of the Organization shall be the Westchester Academic Library Directors'
of this organization shall be to share resources among its members and
to promote library services in Westchester County, in the New York City metropolitan
region, and in the nation at large.
1. The membership shall consist of the following
classes of members:
1) comprising full and associate WALDO members as of 6/21/2011, as listed
Appendix I; and
2) permit limited on-site access and borrowing by patrons from the other charter
shall each have one vote at meetings of the general membership.
membership shall be granted to any organization applying for it on such
terms and conditions established by the Executive Board. Non-charter
membership organizations shall not have a vote.
2. Additional classes of membership may be established by the Executive
Board subject to ratification by a two thirds vote of voting members in
Section 3. Applications for Non-charter membership should be sent to the
President together with such supporting documents as may be required, and
shall be placed on the agenda of the next Executive Board meeting.
memberships may be
approved by the President, with notice provided to the Executive Board.
4. Upon recommendation of the Finance Committee, the Executive Board shall
propose a budget and schedule of annual dues to the membership by submitting
written notice to the membership at least two weeks prior to its next
regular meeting. The proposed budget
will be discussed at the next regular meeting of the organization and
shall be voted upon at that time, unless a mail vote is requested under
Section 2 of Article IX. Dues shall be payable by the beginning of the
WALDO fiscal year.
5. Membership in Good Standing. All member organizations must pay charges invoiced by WALDO within 90 days of the due date specified on the invoice to remain a Member in Good Standing. Any member organization that fails to maintain Good Standing status may be subject to sanctions including, but not limited to:
- Denial of access to databases contracted through WALDO
- Exclusion from representation on the WALDO Executive Board
- Revocation of discounts or rebates applying to the period when upaid charges accrued
- Requirement that any new database or service procured through WALDO be paid in full
No retroactive credits will be issued to a member organization that lost Good Standing status.
Appropriate sanctions will be determined on a case-by-case basis by a subcommittee of the WALDO Executive Board composed of the President and at least one other Officer of the Board.
A member organization may return to Good Standing status by resolving all past payment obligations to WALDO, and paying WALDO invoices on time, consistently, over a period of up to 12 months following the loss of Good Standing status.
The President will communicate with Library Director of a WALDO member organization regarding any changes or sanctions relating to its Good Standing status.
1. The officers shall consist of the President, the Vice-President/President
Elect, the Secretary, and the Treasurer. Officers shall be drawn from
representatives of charter membership organizations recognized as
2. The term of office is from August through July and the Secretary and
Treasurer will each serve for three years.
3. Duties of Officers.
duties of the President are to:
2) establish the agenda of meetings;
3) appoint committees;
4) serve on committees ex-officio;
5) serve as the official representative of the Organization; and
6) exercise the
responsibilities of Treasurer when Treasurer is not available.
duties of the Vice-President/President Elect are to:
in the absence of the President;
2) serve as chair of the Nominating Committee;
3) represent WALDO on the Board of the Westchester Library Association,
if needed; and
4) exercise the
responsibilities of Treasurer when Treasurer is not available.
duties of the Secretary are to:
minutes at each meeting and distribute copies as appropriate;
2) send notice of meetings to members;
3) maintain up-to-date mailing lists and membership rosters; and
4) preside at meetings in the absence of the President and Vice-President/President
duties of the Treasurer are to:
the Organization funds; and to
2) chair the Finance Committee.
I . Regular meetings of the WALDO members shall be held at least two
2. Special meetings may be called by the Executive Board, and shall be
called by the secretary upon petition by the directors of at least a majority
of Charter membership organizations. The Secretary must give the membership
at least one week's written notice in advance of any special meeting.
3. A quorum shall consist of a majority of the voting Members.
VI: Executive Board
1. There shall be an Executive Board of UP to eleven members
a) the four
officers listed in Article IV, Section 1, to serve during their term of
b) the immediate past President, to
serve one year;
c) at least four members elected from among representatives of Charter membership
organizations (as listed in
Appendix I) who serve for rotating three-year terms, so that one shall
be elected annually by the charter members to serve until a successor is
up to two at-large members
elected from among representatives of Charter or Non-charter
membership organizations who serve for rotating three-year terms, so that
one shall be elected annually by the charter members to serve until a
successor is elected. (These changes are to indicate flexibility in Board
numbers. The at-large members are not mandatory.)
absence of a Board member from more than three consecutive Board meetings
shall terminate that member's membership on the Board. Any vacancy created
by this provision shall be filled according to Section 4 of this Article.
