Midwest Chapter Bylaws


This group held its first official meeting on January 27, 1950. It was organized as, and originally named, the Midwest Regional Group of the Medical Library Association, Inc. (MRG/MLA). The name was officially changed to the Midwest Chapter of the Medical Library Association, Inc. (MC/MLA) in 1980. Major approval dates for adoption and revisions of the bylaws are September 1957, May 1965, October 1975, December 1980, September 1992, and September 1997. An abbreviated history of the Chapter is also available.

ARTICLE I. NAME AND BOUNDARIES

Section 1. Name

The name of this organization shall be the Midwest Chapter of the Medical Library Association, Inc., abbreviated as Midwest Chapter/Medical Library Association or Midwest/MLA Chapter, and hereinafter referred to as the Chapter.

Section 2. Boundaries

The boundaries of this Chapter shall be Illinois, Indiana, Iowa, Kentucky, Michigan, Minnesota, North Dakota, Ohio, and Wisconsin.

ARTICLE II. PURPOSE

The purpose of this Chapter shall be to stimulate and foster interest in health sciences libraries and librarianship; to increase the knowledge of its members by sponsoring educational programs and courses: to encourage development of and cooperation among health sciences libraries; to provide a forum for the exchange of ideas and the discussion of mutual problems and concerns; and to acquaint persons interested in health sciences libraries and librarianship with the Medical Library Association, hereinafter referred to as MLA.

ARTICLE III. RELATIONSHIP TO MLA

Section 1. Consistency in Bylaws

The Chapter bylaws shall not be inconsistent with the MLA Constitution and Bylaws and Special Rules of Order, hereinafter referred to as the MLA bylaws, nor any subsequent amendments.

Should an inconsistency occur between the Chapter bylaws and the MLA bylaws resulting from an amendment to the latter, the MLA bylaws shall take precedence until appropriate action can be taken to bring the Chapter bylaws into agreement.

Section 2. Policies and Actions

The Chapter shall not take direct action with respect to MLA business or in the name of MLA, but may make recommendations to the MLA Chapter Council regarding MLA policies or actions through the Chapter's Representative or Alternate Representative to the MLA Chapter Council.

ARTICLE IV. MEMBERS

Section 1. Eligibility

Both members and non-members of MLA who are interested in health sciences libraries and librarianship may belong to the Chapter.

Section 2. Rights and Privileges

  1. All members of this organization shall receive all Chapter mailings and conference benefits, and shall be entitled to attend all meetings of the Chapter's Executive Board.
  2. All members of this organization shall have voting privileges except that only Regular, Life, Emeritus Members and Fellows of MLA, and authorized representatives of MLA Institutional Members, shall be qualified to
    1. Move or vote on recommendations to the MLA Chapter Council regarding MLA policies or actions; and
    2. Vote on the selection of the Chapter's Representative and Alternate Representative to the MLA Chapter Council.
  3. Only those Chapter members who live or work within the boundaries described in ARTICLE I. Section 2. may be nominated for and elected to office or appointed to Standing or Special committees of the Chapter.
  4. Only those Chapter members who are Regular, Life, Emeritus members or Fellows of MLA may be nominated for and elected to any office.
  5. Chairs of Standing Committees must be MLA members. Nonvoting members of MLA and those who are not MLA members may serve as Chairs of special committees.

Section 3. Dues

  1. Dues shall be determined by a majority vote of those present and eligible to vote at the annual business meeting of the Chapter.
  2. Chapter dues may not exceed membership dues for Regular MLA Members.
  3. Chapter dues shall be payable on joining the Chapter and due thereafter on January 1 of each year.
  4. Dues shall be assessed on an annual basis for the period of one calendar year, concurrent with the fiscal year of the chapter.
  5. A member whose dues are unpaid as of June 1, shall be considered in arrears, shall be ineligible to vote in that year's general election, and without further notice shall be suspended from all other rights and privileges.
  6. A suspended member whose dues-in-arrears are received at any time prior to the annual business meeting shall be reinstated for the balance of the year as a member in good standing with all rights and privileges restored, other than voting in the general election, and shall be eligible to participate fully in the annual business meeting.
  7. Dues received after the annual business meeting shall be applied to the following calendar year.

ARTICLE V. OFFICERS

Section 1. Eligibility

Officers of the Chapter must be Regular, Life, Emeritus Members or Fellows of MLA. Members living and working outside the geographical boundaries as described in ARTICLE l. Section 2. shall not be eligible for office.

Section 2. Officers

  1. Officers of the Chapter shall be the Immediate Past President, President, President-Elect, Secretary, Membership Secretary, Treasurer, nine (9) Representatives-at-Large, the Representative to the MLA Chapter Council, and the Alternate Representative to the MLA Chapter Council.
  2. The Potential Candidate for Membership on the MLA Nominating Committee is not an officer of the Chapter.

Section 3. Terms of Office

Except for the Representative to the MLA Chapter Council and Alternate Representative to the MLA Chapter Council, those elected shall assume their duties at the beginning of the calendar year following their election and shall serve, unless they die, become incapacitated or are removed, until their successors are elected and have assumed their duties.

