Hospital & Clinical Section,
a Section of the South Central Chapter,
a Chapter of the Medical Library Association, Inc.

BYLAWS

ARTICLE I. NAME AND BOUNDARIES

Section 1. The name of this section shall be the Hospital and Clinical Section (hereinafter designated HCS), a section of the South Central Chapter, a chapter of the Medical Library Association, Inc. (hereinafter designated SCC/MLA).

Section 2. Boundaries. The boundaries of this chapter shall enclose Arkansas, Louisiana, New Mexico, Oklahoma, and Texas.

ARTICLE II. OBJECTIVES

The objectives of this chapter are:

1. To promote the goals of the South Central Chapter, a chapter of the Medical Library Association, Inc. (hereinafter designated SCC/MLA).
2. To promote the interest and act upon the concerns of hospital and clinical libraries and librarians.
3. To attempt to meet the educational and informational needs of hospital librarians.
4. To provide opportunity for hospital librarians to exchange ideas.
5. To promote hospital librarians as the primary health information providers to health practitioners at the Primary Access Library (PAL) level.
6. To encourage the development of hospital libraries by helping member institutions meet the standards of the Joint Commission on Accreditation of Healthcare Organizations, Medical Library Association, and other recognized standards and competencies.
7. To seek to improve hospital library service through cooperative efforts.
8. To communicate to all levels of the National Biomedical Communications Network the needs of hospital libraries.

ARTICLE III. MEMBERSHIP

Section 1. Membership

1. Any member of SCC/MLA who is interested in furthering development of hospital libraries and librarianship shall be eligible for membership in the HCS. Persons acting on this interest and paying current dues to the Treasurer shall enjoy all rights and privileges of membership.
2. Membership in HCS is based on the calendar year.
3. SCC/MLA members who are elected Fellows of the Medical Library Association may join HCS. Chapter Fellows shall be exempt from HCS dues.

Section 2. Rights and Privileges

1. A member may vote on any matter affecting the HCS including the election of officers, except as excluded by these Bylaws.
2. To hold elective office in HCS, a person must be both a member of SCC/MLA and a member of HCS.

Section 3. Dues

1. Dues shall be proposed by the Executive Committee, approved by the membership at the annual business meeting, and paid to the Treasurer.
2. Dues are to be paid prior to February 28th. Members who have not paid dues by that date will be suspended from participation in section affairs. Members may be reinstated to full participation by payment of current dues.
3. Dues for HCS may not exceed those of SCC/MLA.

ARTICLE IV. OFFICERS

Section 1. The elected officers of the HCS shall consist of a President, a President-Elect, a Past President, a Secretary, and a Treasurer, nominated and elected as stipulated in these Bylaws.

1. Elections shall be held annually with officers elected for a term of office, which begins at the close of the annual meeting following their election.
2. The Treasurer shall serve a three-year term of office, beginning at the close of the annual meeting following their election.
3. The Secretary shall serve a two-year term of office, beginning at the close of the annual meeting following their election. 
4. Elections shall be by electronic ballot.
5. Vacancies which occur prior to expiration of the term of office will be filled by Presidential appointment. A vacancy in the office of President shall be filled by the President-Elect who will complete the unexpired term and continue as President for the full succeeding term for which they were elected.

Section 2. The duties of elected officers are:

1. President. The President shall preside at all meetings of the HCS and the Executive Committee; and shall have the authority to appoint committees. The President shall serve as an ex-officio member of the SCC/MLA Executive Board. The President shall perform all other duties associated with the Office of President. Additional information regarding duties of the President are available in the Procedure Manual. 
2. President-Elect. The President-Elect shall serve as Program Chair for the annual meeting. The Present-Elect shall, in the absence of the President, act for that office. Additional information regarding duties of the President-Elect are available in the Procedure Manual. 
3. Secretary. The Secretary shall maintain all records of the HCS. This will include the minutes of the Executive Committee and general meetings of the HCS. The Secretary shall be responsible for notification of members of all regular and special meetings and announcements. The Secretary shall answer correspondence as directed and will turn over all records within one month of leaving office to the incoming Secretary. Additional information regarding duties of the Secretary are available in the Procedure Manual. 
4. Treasurer. The Treasurer shall collect dues, disburse funds, maintain the membership roll and all financial records of the HCS. The Treasurer shall communicate to the membership at the annual meeting the Treasurer's annual report. The Treasurer shall serve as a member of the SCC/MLA Finance Committee. All records must be turned over to the incoming Treasurer no later than one month following the end of the Treasurer's term of office. Additional information regarding duties of the Treasurer are available in the Procedure Manual. 
5. Past President. The Past President shall advise and assist the President as required, shall maintain the HCS procedure manual, and shall chair organize official nominations and elections. Additional information regarding duties of the Past President are available in the Procedure Manual. 

