In a number of the larger Chapters and in Chapters having a more concentrated membership in a particular discipline, groups have been established. These groups bring together common interests and carry out projects much as the Association Divisions do, but within the Chapter's geographic confines. Groups are constituent parts of the Chapters. They may or may not bear direct relationship to the Association's Divisions. In a few instances, Chapter groups have been formed having no prototype in an Association Division.
The formation of subject groups in local Chapters is a Chapter function and depends primarily on the size and interests of the proposed group. The local groups may be formed by authorization of the Chapter's executive committee when an appreciable number of members express active interest. If a Chapter prefers to operate as one unit rather than with subunits, it is improper for a Division to encourage the organization of a group within a Chapter.
Some groups meet at definite times in addition to Chapter meetings and are often responsible for one or more programs at the regular Chapter meeting. Occasionally, a portion of the regular program is allotted to the groups. Care should be taken that the group cooperates and does not compete with the Chapter. Groups should clear program dates with the Chapter program officer to avoid meeting date conflicts.
If the Chapter has sufficient funds, it is their responsibility to finance its groups. However, to assist in paying for group expenses (such as postage for meeting notices, etc.) it may be advisable to have some continued form of group membership assessment. Requests for special funds should be channeled through the Chapter to the Association.
Three categories of Chapter group relationships may be established within Chapters:
* Formal affiliation
* Unaffiliated
* Non-affiliated
* A _{+}formally affiliated{+}_ group is one composed only of SLA members and fully supported by the Chapter. Each formally affiliated group chair shall submit an annual report to the Chapter, including an annual financial statement.
* An _{+}unaffiliated{+}_ group is a group that works closely with the Chapter, but is supported by the Chapter only to the extent mutually agreed on by the two groups. SLA membership is not a requirement to participate as a part of the group. Unaffiliated groups should do the same depending on the established agreements and Chapter financial commitment.
* A _{+}non-affiliated{+}_ group has no direct relationship to the Chapter structure, but cooperation between the Chapter and the group is encouraged for mutual benefit of all parties.
If a group plans a project that the Chapter approves but cannot finance, the Chapter may ask for a loan from the Association through the Chapter Cabinet Chair. Group activity may also be supported by Association Divisions through grants to the Chapters if the activity will benefit the whole Division. However, the Division officers have neither the authority nor direct responsibility for group enterprises.
Chapter members considering formation of a group within a Chapter should give consideration to some of the potentially undesirable effects on the Chapter. For example, when the Chapter membership is largely concentrated in one group with only a scattering of group meetings attracting a larger number, the Chapter may thus give unequal service to its members. The size of the parent Chapter is an important factor in the formation and success of groups. A Chapter should take care to avoid creating a group that would segregate out some of the members. In the event of internal conflicts or disagreements within Chapters, the problem should be submitted for discussion and vote by the general membership of the Chapter. If this action does not resolve the problem, the problem should be brought to the Chapter Cabinet Chair for resolution.
*Creation of New and Provisional Chapters*
A new Chapter may be authorized by the Association's Board of Directors upon written petition of 25 or more voting members of the Association residing in the area to be served by the proposed Chapter.
A new Chapter may be authorized by the Association's Board of Directors upon written petition of fewer than 25, but at least 15, voting members of the Association residing in the area to be served by the proposed Chapter and receive Provisional status. Approval of a Provisional Chapter is limited to two years unless the Board approves a two-year extension. The Association Board may authorize provisional Chapters as full Chapters upon submission of a statement of the proposed Chapter's name and geographical boundaries together with confirmation from the Association office that the provisional Chapter has maintained a membership of 25 or more for a period of 12 months. The Association Board may dissolve a Provisional Chapter at any time.
Both new Chapters and new Provisional Chapters will receive an allotment equal to the minimum allotment for Chapters, prorated to the time remaining in the Association's fiscal year.
Provisional Chapters shall not be entitled to representation in the Chapter Cabinet. They are invited to attend Chapter Cabinet meetings but are not authorized to vote.