  1. The term of office of the President shall be one (1) calendar year as President-Elect, one (1) calendar year as President, and one (1) calendar year as Immediate Past President.
  2. The term of office of the Secretary shall be two (2) calendar years, beginning in even-numbered years.
  3. The term of office for the Membership Secretary shall be two (2) calendar years, beginning in odd-numbered years.
  4. The term of office for the Treasurer shall be two (2) calendar years, beginning in even-numbered years.
  5. The terms for the Representatives-at-Large shall be two (2) calendar years, with four (4) beginning in even- numbered years, and five (5) beginning in odd-numbered years.
  6. The term for the Representative to the MLA Chapter Council shall be three (3) years, effective at the close of the MLA Annual Meeting, except that if the Representative's term be altered by action of the Council or the MLA bylaws, the term will coincide with that action.
  7. The term of the Alternate Representative to the MLA Chapter Council shall be the same as that of the Representative.

Section 4. Duties

All Chapter officers shall perform the duties prescribed by these bylaws, by the parliamentary authority adopted by the Chapter, and by the Chapter's Board Responsibility and Procedure Matrix; shall attend all Executive Board meetings; shall be responsible for the maintenance of fall documents and records pertaining to that office; shall prepare and submit objectives and reports to the Executive Board by dates determined by the President; and, except for the Treasurer, shall transmit to their successors all material pertaining to the office by the time the successor is seated.

  1. The duties of the Immediate Past President shall be:
    1. To maintain the Chapter's Board Responsibility and Procedure Matrix;
    2. To [appoint] recommend for approval by the Board the Chair and members of the Nominations and Elections Committee for the subsequent calendar year;
    3. To monitor the bylaws for necessary amendments, and serve as an ex-officio member of a special Bylaws Committee should one be appointed.
    4. To coordinate the printing of recognition certificates for outgoing Executive Board members and Committee Chairs;
    5. To serve as an advisor to the Executive Board;
    6. To submit an Annual Report to MLA headquarters by the date requested; and
    7. To serve on the Awards Committee.
  2. The duties of the President shall be
    1. To call, arrange for, and preside over all meetings of the Chapter, its Executive Board and Executive Committee;
    2. To represent the Chapter at all times and on all occasions when not in conflict with any other officer's defined duties and responsibilities;
    3. To appoint members of Special Committees;
    4. To confirm the selection of Annual Meeting Program Coordinators designated by local planning committees;
    5. To appoint members to fill all vacancies except that of elective positions;
    6. To authorize payment of bills submitted with proper documentation.
    7. To process all voluntary and involuntary resignations;
    8. To attend the MLA Annual Meeting;
    9. To arrange for a timely transfer of authority, documents and other materials upon election and seating of a successor;
    10. To serve as an ex-officio, nonvoting member of all Standing or Special Committees, except the Nominations and Elections Committee, or to appoint another voting member of the Executive Board to serve in that capacity; and
  3. The duties of the President-Elect shall be:
    1. To become knowledgeable about the Chapter bylaws, duties of the President, and the parliamentary authority adopted by the Chapter;
    2. To make appointments to, and designate the Chairs of Standing Committees, except the Nominations and Elections Committee, that become effective concurrently with this officer's presidential years;
    3. To appoint a Parliamentarian to serve a term concurrent with this officer's presidential year;
    4. To preside at meetings of the Chapter in the absence of the President;
    5. To conduct the affairs of the Chapter if the President is temporarily unable to do so;
    6. To attend the Incoming MLA Chapter Chair Seminar
    7. To serve on the Awards Committee;
    8. To assist the President as requested; and
    9. To succeed to the office of President if the President is no longer able to serve.
  4. The duties of the Secretary shall be:
    1. To record the minutes of all Chapter and Executive Board business meetings and distribute them to Executive Board members within one month of the meeting;
    2. To record any action of the Executive Committee, including matters requiring a formal vote, and report thereon to the Executive Board;
    3. To maintain a current list of all Executive Board and Committee members and their terms of office;
    4. To make the necessary amendments to these bylaws after adoption and provide the Executive Board and the general membership with copies as needed or requested;
    5. To preside over meetings and otherwise conduct the affairs of the Chapter should both the President and the President-Elect temporarily be unable to do so; and
    6. To arrange for a timely transfer of authority, documents and other materials upon election and seating of a successor.
  5. The duties of the Membership Secretary shall be
    1. To maintain accurate records and a Directory of the Chapter members, including dues payment, voting status, and eligibility for office;
    2. To send out notices for membership renewal prior to the first of the year, and send follow-up notices as necessary.
    3. To serve in an advisory capacity to the Immediate Past President, President and President-Elect to assure the eligibility of potential appointees;
    4. To serve in an advisory capacity to the Nominations and Elections Committee to assure the eligibility of potential candidates;
    5. To confirm eligibility of members to vote in all elections, including indication of which Chapter members are eligible to vote for the MLA positions;
    6. To confirm eligibility of members to vote on all business that comes before the Chapter, including which members are eligible to vote on matters pertaining to MLA business; and
    7. To arrange for a timely transfer of authority, documents and other materials upon election and seating of a successor.
  6. The duties of the Treasurer shall be
    1. To receive and account for all monies, including membership dues, that are due the Chapter;
    2. To pay all bills owed by the Chapter and authorized by the President.
    3. To report on Chapter finances at all Executive Board and Chapter business meetings.
    4. To serve as Chair of the Finance Committee;
    5. To prepare with the Finance Committee an annual budget for the approval of the Executive Board at its first meeting of the year.
    6. To provide documentation to the Audit Committee as requested.
    7. To arrange for a timely transfer of authority, documents and other materials upon election and seating of a successor; and
    8. To be responsible for all other financial matters that come before the Chapter.
  7. The duties of the Representatives-at-Large shall be
    1. To represent the general Chapter membership, not any specific state;
    2. To convey member interests and concerns to the Executive Board;
    3. To promote the activities of the Chapter to members, prospective members, and state and local health sciences library groups;
    4. To facilitate communication and interaction among state and local health sciences library groups and the Chapter;
    5. To assist the Membership Secretary in updating membership mailing lists;
    6. To suggest to the appropriate officer or committee chair names of members who might be potential candidates for leadership roles;
    7. To accept Special Committee assignments;
    8. To perform other duties as may be assigned by the President; and
    9. To serve as Board liaison to Chapter Committees as determined by the President.
  8. The duties of the Representative to the MLA Chapter Council shall be
    1. To represent the Chapter by attending the annual MLA Chapter Council meeting and voting on matters that come before the Council;
    2. To transmit to the Council recommendations that have been approved by the Chapter; and
    3. To communicate Council business to the Executive Board and general membership of the Chapter.
  9. The duties of the Alternate Representative to the MLA Chapter Council shall be
    1. To attend the annual MLA Chapter Council meeting as a nonvoting member;
    2. To serve as Representative whenever the Representative is unable to do so, including voting at the MLA Chapter Council meeting; and
    3. To assume the office of Representative and serve out the unexpired term should the Representative be unable to complete the term of office to which elected.

