Bylaws and Standing Rules

The objective of the organization shall be to promote interest in government documents and to improve bibliographic control and reference service of documents collections.

Article I. Name
The name of the organization shall be the Government Documents Round Table of the Texas Library Association, hereinafter known as TLA GODORT.

Article II. Objective
The objective of the organization shall be to promote interest in government documents and to improve bibliographic control and reference service of documents collections.

Article III. Membership
Any member of TLA who is interested in work with government publications may become a member of TLA GODORT.

Article IV. Officers

Section 1. Definitions

  1. The elected officers of TLA GODORT shall be a Chairman, a Vice-Chairman/Chairman-Elect, a Secretary-Treasurer, a Councilor, and a Councilor Alternate.
  2. These officers shall perform their duties as set forth in the TLA GODORT Standing Rules.

Section 2. Qualifications

Each officer must be a member in good standing of TLA GODORT and a resident of Texas.

Section 3. Terms of Office

  1. The Chairman, Vice-Chairman/Chairman-Elect, and Secretary-Treasurer shall serve for a term of one year, or until their successors are elected.
  2. The Councilor and Councilor Alternate shall serve for three years, or until their successors are elected.
  3. Officers assume office immediately following the TLA Annual Conference.
  4. No member shall hold more than one office at a time, and no member shall serve more than two consecutive terms in the same office.

Section 4. Vacancies

  1. If a vacancy occurs in the office of Chairman, the Vice-Chairman/Chairman-Elect shall become Chairman for the unexpired term and for the succeeding one-year term to which this officer has been elected.
  2. If a vacancy occurs in the office of Vice-Chairman/Chairman-Elect or in the office of Secretary-Treasurer, the Chairman shall fill the vacancy through appointment until the next election of new officers, including a Chairman.
  3. A vacancy in the office of Councilor shall be filled by the Councilor Alternate. In the event neither officer can serve, the Chairman, in consultation with the Executive Committee, shall appoint an Interim Councilor to serve until the next regularly scheduled election.

Article V. Nominations and Elections

Section 1. Nominations

  1. During TLA Annual Assembly, the Executive Committee shall elect three members to serve as a Nominating Committee. No member of the Executive Committee may serve on the Committee.
  2. The Nominating Committee shall nominate two candidates each for the offices of Vice-Chairman/Chairman-Elect and Secretary-Treasurer. In the event that a candidate must withdraw prior to the voting, a replacement shall be named by the Committee.
  3. Every third year, at least two candidates shall be nominated for the office of Councilor.
  4. Nominations may also be made from the floor.

Section 2. Elections

  1. Elections shall be held at TLA Annual Conference through ballot by the membership for a Vice-Chairman/Chairman-Elect and a Secretary-Treasurer. The majority of votes cast, elects. In case of a tie, the successful candidate shall be determined by lot.
  2. A Councilor and a Councilor Alternate shall be elected every third year. In accordance with TLA Bylaws the candidate with the highest number of votes shall be elected Councilor, and the candidate with the next highest vote shall be elected Alternate to serve in the absence of the Councilor.

Article VI. Executive Committee

Section 1. Membership

  1. Members of the Executive Committee of TLA GODORT shall consist of the Chairman, Vice-Chairman/Chairman-Elect, Immediate Past Chairman, Secretary-Treasurer, Councilor, and Councilor Alternate.
  2. The Immediate Past Chairman shall continue to serve for one year on the Executive Committee following the term of office as Chairman.

Section 2. Meetings

  1. The Executive Committee shall hold at least two meetings each year — one at the TLA Annual Assembly and a second at the Annual Conference.
  2. Called meetings shall be held at the discretion of the Chairman.
  3. All Executive Committee meetings of TLA GODORT shall be open to all members of TLA. Only members of the Executive Committee may make motions and vote. Non-members may speak with the consent of the Executive Committee.

Section 3. Reports

The Councilor or Councilor Alternate shall report Executive Committee activities to TLA Council.

Section 4. Duties

The Executive Committee shall:

  1. Serve as the management unit for TLA GODORT.
  2. Make recommendations to TLA GODORT on matters of policy and operations.
  3. Elect the Nominating Committee.
  4. Perform such other duties as are specified in these bylaws.

Article VII. Meeting
TLA GODORT shall meet annually during the TLA Annual conference. A quorum shall consist of those members who attend the meeting, and the meeting shall be open to all members of TLA.

