EXECUTIVE BOARD
COMPOSITION
The Executive Board shall consist of President, President-Elect, Past-President, Secretary, Treasurer, Councilor to the American Library Association, Mountain Plains Library Association Representative, three regional representatives, and the chair of each division; each of who has
one vote. The Communication Committee Chair, the Conference Chair(s), an Arizona Library Friend’s representative, a Museum Association of Arizona representative, the Arizona Department of Education Representative, Arizona Association of County Librarians Representative, and the Director of the Arizona State Library, Archives and Public Records shall serve as ex-officio nonvoting members.
MEETINGS
Regular meetings of the Executive Board shall be held at such times and places as the Board shall determine, but no less than four times a year.
POWERS AND DUTIES
Act for the Association in the administration of established policies and programs.
Serve as central management board of the Association, subject to review by the membership.
Make recommendations and/or take action with respect to matters of policy and/or operation.
Act on recommendations from the Executive Committee.
TERMS OF OFFICE
The terms of office of the elected and appointed officers of the Executive Board can be found in the Bylaws under their specific sections.
QUORUM
A quorum of the Executive Board shall be fifty percent (50%) of the voting members.
VOTING
E-voting is permitted when voting is essential to the organizations operations before the next scheduled meeting, yet the Board needs further information to take the vote.
1. A motion is made and seconded whereby the call for an e-vote is mentioned in the motion. Secretary records the motion in the minutes and forwards wording to President. Motions can be made and seconded electronically.
2. President sends out an e-mail calling for the vote with the question (printed motion) and the additional information, calling for any further discussion and then a deadline for when vote has to be returned.
3. Voting Members respond with comments and vote with a "Reply All" command. President reminds Voting Members to use the “Reply All” command in all discussion and vote messages.
4. Secretary prints off all e-mails pertaining to motion (the thread) and each vote.
5. Presidents sends a final e-mail announcing the vote with the tally (for example: 9 ayes, 3 nays, 1 abstention or no abstaining);
6. Secretary prints off this message and the entire thread and records it as a separate file between the two meeting notes.
7. President announces the results of the vote during his/her report at the next scheduled meeting.
Voting can occur during quarterly Executive Board meetings when a quorum is present, or through electronic communication in e-mail or other means.
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