Conference of Library Deans Bylaws

ARTICLE I

Name

This organization shall be known as the Conference of Library Deans (hereinafter “the Conference”) of the Association of Jesuit Colleges and Universities (AJCU).

ARTICLE II

Purpose

The general purpose of the Conference is to encourage cooperation and to improve the delivery of library and information services among the libraries affiliated with member institutions of the Association of Jesuit Colleges and Universities. To achieve that end, the Conference will create mechanisms to share information about libraries and librarianship in Jesuit institutions; to foster communication and a sense of community among the libraries of the Jesuit institutions; and to improve resource sharing and interlibrary cooperation among those institutions.

ARTICLE III

Membership

The Library Dean, or individuals with other titles responsible for serving as the chief administrator of the main or central library or library system, shall serve as the officially designated representative from each AJCU institution. Individuals such as Deputy or Associate Deans of the main or central library or library system, who have the authority to make commitments for their institutional libraries, may serve as the designated representative of a Dean, when he/she is unable to participate in meetings or other activities of the Conference. Directors of specialized Jesuit institutional libraries, such as Law and Medicine, Chief Information Officers, and other Jesuit library staff members may participate in meetings, discussion lists, and other activities of the Conference and may serve as members of committees, task forces, and other special groups of the Conference.

ARTICLE IV

Meetings

SECTION I

The Deans, or their designated representatives, shall meet at least once each year. Other meetings of all or any part of the Conference may be scheduled from time to time. The Conference Steering Committee shall be empowered to transact business between annual meetings of the Conference. Conference business may be transacted at the annual meeting, or by telephone, written correspondence, electronic mail, and any other means of communication.

SECTION II

The annual meeting of the Conference will normally be held on the campus of one of the AJCU institutions and may sometimes be held in conjunction with a meeting of one or more other AJCU Conferences. A Conference business meeting will be held as a part of the annual meeting. In the event that other meetings are needed, the Conference Steering Committee will determine additional meeting times and locations.

SECTION III

Written notice of the time and place of each annual meeting shall be given at least six (6) months before the meeting.

SECTION IV

Only the Deans, or their designated representatives, may count for a quorum at the annual, or other meetings of the Conference; and only the Deans, or their designated representatives, may vote at the annual or other meetings, by mail, or electronically. A simple majority of the Deans, or their designated representatives, shall constitute a quorum for the transaction of business at the annual or other meeting; and, except as otherwise provided herein, acts of a majority of the Deans, or their designated representatives, at the meeting shall be the acts of the Conference.

Top of Page

ARTICLE V

Steering Committee and Officers

SECTION I

The Deans shall select a Steering Committee, composed of three individuals, to coordinate the work of the Conference. The Steering Committee will normally include the Dean from the institution which most recently hosted the annual meeting, the Dean from the institution scheduled to host the next annual meeting, and the Dean from the institution scheduled to host the meeting after next. Members of the Steering Committee serve three-year terms, with one new member selected at each annual business meeting. The Steering Committee member in the third year of his/her term, who will usually be the Dean from the institution which most recently hosted the annual meeting, will normally serve as Chair of the Steering Committee. The Steering Committee member in the second year of his/her term, who will usually be the Dean from the institution scheduled to host the next annual meeting, will normally serve as Vice Chair/Chair Elect of the Steering Committee, and will also serve as a member, but not the Chair, of the Conference’s Program Planning Committee.

SECTION II

The selection of a new Steering Committee member and the designation of an existing member of the Steering Committee as Vice Chair/Chair Elect shall take place at the annual business meeting of the Conference. At the conclusion of the annual meeting, the current Vice Chair/Chair Elect shall succeed to the office of Chair.

SECTION III

The Chair shall preside at all business meetings of the Conference; shall have general and active management of the affairs of the Conference, subject to approval by the Conference members; shall confirm that all resolutions of the Conference are implemented; shall have the general supervision and direction of the Steering Committee; shall see that the duties of the Steering Committee are properly performed; and shall report regularly to the Conference members on matters of which the Chair is knowledgeable and which, in the interest of the Conference, should be brought to their attention. The Chair shall perform such other duties as prescribed by the Conference members.

SECTION IV

In the absence or disability of the Chair of the Steering Committee, the Vice Chair/Chair Elect shall perform the duties of the Chair and shall have such other powers and duties as may be prescribed by the members of the Conference.

SECTION V

The Chair of the Steering Committee shall designate an individual to serve as Secretary at any business or other meeting of the Conference. The Secretary shall take notes of the proceedings and record all votes.

SECTION VI

The latest edition of Roberts Rules of Order shall be the authority governing all matter of procedure not otherwise provided in these Bylaws.

ARTICLE VI

Committees

Standing committees, special committees, task forces or other special groups shall be as determined by the Conference at the annual business meeting or by the Steering Committee, acting for the Conference, between meetings. Each committee shall have a specific charge; shall be headed by a Chair; and shall be composed of members appointed by the Chair of the Steering Committee, on the advice of Conference members. Any staff member of an AJCU library shall be eligible to serve on committees, task forces or other special groups of the Conference.

ARTICLE VII

Amendments

These Bylaws shall supersede and replace all previous Bylaws of the Conference and may be amended by a two-thirds vote (19) of the Deans, or their designated representatives, at any annual business meeting of the Conference, or by mail or electronic ballot, provided that notice has been given of the proposed amendment at least six (6) weeks in advance of the meeting at which the vote is to be taken or the proposed amendment has been distributed by mail or electronically at least six (6) weeks before the mail or electronic ballot is distributed.

Approved July 2004

Return to AJCU Conference of Deans' Directory

AJCU Home Page