*Origin of Petitions for New Chapters*
Petitions for New Chapters may originate in one of the following ways:
# By action of interested members in any region.
# By action of the Chapter Cabinet Chair upon information from the Association office noting a concentration of unaffiliated members in an area not served directly by a Chapter. In this case, the Chapter Cabinet Chair shall appoint a representative to call an informal meeting and to act as president for purposes of organization.
\[Comment: It is recommended, although not required, that an Association member who has previously served as president of a Chapter, or in another capacity at the Association level, be invited to be present at all organizational meeting(s) to act as informal advisor to the group. This person need not be a potential member of the proposed Chapter. Also, advice may be obtained from the Association office and/or the Chapter Cabinet officers.\]\\
*Form of the Petitions for New Chapters*\\
The following language is suggested for use in the petition for organization of a new Chapter:\\
"We, the undersigned members of Special Libraries Association, do hereby petition for the organization of the \[_insert name\]_ Chapter of Special Libraries Association. There are presently \[_number_\] Special Libraries Association members within the proposed area which is to include: \[_geographical description; be specific about boundaries\]_."\\
*Temporary Chapter President*
* *
Association members may appoint a president at an information meeting, or they may call upon the Chapter Cabinet Chair to name a representative to act as president for the purpose of organization. The responsibilities of the temporary President are as follows:
# To call and preside at an informal organizational meeting of Association members in the area.
# To keep records of all meetings and transactions that will later become part of the new Chapter's archives.
# To contact adjacent Chapter(s) for agreement and approval of proposed boundaries of the new Chapter. Any boundary disagreements that cannot be settled by negotiation between the Chapters concerned shall be submitted for arbitration by the Chapter Cabinet Chair prior to the proposed Chapter's approval by the Board of Directors.
# To handle necessary correspondence with the association office and the Chapter Cabinet Chair.
# To forward the required petition, governing document (to be approved by the Association Bylaws Committee), and slate of officers to the association office.
# To carry out arrangements for the election of officers upon notification of acceptance of the petition by the Association's Board of Directors. This may be accomplished by mail/electronic ballot so that newly elected officers may be installed and preside at the first official Chapter meeting.
* *
*Presentation*
The president of the petitioning group shall forward the petition with signatures, the proposed Governing Document, and the proposed slate of officers to the Association office. The Chapter Cabinet Chair will present the petition to the Board of Directors at its next meeting on behalf of the petitioning group. The president and/or other members of the proposed Chapter may attend the Board of Directors meeting if they wish. \\
In the case of a provisional Chapter, the petition must contain a statement of the proposed Chapter's name and geographical boundaries and confirmation from the Association office that the provisional Chapter has maintained a membership of 25 or more members for a 12-month period. \\
The Board of Directors meets four times a year:
* In late October;
* In late January at the Leadership Summit;
* In June, immediately before and immediately after the Annual Conference.
Deadlines for submitting items for Board consideration are usually about six weeks prior to the meeting dates. \\
*Membership of the New Chapter*
When a new Chapter is approved by the Board of Directors, the Association office will notify all Association members within the boundaries of the new Chapter that they will have membership in both their current Chapter and the new Chapter at no extra charge until their next membership renewal, at which time they may choose the Chapter(s) with which they prefer to continue affiliation. \\
*Allotments*
Upon approval by the Board of Directors, the new Chapter's allotment for that year will be sent from the association office (except for a former Provisional Chapter, which may have already received its allotment for the year). The allotment is based upon the number of Association members within the new Chapter's boundaries. The initial allotments of new and provisional Chapters that were approved at the June or October Board meetings are prorated on the basis of the number of months remaining in the calendar year. \\
*Chapter Activities*
Once the Chapter has been approved and its officers installed, regular Chapter activities such as bulletins, programs, committee work, etc., may begin. These activities should be conducted in accordance with the Chapter's Governing Documents and these Practices. \\
*E.*{*}Merger of Chapters*
The matter of merging Chapters is one which must be given careful consideration by the members and executive board of any Chapter considering such action and should be discussed with the Chapter Cabinet Chair. \\
After seeking the guidance of the Chapter Cabinet Chair, if the Chapter Executive Board still wishes to affiliate with another Chapter, the Chapter president shall immediately contact the Chapter Executive Board with which they wish to affiliate and negotiate the terms for merging the two Chapters. \\
When both Executive Boards are in agreement on the terms of the merger, they shall provide advance notice to their respective membership that the topic will be discussed at the next annual business meeting of each Chapter. \\
If the merger proposal is approved by a majority of the members present and voting at both of these meetings, both Chapters will send a ballot to all their members no later than 45 days after the business meeting. \\
If a two-thirds majority of each Chapter's members returning valid ballots approve the proposal to merge, the presidents of both Chapters will notify the Chapter Cabinet Chair in the form of a single petition, signed by both Chapter presidents. The petition will include the reason(s) for merging, the election results, the terms of the merger, the proposed effective date of the merger, the changes needed in the name, scope note, or governing document, and a plan of how the activities of both Chapters will be combined. \\
The Chapter Cabinet Chair will present the petition to the Association's Board of Directors at its next regularly scheduled meeting. Upon approval by the Board, the Presidents of the petitioning Chapters will be notified by the Association office that the two Chapters are being merged, advising of the merger effective date. The Chapter presidents will then notify their respective members of the Board's approval. The general membership will be notified through a notice in the _Information Outlook_. Funds, properties, and financial responsibilities of the two Chapters will become the responsibility of the newly merged Chapter. \\
*F.*{*}Return to Provisional Chapter Status*\\
Chapter membership falling below 25 members for more than one Association year will be reported to the Chapter Cabinet Chair. The Chapter may be placed on provisional status until membership increases or there is a decision to dissolve the Chapter.
