Bylaws

REFORMA Colorado Chapter Bylaws

Updated on May 25, 2025

Article I. NAME

The name of this organization shall be REFORMA, Colorado Chapter.

Article II. PURPOSE

The objectives of this chapter are identical to its parent organization, REFORMA, the National Association to Promote Library & Information Services to Latinos and the Spanish-speaking. The main purpose of this chapter is to promote the advancement, growth, improvement, and implementation of library and information services to the Latino and Spanish-speaking population in Colorado.

Article III. MEMBERSHIP

  • Any individual, corporation, and non-profit organization shall be eligible to apply for membership. All members (individual, corporation and non-profit organization) in good standing have the right to vote for officers, dues, or matters presented for approval to the membership. Only members who are individuals in good standing are eligible to be elected or appointed as Officers.
  • Membership dues are paid to REFORMA National at the rates listed on its website. 
  • Members agree to follow the rules and guidelines for posting and communication on REFORMANet and other organization and chapter platforms. Information regarding national bylaws and policies can be found at the REFORMA National website. 
  • INSTITUTIONAL MEMBERS – Institutions who are current with membership dues and are supportive of the goals and objectives of this organization are eligible to vote. The vote of the staff member of the institution whose name is registered in the Institutional Membership represents the vote of the organization. Institutional Members are not eligible to hold positions as Officers.  Annual dues are paid to REFORMA National at the rates listed on its website.

Article IV. OFFICERS

  • Section 1. The officers of this organization shall be the President, the Vice-President, the Past President, the Secretary, and the Treasurer.
  • Section 2. The Officers shall hold their offices for the duration of their terms or until their successors are chosen:
    • Past President – one year 
    • President – one year (then automatically serves as Immediate Past President for the following year)
    • Vice-President/President-Elect – one year (then automatically serves as President for the following year)
    • Secretary – two years
    • Treasurer – two years

The terms of office shall start on July 1 of the election year. Officers may succeed themselves for an unlimited number of terms. Any officer may be removed at any time by a majority of the membership at a regularly scheduled or special scheduled meeting. 

  • Section 3. All officers shall be nominated by other members or self-nominated, and elected by a voting majority of all paid members that cast their vote.
  • Section 4. Subject to Section 5, in the event of any vacancy, the President may fill the vacancy.
  • Section 5. In the event of a vacancy in the office of the President, the Vice-President will serve as President for the remainder of the term. A special election shall be held to elect a new Vice-President.
  • Section 6. Duties of Officers. It is the duty of the Officers to provide professional development opportunities to Membership in relation to the Purpose of the organization.
    • The duties of the President are as follows:
      • To call and preside over all meetings of the general membership and officer meetings.
      • To solicit the will of the membership and act in accordance with that will.
      • To expedite the business of the organization in a manner consistent with the best interest of the membership.
      • To officially represent and speak on behalf of the organization in its relationship with any other organizations or agencies as appropriate.
      • To create and distribute reports based on REFORMA National reporting requirements. The reports should be sent to the Chapter Representative  to share it with REFORMA National.
      • To delegate responsibilities and form special committees as needed, and to notify the membership of such actions.
      •  The President shall chair the Conference Committee.
    • The duties of the Vice-President shall be as follows:
      • To assist in carrying out the duties of the President.
      • To assume the duties of the President in the President’s absence or incapacity.
      • To assume the duties of President after serving one year as Vice-President.
      • To attend all officers meetings.
      • The Vice-President shall chair the Professional Development Committee. 
    • The duties of the Past President are as follows:
      • To attend all officers meetings.
      • To manage the nominations and election process.
    • The duties of the Secretary are as follows:
      • To compile agendas and take minutes for meetings and make available documents related to the meeting.
      • To manage official correspondence related to meeting agendas and minutes. 
      • To attend all officers meetings.
      •  The Secretary shall chair the Web Committee.
    • The duties of the Treasurer are as follows:
      • To be responsible for handling all financial matters of the organization.
      • To be responsible for keeping accurate and timely records regarding all income and disbursements.
      • To submit all tax documents and filings required by the State of Colorado and the federal Internal Revenue Service, in order to (1) ensure that the Chapter is recognized as an official business entity in Colorado; (2) maintain the Chapter’s Certificate of Good Standing with the Colorado Secretary of State’s office, and; (3) maintain the Chapter’s 501(c)(3) nonprofit status. 
      • To obtain authorization from the President before expending Chapter funds. When amounts for disbursement or payment exceed $300, review by the President and another Officer will be required. 
      • To attend all officers meetings.

Article V. MEETINGS

  • Section 1. Virtual and/or hybrid meetings shall be held once every two months for the general membership.
  • Section 2. Virtual and/or hybrid meetings shall be held once a month for the officers. 
  • Section 3. Notification of meetings: All members shall be notified of all upcoming meetings through official chapter platforms, including website and email, at least two weeks prior to such meetings.
  • Section 4. Special meetings: The President shall be empowered to call special meetings. Notification must be in writing at least three business days prior to the meeting.

