(Revised 10/30/2025; Previous Revision 11/94; Amended 5/97; Amended 11/2006).

Article I – Name

The name of the organization shall be Indiana Networking for Documents and Information of Government Organizations (INDIGO).

Article II – Purpose

The purposes of INDIGO are to:

(a) provide a forum for discussion of issues and concerns and for the exchange of ideas among librarians working with government information;

(b) initiate and support programs that increase the availability, use, and bibliographic control of government information;

(c) strengthen communication between government information librarians and the broader library community;

(d) enhance knowledge of and literacy in government information among librarians, library staff, and the public in the state of Indiana; and

(e) address challenges related to the preservation, organization, and accessibility of government information and documents at the federal, state, and local levels.

Article III – Membership

Membership shall consist of individual and student members.

– Individual members shall pay annual dues and are entitled to vote and participate in the business of INDIGO.
– Student members shall not be required to pay dues and shall not have voting privileges.

Article IV – Officers

Section 1. The officers of INDIGO shall be the Chair, Assistant Chair/Chair-Elect, Immediate Past Chair, and Secretary/Treasurer. These officers shall perform the duties prescribed by these Bylaws and by the adopted parliamentary authority.

Section 2. Officers of task forces and standing committees shall be designated in these Bylaws and appointed as provided herein. They shall constitute the INDIGO Board.

Section 3. Officers shall be elected by mail ballot, electronic ballot, or by vote at the Fall INDIGO meeting, as determined by the Executive Committee. The slate shall be announced to the membership at least two weeks prior to the election. 

Section 4. Minimum term lengths for elected or appointed officers shall be as follows, unless otherwise specified:

– Chair: one year
– Assistant Chair/Chair-Elect: one year
– Immediate Past Chair: one year
– Secretary/Treasurer: two years
– Communications Committee Chair: one year 

Terms of office shall begin at the start of new business at the Fall meeting.

Section 5. There shall be no term limits.

Article V – Duties of the Officers

(a) Chair. The Chair shall have the customary duties of the office and shall preside over all meetings of INDIGO to fulfill the purposes of the organization. The Chair shall serve as Chair of the Program committee and have authority to establish subcommittees or delegate specific responsibilities to one or more INDIGO members, including serving as subcommittee chair, as necessary to carry out the work of INDIGO.

(b) Assistant Chair/Chair-Elect. The Assistant Chair/Chair-Elect shall serve as a member of the Executive Committee and assist the Chair in implementing the work of INDIGO. When the Chair is unable to serve, the Assistant Chair/Chair-Elect shall preside at meetings. The Assistant Chair/Chair-Elect shall serve as Chair of the Nominating Committee and shall preside over the New Business section of the Fall meeting, at which time they shall immediately succeed to the office of Chair.

(c) Immediate Past Chair. The Immediate Past Chair shall serve as a member of the Executive Committee and perform such duties as may be assigned by the Chair.  

(d) Secretary/Treasurer. The Secretary/Treasurer shall perform the customary duties of both offices, including maintaining accurate records of all meetings of INDIGO and the Executive Committee; preparing reports of business proceedings; safeguarding all INDIGO funds; and paying all duly incurred bills. Funds shall be deposited and disbursed as directed by the Secretary/Treasurer to pay obligations of the organization.

Article VI – Meetings

Section 1. All INDIGO meetings shall be open to anyone who wishes to attend, unless otherwise indicated. Only INDIGO members shall have voting privileges. The parliamentary authority for all meetings shall be Robert’s Rules of Order.

Section 2. INDIGO meetings shall include:

(a) Membership meetings, held annually in the spring and no later than early summer, whose primary purpose is to provide programming and attract new membership;

(b) Executive Committee meetings, to be held at least once prior to the Fall meeting and as needed;

(c) Nominating Committee meetings, to be held at least once prior to submitting a slate of candidates; and

(d) Other committee meetings, as necessary.

Section 3. Prior notice shall be given to the membership of all meetings.

Section 4. A quorum shall consist of 50 percent plus one of the total paid membership. A quorum must be present to vote on amendments to these Bylaws.

Article VII – Executive Committee

The Executive Committee shall consist of the Chair, Assistant Chair/Chair-Elect, Secretary/Treasurer, chairs of the standing committees, and the Immediate Past Chair, as defined in Article IV. The INDIGO webmaster, appointed by the Executive Committee, shall serve as an ad hoc member. 

Section 1. The Executive Committee shall:

(a) approve the program and business meeting agendas for the Spring and Fall meetings;

(b) submit or endorse projects proposed by committees;

(c) approve, by majority vote, appointments and designations of chairs made by the INDIGO Chair to standing and special committees; and

(d) report all actions of the Executive Committee at the Fall meeting.

Section 2. Vacancies on the Executive Committee or in other committees resulting from resignation, disability, or other causes shall be filled for the unexpired term by appointment of the Chair, with concurrence of a majority of the Executive Committee.