ARTICLE VI. POTENTIAL CANDIDATE AND ALTERNATE POTENTIAL CANDIDATE FOR MEMBERSHIP ON THE MLA NOMINATING COMMITTEE

Section 1. MLA Requirements

  1. The name of one Regular, Life, Emeritus Member or Fellow of MLA shall be submitted each year to the MLA Chapter Council as a potential candidate for membership on the MLA nominating Committee, this submission to be made to the Council by the date specified before its final assembly at the MLA Annual Meeting.
  2. The potential candidate shall prepare a biographical statement and a signed statement of willingness-to-serve if elected as a member of Nominating Committee. This statement shall accompany the name submitted.
  3. No person shall consent to being a potential candidate or a candidate for membership on the MLA Nominating Committee who is already such a potential candidate or candidate from some other unit of MLA. No candidate for membership on the MLA Nominating Committee shall also be a candidate for an elective office of MLA, or vice versa.
  4. If the person elected as Potential Candidate for Membership on the MLA Nominating Committee is unable to continue in this capacity, the Alternative named in the same election shall become Potential Candidate, and the name shall be submitted under the circumstances described above.
  5. No one shall serve on the MLA Nominating Committee as a voting member for more than one (1) term during a period of five (5) years.

Section 2. Election Procedures

  1. Each year, following tabulation of the general election results, the Nominations and Elections Committee shall nominate three (3) candidates for the position of Potential Candidate for Membership on the MLA Nominating Committee for election by the voting members of the Executive Board at its fall meeting.
  2. Nominees must meet the above MLA requirements and be Chapter members in good standing, working or living inside the geographical boundaries described in ARTICLE I. Section 2.
  3. Nominees shall have been contacted and agreed in writing to serve, if elected.
  4. Names of the nominees shall be submitted to the Executive Board at least two (2) weeks prior to the meeting at which the election is held.
  5. Election shall be by written ballot and shall be conducted by the Chair of the Nominations and Elections Committee according to the Chapter's Nominations and Elections Guide.
  6. The position of Alternate Potential Candidate for Membership on the MLA Nominating Committee does not require separate nominations since the runner-up in this election shall be declared the Alternate.

Section 3. Terms

The Potential Candidate for Membership on the MLA Nominating Committee is a voting member of the Chapter Executive Board.

  1. The term shall be for one (1) calendar year. Selection as a candidate for or election to the MLA Nominating Committee shall in no way effect this term.
  2. The term of the Alternate Potential Candidate for Membership on the MLA Nominating Committee shall be the same as that of the Potential Candidate for Membership on the MLA Nominating Committee.

Section 4. Duties

  1. The duties of the Potential Candidate for Membership on the MLA Nominating Committee shall be:
    1. To attend all meetings of the Chapter Executive Board during the one-year term to which elected; and,
    2. To comply with the relevant provisions of the current MLA bylaws.
  2. The duties of the Alternate Potential Candidate for Membership on the MLA Nominating Committee shall be to fulfill the duties of the Potential Candidate if the person elected to that position is unable to do so.