* *
*G.*{*}Dissolution of a Chapter*
The dissolution of a Chapter is one, which must be given careful consideration by the members and executive board of a Chapter. The Chapter President, acting on behalf of the executive board, considering such action should discuss its concerns with the Chapter Cabinet Chair. \\
Once determined that the Chapter has ceased to fulfill a useful role and does not wish to affiliate or formally merge with another Chapter, the president shall bring forth the matter for discussion at the Chapter's annual business meeting. Advance notice must be given to the Chapter membership that the topic will be discussed. \\
If a majority of the voting members present approve the proposed dissolution, a ballot shall be sent to all Chapter members regarding the proposed dissolution no later than 45 days after the business meeting. A two-thirds majority of the members is required to approve the proposal to dissolve. The president shall notify the Chapter Cabinet Chair in the form of a petition for dissolution. The petition will contain the reason(s) for dissolution, the election results, the proposed effective date of the dissolution, and plans to complete current Chapter activities and business matters. \\
The Chapter Cabinet Chair will present the petition to the Association's Board of Directors at its next regularly scheduled meeting. Upon SLA Board approval, the members of the Chapter will be notified by the Association office that the Chapter is being dissolved with the effective date, and that its funds and properties will revert to the Association. Assistance in joining another Chapter will be provided to members by the Association office.
*H.* *Chapter Representation and Affiliation*
Chapter representatives to joint committees and meetings of other societies having objectives allied to those of the Chapter and of the Association shall be appointed by the President.
Upon approval by a majority of the Chapter members voting, the Chapter may affiliate or disaffiliate with a local common interest organization provided the objectives of the organization are consistent with those of the Chapter and of the Association and the activities of the organization are not in conflict with the Association bylaws.
The Association Board of Directors shall approve any other affiliation, including that with a national or international organization. Notices of affiliations and disaffiliations shall be reported to the Association.
The formation of subject groups in local Chapters is a Chapter function and depends primarily on the size and interests of the proposed group. The local groups may be formed by authorization of the Chapter's executive committee when an appreciable number of members express active interest. If a Chapter prefers to operate as one unit rather than with subunits, it is improper for a Division to encourage the organization of a group within a Chapter.
Some groups meet at definite times in addition to Chapter meetings and are often responsible for one or more programs at the regular Chapter meeting. Occasionally, a portion of the regular program is allotted to the groups. Care should be taken that the group cooperates and does not compete with the Chapter. Groups should clear program dates with the Chapter program officer to avoid meeting date conflicts.
If the Chapter has sufficient funds, it is their responsibility to finance its groups. However, to assist in paying for group expenses (such as postage for meeting notices, etc.) it may be advisable to have some continued form of group membership assessment. Requests for special funds should be channeled through the Chapter to the Association.
Three categories of Chapter group relationships may be established within Chapters:
* Formal affiliation
* Unaffiliated
* Non-affiliated
* A _{+}formally affiliated{+}_ group is one composed only of SLA members and fully supported by the Chapter. Each formally affiliated group chair shall submit an annual report to the Chapter, including an annual financial statement.
* An _{+}unaffiliated{+}_ group is a group that works closely with the Chapter, but is supported by the Chapter only to the extent mutually agreed on by the two groups. SLA membership is not a requirement to participate as a part of the group. Unaffiliated groups should do the same depending on the established agreements and Chapter financial commitment.
* A _{+}non-affiliated{+}_ group has no direct relationship to the Chapter structure, but cooperation between the Chapter and the group is encouraged for mutual benefit of all parties.
If a group plans a project that the Chapter approves but cannot finance, the Chapter may ask for a loan from the Association through the Chapter Cabinet Chair. Group activity may also be supported by Association Divisions through grants to the Chapters if the activity will benefit the whole Division. However, the Division officers have neither the authority nor direct responsibility for group enterprises.
