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2010 Steering Committee
Members: - email sc@polarisusersgroup.org -
Karen Knox
(2010)
Rex Helwig
(2011)
Maryam Phillips
(2011)
Dana Hines
(2011)
Jill Henricksen (2011)
Sean Hill (2011)
Deb Lewis (2010)
Becky Moren (2010) |
Polaris Users Group
Bylaws
Article 1: Name
Article 2: Purposes
2.1.A serve as a
forum to influence the development and improvement of Polaris Library
Systems (PLS) products for the benefit of Polaris Users Group members.
2.1.B offer input
to PLS on the development of the Polaris integrated library system, its
subsequent releases and related products.
2.1.C foster and
improve communication and relationships among members, and between members
and PLS.
2.1.D gather and
share information on the use of Polaris products among members.
2.1.E coordinate
and prioritize member requests for development, documentation and support
by PLS.
2.1.F
represent the community of Polaris users in dealings with PLS. The
organization is understood to speak for its members and not on behalf of
PLS.
2.1.G serve as a
resource about Polaris to the general library community.
Article 3: Membership
3.1.A a signed
contract with PLS to acquire the Polaris software or have current license
agreements with PLS or are currently under contract with PLS to run a
Polaris ILS or have an annual maintenance contract active with PLS.
3.1.B agreed in
writing to the Bylaws of the Polaris Users Group.
3.2
membership for an institution includes all consortium members,
branch libraries or units, and users covered under a signed contract.
3.3
each member institution may cast one vote on any issue presented to
the Polaris Users Group.
3.4
member institutions shall certify to the Chair one person to be the
official representative to the Polaris Users Group for the purposes of
voting on the institution's behalf in all issues presented to the Polaris
Users Group and for official communications. In the event the official
representative is unable to attend, a proxy may be designated.
3.5
member institutions may register as many current staff as they wish
to participate in the Polaris Users Group activities.
3.6
guest status: other interested parties will be invited to
participate in the Polaris Users Group meetings and/or sponsored projects,
as non-voting observers, at the discretion of the Steering Committee.
3.7
the membership year shall follow the fiscal year.
Article 4: Meetings
4.2
written notification stating the time, date and place of an
official membership meeting
4.3
the Steering Committee will set the fee for the Polaris Users Group
annual meeting.
4.4
informational or program meetings may be held by any state or
regional group of members, but no official business of the Polaris Users
Group can be conducted at such meetings.
4.5
a majority vote of the official voting representatives attending
Polaris Users Group meetings is necessary to pass motions.
Article 5: Officers
5.1.A Chair
5.1.B
Vice-Chair/Chair Elect
5.1.C Secretary
5.1.D Treasurer
5.1.E Enhancements
Process Coordinator
5.2
officers shall be employed by an institution belonging to the
Polaris Users Group.
5.3. Duties of the Officers
5.3.A
Chair
5.3.A.1 functions as the chief
executive officer of the Polaris Users Group.
5.3.A.2 presides at Users Group
meetings and at meetings of the Steering Committee.
5.3.A.3 appoints committees as
needed to carry out the purposes of the Users Group, subject to the
approval of a simple majority of the Steering Committee.
5.3.A.4
performs other duties as are necessarily incident to the office of Chair
and as may be prescribed by the Steering Committee.
5.3.B
Vice-Chair/Chair Elect
5.3.B.1 performs the duties of the Chair in the event of the Chair’s
temporary disability or absence from meetings.
5.3.B.2 completes assignments as delegated by the Chair.
5.3.B.3 serves as Chair of the
annual meeting Program Committee.
5.4 B.4 serves as Chair in the year following term as Vice Chairl
5.3.C Secretary
5.3.C.1. maintains records of proceedings and reports on activities at the
annual meeting.
5.3.C.2 maintains records of all memberships, present and past.
5.3.C.3 implements nomination and election procedures.
5.3.C.4 distributes communications to the membership throughout the
year as needed.
5.3.C.5 delivers to her/his successor or to the Chair all records,
proceedings, reports, and other property at the expiration of her/his term
of office.
5.3C.6 performs other
duties as are necessarily incident to the office of Secretary as may be
prescribed by the Steering Committee.
5.3.D Treasurer
5.3.D.1 collects registration fees
(if any), membership fees (if any) and other monies as required.
5.3.D.2 keeps accounts of all monies
received and expended and makes disbursements as authorized by the
Steering Committee.
5.3.D.3 delivers to her/his successor
or to the Chair all records, monies and other property at the expiration
of her/his term of office.
5.3.D.4 performs other duties as are
necessarily incident to the office of Treasurer as may be prescribed by
the Steering Committee.
5.3.E Enhancements Process
Coordinator
5.3.E.1 coordinates the Polaris software enhancement process and acts as
liaison to Polaris Library System to communicate enhancement related
information.