Section 3. Nominations and Elections.

1. The Past President shall present a slate of one or more nominees for each office for each office to the HCS board.
2. Nomination for an officer shall be as follows: The Past President shall survey the active membership for suggestions of nominees. The Past President shall prepare a slate of officers, all of whom must be voting members of SCC/MLA and HCS. Consent must be received from each nominee, and in no case shall a member be nominated or elected without the member's consent.
3. Election of officers shall be held annually by electronic ballot to the HCS membership. Ballots, accompanied by the biographical statements about each candidate, shall be emailed to the membership no later than eight weeks prior to the annual meeting. The deadline for returning ballots shall be at least three weeks after ballots are emailed. Results will be announced at the annual meeting.
4. Officers shall be elected upon receiving a majority of the votes cast. In cases where there are more than two candidates a plurality shall suffice. If a tie occurs, selection from among the tied candidates shall be by lot.

ARTICLE V. MEETINGS

Section 1. The HCS of SCC/MLA will meet annually with the SCC/MLA.

Section 2. A quorum shall consist of ten percent of the voting members. A simple majority of those present shall constitute a majority. A simple majority will constitute a quorum of all committees.

ARTICLE VI. EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall be composed of the President, President-Elect, Secretary, Treasurer, and immediate Past-President. All members of the Executive Committee shall have the right to vote. The Executive Committee shall meet at least one time each year.

Section 2. This committee shall act for the HCS between Annual Meetings. This committee shall individually or jointly represent the Section to the SCC/MLA.

ARTICLE VII. COMMITTEES

Section 1. Special Committees. The Section President, with the advice and consent of the Executive Board, may appoint such other special committees as are necessary.

Section 2. Committee Chairs. Chairs of committees shall be voting members of HCS.

Section 3. Committee Reports. The committee chairs shall submit an annual report of the activities of the committees prior to the compilation of the President’s Annual Section Report to the Chapter.

ARTICLE VIII. SECTION DISSOLUTION

In the event HCS is dissolved, the assets of HCS shall be distributed to the SCC/MLA. If that chapter shall no longer be in existence then distribution of assets shall be made to the Medical Library Association; or if that association shall no longer be in existence, to an organization of a similar nature, which is also exempt under Section 501(c)(3) of the Internal Revenue Code.

ARTICLE IX. PARLIAMENTARY AUTHORITY

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

Section 2. A parliamentarian may be appointed annually by the President.

ARTICLE X. BYLAWS

Section 1. These bylaws may be amended by a two-thirds vote, provided that the amendment has been submitted in writing to the membership at least fourteen (14) days prior to the vote being taken.

Section 2. These bylaws shall not be amended in any way that would bring them in conflict with the bylaws of the SCC/MLA.

Section 3. The Bylaws and any amendments thereto shall become effective immediately following their acceptance by distributed ballot.

Section 4. The HCS Board may correct grammatical errors with the bylaws without the participation of the general members. The HCS Board must report grammatical corrections at the next member meeting. 

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(Approved HLIS Annual Meeting, October, 1983 and subsequent mail ballot)

(AMENDED HLIS/SCC/MLA ANNUAL MEETING October 10, 1990; October 17, 1993; October 22, 1995; October 17, 2000; October 26, 2004; October 28, 2013)

(AMENDED VIA EMAIL BALLOT December 1, 2024)