Bylaws

Article I. Membership

Section 1. Application

All applications for membership shall be in writing to the treasurer of the Association.

Section 2. Voting Rights

All members shall be entitled to one vote. Voting may not be done by proxy.

Section 3. Termination

Membership in the organization may be terminated for non-payment of dues as provided in the Bylaws.

Section 4. ASDAL Acronym Usage

No ASDAL member shall use the acronym ASDAL in a private email address.

Article II. Dues

Annual dues for regular members shall be $25.00. Retired persons and students shall pay $10.00.

Article III. Membership Meetings

Section 1. Number of Meetings

One annual conference is authorized, and other meetings as needed may be called by the Executive Committee of the Association.

Section 2. Quorum

A majority of the ASDAL members at the conference shall constitute a quorum at any meeting.

Section 3. Electronic Voting

a) Electronic balloting and voting may be used for purposes of electing officers and committee members. It may also be used to conduct committee business between annual meetings. The deadline for receipt of such electronic votes cast by the members shall be no less than two (2) weeks from the date of emailing of the balloting materials.

b) A simple majority of voting members shall constitute a quorum.

Section 4. Host Library Staff

Host library staff members whose library responsibilities prevent them from fully participating in the annual conference will be allowed to attend the conference sessions without registering. They will not receive the conference packet.

Article IV. Officers

Section 1. Executive Committee

Officers of the Association shall be: President, President-elect, Secretary, Treasurer, and ASDAL Action Editor. These officers, with the immediate past President, shall serve as the Executive Committee. The President may invite others to meet with the Executive Committee as appropriate.

Duties of the Executive Committee shall include: approval of the agenda for the ASDAL business session, oversight of the publications of the Association in all formats, appointment of the coordinators, and selection of an auditor for the treasurer’s records. Furthermore, Officers and Committee members shall normally use the email address issued to them by their employing organization for ASDAL business.

Section 2. Qualifications

Any regular member in good standing shall be qualified to hold office.

Section 3. President

The Association President shall serve for one year and shall provide active leadership in the direction of the stated objectives, goals, and purposes of the organization within their contexts. He or she shall preside at all meetings of the Executive Committee, except as he or she shall delegate this responsibility, for single occasions, to the President-elect. He or she approves election results for Association officers. All publicity concerning the Association shall originate with or have the approval of the President before being offered to the press or other news media.

Section 4. President-elect

The President-elect shall serve for one year, shall act on behalf of the President in his or her absence, and shall plan the program for the annual conference following his or her election. The President-elect shall be responsible for arranging meeting space, equipment, facilities in general (including secretarial help) for the annual meeting of the Association, and shall render such other services as it is agreed, in consultation with the President, should be performed.

Section 5. Secretary

The Secretary shall serve for two years, shall record the official minutes of the Association, present them in abridged form for approval at the annual conference, and perform such other functions as are customary for the office of Secretary. The Secretary shall collect all written materials distributed at annual conferences, and copies of written reports and presentations as available. These, with a copy of the approved and corrected minutes, shall be stored in the ASDAL archives at the Center for Adventist Research at Andrews University. The Secretary shall collect statistics for the previous fiscal year from the Seventh-day Adventist academic libraries in North America by November 30, using the approved ASDAL form and coordinating changes/updates to the form. The results of this survey shall be distributed to the directors of the same libraries and to the Assistant Secretary of the Board of Higher Education and to the Director of Education of the General Conference of Seventh-day Adventists. A notice of their availability shall be printed in the winter issue of ASDAL Action. The Secretary’s duties begin with the collection of statistics. The Secretary shall record the minutes of the following annual conference and shall prepare the complete minutes of that conference to be distributed to the officers, library directors and the archives/heritage rooms in institutions of higher education in the North American Division before the fall issue of ASDAL Action. The abridged minutes shall be included (in reduced format) in the fall issue of ASDAL Action.

Section 6. Treasurer

The term of the Treasurer shall be three years. The duties of the Treasurer shall be to receive dues, dispense Association funds, and maintain such financial records of transactions as may be required, and present an annual financial report to the Association. The responsibilities of treasurer shall further be as follows:

1. All payments must be supported by genuine invoices specifying the services or goods for which payment is requested.
2. All new business or vendors must be voted by the Executive.
3. Normal business above $200 must be authorized by the President via email and face-to-face or via videoconferencing.

