Administrative Documents


Special Funding Requests for Chapters, Committees, Divisions, Sections, & Special Interest Groups

ANNUAL FUNDING APPLICATION FORM

IMMEDIATE FUNDING APPLICATION FORM

 

Purpose

To encourage and support ARLIS/NA Chapters, Committees, Divisions, Sections, and Special Interest Groups in the development and completion of special projects and products that further the goals of the Society, and for which extraordinary expenses will be incurred. Requests should forward the Society's strategic plan or relate to our core competencies. 

Types

  • Annual Funding Request: submitted in advance of the next fiscal year, to be spent within the next fiscal year. No funding limit. Reviewed at the mid-year meeting.
  • Immediate Funding Request: submitted during the fiscal year, to be spent within the fiscal year. Funding limit of $500. Reviewed within 30 days of submission.

Projects

These may involve, but are not limited to tangible products such as: 

  • Events other than regular Chapter meetings, such as workshops, symposia, or joint meetings.
  • Print or electronic publications, including data migration. (If a Chapter proposes a publication that is eventually destined for the Occasional Paper series, then the production costs would come from the ARLIS/NA publishing budget and not from this award.)
  • Outreach activities or materials.
  • Translation of Chapter or Society Publications or resources.
  • Other projects not covered above will be considered by the Board. Priority will be given to those projects that have a lasting benefit to the Society.
  • Outreach activities or materials.
  • Other projects not covered above will be considered by the Board. Priority will be given to those projects which have a lasting benefit to the Society. 

Project and Service Charter

If your project is new, fill out the project and service charter. If your project is part of the regular business of your group, the charter is not necessary.

Eligibility

Funding is available to all ARLIS/NA Chapters, Committees, Divisions, Sections, and Special Interest Groups for extraordinary expenses incurred for such projects as described above. Funding will be approved only in advance of the project, not after its completion. 

Award Amounts

There is a $500 limit on Immediate Funding Requests. There is no limit on Annual Funding Requests. The number and amount of awards will be determined by the Executive Board depending on the budget constraints for that year. 

Guidelines for Expenses

Covered Expenses

These may include, but are not limited to: honoraria for non-ARLIS/NA member speakers (maximum of $150 for a local speaker and $250 for a speaker from out of the area), equipment rental, research costs, survey costs, web designer, online publications.

Expenses Not Covered

The normal ongoing management expenses for activities, such as, but not limited to: Chapter operating expenses, Chapter business meetings, newsletters, directories, fundraising, salaries, ordinary travel expenses (such as to Chapter meetings), paper proceedings of conferences, awards.

The ARLIS/NA Executive Board expects events to have some form of partial- or whole-cost recovery, such as a fee for attendance at a workshop.

Application & Grants Timetable

Immediate Special Funding Request projects must be conducted on a timetable up to but not exceeding a twelve-month period ending December 31, 2018. Annual Special Funding Request projects must be conducted on a timetable up to, but not exceeding, a twelve-month period beginning January 1, 2018. While ongoing funding is not guaranteed, multi-year projects that progress satisfactorily during the first year will be viewed favorably for continued funding in subsequent years. Please use the Special Funding Application Form. 

IMMEDIATE FUNDING REQUEST APPLICATION DEADLINE: the last day of each month.

Three weeks later: Application review by Board and notification of decision
One month after project completion: Deadline for reporting to Treasurer

ANNUAL FUNDING REQUEST APPLICATION DEADLINE: July 15, 2017

September 2017: Application approval by Board and notification of decision
January 1, 2018: Beginning of grant period in the fiscal year for which funding is approved
One month after project completion: Deadline for reporting to Treasurer
December 31, 2018: End of grant period in fiscal year for which funding is approved

Disbursement of Funds

A check will be sent to the treasurer(s) of the approved projects at the time agreed upon with the ARLIS/NA Treasurer during the application process. Some projects may require proof of completion and receipts before payment can be made; others may be payable in advance. Any unused portion of the funding must be returned to ARLIS/NA Headquarters within 90 days of the conclusion of the event or project.  

Reporting Requirements

  1. A final report describing and evaluating the project's status and/or final product(s) must be submitted electronically to the ARLIS/NA Treasurer no later than one month after the project is completed. This report will be posted on ARLIS-L and the ARLIS/NA website. It should summarize the project, state how the funding contributed to its success, and emphasize ways in which the project could be useful to other groups or to the national organization.
  2. A financial statement (income and expenses), with receipts where appropriate, should be submitted to the ARLIS/NA Treasurer within one month after the project is completed.
  3. If you anticipate a change in leadership in your group, please make certain to notify your successor of this request and the documents that accompany it. All group contacts will be notified of the outcome of their proposal once the funding request has been approved. 

Please contact Matthew Gengler, ARLIS/NA Treasurer, if you have any questions.

Matthew Gengler
Ingalls Library
The Cleveland Museum of Art
11150 East Boulevard
Cleveland, OH 44106-1797
This email address is being protected from spambots. You need JavaScript enabled to view it.

Code of Conduct

ARLIS/NA Policy Manual Section No. N-4

The Art Libraries Society of North America hosts professional conferences, meetings, listserves, and websites to provide opportunities for participants to receive continuing education, build professional networks, and discover new products and services for professional use. ARLIS/NA is dedicated to the principles of equality, diversity, and the free expression of ideas with a fundamental respect for the rights, dignity and value of all persons.

ARLIS/NA seeks to provide a harassment-free environment for everyone, regardless of gender, sexual orientation, gender identity, gender expression, disability, physical appearance, ethnicity, nationality, religion or other group identity.

Special Funding Requests for Chapters

APPLICATION DEADLINE: July 15, 2016

FUNDING APPLICATION FORM

Purpose

To encourage and support ARLIS/NA Chapters in the development and completion of special projects and products that further the goals of the Society, and for which extraordinary expenses will be incurred. Requests should forward the Society's strategic plan or relate to our core competencies. 

