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Procedures and Rules Contents



Procedures and Rules


  1. Function

  2. 1. The Executive Council (hereafter called the Council) manages the affairs of the Network and makes decisions for the Network between meetings of the membership.


  3. Duties and Responsibilities:

  4. 1. The Council acts on behalf of the Network and is responsible for its fiscal affairs, budgeting, and overall planning.


    2. The Council determines all policies for the Network, within the limits of the Bylaws; approves the annual budget; determines the locations and dates of Network business meetings and biennial conferences; takes such actions as it considers necessary to carry out the objectives of the Network and to preserve its records; upon recommendation of the Awards and Honors Committee, approves the designation of Honorary Members of the Network; and, performs such other functions as the membership may direct.


    3. The Council acts on special expenditure funding requests as presented to the Council by the President.


    4. The Council may on occasion choose to grant a Special Achievement Award to a member of USAIN who has provided outstanding service or support to USAIN. It will be awarded on an ad hoc basis for work performed outside the sphere of the Council, for meritorious service to USAIN.


  5. Composition and Organization:

  6. 1. The Council consists of eleven Councillors, ten elected and one ex-officio.


    2. The ten elected Councillors are the President, President-Elect, Secretary/Treasurer, most recent Past-President, and six Directors.


    3. The ex officio Councillor is a representative of the National Agricultural Library and, as specified in the Bylaws, is a non-voting member of the Council.


  7. Terms of Office and Vacancies:

  8. 1. The ten elected Councillors take office as of June 1 following their election and serve until May 31 at the end of their term of office. If there is an election delay, all serve until their successors are elected and assume their duties.


    2. The President-Elect serves for one year, succeeding to the office of President in the second year and remaining on the Council as the most recent Past-President in the third year.


    3. The Secretary/Treasurer and the Directors serve two-year terms, with a maximum of two consecutive terms.


    4. In the event of disability or withdrawal of the President, the title and all duties and obligations are assumed by the President-Elect. Should further succession to the office become necessary, the title, duties, and obligations are assumed by the most recent Past-President.


    5. The Council, from among the Directors presently serving, fills any vacancy on the Council created by succession to the presidency. Other vacancies in the membership of the Council are filled by majority vote of the remaining members of the Council. The length of each appointment is determined by the circumstances of the vacancy.


    6. The ex officio member is appointed by the Director of NAL and serves an indefinite time as determined by the NAL Director. The ex officio member is to be a source of communication between NAL and USAIN and provides logistical support when possible. In addition, the ex officio member may be able to contribute information or expertise to the committee as requested. However, the primary role in formulating policy or reaching other decisions must rest with the elected members of the
    Council committee.


  9. Committees and Interest Groups.

  10. 1. All Committees are responsible to the Council, which delegates such powers and functions to them as are needed for carrying out their responsibilities. Standing Committees are Awards and Honors, Budget, Bylaws, Communications, Conference, Legislative and Government Relations, Membership, Nominations and Elections, and Preservation and Digital Library Committee. The Council may establish additional Standing and Special Project Committees.


    2. Petition of fifteen members and approval of the Council establish Interest Groups relating to areas of interest actively represented among the membership of the Network. Each Interest Group develops a statement of purpose or scope that represents the consensus of the Group on the common interest or concern to be addressed by the Group's activities. Interest Groups have Conveners who coordinate activities; this individual is either appointed by the President or elected by the Group from among their number, with Council approval. Further organizational structure is optional. The Council dissolves inactive Interest Groups.


    3. Committees and Interest Groups report annually to the Council and provide additional reports at the request of the Council or the President.


  11. Archives:

  12. 1. The President appoints an Archivist to maintain the Network's historical records. The Council determines the composition of the archives and approves guidelines for use of the archives by officers and committee chairs in depositing materials in the archives.


  13. Meetings of the Council:

  14. 1. The Council holds at least one meeting annually and may hold additional meetings at the call of the President or upon written request (including electronic mail) of any two members of the Council. Six members of the Council constitute a quorum. During non-conference years, the location of the annual Council meeting shall be determined by consensus of the


    2. Council meetings are open to all members of the Network and to nonmembers by invitation of the President.


    3. The President presides at all meetings of the Council, as Chair. In the absence of the President, the President-Elect presides. In the absence of both the President and the President-Elect, the order of succession to the duty of presiding is the Secretary/ Treasurer, the Past-President, and a Director.


    4. When the President believes that a question should be resolved by vote of the entire Council between meetings, the Council votes by mail, telephone, or electronic means, as provided in the Bylaws. A two-thirds vote (seven members) of the Council members for the action being considered is required in these cases.


    5. Conduct of meetings:

    a) Notice. The President sends written notice of all Council Meetings and a proposed agenda to all members of the Council at least 5 days before each regular or special Council Meeting.

    b) Agenda. Councillors may introduce items of business for any scheduled meeting by contacting the President at least three days before the meeting and furnishing appropriate background information for the agenda. At the beginning of each meeting, the proposed agenda is submitted for adoption, and then additional substantive items are added or deleted by amendment.

    c) Rules. These Procedures and Rules and the Bylaws of the Network govern meetings of the Council and the Network. The latest edition of Robert's Rules of Order is the parliamentary authority on matters not covered by these documents.

    d) Minutes. The Secretary/Treasurer maintains a draft set of minutes, which is furnished to each Councillor within thirty days after each meeting. At the next meeting, these minutes are presented for adoption. The minutes may be amended to make factual corrections concerning debates or votes, but cannot be changed to modify actions previously taken.

    e) Motions. All decisions of the meeting are made by means of motions from voting members of the Council, seconded by other voting members, or from committees. Motions are stated by the Chair, offered for debate, and then put to a vote by the Chair. Motions are always stated in the positive, not in the negative.

    f) Debate. The Chair gives preference to the maker of the motion to speak first, but not to the seconder next. Recognition should alternate, so far as practicable, between those favoring and those opposing the question. All debate is directed through the Chair.

    g) Closing Debate. If the Chair determines that there has been ample debate, with full opportunity for both sides to be heard; or if the Chair sees that, after several speakers, there is no opposition, the Chair, on its own initiative, may propose that debate be closed.