RISRT Operating Procedures

Reference & Information Services Round Table Operating Procedures

Amended and Approved July 10, 2014

 

SECTION I – NAME

The name of this organization is the Reference & Information Services Round Table (RISRT) of the Texas Library Association (TLA).

SECTION II – OBJECTIVES

The purpose of RISRT shall be to advance the informational, bibliographical, and research services of all types of libraries within the state of Texas.

SECTION III – MEMBERSHIP

Any member of TLA may select membership in RISRT. Officers must be current members of TLA and RISRT.

SECTION IV – ADMINISTRATION

A. Elected Officers

1.  The elected officers of RISRT shall be Chair, Vice-Chair/Chair-Elect, Secretary/Treasurer, Councilor, Alternate Councilor, and Immediate Past Chair.
2.  Officers shall assume office immediately following the TLA Annual Conference and shall serve a term of one year or until a successor is elected. The Councilor and Alternate Councilor shall serve three years or until a successor is elected.
3.  The duties of RISRT officers shall be as follows:

a. RISRT Chair serves a one-year term of office immediately following TLA Annual Conference and extending through the next Annual Conference.

Duties:

  • Provides general oversight for all activities of the unit.
  • With the exception of the Nominating Committee and the Program Committee, makes all committee appointments for the year as Chair. This usually is done toward end of term as Vice-Chair/Chair-Elect so that committees are appointed by the end of the TLA Annual Conference when the appointments take effect. Committees to which RISRT members need to be appointed routinely each year are the Planning Committee, Texas Reference Source Award Committee, RISRT Conference Stipend award Committee, and Publicity/Membership Committee. If a nomination has been received for the Lois Bebout Reference Service Award, an ad hoc committee will need to be appointed, which will be disbanded after its recommendation has been received and considered by the RISRT Executive Committee.
  • RISRT Webmaster, Assistant Webmaster, and Texas Reference Sources General Editor appointments must be approved by the full Executive Committee. These individuals are eligible for continuous reappointment if performance is deemed satisfactory. Reappointment consideration for each of these appointments needs to be an agenda item for the Executive Committee meeting during every TLA Annual Conference.
  • Attends all chairs and conference planning orientation and training sessions. Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Submits the Incoming Officer Report Form by one week after the TLA Annual Conference. The form is in the “Officer Resources” section of “About TLA” on the TLA website.
  • Notifies the RISRT Webmaster of names and contact information for all committees and the Executive Committee within one week following TLA Annual Conference.
  • Schedules all RISRT meetings at Annual Assembly and Annual Conference in consultation with the Executive Committee and committee chairs. An Executive Committee meeting is to be scheduled for each gathering. Some committees meet at Annual Assembly and some will also need to meet during TLA Annual Conference. It is preferable to schedule all committee meetings to occur before the Executive Committee meeting. A short RISRT general membership meeting usually is held at the end of the RISRT program at the TLA Annual Conference. If a longer meeting is needed, a separate RISRT Membership meeting should be scheduled to occur at a time immediately after the RISRT program. A notice should be posted to the RISRT Officers distribution list and emailed to all committee chairs prior to the scheduling deadline to determine if any additional meeting times are needed. The scheduling request form for Annual Assembly will be available under the officers section of the TLA website. This is normally due around May 15. Scheduling requests for Annual Conference committee meetings and programs are generally due around June 15.
  • Prepares and disseminates agendas and schedules for all Executive Committee meetings and for the round table’s general membership meeting at Annual Conference.  Posts agendas on the RISRT officers and members distribution lists and on the MyTLA Groups RISRT website.
  • In consultation with the Secretary/Treasurer, prepares an annual budget for approval by the Executive Committee. The Budget Request Form is in the “Officer Only Section” of the “Members Only” section of the TLA website and it is due at the TLA Office by the date specified each year. 
  • Presides at the annual general membership meeting and all Executive Committee meetings.
  • Approves all unit expenditures/invoices.  The Reimbursement Form for submission to the TLA office is located in the “Officer Resources” section of “About TLA” on the TLA website.
  • Forwards copies of all reimbursement forms to the Secretary/Treasurer so that she/he can monitor the TLA unit financial statement.
  • Co-Chairs the RISRT Program Committee. The Chair may not serve as chair for any other RISRT committee.
  • Submits to the TLA Conference Program Committee online conference forms around June 15. 
  • In the spring, sends notification to all newly elected officers and thanks all who agreed to stand for election.
  • Checks to be sure all current Executive Committee members, the RISRT Webmasters, and other RISRT committee chairs and committee members are included on the RISRT Officers listserv.
  • Forwards any notice from TLA Exhibits Office asking whether RISRT wants to have an exhibit booth to the Publicity/Membership Committee Chair and the designated Booth Coordinator in the committee.