Section 5. Vacancies

  1. Should a vacancy occur in the Executive Board position of Potential Candidate for Membership on the MLA Nominating Committee, the person who was declared Alternate in the election shall assume the position of Potential Candidate.
  2. Should a vacancy occur in the position of Alternate Potential Candidate for Membership on the MLA Nominating Committee, the third person whose name was on the ballot at the fall Executive Board meeting shall be declared Alternate.

ARTICLE VII. NOMINATIONS

Section 1. Instructions to the Nominations and Elections Committee

To assure the eligibility of candidates for office, the Nominations and Elections Committee shall, before taking any action, consult ARTICLE V. of these bylaws, the Chapter's Nominations and Elections Guide, the Membership Secretary and, for positions pertaining to the transaction of MLA business, the relevant portions of the current MLA bylaws.

Section 2. Nominations for the General Election

  1. Each year the Nominations and Elections Committee shall nominate two (2) candidates for the office of President-Elect.
  2. In odd-numbered years, the Nominations and Elections Committee shall nominate two (2) candidates each for the offices of Secretary and Treasurer, plus a total of eight (8) candidates for the four (4) expiring terms of Representative-at-Large.
  3. In even-numbered years, the Nominations and Elections Committee shall nominate two (2) candidates for the office of Membership Secretary, plus a total of ten (10) candidates for the five (5) expiring positions of Representative-at-Large.
  4. Every third year, or as required by MLA action, the Nominations and Elections Committee shall nominate three (3) candidates for the position of Representative to the MLA Chapter Council.
  5. Nominees shall have been contacted and agreed in writing to serve, if elected.
  6. The proposed slate of candidates shall be submitted to the Executive Board for review at least twenty (20) days before the election is to be held.

Section 3. Nominations for Special Elections

  1. Should circumstances occur that require special elections as described in ARTICLE IX. Section 4, nominations shall proceed according to the Chapter's Nominations and Elections Guide.
  2. Nominees shall have been contacted and agreed in writing to serve, if elected.

Section 4. Nominations for the Election of Potential Candidate for Membership on the MLA Nominating Committee

For nominating procedures pertaining to this position see ARTICLE VI. Section 2.

ARTICLE VIII. ELECTIONS

Section 1. General Election

  1. Ballots for the general election shall be mailed to all members eligible to vote at least sixty (60) days before the Annual Meeting and shall be received by the Nominations and Elections Committee by the date previously announced for counting ballots.
  2. Elections shall be conducted in accordance with the Chapter's Nominations and Elections Guide.
  3. Candidates shall be declared elected upon receiving a majority of the votes cast. Where there are more than two candidates, a plurality shall elect.
  4. Except for the offices of President and President-Elect, should circumstances prevent a person duly elected to office from being seated, the runner-up in the election shall be considered elected.

Section 2. Special Elections

Should a vacancy occur in the office of President or President-Elect that requires a special election under the circumstances described in ARTICLE IX. Section 4, the Nominations and Elections committee shall conduct the election of the successor according to the Chapter's Nominations and Elections Guide.

Section 3. Potential Candidate for Membership on the MLA Nominating Committee

For election procedures pertaining to this position see ARTICLE VI. Section 2.

ARTICLE IX. VACANCIES IN ELECTIVE POSITIONS

Section 1. Move Outside the Chapter Boundaries

A member who moves outside the Chapter boundaries while in office may, with the approval of a two-thirds (2/3) vote of the remaining voting members of the Executive Board, continue to hold that office until completion of a one-year term of office or the last year of a multiple-year term, providing the move occurs after the annual general election process has begun and before the beginning of the following calendar year.

Section 2. Voluntary Resignation from Elective Office

  1. An officer desiring to resign voluntarily shall, after notifying the President orally, submit to the President a formal letter of resignation.
  2. The letter shall be accompanied by all documents and materials pertaining to that office unless other arrangements have been agreed upon between the President and the resigning officer.

Section 3. Removal from Elective Office

  1. Should any elected officer become incapacitated or fail in any way to perform the duties of that office, the President shall be empowered by the Executive Board to ask in writing for that officer's resignation and return of all documents and materials pertaining to the office.
  2. The officer shall have thirty (30) days to ask in writing for reconsideration.
  3. A two-thirds (2/3) vote of the remaining voting members of Executive Board shall be required to instigate or reconsider this action.

