Penn State University Libraries - Bylaws

Article I - NAME

The official name of the organization shall be the University Park Libraries Employees Association.

Article II - MISSION STATEMENT

The Mission of the University Park Libraries Employees Association is to provide opportunities that encourage collegiality and foster a sense of community throughout the University Park Libraries.

Article III - MEMBERSHIP

Everyone who is employed on behalf of The Pennsylvania State University Libraries at University Park, including faculty, staff (full and part-time, exempt, non-exempt and bargaining), students, and Digital Library Technologies (DLT) are considered members of this organization. Participation in University Park Libraries Employee Association sponsored events is voluntary. Some may will be open to friends and families of Libraries employees.

Article IV - EXECUTIVE BOARD

The executive Board will consist of volunteers, plus one faculty or staff member appointed by the Associate Dean for University Park Libraries. Board members who volunteer may serve a negotiable term length, in consultation with the Executive Board. The appointed board member will serve a one-year term. If an Executive Board member steps down or can no longer participate, the decision to replace him/her will be at the discretion of the remaining board members.

The Executive Board will be responsible for sending an annual call for volunteers to serve on committees and selecting committee chairs each calendar year. Executive Board members will be responsible for coordinating scheduled events, and announcing on the UPLEA Web pages. Pages will be maintained by an Executive Board member or their designate. They will also be responsible for events that fall outside the realm of specific committees. Executive Board members will meet monthly with the chairs of standing committees to ensure the organization is running smoothly and to discuss details of upcoming events.

Duties:
Chair - Conduct meetings and oversee Executive Board.
Vice Chair - Serve as contact person for all standing committee chairs and report to Associate Dean.
Secretary - Schedule Executive Board and take minutes at meetings and maintain archive of official materials for later deposit into the University Archives.
Treasure - Keep track of the money and process all expenditures and petty cash transactions.

Members at large are welcome to attend Executive Board meetings.

Article V - COMMITTEES

Individual committees will meet as needed to plan, organize and coordinate their duties and responsibilities and publicize their events. Committee lists will be available on the official UPLEA Web site and members may be contacted for information regarding their activities. There are two standard committees. They are Goodwill and Social Committee, and Service and Wellness Committee.

Committee Chairs - Committee members are responsible for selecting the committee chairs to serve for the following calendar year. Committee chairs are responsible for coordinating the activities of their committee and reporting monthly to the Executive Board. If a committee chair steps down during his/her year of service as chair, the committee members will appoint a new chair.

Committee Service - Individuals will serve on committees for a one-year term but are encouraged to continue if they wish to serve for additional years. Individuals must submit their name each year when the Executive Board sends the official call for volunteers.

New standing or ad hoc committees can be created if the board or a number of committee members feel that an activity warrants an entire committee to coordinate its efforts. The Executive Board must approve proposals for a new committee before a committee can be formed. Likewise, if an activity within the University Park Libraries Employee Association no longer requires the coordination of an entire committee, any proposal to disband must first be approved by the Executive Board.

Please see Appendix I for list of standing committees and their functions.

Article VI - ADVISOR

The Associate Dean for University Park Libraries will serve as advisor and arbiter for the University Park Libraries Employee Association.

Article VII - FUNDING

Money will be paid by event as needed.

The organization shall have its own bank account. The Chair and Treasurer of the Executive Board will be the only members authorized to use the bank account. Chair and Treasurer shall meet periodically to review the monthly bank statements for accuracy.

Any committee member who wishes to make a purchase that require reimbursement from UPLEA funds must first get approval from the Treasurer, under the following conditions:

1. Any purchase that would be $100.00 or less can go through the Treasurer for approval.
2. Any purchase that is greater than $100.00 needs to be approved by the Executive Board, before the purchase can be made.
3. All reimbursements require a receipt.

Article VIII - AMENDMENTS

This charter shall be amended by consensus of the Executive Board and approval from the Associate Dean.

Article IX - DISBANDMENT

If the need to dissolve the University Park Libraries Employees Association should ever arise, it can only be done after taking the consensus of the Executive Board and the Associate Dean and determining that the majority agrees to the disbandment. Any funding left will be absorbed back into the Libraries operating budget.

Article X - ADOPTION

This charter shall be effective immediately upon approval from the Associate Dean of the Pennsylvania State University Libraries. Previous constitutions shall no longer be in force.

Executive Board
This committee serves as clearing-house for all ideas related to University Park Libraries Employee Association (UPLEA). The Executive Board will be responsible for overseeing that by-laws are abided by and look out for the general welfare of the organization. This group will also be responsible for maintaining communication between committees.

Goodwill and Social Committee
This committee is responsible for planning and coordinating events to encourage interaction among library personnel and their families to establish a sense of community within our workplace. The committee may also send a card acknowledgement to faculty or staff members on the following occasions if notified by the employees department:

1. Hospitalized faculty or staff members.
2. Faculty or Staff members who are ill at home longer than two weeks.
3. Staff or faculty who experience a death in their immediate family.
4. Family of deceased faculty or staff members.
5. Faculty or staff who complete twenty-five years of service.
6. Upon retirement or if a faculty or staff member leaves after 5 years or more of services.
7. Faculty or Staff members who give birth to or adopt a child.
8. Faculty or Staff members who get married.

 
Service and Wellness Committee
This committee is responsible for planning and organizing community service projects on behalf of the University Libraries. It is also responsible for working in conjunction with other organizations to maintain a wellness program within the University Libraries.

Approved UPLEA Charter 5/17/06
Eloise Ingram, Kelly Kaiserian, Hilary Kleckner, Jenny Litz, Maria Ruth and Karen Stitzer