NOLA Bylaws

The name of this organization shall be the NOLA Regional Library System, hereafter known as NOLA.

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The NOLA Regional Library System is a multitype library agency that coordinates and facilitates the development of services of its member libraries for all of their constituents. NOLA is a membership-driven organization that seeks to strengthen library services and to promote the continued improvement of libraries in Ohio.

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A.  DEFINITION

NOLA is an organization of public, academic, special, school, institutional, and other libraries and information services established to provide cooperative information services and programs within the geographical area as defined by membership.

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B.  ORDER OF BUSINESS

Ia.  Roll Call
Ib.  Introduction of Guests
IIa. Approval of Agenda
IIb. Approval of Minutes
III.  Correspondence
IV.  Reports
      A.  Financial
      B.  Executive Director
      C.  Technology Coordinator
      D.  Continuing Education Coordinator
     E.  Board Officers
      F.  State Library of Ohio
V.   Old Business
VI.   New Business
VII.  Items too Late for the Agenda
VIII. Public Participation
IX.   Next Meetings
X.   Adjournment

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C.  TERM OF FISCAL YEAR

The fiscal year for NOLA shall be July 1 - June 30 unless otherwise dictated by any state or federal granting agency.

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1. Libraries become members upon written application to and approval of the NOLA Board and payment of membership fees to be determined annually.
2. Members are eligible to participate in all appropriate NOLA programs, services and projects.
3. Members have responsibility to cooperate in furthering the goals and objectives of NOLA.
4. Membership in NOLA does not preclude an institution or organization from belonging to other information or bibliographic networks, consortia, systems or organizations.
5. Full members belong to the NOLA membership council and are eligible to serve on the NOLA board of Trustees.
   
   

1. Associate Members are not part of the NOLA Membership Council and do not have voting privileges.
2. Associate Members are not eligible to serve on the NOLA Board of Trustees.
3. Services and fees to Associate Members will be determined by the NOLA Board of Trustees annually.

C.  Membership may be terminated on the first day of July in any year, providing that notice of intent to withdraw has been received at least eighteen (18) months prior to the date of withdrawal. (Ohio Revised Code, Section 3375.93)

Membership status (full or associate) may be changed on the first day of July of any year, providing notice of such change has been received at least eighteen (18) months prior to the date of status change.

Continued membership and its privileges are contingent upon the prompt payment of fees. Payment of fees is due on July 1. Delinquent libraries will be charged a late fee beginning August 15 with all services and benefits of NOLA membership being discontinued if full payment is not received by September 30.

The NOLA Board may remove from membership any library for reasons including, but not limited to, non-payment of fees, failure to appoint a representative, and failure to submit required reports and evaluations.

1. Responsibilities of the Membership Council shall include, but not be limited to, election of the NOLA Board; participation in the development and implementation of NOLA plans, programs, services and projects; and serving on committees.

2. In case of a vacancy on the Membership Council, the governing board of that representative's library will appoint a replacement and notify the NOLA Office in writing in the same manner as the first appointment. This appointee will fulfill the unexpired term of the vacancy.

3. Meetings of the Membership Council shall be subject to all public meeting rules of the State of Ohio.

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A.  The NOLA Board shall be composed of thirteen members elected by, from and among the Membership Council.

B.  The Board composition shall include ten members representing public libraries and three representing non-public libraries. Of the ten public representatives at least one shall represent each county in the system. In a county in which there is no public library member, a non-public representative will represent the members of that county.  There will be three non-public library representatives, special/institutional, school, and academic libraries if possible.

C.  The NOLA Board shall have the right to exercise all powers pursuant to the Ohio Revised Code, Section 3375.91.

D.  An organizational meeting of the NOLA Board will be held during the first month of NOLA's fiscal year.

E.  Terms of the NOLA Board Members are for three years. Terms are staggered with some expiring each year.

F.  No NOLA Board Member shall serve longer than two consecutive elected terms.

G.  If a vacancy occurs on the NOLA Board, the President shall fill the unexpired term by appointment and the ratification of the Board. However, the appointee must be a representative of the same library type or county as the original member unless a county or non-public needs representation, then the next available at large position will become a county or non-public position as needed.

H.  Meetings of the NOLA Board shall be subject to all public meeting rules of the State of Ohio.

I.  A minimum of four meetings of the NOLA Board shall be held each year.

J.  Special meetings of the NOLA Board may be called at the direction of the President, or at the request of three Board Members, for the transaction of business as stated in the call for the meeting with one week's notice required. Notices should provide reply forms for the Board members to indicate their plans for attendance.

K.  A quorum for the transaction of business shall consist of a simple majority of the members of the NOLA Board.

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A.  The elected Board Officers shall be President, Vice-President / President-Elect and Secretary. The Officers of the Board shall also act as officers of the Membership Council.