Section 7. ASDAL Action Editor

The ASDAL Action Editor shall serve a term of two years and shall publish ASDAL Action three times annually. The fall issue shall include the abridged minutes of the last conference and the Adventist Resources Section the spring issue shall include the preliminary program and business agendas for the coming conference (mailed and posted on ASDAL’s webpage at least 30 days prior to the meeting). The Editor shall have final authority over content and format of ASDAL Action within the limits of the budget and the Association purposes.

Section 8. Election of Officers

A slate of candidates shall be presented to the Association by the Nominating Committee in the winter issue of ASDAL Action. The Nominating Committee may nominate one or two individuals for each office or committee vacancy. A candidate is elected upon receiving at least 51% of the vote. The chair of the Nominating Committee shall count the ballots and provide the results to the President. The President formally announce the results at the annual conference. As chair of the Business Session, the President will vote only to break a tie.

Section 9. Vacancies

Office of the President vacancy:

If the President resigns before their one-year term is complete, the current President-elect will serve out the remainder of the resigned President’s term as well as their own full-year term.

Other Offices:

Vacancies for other offices shall be filled by the runner-up for that office or, if that person is unavailable, the position shall be filled by Executive Committee appointment.

Article V. Sections

Special interest groups within the membership of the Association shall constitute a section. The sections shall be governed by a working committee and may form project and other committees as needed.

Section 1. Adventist Resources Section

The Adventist Resources Section is comprised of those members of the Association who are concerned with the collection and preservation of Adventist materials.

The section shall elect a working committee comprised of five members.

The working committee shall elect a chair.

It shall be the duty of the chairperson to implement work on projects assigned by ASDAL or chosen by the section in session; to plan a one-day session or workshop to convene in connection with the annual ASDAL conference or to provide programming integrated into the annual ASDAL conference; to provide to the ASDAL Action editor information for the section’s column in each issue.

The section in session shall elect a secretary to record minutes of the session and provide a copy to the Association Secretary. Abridged Section minutes will be prepared (in reduced format) for the Fall issue of ASDAL Action.

Section 2. Archives and Records Management Section

The Archives and Records Management Section (ARMS) is comprised of those members of the Association who are concerned with archives and records management.

The section shall elect a working committee comprised of five members.

The working committee shall elect a chair.

It shall be the duty of the chairperson to implement work on projects assigned by ASDAL or chosen by the section in session; to plan a one-day session or workshop to convene in connection with the annual ASDAL conference or to provide programming integrated into the annual ASDAL conference and to provide to the ASDAL Action editor information for the section’s column in each issue.

The section in session shall elect a secretary to record minutes of the session and provide a copy to the Association Secretary. Abridged section minutes will be prepared for the fall issue of ASDAL Action.

Article VI. Standing Committees

The standing committees, including their purposes and memberships, are as follows:

Section 1. Classification Advisory Committee

The purpose of the Classification Advisory Committee is to advise the editor and manager of the “Classification for Adventists and Ellen White” in such matters as changes in the schedules and publication of the scheme. The Classification Editor and Publisher are ex officio members, and there are three elected members representing different institutions which are using the scheme. One member of the committee shall be from Loma Linda University.

Section 2. Constitution and Bylaws Committee

The purpose of the Constitution and Bylaws Committee is to recommend changes to these documents and the standing rules as necessary. This committee has three elected members, plus the ASDAL President and Treasurer as ex officio members. The committee chair shall update the Constitution, Bylaws, and Standing Rules as voted by the members at each conference. A current copy shall be available on the ASDAL web site.

Section 3. Nominating Committee

The purpose of the Nominating Committee is to nominate the officers and committee members of the Association according to the provisions of the Bylaws, Article IV, Section 8. The Nominating Committee shall consist of five members representing different institutions of which shall include the Past-President of the association who shall serve as chair of the Nominating Committee. He or she shall determine procedures and conduct elections for Association officers and committee members, reporting the results to the President.

Section 4. Seventh-day Adventist Periodical Index (SDAPI) Advisory Committee

The purpose of the Seventh-day Adventist Periodical Index (SDAPI) Advisory Committee is to govern the SDAPI partnership with the Adventist Digital Library (ADL) on behalf of the Association of Seventh-day Adventist Librarians (ASDAL) in such matters as, but not limited to, confirming the ADL liaison, editorial policy, budget, and marketing. ASDAL partnership with the Adventist Digital Library (ADL) for the creation and maintenance of the SDAPI. It will act on such matters as, but is not limited to, confirming the ADL liaison to the Advisory Committee, editorial policy, budget, and marketing.

