and shall be open to any member who wishes to observe. The findings of the hearing shall be communicated to the membership.

  3. A two-thirds vote of the membership (less the officer in question) shall be required in order to remove an officer. The vote shall be by secret written ballot.

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  ARTICLE V. EXECUTIVE BOARD

  • Section 1. The Executive Board shall consist of the Chair, the Vice Chair (Chair-Elect), the Secretary-Treasurer, the immediate past Chair, the chair of the Library Review Committee and the members-at-large, the number to be determined in accordance with Article V, Section 2.b.

  • Section 2. Members-at-large
    1. The term of the positions shall be one year commencing on 1 September.

    2. The number of members-at-large shall equal the number of additional LAUC-I Divisional representatives to the LAUC Assembly (See LAUC Bylaws Article VII Section 2.b and 2.c).

    3. In the event of a vacancy in a position of a member-at-large, the Chair shall appoint a replacement with the approval of the Executive Board unless the vacancy occurs within sixty days of the next regularly scheduled election.

    4. The duties of the members-at-large shall be as follows:
       1. Serve as members of the Executive Board.

       2. Serve as Divisional representatives to the LAUC Assemblies, alternating attendance between Spring and Fall Assemblies.

    5. A member-at-large may be removed from the position for valid cause (see the current edition of Sturgis' Standard Code of Parlamentary Procedures) by means of the same procedures specified for officers (see Article V, Section 2).

  • Section 3. The Executive Board shall carry on the business of LAUC-I and take action to carry out the LAUC-I objectives.

  • Section 4. The Chair may convene an Extended Executive Board, consisting of the Executive Board and the chairs of LAUC-I standing and ad hoc committees to discuss LAUC-I business.

  • Section 5. Meetings of the Board shall be held at the request of the Chair or of any two members of the Board.

  • Section 6. Three members of the Board shall constitute a quorum.

  • Section 7. The Executive Board shall advise the Chair and consent in the appointment of all ad hoc committees.

  • Section 8. In case of an anticipated absence of one hundred consecutive calendar days or more of any member of the Executive Board, except the Past-Chair, the member shall resign.

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  ARTICLE VI. MEETINGS

  • Section 1. Regular meetings. There shall be at least four meetings per year, one during each quarter.

  • Section 2. Special meeting
    1. Special meetings may be called by the Chair, the Executive Board, or by written request of twenty-five percent of the membership.

    2. The Chair shall set the date of such a meeting, which shall be not more than one week from the date of receipt of the request.

  • Section 3. A quorum of the membership shall be at least thirty-three percent of the members.

  • Section 4.
    1. Regular and special meetings shall be held between the hours of 8 am and 5 pm on Monday through Friday.

    2. The Secretary-Treasurer shall ensure that notification of the date, time, place and agenda of each regular and special meeting is delivered to each member's campus address at least four days prior to each meeting.

  • Section 5. Minutes of regular and special meetings of the membership shall be prepared by the Secretary-Treasurer.
    1. The Secretary-Treasurer shall distribute the minutes to all members within one month following a meeting.

    2. The SecretaryTreasurer shall distribute the minutes to the LAUC Secretary, the Secretaries of the other LAUC Divisions, the LAUC President, the LAUC Vice-President (President-Elect) and to the UCI Vice Chancellor, Academic Affairs.

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  ARTICLE VII. COMMITTEES

  • Section 1. Except as otherwise specified in these Bylaws, the general functions of each committee shall be to recommend policies, principles, procedures, and criteria to the LAUC-I membership in regard to:
    1. Matters referred to the committee from the Executive Board, or from corresponding LAUC committees or

    2. Matters identified by the committee itself.

  • Section 2. In addition to committees specified in these Bylaws, committees may be created by vote of the general membership or by the LAUC-I Executive Board.

  • Section 3. Except as otherwise specified in these Bylaws, all members of LAUC-I shall be eligible to serve on all LAUC-I standing and adhoc committees.

  • Section 4. All committees shall meet at least quarterly, or more often as determined by the chair of the committee, or at the request of two members of the committee, or at the request of the Executive Board.

  • Section 5. All committee meetings with the exception of those relating to individual personnel matters shall be open to the membership as observers.

  • Section 6. Committees shall report to the LAUC-I membership quarterly at a general meeting and at other times as appropriate. If a committee's work is concerned with matters of more than local interest, its chair shall send copies of all substantive reports to the chair of the related LAUC committee and to the President of LAUC provided such reports have been approved by LAUC-I.

  • Section 7. Standing Committees
    1. The elected standing committees shall be Committee on Academic Librarianship; Committee on Library Planning and Services; Committee on Professional Development; Cultural Diversity Committee; and Program Committee. See Article VII Section 8 for provisions relating to the Library Review Committee.

    2. The members of standing committees shall select their chairs no later than 31 October. The LAUC-I Secretary shall be promptly notified of their selection.

    3. If an elected member of a standing committee takes a leave of absence of six months or less, this member shall have the option of resigning from or taking leave of absence from the committee.

