ATRT Operating Procedures



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SECTION I – Name

The name of this organization shall be the Automation & Technology Roundtable (ATRT) of the Texas Library Association (TLA).

SECTION II – Objectives

The objective of the ATRT shall be to promote and improve the use of automation and other technologies in Texas Libraries.

SECTION III – Membership

Any member of the Texas Library Association may select membership in the ATRT.  To be a Member in Good Standing with ATRT, all ATRT Membership Fees must be paid in full.

Officers must be current members of TLA, in Good Standing with ATRT before February 1 of the year in which the officer is to serve, and either a resident of Texas or an employee of a Texas library.

SECTION IV – Administration

A. Officers

  1. The officers of the ATRT shall be the Chair, Chair-Elect, Past-Chair, Secretary, Treasurer, Web Coordinator, Councilor, and Alternate Councilor.
  2. The Secretary and Treasurer shall server a term of two years or until a successor is elected. Elections for Secretary will be held in even numbered years. Elections for Treasurer will be held in odd numbered years.
  3. The Councilor and Alternate Councilor shall serve for three years or until a successor is elected.
  4. All other officers shall serve a term of one year or until a successor is elected.
  5. The officers of the ATRT shall perform those duties usually attached to their offices and all duties as prescribed in the TLA Bylaws and Standing Rules.

B. Duties

  1. The Chair shall:
    1. Be the official representative of ATRT;
    2. Preside at all ATRT meeting;
    3. Coordinate TLA conference programming;
    4. Coordinate the work of all committees;
    5. Submit request for payment to TLA headquarters with copies sent to the Treasurer/Secretary.
  2. The Chair-Elect shall:
    1. Preside at all meetings in the absence of the Chair;
    2. Aid the Chair in coordinating TLA conference programming;
    3. Perform such duties as assigned by the Chair.
  3. The Past-Chair shall:
    1. Aid the Chair in coordinating TLA conference programming;
    2. Serve as a resource for the other officers.
  4. The Secretary shall:
    1. Maintain a list of all active ATRT members ;
    2. Maintain contact information for current and past ATRT Officers;
    3. Record all minutes of ATRT meetings;
    4. Read or distribute minutes of previous ATRT meetings at the current meeting;
    5. Submit a copy of the minutes of all meetings to the Chair within one month of the meeting. Instant minutes must be submitted to TLA within 24 hours and more complete minutes within one month of the meeting;
    6. Post the minutes to the ATRT website within two months of the meeting;
  5. The Treasurer shall:
    1. Maintain financial records of all income and expenditures of the ATRT;
    2. Present the annual financial report at the annual meeting of the ATRT at the Texas Library Association Annual Conference;
    3. Annually submit a copy of the budget to the TLA Executive Board throught the Executive Director;
    4. Perform other duties as assigned by the Chair.
  6. The Web Coordinator shall:
    1. Maintain the ATRT section of the TLA Website;
    2. Maintain the ATRT section of the MyTLA Website;
    3. Coordinate the communication activities of ATRT across various Internet media;
    4. Recommend new Internet communication tools for ATRT use.
  7. The Councilor shall:
    1. Attend all meetings of the TLA Council as a voting member;
    2. Serve as liaison between the TLA Council and ATRT.
  8. The Alternate Councilor shall:
    1. Assist the Councilor in their liaison duties.

C. Elections

  1. A Nominating Committee shall present a slate of candidates for all offices. There shall be at least two candidates for the office of Councilor. Nominations may be made from the floor unless balloting is electronic.
  2. Officers shall be elected by electronic means prior to TLA Annual Conference by a plurality of members voting. The Councilor candidate with the highest number of votes shall be elected Councilor. The candidate with the second highest number of votes shall become the Alternate Councilor.
  3. A tie vote shall be resolved by the vote of the Chair.

D. Executive Committee

  1. The Chair, Chair-Elect, Past-Chair, Secretary, Treasurer, Web Coordinator, Councilor, and Alternate Councilor shall constitute the Executive Committee and shall administer the business of the unit when it is not in session.
  2. The Executive Committee shall meet at the TLA Annual Conference and the TLA Annual Assembly. Other meetings may be held as deemed necessary by the Chair or a majority of the Executive Committee.

E. Vacancies

  1. If a vacancy occurs in the office of the Chair, the Chair-Elect shall become Chair for the remainder of that term and also serve the term to which the Chair-Elect had been elected.
  2. If a vacancy occurs in the office of Councilor, the Alternate Councilor shall become Councilor for the remainder of the term.
  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 Chair-Elect positions, the President of the Texas Library Association shall appoint a new Chair, who shall proceed as outlined above.

SECTION V – Meetings

Regular business meetings shall be held annually at the TLA Annual Conference and the TLA Annual Assembly.

SECTION VI – Committees & Appointments

A. Stipend Committee

  1. At the business meeting of the ATRT at the TLA Annual Conference, the Chair will appoint on the advice and consent of the Executive Committee a number of ATRT members in good standing to form a Stipend Committee. The members of the Stipend Committee shall serve a term of one year or until successors are appointed.
  2. The Stipend Committee shall be responsible for promoting the ATRT Stipend Fund, and receiving & reviewing applications to the same.
  3. At the business meeting of the ATRT at the TLA Annual Assembly, the Stipend Committee shall report their endorsements or reservations concerning the applications for stipends received, at which time the Executive Committee will vote to award stipends based on the Stipend Committee’s report.

B. Nominating Committee

  1. At the business meeting of the ATRT at the TLA Annual Conference, the Past-Chair will recommend a number of ATRT members in good standing not currently holding office in ATRT to the Executive Committee to form a Nominating Committee. The members of the Nominating Committee shall serve a term of one year or until successors are appointed.
  2. The Nominating Committee shall:
    1. Each year nominate qualified candidates for the office of Chair-Elect and Secretary/Treasurer, and every three years nominate qualified candidates for the office of Councilor;
    2. Ascertain that the nominees meet the qualifications as provided for in the ATRT Operating Procedures;
    3. Secure the consent of the nominees in advance;
    4. Submit the names of the candidates in a report to the Chair of ATRT no later than October 1st;
    5. Make available to the membership of the ATRT a ballot of the candidates and their qualifications through a newsletter, other mailing, email, or the web;
    6. Assume any other responsibilities for the conduct of elections not otherwise provided for in the ATRT Operating Procedures.

C. Other Committees and Appointments

Other committees and appointments may be created or made 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.

SECTION VII – Finance

A financial report and proposed budget shall be given to the membership by the ATRT Treasurer at the TLA Annual Conference. No one shall have the authority to spend funds that have not been budgeted without the approval of the 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 the TLA.

SECTION VIII – Amendments to the Operating Procedures

Operating Procedures may be adopted or amended at any general membership meeting of the unit by a majority vote of the members present and voting, provided notice has been given at least 30 days in advance and such changes are consistent with the Bylaws and Standing Rules of TLA.

ATRT Operating Procedures • Revised 4/27/13

Created on Mar 27, 2010 | Last updated February 06, 2014