Article VIII – Standing Committees

Section 1. Standing committees shall perform the ongoing work of INDIGO. New standing committees may be created only by amendment of these Bylaws. A statement of each committee’s functions and membership shall be incorporated at its creation. Committees may establish subunits for specific tasks. All policies and procedures of standing committees shall be submitted to the Executive Committee for inclusion in the INDIGO Policies and Procedures Manual.

Section 2. INDIGO shall have the following standing committees:

(a) Nominating Committee. Composed of two members: the Assistant Chair/Chair-Elect (serving as Chair) and the Immediate Past Chair. The committee shall coordinate the nomination process, recruit candidates, prepare the election slate, and maintain a record of election results.

(b) Communications Committee. Composed of an appointed Chair, the Immediate Past Chair, and the Secretary/Treasurer. The committee shall have the responsibility to:

(1) coordinate and disseminate information by writing or encouraging submissions from members for the INDIGO blog, other publications, or correspondence to members;
(2) encourage librarians to create and publish bibliographic or specialized works that benefit government information librarians and related audiences;
(3) write or solicit blog posts from INDIGO members about notable state or local government documents;
(4) work with the Chair or Executive Committee to develop and maintain the INDIGO Policies and Procedures Manual;
(5) oversee the INDIGO website in cooperation with the INDIGO webmaster and make recommendations to the membership;
(6) make regular reports to the Executive Committee at meetings and on the website; and
(7) post announcements to INDIGO-L related to the committee’s activities and instruct the INDIGO webmaster to create or edit events on the Indiana GovInfo calendar.

(c) Program Committee. The Program Committee shall have the responsibility to:

(1) organize at least one meeting of INDIGO in the spring of each year, to be held no later than early summer; and

(2) organize a second meeting in the fall, preferably in November, at which new officers shall assume office at the start of new business. The membership year shall extend from November 1 through October 31.

Article IX – Special Committees

The Executive Committee may establish special or ad hoc committees for specific purposes within INDIGO’s purview. Such committees shall be of limited and defined duration. The Executive Committee shall approve a statement of each special committee’s purpose, organization, membership, and duration, which shall be included in the INDIGO Policies and Procedures Manual.

Article X – Policies and Procedures

Operating policies and procedures of INDIGO and its subunits shall be contained in the INDIGO Policies and Procedures Manual, which shall be compiled and maintained by the Communications Committee.

Article XI – Finances

Section 1. Funds to support INDIGO activities shall come from membership dues, contributions, and income from workshops and publications.

Section 2. Dues shall be proposed by the Executive Committee and presented to the membership for approval or revision at the Fall meeting.

Section 3. The Executive Committee shall prepare a budget for the next fiscal year and present it to the membership at the Fall meeting.

Section 4. Officers may request funds as necessary to implement approved programs of the organization.

Section 5. The Executive Committee shall allocate funds based upon budgets submitted by the requesting party.

Section 6. The Executive Committee shall have control of all monies earned or expended by INDIGO.

Section 7. The Secretary/Treasurer is authorized to approve requests for reimbursement and payment of bills.

Section 8. The INDIGO bank account shall be maintained under the joint responsibility of the Secretary/Treasurer and one additional officer designated by the Executive Committee. Both officers shall have access to the account and serve as authorized signatories. The Secretary/Treasurer shall oversee day-to-day financial management and recordkeeping, while the designated officer shall provide secondary oversight to ensure transparency and accountability in all financial transactions.

Section 9. Should INDIGO disband, funds remaining in the Treasury shall be donated to the Indiana State Library or another organization designated by the Executive Committee.

Article XII – Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order shall govern INDIGO in all cases in which they are applicable and not inconsistent with these Bylaws or any special rules of order adopted by INDIGO.

Article XIII – Amendments

Section 1. These Bylaws may be amended by a majority vote of members in attendance and eligible to vote at either the Spring or Fall meeting, provided that notice of the proposed revision has been sent to members—via the INDIGO electronic list or posted on the website—at least thirty (30) days prior to the meeting. Amendments may also be adopted by majority vote of members responding to an electronic referendum, provided that notice has been distributed at least thirty (30) days prior to the vote.

Section 2. Proposals for revision may originate from any member of the Executive Committee, except the INDIGO webmaster, who serves as an ad hoc member. Upon approval by the Executive Committee, proposed revisions shall be disseminated to the membership as provided in this Article.

Section 3. Any member or members may propose amendments by submitting the text to the Executive Committee. The Committee shall review and report on the language and compatibility of the proposal with existing provisions. The proposed amendment shall be published on the INDIGO website and distributed to the membership via the listserv at least thirty (30) days in advance of discussion and voting.

Section 4. A quorum to amend these Bylaws shall consist of 50 percent plus one of the total paid membership.