AGLHRT Operating Procedures

Printer-friendly versionPrinter-friendly version Share this

TEXAS LIBRARY ASSOCIATION
ARCHIVES, GENEALOGY,
AND LOCAL HISTORY ROUND TABLE  

 OPERATING PROCEDURES

Adopted 13 April 2011

 

This handbook of procedures for AGLHRT officers and committee chairs is maintained on the AGLHRT web site. Suggestions for additions, corrections, and/or revisions should be sent to the AGLHRT Chair for consideration by the Executive Committee.

SECTION I - NAME

The name of this organization is the Archives, Genealogy, and Local History Round Table (AGLHRT) of the Texas Library Association (TLA).

SECTION II - OBJECTIVES

The Archives, Genealogy, and Local History Round Table (1) promotes and represents the activities of Texas librarians and archivists in the fields of genealogy and local history and (2) promotes the preservation, care, and access to historical resources held by Texas institutions.

SECTION III - MEMBERSHIP

Any member of the Texas Library Association may select membership in the Archives, Genealogy, and Local History Round Table (AGLHRT). Officers must be current members of the Archives, Genealogy, and Local History Round Table and of the Texas Library Association.

SECTION IV – ADMINISTRATION

A.  EXECUTIVE COMMITTEE

The AGLHRT Executive Committee is composed of all elected officers, including the Chair, Vice-Chair/Chair-Elect, Secretary/Treasurer, Councilor, Alternate Councilor, and Immediate Past Chair. The appointed Webmaster serves as an ex officio non-voting member of the Executive Committee. The Executive Committee meets at least once during both the TLA Annual Assembly and the TLA Annual Conference. Agendas should be posted for membership review prior to scheduled meetings. Other meetings may be held as deemed necessary by the Chair or a majority of the Executive Committee. The Executive Committee administers the business of the round table.

B.  ELECTIONS

1. A Nominating Committee, appointed and chaired by the Immediate Past Chair of the Archives, Genealogy, and Local History Round Table shall present a slate of candidates for all elective offices. There shall be at least two candidates for the office of Councilor.

2. Officers shall be elected by a plurality of members voting by electronic ballot using the TLA electronic balloting system.

3. For each office, the candidate receiving the highest number of votes shall be elected to that office. The Councilor candidate with the highest number of the votes shall be elected Councilor. The Councilor candidate with the second highest number of votes shall become the Alternate Councilor.

4. In the event of a tie vote for any office, the winner will be determined by the toss of a coin.

C.  VACANCIES

1. If a vacancy occurs in the office of the Chair, the Vice-Chair/Chair-Elect shall become the Chair for the remainder of that term and also serve the term to which the Vice-Chair/Chair-Elect had been elected.

2. If a vacancy occurs in the office of Councilor, the Alternate Councilor shall serve out the term of the Councilor.

3. If a vacancy occurs in any of the other elected offices, the Chair, with the approval of the Executive Committee, shall fill the vacancy by appointment until the next general election.

4. If a vacancy occurs in both the Chair and Vice-Chair/Chair-Elect positions, the Councilor will assume the duties of Chair until the next general election.

D.  OFFICERS

1. The AGLHRT Chair serves a one-year term beginning immediately after a TLA Annual Conference and extending through the next Annual Conference.

Duties:

  1. Provides general oversight for all activities of the unit.
  2. With the exception of the Nominating Committee, makes all committee appointments for the year as Chair. This usually is done toward the end of a term as Vice-Chair/Chair-Elect so that committees are appointed by the end of the TLA Annual Conference when the appointments take effect. Each appointee needs to be directed to fill out a TLA Appointment Acceptance Form. The committee to which AGLHRT members need to be appointed routinely each year is the Genealogy Conference Stipend Award Committee. The AGLHRT Webmaster appointment must be approved by a majority vote of the Executive Committee. Individuals are eligible for continuous reappointment if their performance is deemed satisfactory. Reappointment consideration for the Webmaster needs to be an agenda item for the Executive Committee meeting during every TLA Annual Conference.
  3. Attends TLA training and planning sessions for Chairs and conference planners.
  4. Submits the Incoming Officer Report Form to TLA by the deadline set by TLA. The form is in the Officer Resources section of the TLA website.
  5. Notifies the AGLHRT Webmaster of names and contact information for all committees and the Executive Committee within one week following TLA Annual Conference.
  6. Schedules all AGLHRT meetings at Annual Assembly and Annual Conference in consultation with the Executive Committee and committee Chairs. A short AGLHRT general membership business meeting usually is held at the end of an AGLHRT program at the TLA Annual Conference. If a longer meeting is needed, a separate AGLHRT membership meeting usually should be scheduled to occur at a time immediately after an AGLHRT program. A notice should be posted to the AGLHRT officer distribution list prior to the scheduling deadline to determine if any additional committee meeting times are needed. The Annual Assembly Meeting Request Form is available under the Meetings heading in the Members Only section of the TLA website. Scheduling requests for Annual Conference meetings and programs are submitted using the Conference Event Form available under the Meetings heading in the Members Only section of the TLA website. Chairs will be notified by the TLA Office or the Conference Program Planning Committee of the deadlines for submitting the forms.
  7. Prepares and disseminates agendas and schedules for all Executive Committee and business meetings. Emails meeting agendas to all Executive Committee members and committee chairs several days prior to each meeting. Posts agendas on the AGLHRT officers’ and members’ distribution lists.
  8. In consultation with the Secretary/Treasurer, prepares an annual budget for email approval by the Executive Committee. The Budget Request Form is available in the Officer Only Section in the Members Only section of the TLA website. Chairs will be notified by the TLA Office of the deadline for submitting the form
  9. Presides at the annual business meeting and all Executive Committee meetings.
  10. Approves all unit expenditures/invoices, including reimbursement forms to be submitted to the TLA office. The Reimbursement Form is in the Officer Resources section of the TLA website.
  11. Forwards copies of all reimbursement forms to the Secretary/Treasurer so that she/he can monitor the TLA unit financial statement.
  12. Co-Chairs the AGLHRT Program Committee.
  13. In consultation with the Councilor and Alternate Councilor, prepares and submits a progress report to TLA prior to Annual Assembly and Annual Conference.
  14. In the spring, sends notification to all newly elected officers and thanks all who agreed to stand for election.
  15. Verifies that all current Executive Committee members, the AGLHRT Webmaster, committee Chairs, and committee members are included on the AGLHRT officers distribution list and on the AGLHRT website.

2. The AGLHRT Vice-Chair/Chair-Elect serves a one-year term beginning immediately after TLA Annual Conference and extending through the next Annual Conference.

Duties:

  1. Attends TLA training and planning sessions for Chairs and conference planners.
  2. Serves as Co-Chair of the Program Committee, working closely with the AGLHRT Chair on planning the next conference program(s) for the unit.
  3. Appoints up to three members to the Program Committee for a two-year term and begins developing programming ideas with the Program Committee for her/his term as AGLHRT Chair. Each appointee needs to be directed to fill out a TLA Appointment Acceptance Form available in the Officer Resources section of the TLA website.
  4. Attends and participates in all official AGLHRT meetings.
  5. In the absence of the AGLHRT Chair, chairs business meetings and Executive Committee meetings.
  6. Assumes office of AGLHRT Chair if the office is vacated.
  7. Appoints committee chairs and members for the year of office as Chair and notifies individuals of their appointment. This usually is done toward the end of the term as Chair-Elect so that committees are appointed by the end of the spring TLA Annual Conference when the appointments take effect. Each appointee needs to be directed to fill out a TLA Appointment Acceptance Form available in the Officer Resources section of the TLA website. Committees to which AGLHRT members serve one year terms subject to reappointment include the Genealogy Conference Stipend Award Committee.

3. The AGLHRT Secretary/Treasurer serves a two-year term beginning immediately after a TLA Annual Conference and extending through the next two Annual Conferences.

Duties:

  1. Attends Introduction to TLA Finances information sessions.
  2. Attends and participates in all official meetings of AGLHRT.
  3. Assists the AGLHRT Chair in preparing an annual budget for approval by the Executive Committee. 
  4. Checks the TLA revenue and expenditure reports by requesting copies using the form in the Officers Only section of the TLA website before both Annual Conference and Annual Assembly meetings. Notifies the AGLHRT Chair of any discrepancies and works with the Chair and TLA Budget and Financial Reports staff to resolve discrepancies.
  5. Prepares and disseminates minutes with any supplemental attachments (committee reports, etc.) from all Executive Committee meetings and the annual business meeting preferably within two weeks after each meeting. This is accomplished through initial posting on the AGLHRT officers distribution list at which time corrections should be solicited from officers. After corrections are made, the draft minutes are sent to the Webmaster for posting on the AGLHRT website and also posted on the AGLHRT members distribution list.
  6. Brings, distributes, and collects a sign-in sheet for Executive Committee and annual business meetings. The compiled list of attendees is included in the minutes for each meeting.
  7. Prepares and submits Instant Minutes to the TLA office by the TLA-established deadline (usually by the end of a conference) for meetings conducted at Annual Conference and Annual Assembly.  The Instant Minutes form is available in the Officer Resources section of the TLA website
  8. Presents minutes and a treasurer’s report for distribution at the Executive Committee meetings and the annual business meeting.
  9. Following approval of minutes, submits them to the TLA office for archiving with any supplemental attachments (committee reports, etc.) and to the AGLHRT webmaster for posting on the AGLHRT website. The approved minutes replace the draft minutes on the website.
  10. Reminds all committee Chairs to complete Instant Minutes forms for all committee meetings held during Annual Conference and Annual Assembly. The Instant Minutes form is available in the Officer Resources section of the TLA website

4. The AGLHRT Councilor serves for three-years beginning immediately after a TLA Annual Conference and extending through Annual Conference three years after taking office. 

Duties:

  1. Attends and participates in all official meetings of AGLHRT.
  2. Attends and participates in Council meetings at Annual Assembly and Annual Conference. 
  3. Keeps membership posted on pending issues and actions of the TLA Council through reports at Executive Committee meetings and postings to AGLHRT officers’ and members’ distribution lists.
  4. Assists the AGLHRT Chair in preparing progress reports.
  5. Assumes duties of the AGLHRT Chair until the next general election if both the Chair and Vice-Chair/Chair-Elect offices are vacated.

5. The AGLHRT Alternate Councilor serves for three-years beginning immediately after TLA Annual Conference and extending through Annual Conference three years after taking office. 

Duties:

  1. Attends and participates in all official meetings of AGLHRT.
  2. Assumes all duties of Councilor in the absence of the Councilor.

6. The AGLHRT Immediate Past Chair serves a one-year term beginning immediately following a TLA Annual Conference and extending through the next Annual Conference.

Duties:

  1. Attends and participates in all official meetings of AGLHRT.
  2. Chairs the Nominating Committee and appoints its members. Each appointee needs to be directed to fill out a TLA Appointment Acceptance Form. Since committee appointments take effect immediately following Annual Conference, the appointment of Nominating Committee members usually should be made in the spring prior to Annual Conference while still serving as Chair.
  3. Sends ballot information to the TLA Office by TLA-established deadlines.
  4. Ensures that candidates submit biographical information by TLA-established deadlines.

7. The AGLHRT Webmaster is appointed by the AGLHRT Executive Committee during the Executive Committee meeting at each Annual Conference to serve a one-year term beginning immediately following TLA Annual Conference and extending through the next Annual Conference. The Webmaster is eligible for reappointment each year at the discretion of the Executive Committee.

Duties:

  1. Updates and maintains the AGLHRT website in coordination with the TLA Webmaster. Provides that all website content is current and accessible, including the Genealogy/Local History Libraries and Organizations database and AGLHRT historical files.
  2. Attends TLA training sessions for unit webmasters and keeps up-to-date on TLA website procedures and requirements.
  3. Attends and participates in all official meetings of AGLHRT as an ex officio non-voting member of the Executive Committee.
  4. Reports on website activities, problems, and recommendations at each Executive Committee meeting.
  5. Maintains contact with all committee Chairs.

SECTION V - MEETINGS

Meetings of the AGLHRT members shall be held annually in conjunction with the TLA Annual Conference. Members present shall constitute a quorum.

SECTION VI - COMMITTEES

Committees may be created as needed by the Executive Committee or the Chair. The Chair shall appoint the members and designate the chair of each committee. The committees shall serve until their charges have been completed and reports have been accepted or until such time as the Executive Committee designates. AGLHRT encourages virtual membership and participation in unit committees and meetings.

A. General Committee Chair Information

1. Chairs of committees are expected to attend both the TLA Annual Conference and the TLA Annual Assembly. Committee members should attend committee meetings scheduled at either or both the TLA Annual Conference and the TLA Annual Assembly.  Virtual committee meetings and virtual committee members are permissible, but TLA encourages face-to-face meetings at Annual Assembly.