Section 4. Vacancies in the office of President and/or President-Elect

  1. Any Vacancy arising in the office of President that occurs during the calendar year term to which elected shall be filled by the President-Elect, who shall cease to be President-Elect, shall serve out the unexpired term of the President, and shall continue as President for the full succeeding one-year term to which elected.
    1. A special election of the general membership shall be held to elect a new President-Elect as soon as feasible, but no less than forty-five (45) days after the vacancy occurs.
    2. Should the vacancy occur so close to the general election as to render a special election not feasible, the President shall call for the Executive Board to select by general consensus a qualified member of the Chapter to serve temporarily in the capacity of President-Elect until the general election results are tabulated and announced, at which time the successful candidate for President-Elect shall assume the office, and shall continue as President Elect for the full succeeding one-year term to which elected.
      1. Except for the remaining members of the Executive Committee, this temporary President-Elect may be any member of the Chapter, including other members of the Executive Board, who would qualify for this office under any other circumstances.
      2. Any vacancy created by the selection of a member of the Executive Board to this temporary position may remain vacant until the new President-Elect assumes office, at which time this person shall resume all previous duties on the Executive Board.
      3. This temporary position shall in no way affect this person's subsequent eligibility for nomination and election to any office.
  2. Any vacancy arising in the office of President that occurs between the general election and assumption of office at the beginning of the following calendar year shall be filled by the President-Elect, who shall cease to be President-Elect, and shall serve out only the one (1) year term to which the President was elected and the following year as Immediate Past President.
    1. Should this vacancy occur, a special election of the general membership to choose a new President-Elect shall be held as soon as feasible, but not less than forty-five (45) days following the occurrence of the vacancy.
    2. Should a vacancy occur in the offices of both President and President-Elect, the Secretary shall
      1. Assume the duties but not the office of the President;
      2. Notify the remaining voting and nonvoting members of the Executive Board which shall, in consultation with the Nominations and Elections Committee select, by general consensus of the voting members, an eligible member of the Chapter to serve as President Pro Temp until a special election can be held; then
      3. Resume the duties of Secretary.
      4. In this instance, the Executive Board may select by general consensus an eligible Chapter member to assist temporarily in the regular duties of the Secretary until they are resumed by the Secretary. This person need not be a member of the Executive Board, but shall be an ex-officio, nonvoting member of the Executive Board, if not already a member, for the duration of the period in question.
      5. This action shall in no way affect this person's subsequent eligibility for nomination and election to any office.
      6. The persons elected to the positions of President and President-Elect in this special election shall assume their duties as soon as the ballots are tabulated and election results are announced.
      7. Succession of office and duration of terms shall be the same as though they were elected during the general election.

Section 5. Other Vacancies

  1. Should a vacancy occur in the office of Immediate Past President, the President shall contact, in reverse order of service, previous Immediate Past Presidents who are members of the Chapter, until one is found who can assume the responsibilities of that position for the duration of the unexpired term.
  2. Should a vacancy occur in the office of the Representative to the MLA Chapter Council, because the Representative is elected Chapter Council Chair or is otherwise unable to serve, the Alternate Representative named in the election shall become Representative and shall serve out the remaining term.
  3. Should a vacancy occur in the office of Alternate Representative to the MLA Chapter Council, the third person whose name was on the ballot shall be declared Alternate Representative.
  4. Any vacancy that arises in any other office shall be filled by written ballot by voting members of the Executive Board in consultation with the Nominations and Elections Committee. The person filling the vacancy shall serve for the duration of the unexpired term and may be considered for reelection.
  5. Should a vacancy occur in the position of Potential Candidate for Membership on the MLA Nominating Committee, see ARTICLE VI. Section 2 and 5.

ARTICLE X. ANNUAL AND SPECIAL MEETINGS OF THE CHAPTER

Section 1. Frequency

At least one business meeting and one program meeting of the Chapter shall be held in each fiscal year. Additional meetings may be held.

Section 2. Annual Meeting

The annual business and program meetings, prior to which general elections are conducted, shall be held in the fall. Notice of the Annual Meeting shall be disseminated to the membership at least forty-five (45) days in advance of the meeting.

Section 3. Special Meetings

Special business and/or program meetings of the Chapter may be called by the President with the approval of the majority of the voting members of the Executive Board. Notice of such meetings shall be disseminated to the membership at least thirty (30) days in advance of the meeting date.

Section 4. Invitation

Any library, consortium, institution, or group interested in hosting a business and/or program meeting shall submit a letter of invitation to the President for consideration by the Executive Board. Upon acceptance by the Board, the President shall notify the interested group and forward to them a letter of agreement for signature by appropriate representatives.

Section 5. Time and Place

All meetings shall be at a time and place convenient for members. Business and/or program meetings shall not be held at the same time that General Sessions or Business Sessions of the MLA Annual Meeting are conducted.

Section 6. Quorum

Ten (10) percent of the members present and eligible to vote, as verified by the Membership Secretary, shall constitute a quorum of the Chapter.

Section 7. Voting


  1. Except for election, voting on any matter may be accomplished by voice vote, show of hands, or written or printed ballot, as directed by the President.
  2. Only Regular, Life, Emeritus Members, and Fellows of MLA, and authorized representatives of MLA Institutional Members, may move or vote on recommendations to the MLA Chapter Council regarding MLA policies or actions.
  3. Voting procedures shall be conducted in accordance with the parliamentary authority adopted by the Chapter.