The Advisory Committee has six members:

• Library Director of host institution [ex officio] – serves as Chair
  
• ADL liaison – serves as a liaison between ADL and ASDAL, and as the Secretary of the SDAPI Advisory Committee. The liaison is selected by the ADL Administrative Operating Committee for a term of five years.
  
• Loma Linda University Library Director [ex officio]
  
• Three library directors from financially supporting institutions elected by the ASDAL membership. Librarians must be from libraries that financially contribute to the SDAPI. Term of membership is five years.
  

The Advisory Committee shall choose a secretary from the three library directors chosen by the ASDAL membership.

The work of the committee is to:

• Review the Adventist Digital Library (ADL) annual report
• Set SDAPI editorial policy
• Set the annual contribution from SDAPI supporting to the Adventist Digital Library
• Confirm the ADL liaison
• Recommend ASDAL members to serve on ADL committees as specified in the Memorandum of Understanding (MOU) between ADL and ASDAL. Recommendations will go to ASDAL membership for a vote. Recommended ADL committee members should be from libraries that financially support ADL via the MOU with ASDAL*, be active in ASDAL, and be willing to meet periodically at the call of the chair. Term of membership is three years.
  • ADL Board (MOU section 4.2)
    • two librarians representing ASDAL
  • Content subcommittee (MOU section 4.4.1.1)
    • two librarians and/or archivists
  • Systems Subcommittee (MOU section 4.4.1.2)
    • one Systems Librarian
  • Committee will meet twice per year: once in connection with the ASDAL annual conference and once in the winter

* These libraries would be those that financially support the SDAPI.

Section 5. Scholarship and Awards Committee

The purpose of the Scholarship and Awards Committee is to recommend recipients for any ASDAL scholarships and awards, particularly the D. Glenn Hilts Scholarship. This committee shall also attempt to raise funds to endow these scholarships and awards. This committee has three elected members, plus the ASDAL President and Treasurer as ex officio members.

Section 6. Statistics Committee

The purpose of the Statistics Committee is to review and update the ASDAL academic library statistics form. This committee has two elected members, who shall be elected to staggered three-year terms. The ASDAL Secretary, who collects the statistics, and the previous ASDAL Secretary are ex officio members.

Section 7. Site Planning Committee

The purpose of this committee is to recommend sites and dates for future ASDAL conferences. Recommendations will be presented to the conference members for approval or selection. The committee shall have three elected members with 3-year terms (staggered). Conference sites and dates should be approved at least a year in advance.

Section 8. Adventist Library Information Cooperative (ALICE) Council

The purpose of the ALICE Council is to govern the operation of the Adventist Library Information Cooperative (ALICE), a program of ASDAL, according to the ALICE Agreement.

The Council is composed of the directors or empowered representatives of member libraries. Each director or empowered representative must also be a member of ASDAL. The council elects its own chair for a two-year term which is renewable.  An Executive Committee, composed of the ALICE Chair, Treasurer, Projects Manager, and Recording Secretary shall conduct the business of the Cooperative between annual meetings. The Council shall meet at least annually, normally in conjunction with the annual conference of ASDAL. A quorum of 2/3 of NAD members shall be necessary to transact business.

At the annual ASDAL meeting, the ALICE Council Chair shall provide to the ASDAL Executive Committee Chair and ASDAL Treasurer, the Projects Manager’s Report and both an Income Statement and Balance Sheet.

A Fiscal Agent shall be appointed by the Council for a five-year term which is renewable.

The Treasurer is appointed by the Council and shall be located at the institution acting as fiscal agent.

The Council shall appoint a Project(s) Manager whose function it is to coordinate and implement projects, including negotiation with vendors. The Project Manager shall be appointed for a 2two-year term, which is renewable.

The Council shall appoint a recording secretary for a two-year term, which is renewable.