2. Chairs of all committees submit a written annual report of committee activities, accomplishments, and actions at the Executive Committee meeting during the TLA Annual Conference. A copy of the report is to be given to the AGLHRT Secretary/Treasurer for inclusion with the minutes of the meeting. A copy also is to be submitted to the AGLHRT Webmaster for posting on the committee website. If the committee Chair is unable to attend the Executive Committee meeting, the report is to be submitted to the AGLHRT Secretary/Treasurer and the AGLHRT Chair prior to the meeting.

3. Chairs of all committees submit Instant Minutes to the TLA Office by the TLA-established deadline (usually during conference or within one week after conference) for all meetings conducted at Annual Conference and Annual Assembly. The Instant Minutes Report Form is available in the Officer Resources section of the TLA website.

4. Chairs of all committees are responsible for ensuring that their website information is current and complete by consulting with the AGLHRT Webmaster and submitting documentation, notices, publicity, and updates to the Webmaster.

5. Chairs of committees may convene committee meetings during the TLA Annual Assembly. Meetings also may be held during the TLA Annual Conference. The AGLHRT Chair will schedule committee meetings time slots at each gathering. If a committee does not need to meet or needs an additional meeting scheduled, the committee Chair is to notify the AGLHRT Chair prior to the scheduling deadline.

6. All committee meetings are “open meetings” at which anyone is welcome to attend, except for the Genealogy Conference Stipend Award Committee and the Nominating Committee, which are routinely considered “closed meetings” with attendance limited to committee members only.

7. Committee Chairs are to notify the AGLHRT Chair-Elect about any committee members who are eligible to be reappointed and about committee vacancies which will need to be filled for the next year. Chairs also should advise the Chair-Elect about any committee members who would be recommended to be appointed as the next committee Chair and about any other AGLHRT members who are known to be interested in being appointed to the committee to fill vacancies. These recommendations should be made at least two weeks prior to the Annual Conference after which new appointments will go into effect.

8. Committee Chairs are expected to maintain electronic contact with committee members between meetings and may conduct committee tasks through email and other electronic means. The AGLHRT member distribution list is useful for soliciting input from, or sending notices to, AGLHRT members about committee activities. The AGLHRT officer distribution list is useful for soliciting input from, or sending notices to, AGLHRT officers.

9. Committee Chairs and members are eligible for reappointment at the discretion of the AGLHRT Chair.

B.  Nominating Committee

1. The Nominating Committee is chaired by the AGLHRT Immediate Past Chair, who normally makes appointments to this committee in the spring prior to completing her/his term as AGLHRT Chair. At least two additional AGLHRT members are appointed to this committee. Each appointee needs to be directed to fill out a TLA Appointment Acceptance Form available in the Officer Resources section of the TLA website.

2. Every year at least one (preferably two) candidate needs to be selected to stand for election for Vice-Chair/Chair-Elect. Every two years at least one (preferably two) candidate needs to be selected to stand for election for Secretary/Treasurer. Every three years at least two (preferably 3) candidates need to be selected to stand for election for Councilor/Alternate Councilor (the candidate with the most votes is elected Councilor; the candidate with the next highest number of votes is elected Alternate Councilor).

3. Potential candidates for office may be identified through the AGLHRT volunteer forms submitted to the Vice-Chair/Chair-Elect. The incoming Nominating Committee Chair should consult with the incoming AGLHRT Chair prior to Annual Conference to determine if any volunteers for elected office were identified.

4. It is preferable for Vice-Chair/Chair-Elect candidates to be already familiar with AGLHRT through prior service on committees or other elected or appointed office.

5. The committee may meet during Annual Assembly, but much of the committee work will need to be accomplished through email or other electronic contact to meet TLA ballot and acceptance deadlines, which are usually in December. Generally, candidates for all offices should be selected by the end of November.

C.  Program Committee

1. The Program Committee is composed of the AGLHRT Chair and the AGLHRT Chair-Elect, who each appoint up to three members to the committee at the beginning of their term as Chair-Elect. Each appointee needs to be directed to fill out a TLA Appointment Acceptance Form available in the Officer Resources section of the TLA website.

2. Unlike most other AGLHRT committees, members of the AGLHRT Program Committee are appointed for two-year terms.

3. Members of the Program Committee will always be working on at least two programs: one for the next Annual Conference and one for the Annual conference after that. The Co-chairs have the option of splitting the committee into two subcommittees, with the appointees of each Vice-Chair/Chair-Elect working solely on the program(s) for the TLA Annual Conference occurring in the year when that Vice-Chair/Chair-Elect serves as Chair of AGLHRT. Any preconferences will also be planned by the Program Committee.

