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Constitution

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* Revised June 1993
* Revised December 1995
* Revised Spring 1997
* Revised October 2001
* Revised October 2002
* Revised October 2004
* Revised October 2007

Article I - Name

Section 1: The name of this organization shall be the Nebraska Educational Media Association.

Article II - Purpose

The purpose of the Nebraska Educational Media Association is to provide visionary leadership, support for educational library media professionals, and to advocate for library media programs throughout the state of Nebraska.

Article III - Membership

Section 1: Current membership shall be limited to those whose dues are paid for the current year.

Section 2: Types of membership

• A. Active membership is open to all who are interested in enhancing student learning through libraries, literature, and technology.
• B. Student membership is open to students pursuing a career in communications, media, or related fields. Student members may not vote in the general election or hold an Executive Board position, but may vote at the annual business meeting and hold student liaison or committee positions.
• C. Business or institutional membership is open to those who develop and market media, are responsible for training media personnel, and/or provide media instruction. Each membership of this type may designate one person who will have all rights and privileges of active membership.
• D. Retired membership is open to any retired person who is interested in enhancing student learning through libraries, literature, and technology. Retired members will have all rights and privileges of active membership.
• E. Honorary or life-time membership may be established at the discretion of the Executive Board.

Section 3: Affiliated regional or special interest organizations whose interest and purpose is similar to that of the Association and whose constitutions and by-laws are consistent with the Constitution and By-Laws of the Association, on request of that organization and on approval of the Association’s membership, may become affiliates of the Association.

The purpose of the affiliation is to enable the Association and affiliated organizations to work together more effectively in the achievement of their common goals. Each affiliate will report annually to the Executive Board the names and addresses of its officers and members and the nature and extent of its program. The Board of Directors will be notified of any change in its organization and purpose.

Article IV - Affiliation

Section 1: The Nebraska Educational Media Association shall be affiliated with the American Association of School Librarians, a division of the American Library Association, and with other state, regional, and national organizations when such affiliation will be of mutual benefit. The purpose of the affiliation is to enable the state organization and other similar organizations to work together for the achievement of common goals.

Article V - Officers

Section 1: The officers of NEMA shall be a president, a president-elect, a secretary and a treasurer.

Section 2: All officers of NEMA shall be active members in good standing in the Nebraska Educational Media Association.

Section 3. Election and term of office:

A. The president shall hold office for a period of one year or until an elected successor takes office. Election shall occur annually.
B. The president-elect must have previously served on the NEMA Board as an officer, board member, liaison, or committee member. The president-elect shall hold office for one year, succeeding to the presidency the following year. Election shall occur annually.
C. Officer assumes duties at the beginning of each fiscal year.

Section 4: Any of the officers of NEMA may be removed from office when in the judgment of a quorum of the Board of Directors, the best interest of the Association will be served by such removal.

Article VI - Executive Board

Section 1: Executive Board members:

A. The Executive Board shall be composed of the president, president-elect, immediate past-president, secretary, treasure, four members of the Association elected by the membership-at-large, and the AASL liaison. The Executive Secretary shall be an ex offico, non-voting member of the Board. The media consultant of the State Department of Education may serve on the Board in an advisory capacity.
B. Presiding officer: The president of the Association shall serve as chairperson of the Executive Board.

Section 2: Function of the Board:
The Executive Board shall have active charge of the affairs of the Association and shall be an ad interim committee with power to represent and act for the membership in the intervals between the meetings of that body.

Section 3: Members-at-large:

A. All members-at-large shall be active members in good standing in NEMA.
B. Two of the four Board members-at-large shall be elected annually for two-year terms.
C. Members-at-large assume duties at the beginning of each fiscal year.
D. Any member-at-large may be removed from office when in the judgment of a quorum of the Board of Directors, the best interest of the Association will be served by such removal.

Section 4: Meetings:

A. The Executive Board shall convene at least four times annually in addition to the annual business meeting of the general membership at the fall NLA/NEMA Conference. The four NEMA Board Meetings will be set for the fiscal year at the summer retreat.
B. Additional Meetings may also be called by the president or by a majority vote of the Executive Board members, and shall be set annually at the summer retreat.
C. Executive Board meetings shall be open to the membership, but the Board shall be permitted to adjourn into closed session as deemed necessary.
D. A quorum shall be a simple majority of the Executive Board membership.