Chapter members considering formation of a group within a Chapter should give consideration to some of the potentially undesirable effects on the Chapter. For example, when the Chapter membership is largely concentrated in one group with only a scattering of group meetings attracting a larger number, the Chapter may thus give unequal service to its members. The size of the parent Chapter is an important factor in the formation and success of groups. A Chapter should take care to avoid creating a group that would segregate out some of the members. In the event of internal conflicts or disagreements within Chapters, the problem should be submitted for discussion and vote by the general membership of the Chapter. If this action does not resolve the problem, the problem should be brought to the Chapter Cabinet Chair for resolution.
*Creation of New and Provisional Chapters*
A new Chapter may be authorized by the Association's Board of Directors upon written petition of 25 or more voting members of the Association residing in the area to be served by the proposed Chapter.
A new Chapter may be authorized by the Association's Board of Directors upon written petition of fewer than 25, but at least 15, voting members of the Association residing in the area to be served by the proposed Chapter and receive Provisional status. Approval of a Provisional Chapter is limited to two years unless the Board approves a two-year extension. The Association Board may authorize provisional Chapters as full Chapters upon submission of a statement of the proposed Chapter's name and geographical boundaries together with confirmation from the Association office that the provisional Chapter has maintained a membership of 25 or more for a period of 12 months. The Association Board may dissolve a Provisional Chapter at any time.
Both new Chapters and new Provisional Chapters will receive an allotment equal to the minimum allotment for Chapters, prorated to the time remaining in the Association's fiscal year.
Provisional Chapters shall not be entitled to representation in the Chapter Cabinet. They are invited to attend Chapter Cabinet meetings but are not authorized to vote.
*Origin of Petitions for New Chapters*
Petitions for New Chapters may originate in one of the following ways:
# By action of interested members in any region.
# By action of the Chapter Cabinet Chair upon information from the Association office noting a concentration of unaffiliated members in an area not served directly by a Chapter. In this case, the Chapter Cabinet Chair shall appoint a representative to call an informal meeting and to act as president for purposes of organization.
\[Comment: It is recommended, although not required, that an Association member who has previously served as president of a Chapter, or in another capacity at the Association level, be invited to be present at all organizational meeting(s) to act as informal advisor to the group. This person need not be a potential member of the proposed Chapter. Also, advice may be obtained from the Association office and/or the Chapter Cabinet officers.\]\\
*Form of the Petitions for New Chapters*\\
The following language is suggested for use in the petition for organization of a new Chapter:\\
"We, the undersigned members of Special Libraries Association, do hereby petition for the organization of the \[_insert name\]_ Chapter of Special Libraries Association. There are presently \[_number_\] Special Libraries Association members within the proposed area which is to include: \[_geographical description; be specific about boundaries\]_."\\
*Temporary Chapter President*
* *
Association members may appoint a president at an information meeting, or they may call upon the Chapter Cabinet Chair to name a representative to act as president for the purpose of organization. The responsibilities of the temporary President are as follows:
# To call and preside at an informal organizational meeting of Association members in the area.
# To keep records of all meetings and transactions that will later become part of the new Chapter's archives.
# To contact adjacent Chapter(s) for agreement and approval of proposed boundaries of the new Chapter. Any boundary disagreements that cannot be settled by negotiation between the Chapters concerned shall be submitted for arbitration by the Chapter Cabinet Chair prior to the proposed Chapter's approval by the Board of Directors.
# To handle necessary correspondence with the association office and the Chapter Cabinet Chair.
# To forward the required petition, governing document (to be approved by the Association Bylaws Committee), and slate of officers to the association office.
# To carry out arrangements for the election of officers upon notification of acceptance of the petition by the Association's Board of Directors. This may be accomplished by mail/electronic ballot so that newly elected officers may be installed and preside at the first official Chapter meeting.
* *
*Presentation*
The president of the petitioning group shall forward the petition with signatures, the proposed Governing Document, and the proposed slate of officers to the Association office. The Chapter Cabinet Chair will present the petition to the Board of Directors at its next meeting on behalf of the petitioning group. The president and/or other members of the proposed Chapter may attend the Board of Directors meeting if they wish. \\
In the case of a provisional Chapter, the petition must contain a statement of the proposed Chapter's name and geographical boundaries and confirmation from the Association office that the provisional Chapter has maintained a membership of 25 or more members for a 12-month period. \\
The Board of Directors meets four times a year:
* In late October;
* In late January at the Leadership Summit;
* In June, immediately before and immediately after the Annual Conference.