Projects

These may involve, but are not limited to tangible products such as: 

  1. Events other than regular Chapter meetings, such as workshops, symposia, or joint meetings.
  2. Print or electronic publications, including data migration. (If a Chapter proposes a publication that is eventually destined for the Occasional Paper series, then the production costs would come from the ARLIS/NA publishing budget and not from this award.)
  3. Outreach activities or materials.
  4. Translation of Chapter or Society Publications or resources.
  5. Other projects not covered above will be considered by the Board. Priority will be given to those projects that have a lasting benefit to the Society.

Eligibility

Funding is available to all ARLIS/NA Chapters for extraordinary expenses incurred for such projects as described above. Funding will be approved only in advance of the project, not after its completion. 

Award Amounts

There is a $500 limit on requests. The number and amount of awards will be determined by the Executive Board depending on the budget constraints for that year. 

Expenses Covered (and Not Covered)

Covered Expenses:

These may include, but are not limited to: 

  • honoraria for non-ARLIS/NA member speakers: 
    • maximum of $150 for a local speaker
    • maximum of $250 for a speaker from out of the area
  • equipment rental
  • research costs
  • survey costs
  • web designer
  • online publications
Expenses Not Covered:

The normal ongoing management expenses for group activities, such as, but not limited to: 

  • Chapter operating expenses
  • Chapter business meetings
  • newsletters
  • directories
  • fundraising
  • salaries
  • ordinary travel expenses (such as to Chapter meetings)
  • paper proceedings of conferences

The ARLIS/NA Executive Board expects events to have some form of partial- or whole-cost recovery, such as a fee for attendance at a workshop.

Examples of Special Funding Requests:

  • In 2016, the ARLIS/NA Canada Chapter received $500 for the design of a publication template for the second edition of History of Art Libraries in Canada, which included additional institutions not contained in the first edition.
  • In 2016, the ARLIS/NA Upstate New York Chapter received a $450 speaker honoraria for a documented art faculty research panel at the 2016 joint chapter meeting with VRA.
  • In 2016, the ARLIS/NA Northwest Chapter received $450 to host simultaneous library school recruitment events in the chapter's three largest cities.
  • In 2015, the ARLIS/NA Twin Cities Chapter received $350 to host a mentorship reception and letterpress workshop to provide a creative learning opportunity via a hands-on, team-based exercise that resulted in promotional materials for the Chapter.
  • In 2014, the ARLIS/NA Montréal-Ottawa-Québec Chapter received $415 for the development outreach materials to increase membership levels.
  • In 2013, the ARLIS/NA Mid-Atlantic Chapter received $500 to purchase promotional materials for the 2014 Washington, DC conference.
  • In 2011-12, the ARLIS/NA Southern California Chapter requested $500 to purchase promotional materials for the 2013 Pasadena Conference.
  • In 2010-11, the ARLIS/NA Ontario Chapter requested $400 to defray costs of honoraria for a panel discussion. The request was approved.
  • In 2008-09 the ARLIS/NA Mid-Atlantic Chapter asked for $161.54 to print 250 brochures to serve as outreach to library school students. It was approved.
  • In 2008-09 the ARLIS/NA New York Chapter asked for $1,000 to print proceedings of a conference on art books held in October 2008. The Board awarded $500 for online proceedings--print proceedings are not funded.
  • In 2004-05 the ARLIS/NA Ontario and ARLIS/NA Upsate New York Chapters requested $500 for a joint meeting. It was approved.
  • In 2004-05 ARLIS/NA Mountain West and ARLIS/NA Central Plains Chapters requested $500 for a joint meeting. It was approved.

Application & Grants Timetable

Funded projects must be conducted on a timetable up to, but not exceeding, a twelve-month period beginning January 1, 2017. While ongoing funding is not guaranteed, multi-year projects that progress satisfactorily during the first year will be viewed favorably for continued funding in subsequent years. Please use the Special Funding Application Form

APPLICATION DEADLINE: July 15, 2016

September 2016: Application approval by Board and Chapter notified of decision
January 1, 2017: Beginning of grant period in the fiscal year for which funding is approved
One month after project completion: Deadline for reporting to Treasurer
December 31, 2017: End of grant period in fiscal year for which funding is approved

Disbursement of Funds

A check will be sent to the treasurer(s) of the approved projects at the time agreed upon with the ARLIS/NA Treasurer during the application process. Some projects may require proof of completion and receipts before payment can be made; others may be payable in advance. Any unused portion of the funding must be returned to ARLIS/NA Headquarters within 90 days of the conclusion of the event or project. 

Reporting Requirements

  1. A final report describing and evaluating the project's status and/or final product(s) must be submitted electronically to the ARLIS/NA Treasurer no later than one month after the project is completed. This report will be posted on ARLIS-L and the ARLIS/NA website. It should summarize the project, state how the funding contributed to its success, and emphasize ways in which the project could be useful to other groups or to the national organization.
  2. A financial statement (income and expenses), with receipts where appropriate, should be submitted to the ARLIS/NA Treasurer within one month after the project is completed.

Please contact Matthew Gengler, ARLIS/NA Treasurer, if you have any questions.

Matthew Gengler
Ingalls Library
The Cleveland Museum of Art
11150 East Boulevard
Cleveland, OH 44106-1797
This email address is being protected from spambots. You need JavaScript enabled to view it.

For information on requesting special funding for committees, divisions, sections, and special interest groups, please visit the Special Funding Requests for Committees, Divisions, Sections, & Special Interest Groups page.

Special Funding Requests for Committees, Divisions, Sections, & Special Interest Groups

APPLICATION DEADLINE: July 15, 2016

FUNDING APPLICATION FORM

If your group has operational budget needs, pays dues to another organization, or has special projects (brochures, databases, awards, etc.) it wants to pursue, please fill out the Funding Application Form so that these expenses can be considered by the Executive Board for inclusion in the 2017 ARLIS/NA budget.