Section 9. Academic Rank and Tenure Committee

The purpose of the Academic Rank and Tenure Committee is to study and make recommendations concerning the status and evaluation of librarians in SDA institutions of higher education.  The committee will periodically compile or update surveys of rank and tenure policies at NAD institutions of higher education and other policies for academic librarians (such as scheduling, vacation, etc.) as needed. This committee has four members.

Articles VII. Chapters

Chapters of the Association may be formed to facilitate professional discussion and development in a local area or region. Members of these chapters shall be ASDAL members in good and regular standing. These chapters may elect such officers as may be deemed necessary and may elect to collect local dues. Chapters are encouraged to regularly send representatives to the annual conference.

ASDAL Asia:

ASDAL InterAmerica: Anguilla, Antigua and Barbuda, Aruba, Bahamas, Barbados, Belize, Bonaire, British Virgin Islands, Cayman Islands, Colombia, Costa Rica, Cuba, Curacao, Dominica, Dominican Republic, El Salvador, French Guiana, Grenada, Guadeloupe, Martinique, Mexico, Montserrat, Nicaragua, Panama, Puerto Rico, Saba, St. Eustatius, St. Kitts-Nevis, St. Lucia, St. Maarten, St. Vincent, Suriname, Trinidad and Tobago, Turks and Caicos Islands, United States Virgin Islands, and Venezuela.

ASDAL South America: Argentina, Bolivia, Brazil, Chile, Ecuador, Falkland Islands, Paraguay, Peru, and Uruguay, with adjacent islands in the Atlantic and Pacific Oceans.

Article VIII. Coordinators

International Libraries Coordinator:

The Executive Committee shall appoint a person to coordinate programs to assist Seventh-day Adventist libraries outside North America for a two-year term.

Publicity Coordinator:

The Publicity Coordinator is appointed by the Executive Committee for a two-year term and shall be responsible for public relations, press releases and publicizing the meetings and services (scholarship, membership, etc.) of the Association. All publicity concerning the Association shall have the approval of the President.

Membership Coordinator:

The Membership Coordinator is appointed by the Executive Committee for a two-year term and shall work with the Treasurer and Publicity Coordinator in preparing and distributing materials to new and prospective members and shall formally recognize new members at the annual conference.

School Library Coordinator:

The School Library Coordinator is appointed by the Executive Committee for a two-year term and shall be responsible for planning sessions at the annual conference devoted to topics related to school libraries either at a pre or post-workshop, as needed.

Web Site Coordinator:

The Web Site Coordinator is appointed by the Executive Committee for a two-year term and shall be responsible for the design and maintenance of the Association’s web site.

The Distance Education Coordinator:

The Distance Education Coordinator is appointed by the Executive Committee, and shall:

• monitor developments in distance education library services and convey those of interest to ASDAL members
• monitor developments in distance education library services provided by ASDAL member libraries
• liaise with AVLL to ensure library support in online courses
• liaise with ADEC to ensure library support in online course offerings
• maintain DE website
• write or solicit articles for “From a Distance…” column for ASDAL Action

Listserv Coordinator:

The listserv coordinator is appointed by the Executive Committee and manages the SDA-Librarian listserv.

Article IX. Programs and Partnerships

Section 1. Adventist Library Information Cooperative (ALICE)

The purpose of the Adventist Library Information Cooperative (ALICE), a program of ASDAL, is to provide member libraries with enhanced database access opportunities at reduced prices through collective efforts and resource sharing within the cooperative. The Cooperative is governed by the ALICE Council, a standing committee of ASDAL, which acts in accordance with the ALICE AGREEMENT.

SDA institutional libraries which were signatories to the ALICE agreement on September 1, 1996, are inaugural members. Application for membership in ALICE may be made by other SDA institutional libraries. Approval is by ALICE Council. Member libraries are governed by the ALICE AGREEMENT.

Section 2. Adventist Digital Library (ADL) Partnership

The purpose of the Adventist Digital Library (ADL) is to create and maintain a comprehensive online collection of free, digitized, original sources on Seventh-day Adventist mission, theology, history, and culture, in order to strengthen understanding of Adventist identity and faith.

ASDAL partners with the ADL through the association’s SDAPI Advisory Committee.

Article X. Amendment of the Constitution or Bylaws

The Constitution may be amended or rescinded by two-thirds of those voting.

The Bylaws may be amended or rescinded by a majority of those voting.

Article XI. Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with the Constitution and Bylaws and any special rules of order and standing rules the Association may adopt.