Article VII - Election of Officers and Board Members-at-Large

An election of officers and board members shall be held by mail ballot, unless there are no contested races. The candidate receiving a simple majority of votes for each office shall be elected. In case of a tie, the Executive Board, with the exception of the president, shall break the tie by vote. (Specific guidelines, as outlined in Bylaws Article IX, shall be followed.)

Article VIII - Meetings

Section 1: The Association shall convene annually, either individually or in cooperation with other organizations.

Section 2: The members of the Association present at any regular meeting or special meeting shall constitute a quorum.

Section 3: A majority vote by the members present at a meeting shall carry a motion.

Article IX - Amendments to Constitution

Section 1: Changes in the Constitution may be presented in writing to the secretary by a member(s) thirty days prior to the annual business meeting of the Association. The secretary will disseminate the proposal for discussion. The proposal will be discussed at the annual business meeting.

Two notices will be mailed to the membership. The first will be mailed within two months of the annual business meeting when the proposal was initially presented. The second will be sent within six months of the first notice. A ballot to approve or disapprove the proposed change(s) will be sent with the second notice.

Section 2: Amendments to the Constitution of the Association shall be adopted by a two-thirds majority of those voting by mail ballot.

NEMA Bylaws

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Article I- Membership/Dues

Section 1:

Membership shall be limited to those persons whose dues are currently paid.Membership begins at the date of payment and extends through September 30 of theperiod paid (one to three years). A grace period of sixty days is allowed for renewalof membership. Members shall receive notification of impending membershipexpiration.

Section 2:

Membership dues shall be recommended by the Executive Board and approved by amajority of those members present at the next annual meeting.

Article II- Credentials

Section 1:

Current members may be required at any meeting of NEMA upon occasion ofballoting to submit evidence of their membership.

Article III- Duties of the Officers

Section 1:

President

Duties, which begin July 1:

Preside at all meetings

Enforce the laws and regulations relating to the administration of theAssociation

Supervise the executive secretary

In the absence of the secretary, appoint an acting secretary

Be the administrative head of the Association

Acquaint the president-elect as completely as possible with the programs of theAssociation

Call meetings of the Executive Board

Develop agenda for Executive Board meetings

Call meetings of the Association with majority approval of the Executive Board

Appoint standing committees and designate their chairs

Appoint liaisons

Make reservations for Board retreat for following year

Appoint delegates to AASL Affiliate Assembly (traditionally AASL liaison andAASL member who is liaison in training)

Article for each issue of newsletter

NEMA/NLA Conference (for conference after becoming president):Develop agenda for annual meeting Grant presidential Awards to be presented Work with scholarship chairman to know that honorees are chosen before conference

1. Distinguished Media Service Award
2. Sound Off for Media Award Develop conference evaluation sheet in cooperation with NLApresident-elect Give welcome at large-group session Order appropriate plaques and awards for past-president, out-going board members, and presidential awards Work with NLA president-elect to develop appropriate post conferencere-cap

Order appropriate plaques and awards for past president, outgoing secretary,treasurer, board member-at-large and presidential award. Plaques shall beawarded to board members leaving one position to serve in another capacity on the board.

Sign NLA/NEMA Conference site contract for two years out in conjunction with NLA president-elect.

Attend National and State Library Legislative Days

Attend NLA Board meetings prior to NLA/NEMA Conference

When serving as a NEMA representative and unable to attend, find a substituterepresentative from the Board.

President expenses paid by NEMA:

ALA/AASL dues paid

Registration for state conference

Mileage to all board meetings, other than NEMA convention, and all meetingscalled by the Board President

Mileage,as set by the Board at the summer retreat,to all board meetings, otherthan NEMA conference,when serving as an official representative of NEMA

Lodging, with receipt, for members traveling more than 250 miles when servingas an official representative of NEMA

Provided a laptop for Association use as needed

Section 2:

President-elect

Duties, which begin July 1:

Be oriented toward liaison work with other pertinent organizations

Begin preparations for the next year’s conference as listed under NEMA/NLAConference in President’s duties

Appoint local arrangements chair for conference

Work with NLA president-elect in selecting keynote speaker and set conferencetheme

Help site coordinator select committee chairpersons and members

Arrange for sectionals on topics of interest for members. The number may varydepending on the conference site

In the event of a vacancy in the presidency, become president to fill theunexpired term

Assist president with fall conference activities as needed

Attend all NLA Board meetings after NLA/NEMA Conference

When serving as a NEMA representative and unable to attend, find a substituterepresentative from the Board.

