Western Suffolk BOCES School Library System
By-laws

Adopted March 14, 2006

ARTICLE I. NAME

Section 1. This organization shall be called the Western Suffolk BOCES School Library System.
Section 2. The area to be served by this system shall encompass the districts within the boundaries of Western Suffolk BOCES.

ARTICLE II. PURPOSE

The purpose of the Western Suffolk BOCES School Library System shall be to provide leadership, support, instruction, and technical assistance in coordination of library services to all member school library media centers.

ARTICLE III. ORGANIZATIONAL STRUCTURE

The Western Suffolk BOCES School Library System shall be organized to include the following: general membership, liaisons between each school district and the Western Suffolk BOCES School Library System, council members, council officers, and a system coordinator.

ARTICLE IV. MEMBERSHIP

Section 1. Eligibility
All schools, public and nonpublic, within the Western Suffolk BOCES supervisory district meeting the requirements as outlined in the Commissioner of Education's Regulations 90.18(f) shall be eligible for membership.

Section 2. Requirements
A. To become a member of the Western Suffolk BOCES School Library System, the school district shall agree to conform to the appropriate Commissioner of Education's regulations and also submit the required letter of intent [Appendix A] to the School Library System.
B. Should a school or school district wish to withdraw from the system, the withdrawing member shall immediately return to the system all materials purchased and distributed to the participant by the system.

ARTICLE V. SYSTEM COUNCIL

Section 1. Function
The primary functions of the Council shall be to: (a) develop the plan of service, (b) advise and support the Coordinator in the administration of the system, (c) assist the Coordinator in the development of an annual budget, and (d) approve the budget before it is submitted to the BOCES Superintendent.
Section 2. Composition
The Council members are nominated by the SLS Coordinator and elected by the SLS Council. The Council shall be composed of representatives from various library and educational organizations and the Coordinator. (The Coordinator shall be a non-voting member of the Council.) At all times, school media specialists shall constitute a majority of the Council.
Section 3. Officers
The officers of the Council shall be a chairperson, vice chairperson, and recording secretary.
Section 4. Terms of Office
The members of the Council shall serve a term of three years without compensation, with one third of the representatives being selected each year. Members may serve for more than one term.

ARTICLE VI. NOMINATIONS AND ELECTIONS

Section 1. System Council Officers
The SLS Coordinator will nominate candidates for available Council positions at the last Council meeting of the school year. Additional nominations may be accepted from the floor.
Section 1A. Elections If no additional nominations are received, the chairperson shall direct the secretary to cast one ballot for the nominees. If additional nominations are received, the chairperson shall conduct an election. The successful candidates must receive a majority of the votes cast.
Section 1B. Terms Officers of the Council shall serve a three-year term, and may be reelected once, which may necessitate extending the individual's term on the Council.

ARTICLE VII. DUTIES OF OFFICERS

Section 1. Duties of the Chairperson
The chairperson shall preside at all Council meetings, assist the Coordinator in formulating the agenda for Council and Liaison meetings, perform such administrative duties as are necessary and proper to the conduct of the affairs of the Council, appoint committees as required, assist the Coordinator in formulating the budget. In the event that the office of vice-chairperson becomes vacant, the chairperson shall appoint a vice-chairperson to complete the unexpired term.
Section 2. Duties of the Vice-Chairperson
The vice-chairperson shall assist the chairperson as necessary to fulfill designated duties. The vice-chairperson shall also represent the chairperson at all system functions when the chairperson is unable to attend.
Section 3. Duties of the Secretary
The secretary will record the minutes of all Council meetings and will transmit them in a timely fashion to the system office for distribution to all Council members.
Section 4. Duties of the Past Council Chairperson
The past council chairperson shall serve in an advisory capacity to the officers of the Council, and shall assist, as requested, in maintaining the workings of the system.

ARTICLE VIII. DUTIES OF LIAISONS AND COUNCIL MEMBERS

Section 1. It is the duty of a Liaison to disseminate all system information distributed at meetings or transmitted in any other way to district member librarians in a timely fashion. All participating members are entitled to all services provided by the system. It is the responsibility of the Liaison to be certain that all members in the district are apprised of all such offerings with adequate time to enroll or attend any functions that they choose for professional or personal development purposes.
Section 2. It is the duty of Council members to represent not only their district, but also the educational level or business they embody in order to ensure that the system provides the best service possible to the participating members. If a situation arises where there may be a conflict of interest between their district needs and the system needs, the Council members are responsible for excusing themselves from those deliberations.

ARTICLE IX. MEETINGS

Section 1. Council Meetings
There shall be four (4) regularly scheduled meetings of the system Council each school year. Council meetings shall be held prior to liaison meetings, except in the case of the approval of the budget, which shall be scheduled after the liaisons have reviewed it. Special meetings may be called if necessary. A quorum shall consist of a simple majority.
Council members are expected to attend all meetings. The chairperson and Coordinator may review the status of any Council member whose attendance rate falls below 75%. If a Council member's status is found to be lacking and his/her contribution to the function of the Council is in question, the Council shall determine whether to recommend to the BOCES Board replacement of the Council member.
Section 2. Liaison Meetings
There shall be four (4) regularly scheduled meetings of the system liaisons each school year. Special meetings may be called if necessary. A secretary shall be appointed by the Coordinator.
Liaisons are expected to attend all liaison meetings. The Council may review the status of any liaison member whose attendance rate falls below 75%. If the Liaison is not disseminating system information within their school district, the Council shall determine whether to recommend to the district superintendent the replacement of that liaison member.

ARTICLE X. COMMITTEES

Section 1. Membership
Committee membership shall be established at the first liaison meeting of the school year, although membership is not limited to liaisons. A Council member shall serve as an ex officio member of each committee.
Section 2. Numbers of Committees.
The committees for the following year shall be determined at the last Council meeting of the prior school year. Ad Hoc committees may be formed as required.

ARTICLE XI. AMENDMENTS TO THE BYLAWS

Section 1. An amendment to the bylaws may be proposed by any system member, and submitted to the system office at least seven (7) days prior to the Council meeting at which time amendment will be considered. Such amendment must be approved by a majority of the system Council.

ARTICLE XII. SAVINGS CLAUSE

In all respects, the operation of the Western Suffolk BOCES School Library System shall conform to the appropriate regulations of the Commissioner of the New York State Education Department.