Projects

These may involve, but are not limited to tangible products such as: 

  1. Electronic publications, including data migration. Print publications are not supported.
  2. Outreach activities or materials.
  3. Translation of Society publications or resources.
  4. Other projects not covered above will be considered by the Board. Priority will be given to those projects which have a lasting benefit to the Society.

Examples of Special Funding Requests:

  • In 2016, the Mentoring Subcommittee of the Professional Development Committee received $400 to reboot and improve the ARLIS/NA Career Mentoring Program through the purchase of the Motivators Assessment Tool and supplies for a career mentoring workshop.
  • In 2015, the International Relations Committee received $500 to transcribe and translate recordings and other study-tour-related materials from the 2015 ARLIS/NA study tour in Brazil, specifically the bilingual symposium, "Approaches to Brazilian Art Research: Crossing Boarders," held in Sao Paolo and now available on the ARLIS/NA Learning Portal.
  • In 2014, the Professional Development Committee requested $1,000 for a professional consultant to lead two webinars focused on library leadership skills. This request was approved for the 2015 budget and both webinars are now available on the ARLIS/NA Learning Portal.
  • In 2013, the Development Committee requested $700 to purchase pins for the Society Circle.  
  • In 2013, the Mentoring Committee requested $100 to join the International Mentoring Association.
  • In 2011-12, the International Relations Committee requested funding to host receptions for a group of visiting German Art librarians to various East Coast venues. The request was approved for $500.
  • In 2010-11, the Mentoring Subcommittee of the Professional Development Committee requested funding to shoot and edit video footage of a mentoring workshop. The request for $1,322 was approved.
  • In 2007-08 the Communications and Publications Committee requested $3,500 to implement an RSS feed for the website. This request was approved.
  • In 2007-08 the Artist Files Working group requested $608 to allow it to continue its work on the Artist Files Revealed project. $108 was approved for hosting fee for one year. $500 for print run of 500 bookmarks was not approved.
  • In 2007-2008 ArLiSNAP requested $250 for promotion of itself as a new group including buttons, posters and brochures for library school students. This request was approved.
  • In 2007-08 the Wittenborn Committee requested $350 in order to take the award winners out to dinner. This request was not approved.

Bear in mind that the Board expects home institutions to provide some resources (particularly phone, fax, postage, photocopying, etc.) to those who serve on professional association groups. Funding needed in addition to those resources provided by home institutions may be requested through this annual budget process. 

If you anticipate a change in leadership in your group, please make certain to notify your successor of this request and the documents that accompany it. All group contacts will be notified of the outcome of their proposal once the ARLIS/NA budget has been approved. 

Please contact Matthew Gengler, ARLIS/NA Treasurer, if you have any questions.

Matthew Gengler
Ingalls Library
The Cleveland Museum of Art
11150 East Boulevard
Cleveland, OH 44106-1797
This email address is being protected from spambots. You need JavaScript enabled to view it.

For information on requesting special funding for chapters, please visit the Special Funding Requests for Chapters page.

Report Guidelines

To be used by:
Committees, Divisions, Sections, Special Interest Groups, Special Appointments, Chapter Chairs, Management Staff, and Executive Board, for preparing annual, midyear, and progress reports. 
 

Format

Please use the Annual Report Template to ensure consistent formatting.

Annual Report Template [.docx]

 

Content

  • Leadership Update (incoming officers names etc.)
  • Brief Narrative re. activities, membership, plans, etc.
  • ARLIS/NA Strategic Directions
    • Include description of Action Items
    • Indicate status or activity (pending, completed, progress)
  • Issues for the Executive Board (concerns, suggestions for additions to Strategic Directions Action Scorecard, etc.)

 

Where to Send It

  • ARLIS/NA This email address is being protected from spambots. You need JavaScript enabled to view it. (cc'ing your Board Liaison)

 

Deadline

January 25, 2018

ARLIS/NA Archives: Guidelines & Procedures

By Maryly Snow, Fall 1995, revised by Nedda Ahmed, Winter 2005, revised by Rebecca Price, April 2009. 

The ARLIS/NA Archives are housed in the University Archives at the University of Illinois at Urbana-Champagne. The University Archives at UIUC has a particular interest in archives of professional societies and collects selectively in that area. They hold collections such as the Archives of the American Library Association and the Advertising Council. 

Until the winter of 2009, ARLIS/NA Archives were housed at the University of Syracuse, along with such society archives as those of the Industrial Designers Society of America, the Albert Schweitzer Fellowship, the Society of Christian Ethics, and numerous adult and continuing education societies. ARLIS/NA and Syracuse found each other through Antje Lemke, professor emeritus from Syracuse and friend of the former head of Special Collections, Amy Doherty. Antje was the recipient in 1987 of the ARLIS/NA Distinguished Service Award and an ARLIS/NA honorary life member. Syracuse University was no longer able to process our archives, maintain sufficient control, or provide sufficient access to our archives. We elected to relocate the archives to the UIUC Archives. 

The following main record groups of ARLIS/NA papers have been established. The finding aid is online.