B.  Duties of elected officers:

1. The President shall preside at all meetings, appoint committees and be an ex-officio member of all committees, except the Nominating Committee. The President, and in his/her absence, the Vice-President, shall preside at the meetings of both the Membership Council and the Board of Trustees.

2. The Vice-President / President-Elect shall be elected annually by the Board of Trustees. Nominations shall be made from the floor and / or by a Nominating Committee. Officers will assume their duties immediately.

3. The Secretary shall be elected annually by the Board of Trustees. The Secretary shall keep a true and accurate record of all meetings of the Board, shall cause to be issued notice of all regular and special meetings and shall perform such other duties as are generally associated with that office.

C. Vacancies:

The Vice-President / President-Elect shall assume the duties of the President when a vacancy in the presidency occurs. In the case of a vacancy in the office of Vice-President, a new election shall take place. When a vacancy in the office of Secretary occurs, the President will appoint a replacement.

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A.  The following shall be the Standing Committees of the NOLA Board: Finance, Personnel, Nominating,  Legislation, Bylaws/Long Range Plan, Membership, Policy. The members of the committees shall be appointed by the President at the beginning of the term with all committee assignments confirmed by September 1. Only membership Council members are eligible to serve on the Standing Committees.

B.  The President shall appoint other committees of one or more members each for specific purposes as the business of the NOLA Board may require. These committees shall be considered to be discharged upon completion of the purpose to which they were appointed and after their final reports are made to the NOLA Board.

C.  The Executive Director shall serve as a resource person to all committees.

D.  The Vice-President / President-Elect shall chair the Finance Committee.

E.  NOMINATING COMMITTEE shall submit nominations for the various offices of the Board from current or in-coming Board members and for those vacated positions as spelled out in the Bylaws. Nominations may be accepted from the floor at the time of the election.

F.  FINANCE COMMITTEE shall consist of seven members, three from the Board and four from the Membership Council with the Vice-President serving as chair. The Executive Director and Clerk Treasurer shall serve as resource persons to this committee. The duties of this committee shall include, but not be limited to:

1. Financial matters as referred to by the Board;

2. Financial recommendations to the Board;

3. Acting on behalf of the Board only when specifically authorized by Board resolution;

4. Evaluating fees and recommending cash sharing schedules to support the adopted programs of services.

5. Confirming salary levels / financial compensation with benefits for the NOLA staff in conjunction with the Personnel Committee;

6. Evaluating, as needed, the progress of the budget to achieve successful completion of any grant funding obligations;

7. Reviewing the budget prepared by the Executive Director;

8. Advising the President of any concerns and committee activities.

G.  PERSONNEL COMMITTEE shall review, develop, and update NOLA's Personnel Policy as needed. The Personnel Committee shall annually review the policy. New issues in employment practices, laws and regulations should be monitored for potential inclusion or exclusion in NOLA's Personnel Policy and Procedures. Other areas of responsibilities may include:

1. Evaluating the Executive Director and Clerk-Treasurer using guidelines established by the NOLA Board. Reviews the Executive Director's recommendations for salary and fringe benefits for NOLA staff members. This Committee shall prepare, establish, and review a framework under which evaluations are conducted, performance is measured, and salary and/or benefit increases are recommended.

2. Serving in an advisory capacity upon the request of the Executive Director.

3. Performing tasks normally within the domain of the Executive Director during prolonged absence or disability of Executive Director, or upon recommendation of the NOLA Board of Trustees.

H.  LEGISLATION COMMITTEE shall advise the NOLA Board on matters of legislative concerns. Other specific areas of responsibilities are:

1. Establishing a NOLA Legislative Network.

2. Monitoring federal and state legislation affecting local libraries of all types and chartered regional library systems.

3. Informing membership of legislation which may impact on local libraries and regional library systems.

I.  BYLAWS / LONG RANGE PLANNING COMMITTEE shall review and update, if necessary, NOLA's Bylaws and Long Range Plan on an annual basis. Revisions will be based on recommendations from the Membership Council, the Board and the Executive Director. Other duties of this committee may include:

1. Advises the Executive Director on planning and implementing any new services or activities reflected in the Long Range Plan.

2. Provides preliminary input to the Executive Director and the Board at their annual retreats or at any meeting of either of these two bodies.

J.  MEMBERSHIP COMMITTEE shall promote new membership in NOLA and increased participation by current NOLA members.

K.  POLICY COMMITTEE shall establish Board policy pertaining to the operation of NOLA. The committee shall annually review the Board Policy Manual and make recommendations for changes, additions, or deletions.

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Members of the NOLA Bylaws/Long Range Plan Committee

Phyllis Cettomai, Reed Memorial Library, Chairman
Mary Jo Orahood, Andover Public Library
Jill Warren, Bristol Public Library
Mona Stevenson, Warren-Trumbull County Public Library
Paul Rohrbaugh, YSU, Maag Library / Wilcox CRC

Millie Fry, Executive Director, NOLA

APPROVED: August 17, 1999

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