Article I. Name

The organization shall be formally known as the Kansas Council of Academic Library Deans and Directors, hereafter referred to as KCALDD or the Council.

Article II. Purpose

The purpose of the Council is to provide a forum for the open exchange of ideas and resources to address the mutual challenges and needs faced by academic library deans and directors. The Council will also facilitate collaboration on projects, recognizing that similar types of institutions have similar needs, but that our shared interests will benefit each other.

Article III. Membership and Voting

Council membership is composed of libraries from all accredited North Central Association-Higher Learning Commission institutions in Kansas. Other libraries in Kansas may petition for membership to the Council and be accepted with a two-thirds vote of the Council. Each member library will have one official voting representative to the Council, normally the library’s dean/director or designated proxy. There will be no membership fee. Individual libraries participate in the council and its activities at their discretion and as resources permit. The State Librarian of Kansas will be an ex-officio member.

The Executive Committee will seek nominations for vacant positions and create a ballot of the nominees for a vote by the Council. Election of officers will occur biannually in April  of the even years, with the term of office beginning the following July 1st. Voting will take place by electronic ballot.

 Article IV: Organization and Governance

Executive Committee

The Executive Committee is responsible for overseeing Council governance including establishing ad hoc committees, convening meetings, and carrying out other duties as determined by the Council. It shall consist of four officers (chair, vice-chair/chair-elect, immediate past chair, and secretary) Three of the officer positions—chair, vice-chair/chair-elect, and immediate past chair—shall continuously rotate among three constituency groups: the regents’ university libraries, two-year college libraries, and private academic libraries. The rotating positions shall serve consecutive two-year terms as vice-chair/chair-elect, chair, and past chair. In addition, a secretary will be elected at-large by the Council to a two-year term of service. Each of the chairs will represent their constituency to the Executive Committee.

The Executive Committee chair shall serve as presiding officer of the Council and will, in consultation with the Committee, establish agendas; organize and convene meetings; represent the organization to other groups; and coordinate the work of ad hoc committees. If the chair is absent or unable to serve, the vice-chair shall perform the chair’s duties. The secretary will take and distribute minutes of the Executive Committee and the Council and maintain a roster of members. The past-chair will present a report to the Council, documenting Council  activities during the their term as chair. The report will be presented at the first Council meeting after the Past-Chair’s term as Chair.

If the chair resigns, the vice-chair/chair-elect becomes chair for the remainder of the term and will then serve the term for which he/she was elected and an election for new vice-chair/chair-elect will be held. If the vice chair/chair-elect resigns, the Executive Council will seek nominations from the constituency group represented by the resigned member. That member will then serve the remaining term of the vice chair/chair elect position and continue through the rotation. If the secretary resigns, the position will be elected at-large by the Council for the remainder of the term.  If the Past Chair resigns, the Executive Council will seek nominations from the constituency group represented by the resigned member to fill the position for the remainder of the term.

Article IV: Ad Hoc Committees

Ad hoc committees will be formed to support KCALDD members through timely, open exchange of ideas and resources, for mutual support to meet challenges and needs, and for periodic needs, recognizing that similar types of institutions have similar needs, but whose shared experience may benefit others.

The Executive Committee will draft charges for all ad hoc committees. The Executive Committee is responsible for committee membership approval. Appointments will keep in mind the diversity of organizations in the membership and individual expertise and skills. Member library deans and directors may nominate their library faculty and staff members for appointment on committees.

Article VI. Meetings

The Council shall meet quarterly virtually, with a social event in association with the Kansas Library Association annual meeting.  The format, the time, and the date for each meeting will be announced at least two weeks in advance.  Other Council meetings may be called at the discretion of the Executive Committee or by a two-thirds vote of the Council.

The Executive Committee shall also meet quarterly at least four weeks in advance of the scheduled Council meeting, with the format, the time, and the date announced. These meetings will take place virtually.

 Article VII. Cooperative Agreements

 All cooperative agreements made by KCALDD are done on behalf of member libraries. Participation in any specific cooperative agreement is not required for membership. Cooperative agreements requiring a financial commitment from members such as the licensing of electronic resources may be coordinated through a fiscal agent. Fiscal agency will be evaluated on a regular basis by the Executive Committee.

Article VIII. Amendments

Periodic review of the bylaws will be conducted by the Executive Committee. Any changes to the bylaws must be approved by two-thirds of the membership with at least 30 days’ prior notice given before a vote. A revised and approved version of the bylaws will be shared with all members.

Article IX. Dissolution

The Council may be dissolved at any regular meeting of the full membership by two-thirds vote, providing that fifteen days’ notice of this proposal has been sent to the membership. Proxies will be recognized for this purpose. In the event to dissolve, the full membership shall set forth the date of such actual dissolution, except that such date shall not be less than 60 days following the date of action. Funds remaining to the credit of the Council after payment of all bills and obligations, shall be disbursed equally to the then current full members in good standing.

Article X. Parliamentary Authority

The latest edition of Robert’s Rules of Order, New Revised, shall serve as the parliamentary for the Council and Executive Committee in all areas not in conflict with these bylaws.

LG 3/5/2014

MA Revision 1: approved by membership 5/23/2016

SZ Revision approved by membership 3-29-21