ARTICLE XI. EXECUTIVE BOARD

Section 1. Composition

The Executive Board shall be composed of the Immediate Past President, President, President-Elect, Secretary, Membership Secretary, Treasurer, nine (9) Representatives-at-Large, the MLA Chapter Council Representative, the Alternate to the MLA Chapter Council Representative, the Potential Candidate for membership on the MLA Nominating Committee, the Chairs of all Standing and Special Committees, and the Annual Meeting Program Coordinators. The Parliamentarian shall be an ex-officio, nonvoting member.

Section 2. Duties

The duties of the Executive Board shall be:


  1. To have general supervision of the affairs of the Chapter between its program and/or business meetings.
  2. To consider special business and/or program meetings proposed by the President;
  3. To fix the time and place of meetings;
  4. To accept or reject invitations to host the Annual Meeting;
  5. To review the proposed slate of candidates for office;
  6. To consider the feasibility of continuation in office of a member who moves outside the Chapter boundaries (see ARTICLE IX. Section 1);
  7. To elect the Potential Candidate for Membership on the MLA Nominating Committee;
  8. To elect members to fill vacancies in elective offices other than the Immediate Past President, President, President-Elect, and positions pertaining to MLA business;
  9. To confirm appointments to the subsequent year's Nominations and Elections Committee at the fall Executive Board meeting;
  10. To revise the Board Responsibility and Procedure Matrix as needed, a two-thirds (2/3) vote being required;
  11. To authorize appointment of Special Committees;
  12. To establish new Standing Committees, subject to approval of the general membership and amendment of the bylaws, should the situation warrant;
  13. To establish an amount to be advanced to any library, consortium, institution or group accepted to host an Annual Meeting.
  14. To approve annual meeting proposed budgets and programs and to accept the final reports of the Annual Meeting Program Coordinators.
  15. To empower the Executive Committee to take action on its behalf between regularly scheduled Executive Board meetings, and to review, ratify, or reject any action taken without prior approval; and
  16. To make recommendations to the general membership.

Section 3. Meetings

The Executive Board shall meet at least twice annually, once just prior to the Annual meeting in the fall, and once in the Spring.

Section 4. Voting Status

All members elected to their positions on the Executive Board shall have voting privileges, except that only those who are also MLA members may vote on matters pertaining to MLA business. Ex-officio and appointed members shall not have voting privileges.

Section 5. Quorum

Fifty (50) percent of the voting members of the Executive Board shall constitute a quorum for the conduct of business.

ARTICLE XII. EXECUTIVE COMMITTEE

Section 1. Composition

The Immediate Past President, President, President-Elect, Secretary, Membership Secretary, Treasurer, and Representative to the MLA Chapter Council, shall comprise the Executive Committee. The Parliamentarian shall be an ex-officio, nonvoting member.

Section 2. Duties


  1. The Executive Committee shall take action delegated to it by the Executive Board between that body's regularly scheduled meetings, or on its behalf in unforeseen circumstances, should the situation warrant.
  2. Any action taken without prior approval of the Executive Board shall be reviewed and ratified or rejected by the Executive Board at its next regular meeting.

Section 3. Meetings

The Executive Committee may conduct business by means of telephone, telegraph, letter, facsimile transmission, electronic mail, or any other generally accepted means of communication, and shall not be required to meet formally in person.

Section 4. Voting

The seven (7) elected members shall be entitled to vote. For action requiring a formal vote, the Secretary shall receive and tabulate written ballots according to the generally accepted means of written communication in Section 3. above, and report thereon to the Executive Board.

ARTICLE XIII. STANDING AND SPECIAL COMMITTEES

Section 1. Committee Chair Eligibility

Chairs of Standing Committees must be MLA members. Nonvoting members of MLA and those who are not members of MLA may serve as Chairs of special committees. Chairs of special committees are encouraged to become MLA members or authorized representatives of MLA Institutional Members.

Section 2. Committee Member Eligibility

Committee members need not be members of MLA..

Section 3. Standing Committees, Terms of Office and Duties

The Standing Committees of the Chapter shall consist of an Archives Committee, an Audit Committee, an Awards Committee, an Education Committee, a Finance Committee, a Government Relations Committee, a Membership Committee, a Nominations and Elections Committee, a Program Committee, and a Publication Committee. Other Standing Committees may be established by the Executive Board subject to subsequent amendment of the bylaws.

The President may serve as an ex-officio, nonvoting member of any Standing Committee, except the Nominations and Elections Committee, or may appoint another voting member of the Executive Board to serve in that capacity.

Standing Committees shall serve for two (2) years, and their members shall be eligible for appointment to additional successive terms. Exceptions are the Nominations and Elections Committee that shall serve for one (1) year only, and the Program Committee whose members' team, other than the Chair, shall be determined by their length of service as Annual Meeting Program Coordinators.


  1. The Archives Committee shall consist of at least three (3) members appointed to serve terms beginning in odd-numbered years. The Chair shall be known as the Archivist. This committee shall be responsible for maintaining a permanent file of Chapter records, such as meeting minutes, correspondence of lasting interest, program information, and officers.
  2. The Audit Committee shall consist of three (3) members appointed to serve terms beginning in odd-numbered years. The committee shall be responsible for auditing the books of the Treasurer annually.
  3. The Awards Committee shall consist of at least three (3) members, including two (2) members appointed to serve terms beginning in odd-numbered years, plus the Immediate Past President during that officer's one-year term. The number of appointed members may be adjusted to conform to the number of specific awards programs designated by the Board of Directors.