Article VI. COMMITTEES, TASK FORCES, AND WORKING GROUPS

  • Section 1. Standing Committees.
    1. The Standing Committees shall meet as needed to accomplish their duties. Standing Committees shall have the option of selecting Co-Chairs. During monthly Officer meetings, the Committee Chair(s) shall provide a report of activities or status. The Officers can add a new Standing Committee or remove an existing Standing Committee by majority vote. 
    2. Co-Chair(s) are responsible for calling meetings, taking notes, providing a report for Officer meetings, and coordinating the work of the committee. 
    3. A standing Conference Committee shall be established to plan, coordinate, and implement the Chapter Conference. The Chapter Conference will be held every other year. The committee is tasked with all aspects of conference planning from conceptualization to post-event evaluation. The President shall chair the Conference Committee. This includes venue selection, program development, speaker recruitment, logistics, marketing and promotion, and budget management. The committee ensures that the conference aligns with REFORMA Colorado and REFORMA National goals and mission, serving as a platform for networking, learning, and community building. The Conference Committee has four subcommittees with a minimum of two members each, which work closely together to ensure the conference is a success: Sponsorship, Programming, Communications & Marketing, and Venue Sub-Committees. 
    4. A standing Professional Development Committee shall be established to plan, coordinate, and implement professional development opportunities that align with the mission and goals of REFORMA Colorado. This can include but is not limited to workshops, webinars, and networking events. The Professional Development Committee is separate from the Conference Committee. The Vice-President shall chair the Professional Development Committee. The committee shall also be responsible for soliciting and assessing the professional development needs of the membership and collaborating with other committees or external organizations as needed to deliver professional development opportunities. The Professional Development Committee is required to provide learning opportunities during the year when the Chapter Conference is not being held. 
    5. A standing Web Committee shall be established that maintains all aspects of the official website of REFORMA Colorado, including updated information on webpages, adding and making accessible meeting and organization documents,working with the Treasurer to pay any fees associated with the website, and maintaining and moderating the chapter listserv. The Secretary shall chair the Web Committee. The Web Committee shall have at least three members with designated tasks.  
  • Section 2. Task Force
    1. The President shall be empowered to establish special temporary task forces to fulfill a clearly defined  and specific need or task.
    2. The task forces shall have specific start and end dates.
    3. The President shall be authorized to recruit and appoint members to serve in task forces.
    4. At the end of a task force’s charge, it is expected to produce a deliverable and provide a report of the deliverable for the Officers. 
  • Section 3. Working Groups

Working Groups are informal, flexible collectives of members, volunteers, or supporters who contribute to specific ongoing initiatives or areas of support for REFORMA Colorado. Unlike Standing Committees or Task Forces, Working Groups do not require formal appointments, defined end dates, or officer leadership.

Working Groups may include advisors, supporters, volunteers, and individuals who contribute in roles such as Webmaster or project-specific collaborators. These groups exist to support the mission and goals of REFORMA Colorado through sustained or periodic contributions that do not fit the structure of committees or task forces.

Working Groups:

  • Are formed to address recurring or specialized needs that are not time-bound.
  • May be convened or dissolved by Officers as needed.
  • Do not have formal voting power within Officer meetings but may be invited to provide updates or input.
  • May be assigned a dedicated REFORMA Colorado email address or communication channel for coordination.
  • Are encouraged to maintain informal documentation of their work and share updates with the Officers when applicable.

Examples of Working Groups include, but are not limited to: volunteers assisting with translations or other tasks, or advisors supporting specific initiatives.

  • Section 4. Terms of Office
    1. Standing Committees. Members of these committees shall serve for a minimum of two years.
    2. Task Forces. Members of these groups shall serve until the objectives of the task force have been met, but no longer than two years.

Article VII. QUORUM

  • Section 1. A quorum is established when the majority of the Officers are in attendance at an Officer or Membership meeting. 
  • Section 2. At Officer meetings, a simple majority vote of those present is required for passage of a motion.

Article VIII. AFFILIATIONS

  • Section 1. The paid membership of this organization may vote, by a majority of the votes cast, to affiliate itself with other local organizations.

Article IX. AMENDMENT TO BYLAWS

  • Section 1. All members shall be informed in writing of all proposed changes through electronic communication.
  • Section 2. All amendments to the bylaws shall require at least a majority of the votes cast by paid members.

Article X. DISSOLUTION

In the event of the dissolution of REFORMA, Colorado Chapter, any assets remaining after payment, satisfaction, and discharge of any existing liabilities or obligations, and after lawful provisions for the administration and disposition of any property held in trust by or for REFORMA, and all other acts required to adjust and wind up its business and affairs having been done, REFORMA’s assets shall be collected and distributed to or among one or more organizations devoted exclusively to educational, charitable, or scientific purposes and exempt from Federal taxation. No private member or individual shall have any right, title, or interest to any remaining assets of the organization. No distribution of assets shall go to any private individual shareholder, nor shall any assets be distributed to any organization, a substantial part of whose activities is carrying on propaganda, or otherwise attempting to influence legislation, or which participates in or intervenes in any political campaign on behalf of any candidate for public office.