Plan retreat with Executive Secretary

Be responsible for the organization and supervision of the conference of theAssociation

In the absence of the president, have all the powers and prerogatives of thepresident

President-elect expenses paid by NEMA:

Registration for state conference

Mileage as set by the Board at the summer retreat,to all Board meetings, otherthan NEMA conference, and all meetings called by the Board President

Lodging, with receipt, for members traveling more than 250 miles when servingas an official representative of NEMA

Section 3: Secretary

Duties, which begin July 1:

Serve two-year term; elected in even years

Notify the Executive Board of all Board meetings

Prepare board minute highlights for NEMA News; update Issues-in-Brief

Do other assignments as delegated

Record the minutes of all meetings of the Association and Board and distributeminutes to board members

ProofreadNEMA News

Secretary expenses paid by NEMA:

Registration for state conference

Mileage as set by the Board at the summer retreat,to all Board meetings, otherthan NEMA conference, and all meetings called by the Board President

Lodging, with receipt, for members traveling more than 250 miles when serving as an official representative of NEMA

Provided a laptop for Association use as needed

Section 4: Treasurer

Duties, which begin July 1:

Serve two-year term; elected in odd years

Receive all monies due the Association

Disbursement by check all bills approved by the Executive Board

Assist the Finance Committee and the officers of the Association in thepreparation of an annual budget

Preparation of reports on financial status for all regularly scheduled boardmeetings

Preparation of the Annual Financial Report

Filing of the Biennial Report to the Secretary of the State of Nebraska

Be responsible for the management of the finances of the Association andarrange for an annual audit of the financial records for the fiscal year, July 1June 30

Makes payments as provided for in the budget and outlines in the Bylaws: 17

Board MeetingsReimbursement of mileage as set by the Board during the summer retreatLodging for members traveling more than 250 miles when serving as anofficial representative of NEMAMeals, lodging and expenses for summer Board retreatNewsletter paymentsPayments relating to the production, printing and postage for newsletterpublications and other member benefits

Miscellaneous PaymentsReimbursement of costs for supplies (including postage and printing) whenreceipts are includedDisbursements designated appropriate by Board approvalDisbursements related to membership mailingsDisbursements related to Annual board ballotRegularly scheduled paymentsBiennial Report filing fee- January of odd yearsPayments of scholarship costs submitted by Scholarship chair after approvalby Board

Treasurer expenses paid by NEMA:

Registration for state conference

Mileage as set by the Board at the summer retreat,to all Board meetings, otherthan NEMA conference, and all meetings called by the Board President

Lodging, with receipt, for members traveling more than 250 miles when servingas an official representative of NEMA

Provided a laptop for Association use as needed

Section 5:Past-President

Duties, which begin July 1:

Serve as the chair of the Election Committee

Examine the credentials of all candidates for Association office

Serve in an advisory capacity to the Association

Past-presidents expenses paid by NEMA:

Registration for state conference

Mileage as set by the Board at the summer retreat,to all Board meetings, otherthan NEMA conference, and all meetings called by the Board President

Lodging, with receipt, for members traveling more than 250 miles when servingas an official representative of NEMA

Section 6: Board Members at Large

Duties, which begin July 1:

Be the policy making body of the Association

Fill vacancies in office until the next election

Approve the slate of candidates prepared by the Election Committee

Break ties in the election of officers18

Determine the fiscal year for the Association

Examine and approve the annual budget

Recommend dues which must be approved by a majority vote at the annualbusiness meeting

Prepare and submit proposals regarding the nature and scope of the annual andlong-range programs of the Association

Serve as the custodian of Association property

Attend the summer planning retreat

Attend conference

Approve budget category override

ProofNEMA News once a year on a rotating basis, as assigned by the president

Board Members at Large expenses paid by NEMA:

Registration for state conference

Mileage as set by the Board at the summer retreat,to all Board meetings, otherthan NEMA conference, and all meetings called by the Board President

Lodging, with receipt, for members traveling more than 250 miles when servingas an official representative of NEMA

Section 7: Executive Board

Duties, which begin July 1:

Be the policy making body of the Association

Fill vacancies in office until the next election

Approve the slate of candidates prepared by the Election Committee

Break ties in the election of officers

Examine and approve the annual budget

Be responsible for the management of the finances of the Association andarrange for an annual audit of the financial records

Recommend dues which must be approved by a majority vote at the annualbusiness meeting