  • Official Records
  • Office Files (including President, Vice President, Executive Director, Secretary, Treasurer, Chapters)
  • Historical Files (including Sections, Divisions and Round Tables, Committees, and Conferences)
  • Publications
  • Audio-Visual Materials
  • Personal Papers; and
  • External Relationships

The archival materials kept at UIUC shall include, but shall not be limited to, the following materials:

  • Photocopies of historical incorporation and organizational papers;
  • Constitution and by-laws - present and superseded texts - with dates;
  • Verbatim minutes of ARLIS/NA Meetings;
  • Officer, Executive Committee, Standing Committee, and Ad Hoc Committee reports;
  • President's correspondence and documents;
  • Executive Committee agendas, and edited and approved minutes;
  • Financial records - budgets, treasurer's reports, investment records, audits, tax exemptions;
  • Histories of Committees, commissions, and affiliates;
  • Special committees - all external correspondence, and weeded internal papers;
  • Procedural handbooks/manuals - with dates of emendations;
  • ARLIS/NA Annual and special Meeting programs, reports, financial statements, and workshop reports;
  • Scholarship, grant, or award recipients lists;
  • Publications: 1 copy of ARLIS/NA printed minutes, histories, directories, pamphlets, and other ARLIS/NA publications, as well as publications of related organizations;
  • Agreements, contracts, documents of commitment or intent with all persons, organizations, corporations external to ARLIS/NA;
  • Press releases;
  • Forms, sample questionnaires and survey results or summaries;
  • Audio-visuals: photographs, motion pictures, video and sound recordings; and Ephemeral materials: e.g., coffee mugs, T-shirts, key-rings, etc. on a selective basis.

 

What to send to the archives?

The executive director's and headquarters files and the presidents' files are to be complete. That is, copies are kept of everything that fits within the general weeding guidelines established by UIUC, including copies of items received from other people and groups. 

All other files are to include only items generated by that individual or group, or original incoming material. On a practical level, groups or individuals other than the executive director and president would keep for the archives only material that they themselves wrote, or items that were sent to them as the primary recipient. They would not keep copies of reports or correspondence generated by other individuals or groups unless they had received the original or the only copy sent to ARLIS/NA. 

The net effect of this arrangement is that there should be in the archives three copies of most major documents and reports (in the executive director's files, in the president's files, and in the generating individual or group's files), and one or two copies of other items (one copy if they were sent to or received from an outside agency or individual and two copies if they were sent to or received from another ARLIS/NA entity). 

Conference archives are dealt with separately in the Conference Planning Manual, but, briefly, conference co-chairs and committee members should include with their final reports any documents (such as forms, form letters, contracts) that could have permanent value to future conference planners. The original copy of the conference final report is deposited in the society archives. Correspondence that sheds light on the intellectual development of the program may also be retained for the archives. Routine, repetitive correspondence and other papers dealing with such matters as tours, transportation, exhibits, social events, and registration, should be offered to the following year's conference planners and then discarded. 

Chapters may collect materials that are of local interest but do not concern the actual workings of the chapters. Some examples might include catalogs or announcements from local galleries and museums, or information on local artists. When a chapter no longer wants to keep such materials they may make arrangements with a local institution to take over the collection. Copies of any documents relating to these arrangements should be sent to the ARLIS/NA executive director. If the chapter does not make local arrangements for housing of the collection, the current officers should consult with the ARLIS/NA executive director as to the proper disposition of the collection.

When to send to the archives?

Generally, any time, keeping in mind that ARLIS/NA presidents serve a three-year term on the executive board, and their papers are processed for the archives on a three-year cycle. When past presidents leave office they turn over the papers from their three-year term to the archives. 

ARLIS/NA headquarters will keep only the past three years worth of the executive director's papers, and then every three years thereafter will send the first three years worth to UIUC. At any given time, therefore, headquarters might have between three and six years worth of papers on hand. Other individuals and groups may decide for themselves how many years of past papers they want to keep and pass on to their successors. These will be sent directly to the archives. According to a survey done in the mid-1980s, most officers and groups felt that one to two years of back papers were all they needed. It is probably advisable, when convenient, to consult with your successor before making this decision. It is the responsibility of the outgoing officer, however, to weed and then list and send to the archives any papers not wanted by the incoming officer.

How to send materials to the archives?

According to standard archival practice, all papers should be kept and deposited with the archives in their original order, which is generally by subject and then chronological. The UIUC archives staff will be responsible for transferring materials to archival storage containers and relabeling them. 

Materials for archival deposit should be shipped to:
William J. Maher, University Archivist
University of Illinois at Urbana-Champaign
Room 19 Gregory
1408 W. Gregory
Urbana, IL 61801
T (217) 333-0798
F (217) 333-2868 

Tracking your shipment of archival materials is recommended. A separate cover letter indicating the general contents of the shipment and the date shipped should be sent to William Maher with a copy to ARLIS/NA headquarters and the ARLIS/NA secretary. Any questions regarding depositing or retrieving materials from the ARLIS/NA Archives should be directed to the ARLIS/NA President

Chapter Bylaws

Canada Region

Midwest Region

Northeast Region

South Region

  • Mid-Atlantic (New Jersey, Pennsylvania, Delaware, Maryland, Washington DC, and Virginia)
  • Southeast (North Carolina, South Carolina, Tennessee, Georgia, Florida, Alabama, Mississippi, Louisiana, Commonwealth of Puerto Rico, American Virgin Islands)
  • Texas-Mexico

West Region

 

Bylaws

 

ARTICLE I: OFFICES

The corporation shall maintain in the District of Columbia a registered office and a registered agent at such office and may have other offices within or without the state.

 

ARTICLE II: MEMBERSHIP

Section 1. Membership is open to any persons, library, or organization interested in the purposes of the Society and upon payment of dues as specified in Article II, Section 3.

Section 2. Membership in the Society shall consist of the following classes:

A. Individual membership class, including introductory membership (limited to one year), student membership (which is limited to students for a maximum of three years), unemployed membership, retired membership; 

B. Business affiliate class, (no geographical limitations);

C. Honorary life membership class, (no geographical limitations), which is an honorary Life Membership awarded to winners of the Distinguished Service Award, Charter Members of ARLIS/NA, and to other individuals at the discretion of the Executive Board with all the privileges appertaining thereto. 

Section 3. Membership dues shall be paid to the Headquarters of the Society according to a schedule which shall be determined by the Executive Board in consultation with the Membership Committee. The schedule shall be published at least annually in an official publication of the Society. Dues shall be reviewed at least every five years, or more frequently at the discretion of the Executive Board.

