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CALCO BYLAWS
ADOPTED APRIL 6, 1977
Amended 1981, 1983, 1987, 1997, 2006, 2012, 2019
ARTICLE I - Name
The name of this organization shall be the Capitol
Area Library Consortium and shall be known by the acronym CALCO.
ARTICLE II - Purpose
Section 1 - Goals
The purpose of the Consortium shall be the development of a strong
network of state government libraries/information centers. The organization
shall undertake activities to maintain and improve efficient access
to information resources within Minnesota state government, to share
resources, and to foster communication and cooperation among the
member libraries.
Section 2 - Plan
To accomplish the above named goals, the Consortium shall (1) provide
a forum for the exchange of ideas among librarians within state
government; (2) develop mechanisms to improve library access to
state government information and resources and (3) plan and implement
additional cooperative programs as determined by the Consortium.
ARTICLE III - Membership
Section 1- Members
Any state government library/information center whose primary purpose is to serve Minnesota state agencies or state sponsored entities, whether legislative, executive or judicial, may become a member upon a vote of the membership and payment of dues set forth in Section 5.
Section 2 - Associate members
Associate members may be those individuals, groups, or libraries/information centers who wish to attend meetings and educational programs but do not meet the membership eligibility criteria. They may not vote or hold office in the Consortium, but shall be entitled to all rights and privileges of the Consortium not specifically denied them in these Bylaws. Associate members shall achieve voting privileges after five consecutive years in the status of Associate membership.
Section 3 - Eligibility
All eligibility questions shall be determined by the membership.
Section 4 - Membership Withdrawal or Removal
A. Withdrawal - Members may withdraw from the organization by giving the Executive Committee written notice of intent.
B. Removal - Members may be removed for failure to pay their dues set forth in Section 6.
Section 5 - Reinstatement
Former members may renew their membership in the organization by fulfilling the eligibility requirements.
Section 6 - Dues
Dues shall be payable at the beginning of the fiscal year and shall be considered delinquent if not paid by October 1 of the same year. Delinquency shall result in loss of a member's voting rights. CALCO will follow the state fiscal year of July 1st through June 30th.
The dues amount may be changed by a two-thirds vote of the members, provided the membership has been notified at least two weeks in advance that a change will be considered.
Members of the Consortium accept no financial responsibility to or for the Consortium beyond the payment of dues.
ARTICLE IV - Meetings and Voting
Section 1 - Frequency
The membership shall meet to conduct the business of the Consortium. A convener will be designated for each meeting. The convener will work with the Secretary to create an agenda for the meeting. The convener will host and preside over the meeting.
Section 2 - Quorum
A simple majority of the general membership shall be necessary to conduct a vote at a business meeting.
Section 3 - Voting
There shall be one vote per member library on all matters put before the membership. Proxies may be designated. Action shall be approved when voted upon favorably by a simple majority. Votes may be conducted at meetings, by mail or electronically.
ARTICLE V - Officers
Section 1 - Number, Elections and Tenure
The officers of the Consortium shall include a Secretary, a Treasurer, and a Member-At-Large/MINITEX Representative who will represent the Consortium to the MINITEX Policy Advisory Council.
The officer positions of Secretary and Treasurer shall be filled biennially with representatives from member organizations, each serving a two year term. The incoming officer shall be a selected representative from the agency that is alphabetically next on the member list following the current officers’ home institution. The Secretary and Treasurer position shall rotate every two years, on even number years, with consecutive terms being avoided. Candidates from the next in line institution will be elected into office during the last meeting prior to the end of the current officers’ terms.
The Member-At-Large/MINITEX Representative will serve a term of three years, as designated by the MINITEX office. The officers shall be selected and confirmed prior to the beginning of the fiscal year with the Secretary and Treasurer then serving in alternate years. The Member-At-Large/MINITEX Representative shall be elected at the same time, but will take office at the normal rotation of the MINITEX Policy Advisory Council.
Section 2 - Secretary
The Secretary shall have all the general powers and duties usually vested in the office of Secretary, including the notification of members of meetings and recording minutes of meetings.
Section 3 - Treasurer
The Treasurer shall have all the general powers and duties usually vested in the office of Treasurer, including the collection of dues and the administration of Consortium funds.
Section 4 - Member-At-Large/MINITEX Representative
The Consortium representative to the MINITEX Policy Advisory Council shall attend the Council meetings, voice the opinions of the Consortium to that Council, and report the outcome of those meetings to the Consortium. Prior to Council meetings, the representative shall request input relative to MINITEX from the membership and prepare a report. In the event the representative cannot attend a meeting of the MINITEX Policy Advisory Council, the representative shall designate a substitute.
ARTICLE VI - Executive Committee
Section 1 - Members
The officers of the Consortium shall constitute the Executive Committee.
Section 2 - General Powers
The Executive Committee shall execute the policies and decisions of the members, actively pursue the Consortium's objectives, and act as the official channel of communication between the Consortium and other organizations. The Executive Committee shall also set the budget for the following year, revise the Long Range Plan, and recommend nominations for upcoming elections.
Section 3 - Meetings
The Executive Committee shall meet as needed. It shall also meet upon the demand of a majority of the active members of the Consortium.
Section 4 - Vacancies
In the event that a vacancy occurs in any of the offices, a special election will be held at the next meeting of the membership to fill the vacancy for the remainder of the term
ARTICLE VII - Ad Hoc Committees
Section 1 - Designation
The Executive Committee shall recommend ad hoc committees as they are deemed necessary to plan and implement Consortium projects.
Section 2 - Members
Membership on any committee shall be open to all staff of member libraries.
ARTICLE VIII - Miscellaneous
Section 1 - Finance
Dues shall be levied for the purpose of covering routine operating expenses and funding Consortium programs approved by the membership.
Section 2 - Location
The Consortium shall have no permanent headquarters. Mailing address for the Consortium shall be that of the Minnesota State Law Library.
ARTICLE IX - Amendments
Bylaws may be amended by a simple majority vote of the members provided the membership has been notified at least two weeks in advance that an amendment will be considered. An amendment may be proposed by any member. It must be put in writing, signed by the proposer, and given to the Executive Committee at least one month before the meeting at which action on the amendment is requested. The Executive Committee has the responsibility to recommend or not to recommend adoption of the amendment.
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