    One of the appointed members shall serve as Chair of the Committee Each appointed member, including the Chair, shall serve as Chair of a subcommittee responsible for a specific awards program.

    The Committee shall be responsible for administering and promoting the Midwest Chapter/MLA Awards Program; directing and monitoring activities related to the identification and selection of individuals, projects, and groups for various service and achievement awards; reviewing nominations; making recommendations to the Board regarding the granting of awards; and formulating and/or refining policies and procedures related to the Awards Program.

  4. The Education Committee shall consist of at least three (3) members appointed to serve terms beginning in odd-numbered years. This committee shall be responsible for considering matters of educational importance to the Chapter, including continuing education, professional development and recognition, and membership in the Academy of Health Information Professionals.
  5. The Finance Committee shall consist of at least three (3) members appointed to serve terms beginning in even-numbered years, with the Treasurer acting as Chair. This committee shall be responsible for considering budgetary and other financial matters of importance to the Chapter.
  6. The Governmental Relation Committee shall consist of at least three (3) members appointed to serve terms beginning in even-numbered years. This committee shall encourage, develop, and coordinate legislative activities within the Chapter, make recommendations to the Executive Board regarding legislative issues requiring Chapter action, and cooperate with the MLA Governmental Relations Committee.
  7. The Membership Committee shall consist of at least three (3) members appointed to serve terms beginning in even-numbered years. This committee shall be responsible for actively recruiting new members, monitoring the concerns of inactive members, and bringing these concerns to the attention of the Executive Board. This committee shall assist the Membership Secretary in keeping accurate records of the membership.
  8. The Nominations and Elections Committee shall consist of at least three (3) members appointed recommended each year by the Immediate Past President and appointed by the Board to serve terms beginning with the subsequent calendar year. The Membership Secretary shall serve in an advisory capacity.

    1. Confirmation of their appointment shall take place at the fall meeting of the Executive Board.
    2. Voting members of the Executive Board may not be members of this committee.
    3. This committee shall be responsible for maintaining the Chapter's Nominations and Elections Guide, and for conducting all nominations and elections.

  9. The Program Committee shall consist of a chair appointed to serve a term beginning in even-numbered years, plus the local Program Coordinators of the current plus two upcoming Annual Meetings. Annual Meeting Program Coordinators need not be members of MLA.

    1. The approximately three-year terms of the Annual Meeting Program Coordinators, who are nonvoting members of the Executive Board, shall begin immediately upon confirmation of their selection but no later than the Executive Board meeting preceding the Annual Meeting at which the selection is announced.
    2. Coordinators' reports are to be submitted at each Board meeting with final reports due by the spring Board meeting following their program year. If these reports are complete, Coordinators need not make them in person, unless requested to do so by the President.
    3. Coordinators term on the Executive Board shall cease upon approval of all final reports, at which time they are released from the Board.
    4. This committee shall be responsible for maintaining the Chapter's membership exhibit and Program Guide, and shall act as liaison between the Executive Board and those persons planning the Chapter program meetings, especially with regard to financial and educational considerations.
  10. The Publications Committee shall consist of at least three (3) members appointed to serve terms beginning in odd-numbered years. The Chair shall be known as the Editor. This committee shall be responsible for preparing, publishing and distributing the Chapter newsletter and any other publications that might result from action taken by the Executive Board.

Section 4. Special Committees

Special Committees may be appointed by the President, with the advice and consent of the Executive Board, for specific purposes as needed. Committee chairs shall be designated by the President. Representatives-at-Large may serve as chairs of Special Committees.

The President may serve as an ex-officio, nonvoting member of any Special Committee or may appoint another voting member of the Executive Board to serve in that capacity.

Section 5. Standing and Special Committee Reports and Records


  1. Committee Chairs shall submit reports of committee activities to the Chapter President prior to each regularly scheduled Board meeting by dates established by the Chapter President.
  2. Standing Committees shall turn over all records and recommendations to their successors at the end of their terms, and forward all material not of immediate import to the Archivist or Archivist's designee.
  3. Special Committees shall turn over all records and reports to the President upon completion of their terms, not forward all material not of immediate import to the Archivist or the Archivist's designee.

ARTICLE XIV. PARLIAMENTARY AUTHORITY

Section 1. Rules

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Chapter may adopt.

Section 2. Parliamentarian

A Parliamentarian, appointed by the President-Elect, shall serve a term concurrent with that officer's presidential term. This person may be re-appointed to serve additional terms. The parliamentarian shall serve as an ex-officio, nonvoting member of a Bylaws Committee, should one be appointed.