Section 4. The membership year is the calendar year (January 1 - December 31). If membership renewals are not paid by March 1 of each year, the membership shall be dropped, and all privileges of membership shall cease. If a new membership is paid after October 1, the dues shall apply to the following calendar year.

Section 5. Additional fees for special projects recommended by the Executive Board must be approved by the individual membership through electronic or mail ballot.

 

ARTICLE III: PRIVILEGES

Section 1. Individual members of the Society shall have the right to vote and hold elected office. Individual members are entitled to the member's registration rate at the annual conference. Individual members are eligible to join local chapters. All individual members have access to the Society's periodical publications. Individual members are entitled to free membership in Divisions, Sections, and Special Interest Groups (SIGs).

Section 2. Honorary life members shall have all the privileges of individual members.

 

ARTICLE IV: MEETINGS

Section 1. There shall be an annual conference of the Society at a time and place to be determined by the Executive Board. Registration fees for the annual conference shall be fixed by the Executive Board.

Section 2. A membership meeting of the Society shall be held annually. A quorum for the transaction of business shall be twenty-five (25) members entitled to vote.

Section 3. Special business meetings may be called by the Executive Board. Notice of a special meeting shall specify the business to be transacted and no business other than that stated in the notice shall be considered.

Section 4. Notice of meetings shall be given to all members entitled to vote at least thirty (30) days prior to the date of the meeting.

 

ARTICLE V: ELECTED OFFICERS

Section 1. The elected officers of the Society shall be: President, Vice President/President-Elect, Past President, Secretary, and Treasurer.

Section 2. The President shall be the chief executive officer of the Society and, subject to the Executive Board approval, shall have control over the affairs of the Society.

Section 3. The President-Elect shall be responsible for such matters as are delegated by the President and, in the event of the inability of the President to serve, shall act as chief executive officer.

Section 4. The Secretary shall be responsible for keeping the official minute book and Policy Manual of the Society and for distributing the minutes of the Executive Board meetings in a timely manner. The Secretary shall act as the teller for balloting for amendments to the Articles of Incorporation and Bylaws.

Section 5. The Treasurer shall be responsible for the financial accounts of the Society and fiscal reporting to the membership.

Section 6. The Past President provides general continuity and historical perspective for the Executive Board.

Section 7. All elected officers must submit written reports as frequently as required by the Executive Board.

 

ARTICLE VI: BOARD LIAISONS

Section 1. Four (4) Liaisons shall be elected by the membership to serve as voting members of the Executive Board.

Section 2. The Liaisons shall be elected from the membership at large and a minimum of one (1) Liaison shall be elected from the Canadian membership. The Liaisons are: Advancement Liaison, Education Liaison, Chapters Liaison, and Canadian Liaison.

Section 3. Each Liaison shall attend the Executive Board meetings and participate fully in the deliberations of the Board; be responsible for communicating issues of the Society to the members of the committees to which that Liaison is assigned; work with their assigned liaison committees to achieve Society goals; and submit written reports as required by the Executive Board.

 

ARTICLE VII: APPOINTED BOARD MEMBER

Section 1. An Editorial Director shall be appointed by the Vice President/President-Elect to serve as a non-voting member of the Executive Board.

Section 2. The Editorial Director serves as the Executive Board Liaison to the ARLIS/NA Editorial Board.

Section 3. The Editorial Director shall attend the Executive Board meetings and participate fully in the deliberations of the Board; be responsible for communicating issues of the Society to the members of the Editorial Board; work with the Editorial Board to achieve Society goals through all of the communication platforms of the Society; and submit written reports as required by the Executive Board.

 

ARTICLE VIII: TERMS OF OFFICE

Section 1. The President-Elect shall serve the first year after election as Vice President, the second year as President, and the third year as Past President.

Section 2. The term of office of the Secretary and Treasurer shall be two years.

Section 3. The term of office for the Liaisons shall be two years. In the event that the Canadian Liaison takes up residence outside the boundaries of Canada, the representative's term on the Executive Board shall immediately terminate.

Section 4. The term of office for the Editorial Director shall be two years. The appointment is renewable for two, two-year terms (not to exceed six years total) at the option of the Vice-President/President-Elect and the sitting Editorial Director.

Section 5. Elections for officers shall be staggered so that no more than five new members are elected to the Executive Board each year: President-Elect, Secretary or Treasurer, and at most three of the Liaisons.

Section 6. Terms of office expire after the close of the membership meeting of the annual conference.

 

ARTICLE IX: EXECUTIVE BOARD

Section 1. The Executive Board shall consist of the elected officers of the Society, the President, Vice President/President-Elect, Past President, Treasurer, Secretary, the four Liaisons, and the Editorial Director.

Section 2. The Executive Board shall oversee the activities of the Society, provide for management of the Society's business, and appoint members of the Society to committees as provided for in Article XII.

Section 3. A vacancy in the elected membership of the Executive Board shall be filled by Executive Board appointment, except that the Vice President/President-Elect shall fill the vacancy of the President. Members so appointed shall serve until the end of the term of the vacated office.

Section 4. The Executive Board shall report annually to the Society at the annual membership meeting and periodically through the Society's publication program.

Section 5. A majority shall constitute a quorum of the Executive Board.

Section 6. The members of the Executive Board are members of the Board of Directors and any reference to the Executive Board shall be a reference to the Board of Directors.

 

ARTICLE X: NOMINATIONS & ELECTIONS

Section 1. Composition of the Nominating Committee. The Vice President shall appoint the chair of the Nominating Committee by January 1. The chair shall select a committee comprised of at least three members but no more than five. No member may serve consecutive terms on the committee. Current Executive Board members are not eligible to serve.

Section 2. Officers to be elected. The Executive Board shall determine the positions to be filled by election each year. The Vice President/President-Elect shall notify the committee chair of the positions to be filled by January 1.