Article VIII. Parliamentary Authority
In accordance with TLA Bylaws, the parliamentary authority governing TLA GODORT shall be Robert's Rules of Order, Newly Revised, current edition.

Article IX. Amendments to the Bylaws
All proposed amendments to these bylaws may be adopted by a two-thirds vote of the members present at the annual meeting of TLA GODORT, provided such changes are consistent with TLA Bylaws and Standing Rules.

Rule 1. Membership
Members shall receive all general TLA GODORT mailings.

Rule 2. Officers

A. Chairman

  1. Shall be the official representative of the organization or name a designee.
  2. Shall preside at Executive Committee and Membership meetings.
  3. Shall serve as ex-officio member of all committees except the Nominating Committee.
  4. Shall appoint committees and committee chairs, with the exception of the Nominating Committee, and shall ask for recommendations from the Executive Committee before making designations.
  5. Shall submit to the TLA Executive Director the minutes of all TLA GODORT meetings, results of elections, and reports of committees. "Instant minutes" must be submitted prior to leaving either the Annual Assembly or Annual Conference, and comprehensive minutes must be submitted within two weeks or as expeditiously as possible.
  6. Shall report to the TLA Executive Director all appointments, resignations, and/or changes of addresses for TLA GODORT officers.
  7. Shall approve any expenditure of TLA GODORT funds.
  8. Shall appoint at least three tellers to count ballots and votes during elections.
  9. Shall perform additional duties as specified in the TLA Standing Rules.

B. Vice-Chairman/Chairman-Elect

  1. Shall preside at meetings in the absence of the Chairman.
  2. Shall assume the office of Chairman if that office should become vacant.
  3. Shall assume the office of Chairman after serving a term of one year as Vice-Chairman/Chairman-Elect, except under circumstances specified in Article IV, Section 4(a), of the TLA GODORT Bylaws.

C. Secretary-Treasurer

  1. Shall report on the financial status of the Round Table at meetings of the Executive Committee and at the Annual Membership meeting.
  2. Shall obtain approval of the Chairman prior to expenditure of any TLA GODORT funds.
  3. Shall prepare minutes of all TLA GODORT meetings and submit them to the Chairman. "Instant minutes" must be submitted prior to leaving either the Annual Assembly or the Annual Conference. Comprehensive minutes must reach the Chairman within ten days of the meeting or as expeditiously as possible.

D. Immediate Past Chairman

  1. Shall serve as Liaison to the Government Documents Round Table of the American Library Association through an affiliate membership maintained by TLA GODORT with that organization. In the event the Immediate Past Chairman Conference cannot attend meetings of ALA GODORT Affiliates, the Chairman shall designate another TLA GODORT member to substitute as Liaison.
  2. Shall perform other duties as assigned by the Chairman and the Executive Committee.

E. Councilor and Councilor Alternate

As specified in the article and section of the TLA Bylaws regarding TLA units and their unit councilors, the Councilor or Councilor Alternate shall:

  1. Attend all meetings of TLA Council.
  2. Submit all resolutions from TLA GODORT that require Council action.
  3. Serve as liaison between TLA Council and TLA GODORT.

Rule 3. Nominations and Elections

A. Nominations

The Nominating Committee shall:

  1. Consent to serve prior to election to committee membership by the Executive Committee.
  2. Select the best-qualified candidates for each office.
  3. Submit a list of candidates for office to the Executive Committee by January 15 of the year in which the officers will be elected to serve.
  4. Prepare ballots for the election.

B. Elections

  1. At least three tellers appointed by the Chairman shall count ballots of votes.
  2. Tellers shall prepare a written report of election results for the Chairman and the Nominating Committee.

Rule 4. Meetings

A. In accordance with the TLA rule regarding meetings, all TLA GODORT meetings will be designated non-smoking areas.

B. In accordance with the TLA rule regarding meetings and religious holidays, official meetings should be scheduled to avoid conflict with major religious holidays if at all possible.

Rule 5. Standing Rules

A. Shall be adopted by majority vote of the Executive Committee.

B. May be amended or rescinded by majority vote of the Executive Committee.

Rule 6. Bylaws

A. All bylaws changes mailed for membership consideration shall be accompanied by arguments for and against the proposed changes.

B. The Chairman shall appoint proponents and opponents to write the arguments.

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Created on Sep 22, 2010 | Last updated April 29, 2014