Constitution and By-Laws

Article I


The name of this organization shall be the Oregon Community College Library Association (OCCLA.)

Article II


The purpose of this organization shall be to promote and improve the instructional support services of Oregon Community College libraries, learning resource centers, and other departments with related educational goals. OCCLA will speak for and represent the interests of member institutions.

Article III


Membership is open to all Oregon community college libraries or learning resource centers. Governance will be the responsibility of dues-paying members. Representatives at meetings will be the library or learning resource center administrator or their designee. There will be one voting representative per institution. If an institutional member decides to retain its affiliation to OCCLA but has outstanding dues, the member’s voting rights will be suspended.

OCCLA members who are unable to attend a meeting may designate a proxy. A proxy may be another member of the OCCLA membership or a library staff member invited to attend to represent the institution. Proxies should be informed and fully empowered to participate in discussions and decisions. (note: Non-voting members may also send representatives to Association meetings and participate in discussions). The member should notify the OCCLA President before the meeting regarding a proxy assignment.

Special interest groups of Oregon community college staff members may be formed or appointed to meet the needs and purposes of the membership.

OCCLA President will send invitations to new members to join the Association on behalf of their institution.

Membership year will run from July 1 through June 30 each year.

Article IV

Governance Dues

Dues-paying members of OCCLA will set the amount of annual governance dues. Collection of governance dues in a timely process is the responsibility of the Association Treasurer. Failure to pay governance dues will not affect membership in OCCLA but may limit the role of the institution to a non-voting member.

A member who desires to retain governance rights in OCCLA and demonstrates funding hardship may request a reduction of governance dues.

Article V

Fiscal Agency

A fiscal agent for the organization will be selected from one of the organizations with a dues-paying member. The length of the fiscal agency and the Treasurer designation shall be negotiated prior to the transfer of organizational funds.

The new fiscal agent will designate a financial contact for the organization.

The Treasurer will update any fiscal policies and procedures to comply with those of the new fiscal agent within the first year of their service as Treasurer.

Article VI


OCCLA’s elected officers shall include a President and a President-elect. In the absence of the President, the President-elect shall be the presiding officer. The President may appoint committees as necessary. The President and President-elect will serve for two (2) years in any one capacity. The President may serve no more than one (1) consecutive term, i.e., no more than two (2) years in sequence. The President-elect will serve for two years as President-elect and then transition to a two (2) year term as President, for a total of four (4) years in sequence. Members who have previously held either of these officer positions may be eligible to serve after a hiatus of at least two (2) years between sequences. In the event that either the President or President-elect is unable to complete their elected term, voting members will select an interim officer to serve out the remaining term.

The President may appoint a Treasurer and Communications Officer, as needed. The Treasurer should be the OCCLA representative from the fiscal agent’s institution (or other designee from that institution). The Treasurer will serve in this capacity until the fiscal agency is assumed by another institution. The Treasurer is responsible for managing the fiscal obligations of the Association, budgetary reporting for OCCLA, and managing dues collection (as needed). The Communications Officer will assist with the OCCLA website, document archive, listserv, and other communication tools.

The President will designate a minute-taker for each OCCLA meeting. Meeting minutes will be submitted to the President shortly after each meeting. The President will be responsible for ensuring that the minutes are approved and archived in accordance with OCCLA procedures.

Article VII

Election & Voting Procedures

OCCLA's quorum for the conduct of business is defined as 50+% of the membership. For the purposes of elections and the passage of motions, including financial decisions, bylaw amendments, or deposing from office, a simple majority vote (i.e., a majority of votes cast without counting abstentions) is required.

The President may decide to hold a vote electronically. Governing members must be given a period of at least 5 working days to cast their vote.

For the conduct of elections, the President shall appoint a nominating committee at the winter meeting during the final year of an elected officer’s term. The President shall conduct the voting electronically or face-to-face. Election results will be determined based on a simple majority vote. Governing members will install new officers at the spring meeting.

Article VIII


A quorum (as defined in Article VII) must be present to conduct official business.

Meetings shall ordinarily be held three times a year – fall, winter and spring quarters. Members will establish the schedule and locations at the spring meeting.

The President shall be primarily responsible for the meeting agendas. Meetings may include Association business, special programs, demonstrations, and informal discussions on topics of mutual concern.

The site school representative will be responsible for reserving a conference room, providing food, and other local arrangements.

Article IX


Governing member representatives may amend these bylaws by a simple majority of eligible voting members.

Article X


In the event that a three quarter (3/4) majority of the governing/voting members of the organization determine that OCCLA can no longer maintain itself as a viable association,

The Treasurer

  • Will pay any remaining bills owed by OCCLA.
  • Will distribute any remaining balance of funds equally to the paid and voting members.
  • Will close the Association bank account(s).

The Secretary

  • Will record the dissolution in the minutes and will post them to the OCCLA website.

The President

  • Will send an official notice of dissolution to the membership.
  • Will direct the webmaster to close down the web site after posting an appropriate closure notice for a period of one year.
  • Will direct the listserv operator to close down the listserv after posting an appropriate closure notice for a period of one year.

Most recent revision: May 28, 2020