Prepare and submit proposalsregarding the nature and scope of the annual andlong-range programs of the Association

Serve as the custodian of Association property

Attend all Board meetings

Attend the summer planning retreat

Attend conference

Approve budget category override

Promote and encourage membership and participation in NEMA

Board Member expenses paid by NEMA:

Registration for state conference

Mileage as set by the Board at the summer retreat,to all Board meetings, otherthan NEMA conference, and all meetings called by the Board President

Lodging, with receipt, for members traveling more than 250 miles when servingas an official representative of NEMA

Article IV- Standing Committees

Section 1:

A Finance Committee, composed of the treasurer and two other Board membersappointed by the president, shall prepare a budget for the fiscal year and shallsubmit it, to the Executive Board for approval. The Finance Committee can fromtime to time submit supplements to the budget for the current fiscal year.

Section 2:

A Membership Committee, whose chairperson and members shall be appointed bythe president, shall devise ways and means of promoting membership and ofobtaining new members in the Association.

Section 3:

A Publications Committee shall be for reviewing and providing direction for theNEMA News, the NEMA website, and any other publications authorized by theExecutive Board.

Section 4:

An Election Committee, consisting of the immediate past-president and two ormore Executive Board members appointed by the president, shall prepare a slate ofcandidates and submit it to the Executive Board. The Committee shall review thequalifications and obtain the consent of all nominees to stand for election and serveif elected. Elections shall be conducted in accordance with Article VII of theConstitution and Article IX of the Bylaws.

Section 5:

A Scholarship Committee, whose chairperson and two other members shall beappointed by the president, shall be responsible for publicizing, receivingapplications, and making recommendations of recipients of scholarship and awardsto the NEMA Board.

Section 6:

Special committees may be authorized and appointed by the president who shall bean ex-officio member of all committees except the Election Committee.

Section 7:

Mileage, as set by the Board at the summer retreat,and actual office expenses forstanding committee members shall be paid by NEMA.

Article V- Liaisons

Section 1:

For liaison positions not identified as the responsibility of an Association officer orhis/her designee, the Board may select liaisons to serve as the contact andcommunication link with a national, state, regional or local organization whoseinterest and purpose is similar and when such contact is deemed by the Board to beof benefit to the Association. Selection, term of appointment, remuneration andliaison responsibilities shall follow established guidelines for each position.

Section 2:

The AASL Liaison shall be an ex-officio voting member of the NEMA Board.All other liaisons shall be ex officio non-voting members of the NEMA Board.

Section 3:

Mileage, as set by the Board at the summer retreat, to all Board meetings, other thanNEMA conference, and all meetings called by the Board President

Article VI- Gifts

Section 1:

The organization through its Executive Board may accept gifts provided that in itsjudgment the acceptance of these gifts does not prejudice the character and purposeof the organization. Special grants for projects and research shall be encouraged.

Article VII- Legal Status

Section 1:

The Association, through the president and the Executive Committee, shallmaintain a legal status as a “non-profit” organization. Such status as the Associationis entitled to will be attained through counsel.

Article VIII- Official Publication

Section 1:

The Association shall have an official publication. The establishment of thepublication and the general policies governing its distribution shall be theresponsibility of the Executive Board.

Article IX- Election Procedures

The Election Committee, consisting of the immediate past-president and two ormore Executive Board members appointed by the president, shall prepare a slate ofcandidates and submit it to the Executive Board. Upon approval of the slate ofcandidates by the Executive Board, an official ballot, which lists nominees for eachposition and allows space for write-in candidates, shall be prepared by the executivesecretary.

A biographical sketch of each nominee shall be published in the spring issue of theNEMA News. The official ballot shall be provided by the executive secretary nolater than April 1 to each member in good standing. Ballots shall be returned to theexecutive secretary no later than May 1. If there are no contested races, theexecutive board will declare the nominated candidates elected without sending amail ballot.

Article X- Amendments to Bylaws

The Bylaws may be amended by a majorityvote of current membership attendingthe annual business meeting. Changes in the Bylaws may be presented in writing tothesecretary by a member(s) thirty days prior to the annual business meeting of theAssociation.The secretary shall prepare the proposed Bylaws for discussion at theannual business meeting, at which time they be acted upon.

Article XI- Dissolution

Section 1:

Should said organization (Nebraska Educational Media Association) dissolve forwhatever reason, all assets shall be distributed to like educational organizationsqualifying under 501 (c) (3) of the IRS code.

Revised October 1997