Deadlines for submitting items for Board consideration are usually about six weeks prior to the meeting dates. \\
*Membership of the New Chapter*
When a new Chapter is approved by the Board of Directors, the Association office will notify all Association members within the boundaries of the new Chapter that they will have membership in both their current Chapter and the new Chapter at no extra charge until their next membership renewal, at which time they may choose the Chapter(s) with which they prefer to continue affiliation. \\
*Allotments*
Upon approval by the Board of Directors, the new Chapter's allotment for that year will be sent from the association office (except for a former Provisional Chapter, which may have already received its allotment for the year). The allotment is based upon the number of Association members within the new Chapter's boundaries. The initial allotments of new and provisional Chapters that were approved at the June or October Board meetings are prorated on the basis of the number of months remaining in the calendar year. \\
*Chapter Activities*
Once the Chapter has been approved and its officers installed, regular Chapter activities such as bulletins, programs, committee work, etc., may begin. These activities should be conducted in accordance with the Chapter's Governing Documents and these Practices. \\
*E.*{*}Merger of Chapters*
The matter of merging Chapters is one which must be given careful consideration by the members and executive board of any Chapter considering such action and should be discussed with the Chapter Cabinet Chair. \\
After seeking the guidance of the Chapter Cabinet Chair, if the Chapter Executive Board still wishes to affiliate with another Chapter, the Chapter president shall immediately contact the Chapter Executive Board with which they wish to affiliate and negotiate the terms for merging the two Chapters. \\
When both Executive Boards are in agreement on the terms of the merger, they shall provide advance notice to their respective membership that the topic will be discussed at the next annual business meeting of each Chapter. \\
If the merger proposal is approved by a majority of the members present and voting at both of these meetings, both Chapters will send a ballot to all their members no later than 45 days after the business meeting. \\
If a two-thirds majority of each Chapter's members returning valid ballots approve the proposal to merge, the presidents of both Chapters will notify the Chapter Cabinet Chair in the form of a single petition, signed by both Chapter presidents. The petition will include the reason(s) for merging, the election results, the terms of the merger, the proposed effective date of the merger, the changes needed in the name, scope note, or governing document, and a plan of how the activities of both Chapters will be combined. \\
The Chapter Cabinet Chair will present the petition to the Association's Board of Directors at its next regularly scheduled meeting. Upon approval by the Board, the Presidents of the petitioning Chapters will be notified by the Association office that the two Chapters are being merged, advising of the merger effective date. The Chapter presidents will then notify their respective members of the Board's approval. The general membership will be notified through a notice in the _Information Outlook_. Funds, properties, and financial responsibilities of the two Chapters will become the responsibility of the newly merged Chapter. \\
*F.*{*}Return to Provisional Chapter Status*\\
Chapter membership falling below 25 members for more than one Association year will be reported to the Chapter Cabinet Chair. The Chapter may be placed on provisional status until membership increases or there is a decision to dissolve the Chapter.
* *
*G.*{*}Dissolution of a Chapter*
The dissolution of a Chapter is one, which must be given careful consideration by the members and executive board of a Chapter. The Chapter President, acting on behalf of the executive board, considering such action should discuss its concerns with the Chapter Cabinet Chair. \\
Once determined that the Chapter has ceased to fulfill a useful role and does not wish to affiliate or formally merge with another Chapter, the president shall bring forth the matter for discussion at the Chapter's annual business meeting. Advance notice must be given to the Chapter membership that the topic will be discussed. \\
If a majority of the voting members present approve the proposed dissolution, a ballot shall be sent to all Chapter members regarding the proposed dissolution no later than 45 days after the business meeting. A two-thirds majority of the members is required to approve the proposal to dissolve. The president shall notify the Chapter Cabinet Chair in the form of a petition for dissolution. The petition will contain the reason(s) for dissolution, the election results, the proposed effective date of the dissolution, and plans to complete current Chapter activities and business matters. \\
The Chapter Cabinet Chair will present the petition to the Association's Board of Directors at its next regularly scheduled meeting. Upon SLA Board approval, the members of the Chapter will be notified by the Association office that the Chapter is being dissolved with the effective date, and that its funds and properties will revert to the Association. Assistance in joining another Chapter will be provided to members by the Association office.
*H.* *Chapter Representation and Affiliation*
Chapter representatives to joint committees and meetings of other societies having objectives allied to those of the Chapter and of the Association shall be appointed by the President.
Upon approval by a majority of the Chapter members voting, the Chapter may affiliate or disaffiliate with a local common interest organization provided the objectives of the organization are consistent with those of the Chapter and of the Association and the activities of the organization are not in conflict with the Association bylaws.
The Association Board of Directors shall approve any other affiliation, including that with a national or international organization. Notices of affiliations and disaffiliations shall be reported to the Association.