Section 3. Candidate identification and documentation. The chair of the Nominating Committee shall issue a general call for interest in candidacy for an Executive Board position in an official publication of the Society.

Nominations may also be made by any member eligible to vote; a second by another member eligible to vote is required. Qualifying nominations shall be filed with the Nominating Committee no more than 60 calendar days from the date of the general announcement.

The Nominating Committee may identify other potentially qualified candidates for each office to be filled. Each candidate shall provide supporting documentation consisting of an acceptance of nomination, a brief biography or résumé, a photograph, and a goals statement.

Section 4. Candidate evaluation. The Nominating Committee shall develop candidate evaluation criteria based on the position description for each office to be filled.

Section 5. Determination of candidates. The Nominating Committee shall submit a slate consisting of the best-qualified individuals for each position to the Executive Board for approval by the Executive Board's midyear meeting.

If the list, or portion thereof, is not approved by the Executive Board, the Nominating Committee shall present a revised list for review by a date determined by the Executive Board.

Section 6. Elections. If a slate of nominees is approved by the Executive Board, the list shall be announced in an official publication of the Society, with a deadline specified for review by the membership. Any comments from the membership regarding the slate of nominees shall be submitted to the chair of the Nominations Committee.

Section 7. Determination of winners. If a slate of nominees is submitted and no comment is received from the membership by the specified deadline, the slate is considered elected by acclamation. If any comment is received from the membership, the Executive Board will determine the action to be taken.

Section 8. Notification of winners. The chair of the Nominating Committee shall inform candidates of the results in writing and announce the successful candidates in an official publication of the Society.

 

ARTICLE XI: ADMINISTRATION

Section 1. The Executive Board may contract for administrative services. If a management firm is employed, one person from the management firm shall be designated the permanent liaison. The administrative services include responsibility for maintenance of the headquarters, for the routine administration of the Society, and for performance of other duties as provided for by contract.

Section 2. The provider of these services shall serve at the pleasure of the Executive Board, may attend meetings of the Executive Board by invitation, but shall not be entitled to vote, and shall make full reports to the Executive Board on all Society matters at regular intervals.
 

ARTICLE XII: COMMITTEES

Section 1. A list of the Standing Committees of the Society will be maintained in the ARLIS/NA Policy Manual.

Section 2. Advisory or temporary (ad hoc) committees may be established by resolution of the Executive Board to perform charges as defined in letters of appointment.

Section 3. The Vice President/President-Elect shall appoint the chairman and members of each Standing Committee, for the year in which they are President, subject to approval by the Executive Board.

Section 4. All members of all committees are appointed for terms specified in the ARLIS/NA Policy Manual.

Section 5. All members in good standing may serve on committees of the Society.

Section 6. The President of the Society is a non-voting ex-officio member of all committees of the Society.

Section 7. Each committee will report annually in writing to the membership on the activities of the committee, or more often as required.

Section 8. No committee shall incur expenses on behalf of the Society, except as authorized by the Executive Board.

Section 9. The Executive Board shall authorize the dissolution of a committee when in the opinion of the Board its usefulness has ceased. This decision and reasons for the dissolution shall be reported to the membership.
 

ARTICLE XIII: DIVISIONS, SECTIONS, & SPECIAL INTEREST GROUPS

Section 1. Divisions.

A. Divisions of the Society represent the principal administrative units, libraries and collections, within which the work of art librarians and visual resource curators is performed. They will conduct activities for the general improvement of resources and services within these groupings and will be considered by the Executive Board upon written petition of thirty (30) members of the Society in good standing who desire to participate in the activities of the proposed Division.

B. A Division shall be so established if, in the judgment of the Executive Board, it reflects an administrative unit with substantial representation among the members of the Society; it does not conflict or overlap with the purposes of any other existing Division, Section, or Special Interest Group; and it is consonant with the purposes of the Society.

C. Any member of the Society in good standing is eligible to become a member of any Division.

D. The members of each Division shall, at a formal annual business meeting scheduled at the annual conference, elect a Moderator, either by ballot or consensus, to serve until the close of the next annual conference. The results of the election shall be conveyed to the membership of the Society.

E. The Moderator shall be responsible for coordinating the activities of the Division, and for reporting to the Society and the Executive Board as required throughout the year, including submission of a written annual report.

F. No Division shall incur expenses on behalf of the Society, except as authorized by the Executive Board, nor shall any Division bind the Society by any declaration of policy.

G. Divisions may request special projects funding which will be granted at the discretion of the Board. All funds received by a Division shall be used exclusively for purposes incident to the fulfillment of the objectives of the Society.

H. A Division may establish task forces, or other subgroups in conformance with Article XIII, Section 1B.

I. The Executive Board shall authorize the dissolution of a Division when in the opinion of the Board its usefulness has ceased. This decision and reasons for the dissolution shall be reported to the membership. Assets of the Division, if any, shall revert to the Society.

Section 2. Sections.

A. Sections of the Society, which represent professional subgroups, technologies, specific subjects within art, or other interests, and which conduct activities for the general improvement of resources, services, and awareness within these groupings, shall be considered by the Executive Board upon written petition of thirty (30) members of the Society in good standing who desire to participate in the activities of the proposed Section.

B. A Section shall be so established if, in the judgment of the Executive Board, it reflects an interest actively represented among the members of the Society; it does not conflict or overlap with the purposes of any other existing Section, Division or Special Interest Group; and it is consonant with the purposes of the Society.

C. Any member of the Society in good standing is eligible to become a member of any Section.

D. The members of each Section shall, at a formal annual business meeting scheduled at the annual conference, elect a Moderator, either by ballot or by consensus, to serve until the close of the next annual conference. The results of the election shall be conveyed to the membership of the Society.

E. The Moderator shall be responsible for coordinating the activities of the Section, and for reporting to the Society and the Executive Board as required throughout the year, including submission of a written annual report.