ARTICLE XV. AMENDMENT OF BYLAWS

Section 1. Procedure

Any Member in good standing may propose an amendment to the bylaws by submitting it to the Executive Board in writing at least sixty (60) days prior to a regularly scheduled Executive Board meeting. If approved by a majority vote of the Executive Board, it shall be submitted to the full membership for consideration.

Section 2. Notification

These bylaws may be amended at any regular business meeting of the Chapter by two-thirds (2/3) of the eligible voting members attending, provided that the amendment has been submitted to the membership in writing at least thirty (30) days prior to the meeting at which the vote will be taken.

Section 3. Effective Date

Amendments to the bylaws shall become effective on January 1 of the year following their adoption.

ARTICLE XVI. REVISION OF BYLAWS

Section 1. Procedure

If the number of potential amendments that come to the attention of the Executive Board is such that a general revision of the bylaws seems advisable, the President shall appoint a Special Committee for that purpose.

Section 2. Notification and Adoption

This revision may be conditionally adopted, pending ratification by the general membership, by two-thirds (2/3) of the eligible voting members in attendance at the Annual Business Meeting, provided that the revision has been submitted to the membership in writing at least thirty (30) days prior to the meeting at which the vote will be taken.

Section 3. Ratification

Ratification of a pending revision shall be accomplished by submission to the general membership, in writing, of the revision adopted conditionally by those present at the Annual Business Meeting. The time of the beginning and closing of the ballot and the reporting of the results shall be fixed by the Executive Board. An affirmative vote of two-thirds (2/3) of those responding by the date announced shall be required for ratification.

Section 4. Effective Date

A general revision shall become effective on January 1 of the year following ratification as in Section 3 above.

Section 5. Implementation

After conditional adoption and ratification of a revision of these bylaws, the Immediate Past Presidents, Presidents, Presidents-Elect, and Nominations and Elections Committees shall have three (3) years from the effective date to meet the requirements for all terms of office and committee appointments.

ARTICLE XVII. TAX STATUS

The Chapter shall not carry on any activities not permitted by an association that is exempt from federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1954, as amended.

ARTICLE XVIII. DISSOLUTION OF THE CHAPTER AND DISTRIBUTION OF ASSETS

In the event the Chapter is dissolved, the Executive Board shall


  1. Pay or make provision for the payment of all liabilities of the Chapter;
  2. Dispose of those assets of the Chapter which have been designated exclusively for the Purpose of the Chapter (see ARTICLE II) by distributing them to other organizations, with similar purpose, that qualify as exempt from federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1954, as amended.

ABBREVIATED CHAPTER AND BYLAWS HISTORY

The first official meeting of this group was held on January 27, 1950, in Chicago, Illinois.

The earliest document of record, "Organizational Guide for the Midwest Regional Group of the Medical Library Association, Inc.", was submitted by L. Marguerite Prime, Wilma Toxel, and Otilda Goode, Chair. It was accepted in September 1957.

Another document, also titled "Organizational Guide for the Midwest Regional Group of the Medical Library Association, Inc.", submitted by Helen B. Schmidt, Clara Meckel, and Otilda Goode, Chair, was accepted in May 1965.

The guide was amended April 1969, April 1971, and October 1972.

This document was revised by Ann Kerker and Theodora Andrews for submission to the Executive Board at its Fall 1973 meeting. Action was postponed until the April 1974 meeting when it was accepted with two minor revisions. The document was renamed MRG/MLA Bylaws at this time.

These bylaws were amended in October 1975.

A revision necessitated by the new "MLA Group Structure" was begun in 1977 and continued in 1978 by a committee chaired by Ann Hammer, with the resulting name change to Midwest Chapter/Medical Library Association, Inc.

This new document was adopted in November 1980, and approved by mail ballot in December 1980.

A review of the Midwest Chapter/MLA bylaws took place during 1987-88, by a committee chaired by Pamela Elwell. Further action was postponed until the Chapter's Strategic Plan was farther along, and the pending "Model Bylaws for Use by Chapters and Sections of the Medical Library Association, Inc." had been received.

A minor amendment took place in March 1988 when the "primary chapter" concept was dropped at the request of the Medical Library Association.

In 1990, a complete revision process was begun by a committee composed of Harriette M. Cluxton, Gerald Dujsik, Sheryl Stevens, and Ruth Pestalozzi Pape, Chair. Changes and delays due to MLA's "Model Bylaws for Use by Chapters and Sections" and its subsequent revision, not released until 1992, lengthened the process.

In 1997, a committee chaired by Logan Ludwig and including Bet Ison and Ann Alexander reviewed the bylaws and made recommendations regarding: Abbreviation change from MC/MLA to Midwest Chapter, Establishment of Awards Committee as a Standing Committee, changing of the Officer's Guide to Board Responsibility and Procedure Matrix, Immediate Past President "selection" and appointment by Board of Nominations & Elections Committee, duties of elected officers, elimination of Chapter Compliance section, Committee and Committee Chair eligibility, and timing of reports of Chairs and Annual Meeting Coordinators.

- Information researched and provided by Harriette M. Cluxton, Archivist, July 1992.


Last updated: December 29, 2005
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