    4. If an elected member of a standing committee takes a leave of absence of six months or more, this member shall resign from the Committee.

    5. When an elected member of a standing committee resigns from that committee:
       1. If there remains less than one year in the resigning member's term of office, the Executive Board shall appoint a member pro tem to complete the term of office.

       2. If there remains one year or more in a resigning member's term, the Executive Board shall appoint a member pro tem, and a permanent replacement shall be elected at the next regular election.

    6. When an elected member of a standing committee takes a leave of absence from the committee, the Executive Board shall consult with the membership of the committee and may appoint a member pro tem to that committee to serve the duration of the elected member's leave of absence.

    7. A special election to select initial members of a new elected standing committee approved by the membership may be called by the Executive Board at any time.

    8. The terms of office of standing committee members shall commence 1 September, and shall continue for three years.

    9. Efforts shall be made to nominate candidates from all segments of the University library system. No more than two members of a committee shall be from the same department or administrative unit consisting of six or more members; no more than one member of a committee shall be from the same department or administrative unit consisting of five or fewer members. If the number of candidates from the same department or unit exceeds the number allowable on a committee, the person(s) with the larger vote shall be seated on the committee. In case of a tie vote between members from the same department for one vacancy, there shall be a runoff election for that vacancy. In other cases of election ties, the provisions of Article VIII. Section 7 will prevail.

    10. Members of the Executive Board shall not serve as members of standing committees. Other LAUC-I members shall not serve simultaneously on more than one standing committee and shall not run for more than two standing committees in the same election. In the event of election to two standing committees, or to a standing committee and the Executive Board, one or the other position must be declined. In this case, the person with the next highest number of votes shall fill the vacancy for the declined position. Nothing in these provisions shall preclude a member of the Executive Board from running for, and being elected to, an office or committee provided the term of office or committee begins after expiration of the member's term on the Executive Board.

    11. Changes in the number of members, terms of office, and charges of standing committees shall be approved by the membership of LAUC-I. The number of members, terms of office, and charges for new standing committees shall be approved by the membership.

    12. There shall be no fewer than three elected members on any standing committee.

    13. No Ex Officio member of any standing or ad hoc committee shall serve as chair of that committee unless otherwise stated in the charge of the committee.

    14. The Executive Board may appoint resource persons to standing committees on an annual basis for the purpose of assisting the committee in fulfilling its charges. Such appointees shall be voting members of the committees and no more than one resource person may be appointed to each committee.

  • Section 8. Library Review Committee
    1. Library Review Committee is a standing committee elected by LAUC-I which reports to the Office of Academic Affairs and advises the Associate Vice Chancellor for Academic Affairs on the administration of personnel policy as it applies to the librarian series, including but not limited to matters concerning appointment, merit increases, and promotion.

    2. The members of the Library Review Committee (LRC) shall be elected in accordance with the procedures set forth in Section 360 and 2104 of the Academic Personnel Manual, together with the local procedures approved by the Associate Vice ChancellorAcademic Affairs for their implementation.

    3. The LRC shall consist of four LAUC-I members in the librarian series. Three of these members shall have career status. The fourth member may or may not have career status and shall have completed at least one successful academic review.

    4. Every third year two vacancies on the LRC are filled by election; in other years one vacancy is filled.

    5. No person shall serve consecutive terms on the LRC.

       No two members shall be from the same department or administrative unit. Efforts shall be made to nominate candidates from all segments of the University library system.

    6. The chair of LRC shall be the member with career status who has served the longest on the committee. If both members elected in the same year have career status, the chair shall be the member who received the higher number of votes.

  • Section 9. Adhoc Committees Members of adhoc committees shall be appointed and vacancies filled by the Executive Board, except as specifically stated in the motion creating the committee.

  • Section 10. Nominating-Elections Committee

    1. This committee shall be appointed by the Executive Board no later than 30 September.

    2. The Past-Chair of LAUC-I shall normally serve as Chair of the Nominating-Elections Committee.

    3. The members shall prepare slates of candidates for office and shall act as an elections committee in accordance with the provisions of Article VIII.

    4. Following the procedures described in Article VIII, the NominatingElections Committee shall hold the election before the end of the spring quarter.

    5. This committee may recommend to the Executive Board candidates for appointment to LAUC and UCI Academic Senate committees. However, the Executive Board shall not be restricted to these recommendations for its appointments.

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  ARTICLE VIII. ELECTIONS

  • Section 1. Elections of LAUC-I officers, members-at-large, standing committee members, and members of the Library Review Committee shall be held annually not later than June 30th on the day determined by the Executive Board. This shall be the date by which all ballots must be deposited with the chair of the Nominating-Elections Committee.

  • Section 2. The dates for special elections shall be determined by the Executive Board, and shall be held as soon as practicable following the event which necessitates such an election.

  • Section 3. Election procedures for special elections and for runoff elections shall be the same as for regular elections.