F. No Section shall incur expenses on behalf of the Society, except as authorized by the Executive Board, nor shall any Section bind the Society by any declaration of policy.

G. Sections may request special projects funding, which will be granted at the discretion of the Board. All funds received by a Section shall be used exclusively for purposes incident to the fulfillment of the objectives of the Society.

H. A Section may establish task forces or other subgroups in conformance with Article XIII, Section 2B.

I. The Executive Board shall authorize the dissolution of a Section when in the opinion of the Board its usefulness has ceased. Alternatively, the Board may convert the Section to a Special Interest Group if its membership falls below thirty (30) members for three (3) consecutive years. To preempt the Executive Board's need to act on dissolution or change, fifteen (15) individual members of the Section may petition to become a Special Interest Group of the Society in accordance with Article XIII, Section 3. The decision and reasons for the dissolution or change shall be reported to the membership. Assets of the Section, if any, shall revert to the Society.

Section 3. Special Interest Groups.

A. Special Interest Groups of the Society may represent any professional, technological, subject area, or other interests of the membership. Special Interest Groups will serve as a focus for discussion and informal exchange of information within these groupings.

B. A Special Interest Group shall be so established if it reflects an interest actively represented among the members of the Society; it does not conflict or overlap with the purposes of any other existing Special Interest Group, Section, or Division; and it is consonant with the purposes of the Society.

C. Any member of the Society in good standing is eligible to become a member of any Special Interest Group.

D. The members of each Special Interest Group shall select a Coordinator during the annual conference, and report their selection to the Executive Board liaison, the Vice President/President-Elect.

E. No Special Interest Group shall incur expenses on behalf of the Society, except as authorized by the Executive Board, nor shall any Special Interest Group bind the Society by any declaration of policy.

F. A Special Interest Group may make requests for special projects funding, which will be granted at the discretion of the Executive Board. All funds received by a Special Interest Group shall be used exclusively for purposes incident to the fulfillment of the objectives of the Society.

G. The Executive Board shall authorize the dissolution of a Special Interest Group, when in the opinion of the Board, its usefulness has ceased. Conversely, if a Special Interest Group has demonstrated over a period of time that it can sustain regular activities and a membership of at least thirty (30) members for three (3) consecutive years, it may petition to become a Section of the Society in accordance with Article XIII, Section 2.

 

ARTICLE XIV: CHAPTERS

Section 1. The Society shall recognize and support as chapters such bodies as make written application to the Executive Board and are determined by the Board to be in consonance with the purposes of the Society and to meet the requirement for eligibility as specified below.

Section 2. Ten (10) or more members of the Society who reside or work in a geographic area defined in their petition may apply to the Executive Board for chapter approval. The petition must include a statement of rules or bylaws in consonance with the Articles of Corporation and Bylaws of the Society.

Section 3. The officers of a chapter shall comprise not fewer than two: a chairman and a secretary.

Section 4. A written report of chapter activities and a list of chapter officers shall be filed annually with the Executive Board. In addition, a written report of chapter activities shall be filed with the Executive Director of the Society and the Chapters Liaison not later than 10 days following a chapter's regular meeting.

Section 5. Membership in a chapter is conditional upon membership in the Society. The Chapters Liaison shall be a non-voting ex-officio member of all chapters. The Canadian Liaison shall also serve as chair of the ARLIS/Canada national chapter. ARLIS/Canada is autonomous of the other Canadian local chapters and has no authority over them.

Section 6. No chapter shall incur expenses on behalf of the Society, except as authorized by the Executive Board, nor shall any chapter bind the Society by any declaration of policy.

Section 7. A chapter may request special projects funding from the Executive Board. All funds received by a chapter shall be used exclusively for purposes incident to the fulfillment of the objectives of the Society.

Section 8. The Executive Board shall authorize the dissolution of a chapter when in the opinion of the Board its usefulness has ceased. This decision and reasons for the dissolution shall be reported to the membership. Such dissolution shall be in accordance with the chapter's bylaws.
 

ARTICLE XV: AFFILIATION

Section 1. Affiliation or disaffiliation with other organizations shall be authorized by the Executive Board, as provided for below.

Section 2. Formal affiliation or merger with another organization must be approved by a two-thirds majority of those members in good standing voting by a ballot conducted in accordance with Article XX, Sections 2 and 3.

Section 3. The Society may hold institutional membership in another organization.

Section 4. The President may appoint a member or members of the Society to represent the Society or to serve as liaison to another organization.

Section 5. Formal affiliation may confer the rights and privileges deemed appropriate by the Executive Board.
 

ARTICLE XVI: PUBLICATIONS

Section 1. The Society is empowered to bring to effect any report, study, bibliography, or other publication as shall further the purposes of the Society.

Section 2. The Society shall regularly issue periodical publications, which shall be circulated without charge to members of the Society.

 

ARTICLE XVII: PARLIAMENTARY PROCEDURE

Roberts Rules of Order (Revised), in the latest edition, shall govern the Society in all cases to which it can be applied and in which it is not inconsistent with the Articles of Incorporation, the Bylaws, or special rules of order of the Society.

 

ARTICLE XVIII: SEAL

The corporate seal shall have inscribed thereon the name of the corporation and the words 'Corporate Seal, District of Columbia.'

 

ARTICLE XIX

Whenever any notice is required to be given under the provisions of the applicable laws of the District of Columbia or under the provisions of the Articles of Incorporation or the Bylaws of the corporation, a waiver whether before or after the time stated therein shall be deemed equivalent to the giving of such notice.

 

ARTICLE XX: AMENDMENTS TO THE BYLAWS

Section 1. Amendments to these Bylaws may be proposed to the Executive Board in writing by members in good standing only. The Executive Board shall determine by majority vote whether proposed amendments shall be submitted to the membership, provided that a determination by the Executive Board not to submit a proposed amendment to the membership shall be overridden by petition signed by twenty-five (25) members of the Society eligible to vote.