4. TLA Program Planning Committee deadlines are very explicit. The Co-chairs are responsible for ensuring that all program planning forms are submitted and deadlines are met for each conference program and preconference. The AGLHRT Program Committee Co-chairs are responsible for arranging AGLHRT program review representation at each TLA Annual Assembly. Program review presentation times usually are assigned by the TLA Conference Program Planning Committee.

5. Co-chairs are responsible for providing the AGLHRT Webmaster with information about upcoming programs and preconferences for posting on the AGLHRT website. Publicity about programs also is to be posted to the AGLHRT members distribution list several weeks prior to each Annual Conference.

D.  Genealogy Conference Stipend Award Committee

1. The Genealogy Conference Stipend Award of $500 to cover the cost of registration and conference expenses for the TLA Annual Conference is awarded annually to a librarian or paraprofessional who works with a genealogy collection or genealogy patrons. The recipient must be a member of the Texas Library Association, must be employed as a librarian or paraprofessional in a Texas Library, must work with a genealogy collection or genealogy patrons, must agree to be an AGLHRT volunteer during the conference, must submit a completed application form and letter of reference on or before January 10, must submit a report evaluating the conference (stating whether it fulfilled expectations, and what was learned that can be used in the recipient’s library; written and submitted to the AGLHRT Conference Stipend Committee Chair within 30 days of the end of the conference), and must agree to attend all AGLHRT sponsored or co-sponsored pre-conferences, programs and/or meetings during the conference. The stipend is supported by a generous donation from the Texas State Genealogical Society. The $500 will be given to the stipend winner prior to the TLA Annual Conference. The winner will contact the TLA Office (which the GRT Conference Stipend Committee Chair will have notified) for this advance in order to help defray registration and conference expenses.

2. The Genealogy Conference Stipend Committee will use the following timeline as a guide for its work:

September 1: Copies of the application form with a letter outlining the listed requirements will be mailed to TLA District Chairs, System Coordinators, the Texas State Library, and TLA for inclusion in TLACast, Library Developments, Texas Library Journal, and TLA unit newsletters. Notice of the availability of the stipend also will be posted to the AGLHRT members distribution list.

  • January 10: Deadline for application postmark.
  • January 17: Committee members begin review of applications. Committee members will score applications on a scale of 100. The top four applications will be placed in rank order.
  • January 27: Committee members will be polled for their decisions on the recipients. In the event of a tie, committee members will be re-polled.
  • February 3: All applicants will be notified of the results of their application submission. Notification of the winner will be sent to the Local Arrangements Chair for volunteer assignments. Notification will also be sent to the TLA office and to the employer of the winning applicant.
  • April (TLA Annual Conference): Introduce stipend winner at AGLHRT Membership/Business meeting at TLA conference.
  • May (30 days after the final date of TLA Annual Conference): Stipend winner will send a conference report to the Genealogy Conference Stipend Committee Chair, who will post copies to the members distribution list and submit a copy to the Webmaster for posting to the committee webpage.

3. The Genealogy Conference Stipend Committee members will use the following guidelines to evaluate applicants (listed in priority order with the most important first):

  • a. The applicant demonstrates interest in professional development.
  • b. The applicant attends genealogy workshops. (How are they involved?)
  • c. The applicant shows commitment to libraries (TLA membership, attendance at district meetings, etc.).
  • d. The applicant has good written and oral communication skills.
  • e. The applicant states why they want the stipend and how they will use what they learn.

4. An attempt should be made over the years to award stipends to applicants from all parts of the state and from all sizes of libraries.

5. Genealogy Conference Stipend Committee members will rank applicants on a scale of 100. In the event of a tie, the Chair will re-poll the Committee for new rankings.

6. Committee members will not vote on applicants from their own library.

7. The AGLHRT Chair will appoint the Chair of the Genealogy Conference Stipend Award Committee and at least two additional AGLHRT members to serve on the committee. Appointees are eligible for reappointment at the discretion of the AGLHRT Chair.

SECTION VII - PARLIAMENTARY AUTHORITY

The rules of procedure as stated in the current edition of Robert’s Rules of Order Newly Revised shall govern this unit in all cases in which they are applicable and in which they are not inconsistent with the Bylaws and Standing Rules of TLA.

SECTION VIII - CHANGES TO OPERATING PROCEDURES

Changes in the AGLHRT Operating Procedures may be made after a majority vote for approval by the AGLHRT members voting on the proposed changes.

Created on Apr 2, 2010 | Last updated July 14, 2015