  • Section 4. Nominating Procedure

    1. The Nominating-Elections Committee shall send to each LAUC-I member a form on which to indicate interest for LAUC-I office or standing committee membership. This form shall be returned to the Nominating-Elections Committee, who shall then draw up a slate of candidates for each office or committee post, based upon the replies.

    2. In the event that there are no candidates for a vacant office, the Nominating-Elections Committee shall nominate candidates after obtaining the nominees' written consent.

    3. Whenever possible, there shall be at least two candidates for each office.

    4. At least seven days before the election, the Nominating-Elections Committee shall present the slate at a LAUC-I regular meeting. Additional nominations from the floor for all offices and standing committees shall be accepted at this meeting. The Nominating-Elections Committee shall obtain the nominees' written consent prior to placing their names on the ballot.

  • Section 5. Election Procedures

    1. Elections shall be conducted by secret ballot.

    2. At least seven days before the date of the election, the chair of the NominatingElections Committee shall send a ballot to each member.

    3. The ballot shall contain:
       1. An alphabetical list of the candidates nominated for each office and standing committee vacancy including their unit affiliation and the length of service for each vacancy.

       2. A biographical sketch and brief statement of goals from each candidate for the Office of Vice Chair(Chair-Elect), SecretaryTreasurer, member-at-large, and Library Review Committee.

       3. A roster of those standing committee members continuing in office, listing the expiration date for each term of office and the unit affiliation of each member.

    4. These ballots shall contain a statement of the day by which the ballot shall be returned to the chair of the Nominating-Elections Committee with instructions for handling and mailing which the Committee deems necessary to insure a secret ballot. Ballots not conforming to these instructions shall be deemed invalid.

    5. The election of officers, members-at-large, and members of the Library Review Committee shall be by a majority of the valid votes cast. Candidates who receive a majority of the votes cast for memberatlarge or for membership on the Library Review Committee shall be declared elected even though no candidate for the second position as memberatlarge or for other vacancies on the Library Review Committee receive a majority of the valid votes cast.

    6. The election of standing committee members (other than members of the Library Review Committee) shall be by a plurality of the valid votes cast.

    7. Not more than seven days following the date of election, the chair of the Nominating-Elections Committee shall give written notification to the LAUC-I Chair on the results of the election.

    8. The LAUC-I Chair shall insure that the members are promptly notified of the results of the election.

  • Section 6. Run-Off Elections

    1. In the event that the highest vote for any position is a tie vote, the candidates who received the tie vote (and only those candidates) shall be presented on a second ballot.

    2. If there is not a majority vote cast for an office, single position as memberatlarge, or single vacancy on the Library Review Committee, the two candidates for that office receiving the highest number of the valid votes cast (or, if there is a tie for second place, as many additional candidates as tied for second place) shall be presented on a second ballot.

    3. If there is not a majority vote cast for membersatlarge or for either of two vacancies on the Library Review Committee, the four candidates for those positions receiving the highest number of valid votes cast (or, if there is a tie for fourth place, as many more as tied for fourth place) shall be presented on a second ballot.

    4. In the event that there are three or four vacancies on the Library Review Committee and no candidates receive a majority of the valid votes cast, the runoff ballot shall be constructed in the manner specified in Article VIII, Section 6, Paragraph c but the numbers six or eight (or, in the event of a tie for the sixth or eighth place, as many additional candidates as tied for the sixth or eighth position) shall be substituted for the number four in that paragraph.

    5. If, after a run-off election, there are still offices (including member-at-large) or standing committee vacancies (including positions on the Library Review Committee) for which no candidate can be declared elected, the Executive Board shall appoint the successful candidate from those candidates for the office who were listed on the runoff ballot.

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  ARTICLE IX. PARLIAMENTARY AUTHORITY

  The current edition of the Sturgis Standard Code of Parliamentary Procedure governs LAUC-I in all parliamentary situations that are not provided for in its Bylaws or adopted rules.

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  ARTICLE X. AMENDMENTS

  • Section 1. Amendments to the Bylaws may be proposed to the membership by the Executive Board or by any member of LAUC-I.

  • Section 2. Amendments proposed by members shall be submitted in writing to the Executive Board and must carry the signatures of at least ten percent of the membership.

  • Section 3. The proposed amendment shall be discussed at a regular or special membership meeting before it is submitted for ratification. The Secretary-Treasurer shall be directed to include the text of both the existing Bylaws article and section and the proposed amendment in the announcement of the forthcoming meeting sent to each member.

  • Section 4. Within ten days after a proposed amendment has been discussed at a membership meeting, it shall be submitted to a vote of the membership on a special mail ballot.Section 5. An amendment shall be considered ratified if approved by two-thirds of the valid votes cast.

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  ARTICLE XI. BYLAWS

  These Bylaws are subject to review by the Committee on Committees, Rules, and Jurisdiction of LAUC.

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  ARTICLE XII. LAUC-I ARCHIVES

  The Executive Board shall make provisions for the maintenance of LAUC-I Archives.

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