2. The Duties of the Executive Board shall be all duties permitted by
the Not-for-Profit Corporation Law of New York. The Directors shall conduct
all business of WALDO in such a way as not to violate any relevant provisions
of Sections 501(c)(3) and 170(c)(2) of the Internal Revenue code of 1986
(or the corresponding provisions of any future United States Internal
Section 3. The Board
shall meet on a regular schedule to be established at its first meeting in
each membership year. The Secretary shall call special meetings of the
Board upon request of the President or three members of the Board,
provided that all members of the Board are given at least one week's
notice in advance of the meeting. WALDO members may attend regular and
special meetings of the Board, as visitors, and specific attending members
may, upon request of the Board, participate in the deliberations, but not
the votes of the Board.
Section 4. The Board
shall have the power to fill any vacancy except that of President, the
person so appointed by the Board to serve until the next regular elections
at which a successor can be elected to serve the remainder of any
Section 5. A quorum
of the Board shall consist of a majority of its members. The act of a
majority of the Board present at a meeting at which a quorum is present
shall be the act of the Board. The Board may conduct business by
correspondence. A vote, taken by mail, telephone, or other electronic
means shall become the act of the Board upon approval of a majority of the
members of the Board.
Section 6. The
Secretary shall circulate the minutes of meetings to Board members and/or
the entire membership as the Executive Board
determines is appropriate.
Section 7. When Board
actions require ratification by the members of WALDO, ratification may be
by mail or electronic mail ballot, sent
and tallied by the Secretary, if the Board deems that quick action is
Section 8. The Board
may, as it deems necessary, hire and/or contract with personnel to carry
out the work of the consortium. Such personnel may include, but are not
limited to, an executive director, a bookkeeper, and an accountant. The
Board will approve job descriptions and compensation.
Section 1. Standing
and Special Committees. Standing and special committees shall be
appointed by the Executive Board as the Organization shall from time to
time deem necessary to carry out the work of the organization. The
President or his/her designated representative shall be ex officio a
member of all committees except the Nominating Committee. Each committee
shall consult with the President to agree upon a nominee for chair of the
Section 2. Special Interest Groups.
Special Interest Groups may be formed at the
initiation of faculty and staff of WALDO member libraries and with the
approval of the Executive Board. A coordinator shall be selected by the
group for a term of up to two-years and submitted to the Executive Board for
approval. All Special Interest Groups shall make a written report annually before the June General Membership Meeting to the Executive Board.
Section 3. Finance
Committee. The Executive Board may establish a Finance Committee to
advise it on budget or financial matters. The Finance Committee
membership shall be determined by the Executive Board.
Section 4. Nominating
Committee. By March of each year, the Executive Board shall select
a Nominating Committee made up of the Vice-President/President-Elect and
two other Board members. The Committee will present a slate of
nominees for offices to be filled to the Executive Board for acceptance,
and will then present the slate to the voting membership.
Further nominations will be accepted from the membership, and the
election shall be held. If needed, the Secretary shall prepare official
ballots for Charter members with one
Section 5. The
Executive Board may, whenever it deems it desirable, invite Committee
chairs to attend Executive Board meetings as well as to make presentations
at WALDO meetings. Committees with items needing action by the Executive
Board should communicate their need to the President, after which the
President should invite the Committee chair to attend and present a report
explaining the action item requested to the next Executive Board meeting.
The Board shall take appropriate action on any action items from
Section 6. All
Committees shall make a written report annually before the June General Membership Meeting to the
Executive Board. The Board shall distribute any reports of Committees to
all WALDO members with the Board's action or the Board's recommendation
for WALDO action.
VIII: Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order
shall govern any matters concerning the organization not already covered
by these by-laws.
IX: Amendment of By-laws
Section 1. Any member
of WALDO may propose amendments to these by-laws by submitting written
notice to the membership at least two weeks prior to its next regular
meeting. The proposed amendments will be discussed at the next regular
meeting of the organization and shall be voted upon at that time unless a
mail vote is requested under Section 2 of this Article.
Section 2. Amendments
must be approved by two-thirds of the voting representatives of membership
organizations in Good Standing. Upon the
request of any member of WALDO then present, if the vote on a proposed
amendment might be affected by the absence, or lack of good standing, of
some of the full membership organizations that would otherwise be entitled
to vote, a mail vote on the proposed amendments shall be taken no less
than thirty days and no more than sixty days following the close of the
WALDO Charter Members, 6/21/2011
|College of Mount Saint
||New York Academy of
||St. John's University
||St. Thomas Aquinas
||Sarah Lawrence College
||The College of
|The College of New
||SUNY Purchase College
Revised November 1, 2016