Section 2. The text of the proposed amendment shall be distributed to all members entitled to vote (see Article III). A brief summation of the issues involved and a ballot shall be included.

Section 3. The ballot shall specify a voting deadline, and the deadline shall not be less than twenty-eight (28) days from the distribution date of the proposed amendment and ballot. The ballot shall also specify the address of the Secretary, who serves as teller.


Section 4. Approval by two-thirds of those voting shall be necessary to amend these Bylaws. The results of Bylaws amendments ballots shall become official within twenty-one (21) days of the deadline. The results shall be promulgated by the Secretary including announcement at the annual membership meeting.

Section 5. The Articles of Incorporation and Bylaws shall be reviewed at least every five years, or more frequently at the discretion of the Executive Board.
 

ARTICLE XXI: EFFECTIVE DATE

These Bylaws shall become effective immediately upon approval by the membership.

Approved:
as approved February 15, 1983

Amended:
as amended February 21, 1984
as amended February 16, 1987
as amended March 27, 1989
as amended February 12, 1990
as amended February 1, 1993
as amended April 29, 1996
as amended March 9, 1998
as amended April 7, 1998
as amended March 29, 1999
as amended June 15, 2000
as amended Feb. 20, 2001
as amended June 30, 2002
as amended July 20, 2004
as amended December 12, 2007
as amended December 15, 2014
as amended May 4, 2015

Download Bylaws

Articles of Incorporation

as approved February 15, 1983 

TO: The Recorder of Deeds, D.C. Washington, D.C. We, the undersigned natural persons of the age of twenty-one years or more, acting as incorporators of a corporation, adopt the following Articles of Incorporation for such corporation pursuant to the District of Columbia Nonprofit Corporation Act: 

FIRST: The name of the corporation is Art Libraries Society of North America. 

SECOND: The period of duration is perpetual. 

THIRD: The Corporation is organized and will be operated exclusively for charitable and educational purposes within the meaning of section 501(c) (3) of the Internal Revenue Code of 1954, as amended, in order to advance the cause of art librarianship and to promote the development, good management, and enlightened use of all art libraries and visual resources collections. In furtherance of such purposes, the corporation is authorized: 
(a) To promote the continuing professional education of its members and the general knowledge of the public by sponsoring conferences, seminars, lectures, workshops, and other exchanges of information and materials concerning all aspects of art librarianship and visual resources curatorship; 

(b) To stimulate greater use of art libraries and visual resources collections by sponsoring, supporting or publishing resources directories, bibliographies, inventories, periodical journals, occasional papers, reports and related materials concerning the organization and retrieval of art information; 

(c) To foster excellence in art librarianship and the visual arts by establishing standards for art libraries and visual resources collections, by promoting improvements in the academic education of art librarians and visual resources curators, by sponsoring awards for outstanding achievement, and by other means to that end; 

(d) To engage specifically in activities designed to influence legislation directly or indirectly relating to the furtherance of the corporation's purposes, provided, however, that the scope of such activities shall not be so substantial as to invalidate the corporation's continued qualification as an exempt organization under section 501(c) (3) of the Internal Revenue Code of 1954, as amended (or the corresponding provision of any future United States internal-revenue law); and 

(e) To engage in any activities conducive to furthering the corporation's purposes, provided that such activities may lawfully be carried on by an organization exempt from federal income tax under section 501(c) (3) of the Internal Revenue Code of 1954, as amended (or the corresponding provision of any future United States internal-revenue law).

FOURTH: The corporation is to have members. 

FIFTH: The corporation may have one or more classes of members. The designation of such class or classes, the manner of election or appointment, and the qualification and rights, including the right to vote, of the members of each class shall be set forth in the Bylaws. 

SIXTH: Directors shall be elected or appointed as provided for in the Bylaws. 

SEVENTH: 
(a) The internal affairs of the corporation shall be regulated as provided for in the Bylaws. 

(b) No part of the property, assets or net income of the corporation shall inure to the benefit of or be distributable to its members, directors, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article THIRD hereof. 

(c) Except to the extent permitted by the terms of Paragraph (d) of Article THIRD hereof, no substantial part of the activities of the corporation shall be devoted to propaganda or other attempts to influence legislation, and the corporation shall not participate or intervene (including the publishing or distribution of statements) in any political campaign on behalf of or in opposition to any candidate for public office. 

(d) Notwithstanding any other provision of these Articles of Incorporation, the corporation shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax under section 501(c) (3) of the Internal Revenue Code of 1954, as amended (or the corresponding provision of any future United States internal-revenue law) or by a corporation contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code of 1954, as amended (or the corresponding provision of any future United States internal-revenue law). 

(e) Upon the dissolution or final liquidation of the corporation, the Board of Directors shall, after paying or making provision for the payment of all the liabilities of the corporation, dispose of all of the assets of the corporation in such manner as the Board of Directors shall determine to be consistent with the purposes of the corporation by distributing the same exclusively to one or more charitable, scientific, literary or educational organizations that shall at the time qualify as exempt from federal income tax under section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States internal-revenue law).

EIGHTH: The address, including street and number, of its initial registered office is 1747 Pennsylvania Avenue, N.W., Washington, D.C. 20006, and the name of its initial registered agent as such address is John W. Hazard, Jr., a resident of the District of Columbia. 

NINTH: The number of directors constituting the initial board of directors is nine, and the names and addresses, including street and number, of the persons who are to serve as the initial directors until the first annual meeting or until their successors be elected and qualified are: (the present elected members of the Executive Board) 

TENTH: The name and addresss, including street and number, of each incorporator is John W. Hazard, Jr., 1747 Pennsylvania Avenue, N.W., Washington, D.C. 20006; Gerard P. Panaro, 1747 Pennsylvania Avenue, N.W., Washington, D.C. 20006; Frank M. Northam, 1747 Pennsylvania Avenue, N.W., Washington, D.C. 20006.