5.3.E.2 solicits membership for the subsystem champion committees.
5.3.E.3 facilitates subsystem champion committees and ensures enhancement
review maintains the published schedule
5.3.E 4 serves as the primary contact for subsystem champions and Polaris
Library System during the enhancement process
5.3.E.5 communicates to the membership regarding enhancement process
5.3.E.6 tallies ballots from member voting and communicates results to
members and Polaris Library System
Article 6: Steering Committee 6.2 the four members of the organization elected at large shall be representatives of member institutions or current staff designated by their institutions to participate in the Polaris Users Group activities
6.3
members of the Steering Committee shall be elected for a two year
term.
6.4
no institution shall have more than two representative or current
staff member designated to participate on the Steering Committee at any
one time.
6.5
the Steering Committee shall meet once a year. Additional
meetings may be scheduled as deemed necessary by a majority of the
Steering Committee. Meetings may utilize video/ audio conferencing
or other interactive technology. A quorum shall be a simple majority
of the members.
6.6
Responsibilities of the Steering Committee:
6.6.A plans,
organizes, and solicits agenda items, reports, and other activities for
the annual meeting.
6.6.B coordinates
prioritized member requests for development, documentation, and bug fixes.
6.6.C supervises
the affairs of the Polaris Users Group in the intervals between meetings,
and reports to the membership at the next membership meeting.
6.6.D supervises
the affairs of the Polaris Users Group at official meetings of the group.
6.6.E submits a
report at the annual meeting, detailing the Polaris Users Group's
financial activities for the preceding year.
6.6.F submits
an annual budget proposal for membership approval.
6.6.G issues all
official statements of the Polaris Users Group.
6.6.H approves
appointments to committees made by the Chair.
6.6.I
maintains and publishes a current description of the duties of the
officers of the Polaris Users Group which shall be examined for accuracy
and updated as needed.
6.7
Vacancies: in the event of vacancies on the Steering
Committee due to resignations, the following procedures will apply:
6.7.A if the Chair
resigns, the Vice-Chair shall immediately become Chair for the remainder
of the term of office.
6.7.B Vacancies
other than Chair shall be filled by appointment by the Steering Committee,
until the next annual meeting, at which time a special election will be
held to fill the remainder of the unexpired term.
Article 7: Nominations and
Elections
7.1.A a nomination
shall be made in writing to the Secretary at least thirty (30) days before
the Polaris Users Group annual meeting.
7.1.B the
nomination must be accompanied by the candidate's written statement of
consent to the nomination.
7.1.C the
nomination may include materials such as a biographical sketch outlining
the nominee's interest in or qualifications for service in the post.
7.2
the Secretary will submit the names of the nominees and any
information that accompanied the nomination to the membership prior to the
annual meeting.
7.3
write-in nominations announced at the annual meeting are permitted,
so long as candidates are present and consent.
7.4
elections shall take place and results shall be ratified at each
annual meeting. The election of members of the Steering Committee
shall be by ballot.
7.5
a majority vote of the official voting representatives attending
the Polaris Users Group Annual meeting is necessary for elections.
7.6
candidates-elect shall assume office at the beginning of the next
fiscal year following the annual meeting at which their election was
ratified.
Article 8: Committees
8.2
all committees shall be composed of official representatives of
member institutions or current staff designated by their institutions to
participate in the Polaris Users Group activities. Committee members
shall be appointed and removed by the Chair of the Steering Committee with
that body's approval.
8.3
members of each committee shall select the chair of their
committee.
8.4
no person shall concurrently serve as chair of two (2) or more
committees within the Polaris Users Group.
8.5
committees shall maintain records of their proceedings and shall
report on their activities at the annual meeting, and at other times as
they may be so directed by the Steering Committee.
8.6
in the event that a committee member becomes unable to serve, the
Chair of the Steering Committee shall within sixty (60) calendar days
appoint a successor to fill the balance of the unexpired term.
8.7
no member of any committee shall be personally liable for the
organization or its members for monetary damages or financial obligations.
Article 9: Amendments
to the Bylaws
9.2
notice of proposed amendments shall be published in an officially
designated place at least thirty (30) days before presentation of the
amendments to the membership for ratification.
9.3
the Bylaws may be amended by a two-thirds majority vote of the
voting membership, present or by proxy, in open session at any annual
meeting of the Polaris Users Group.
Article 10: Publications/Web
Sites
10.2
proper dissemination to the membership of proprietary Polaris Users Group
documents shall be the responsibility of the Steering Committee; and
10.3
the Steering Committee is responsible for the official Polaris Users Group
Website and in authorizing all statements that appear therein.
10.4
distribution of information to the membership may be accomplished by
alternate methods.
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