Chapter Practices for Executive Board

The Executive Board is comprised of the elected officers of the Chapter (President, President-Elect, Past President, Secretary, Treasurer, Communications Director, and regional directors. Only elected officers may vote on matters of the Chapter. The Executive Board is required to hold a minimum of one meeting annually. Western Canada Chapter’s practice is to hold full Executive and Advisory board meetings at two month intervals:

  • Late January/early February
  • April
  • June
  • September/early October
  • Annual General Meeting – late November/early December

Additional meetings may be held by call of the President, or upon request of another board member. A majority of board members in office shall constitute a quorum for the transaction of business at any meeting of the Board. The President may call a separate Executive Board meeting if necessary, such as in the case of the resignation of an officer.

The duties of the Executive Board are as follows:

  • To approve amendments to the Chapter’s Governing Documents before presentation to the Advisory Board and Chapter membership.
  • To approve contracts and agreements entered into by the Chapter.
  • To appoint a Nominating Committee for the election of members to the Board.
  • To appoint a successor in case of the resignation of any officer except the President. The President-Elect automatically succeeds as President if the President resigns. The Executive Board then appoints a new President-Elect.
  • To be responsible for all additional duties assigned to the Advisory Board.

Voting

As a practice, Boards are encouraged to have conference calls and meetings that include the full Board, in which they discuss topics and reach consensus. U.S. Federal law and liability concerns require that voting be restricted to members of the Executive Board. Advisory Board/Council members (hereinto referred to as Advisory Board) should certainly provide input and recommendations, and there should be opportunities to hear from all sides, but Advisory board members cannot have voting rights that could, in effect, override the vote of elected board members.

Electronic Voting

As SLA chapters are not separately incorporated but rather are merely subdivisions of a single legal entity — SLA, a New York not-for-profit corporation — their Boards and memberships are not governed by the requirements and restrictions contained in the New York Not-for-Profit Corporation Law relating to voting and other governance matters.  Only SLA’s Board of Directors, certain committees of the SLA Board, and SLA’s membership (when voting as an entire membership) are governed by these requirements and restrictions.  Consequently, SLA’s chapters and divisions are free to institute whatever governance procedures they choose, including all forms of electronic voting.

Leadership Code of Responsibility

The role of leaders in SLA is to advance opportunities for members to share in and accomplish the Vision and Mission of the Association. To ensure that outcome, leaders shall respect and adhere to the code that identifies SLA Leadership’s responsibility and accountability to the Association and its members. Leadership is defined as the leaders and members of the Board of Directors, Association Committees and Task Forces, as well as the voting members of Chapter Executive and Advisory Boards, and Caucus Conveners. Chapter leaders shall read and sign The Leadership Code of Responsibility at the beginning of their terms.