b. RISRT Vice-Chair/Chair-Elect serves a one-year term of office immediately following TLA Annual Conference and extending through the next Annual Conference.

Duties:

  • Attends all chairs and conference planning orientation and training sessions. Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Serves as Co-chair of the Program Committee, working closely with the RISRT Chair on planning the next conference program(s) for the unit.
  • Appoints 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 RISRT Chair. The Vice-Chair/Chair-Elect may not serve as chair for any other RISRT committee.
  • Attends and participates in all RISRT Membership and Executive Committee meetings.
  • In the absence of the RISRT Chair, chairs general membership meetings and Executive Committee meetings.
  • Assumes office of RISRT Chair if the office is vacated.
  • 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 Vice-Chair/Chair-elect so that committees are appointed by the end of the spring TLA Annual Conference when the appointments take effect. Committees to which RISRT members need to be appointed routinely each year are Planning Committee, Texas Reference Source Award Committee, RISRT Conference Stipend Award Committee, and Publicity/Membership Committee. If a nomination has been received for the Lois Bebout Reference Service Award, an ad hoc committee will need to be appointed, which will be disbanded after its recommendation has been received and considered by the RISRT Executive Committee.

c. RISRT Immediate Past Chair serves a one-year term of office. The term begins immediately following TLA Annual Conference and extends through the next Annual Conference.

Duties:

  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Membership and Executive Committee meetings.
  • Chairs the Nominating Committee and appoints its members. 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.
  • Sends ballot information to the TLA Office by TLA-established deadlines, usually in December or January.
  • Ensures that candidates submit biographical information by TLA-established deadlines, usually in December or January.

d. The RISRT Secretary/Treasurer serves a one-year term of office immediately following TLA Annual Conference and extending through the next Annual Conference.

Duties:

  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Membership and Executive Committee meetings.
  • Assists the RISRT Chair in preparing an annual budget for approval by the Executive Committee. 
  • Checks the TLA quarterly revenue and expenditure reports on the “Officers Only Section” of MyTLA on the TLA website. Notifies the RISRT Chair of any discrepancies. Some reports may appear only one week before Annual Conference and Annual Assembly. The final annual financial reports through June 30 will be posted in July.
  • Prepares and disseminates minutes with any supplemental attachments (committee reports, etc.) from all Executive Committee meetings and the annual business meeting to the TLA Office within two weeks after the meetings. This is accomplished through initial posting on the RISRT 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 RISRT website and also posted on the RISRT Members distribution list and the MyTLA Groups RISRT section.
  • Brings, distributes, and collects a sign-in sheet for Executive Committee meetings. The compiled list of attendees is included in the minutes.
  • Prepares and submits instant minutes to the TLA Office immediately after Executive Committee and general membership meetings conducted at Annual Conference and Annual Assembly. The form is available in the “Officer Resources” section of “About TLA” on the TLA website.
  • Presents minutes and a treasurer’s report for distribution at the Executive Committee meetings and the annual general membership meeting.
  • Following approval of minutes, submits the final approved copy to the TLA office for archiving with any supplemental attachments (committee reports, etc.), to the RISRT webmaster for posting on the RISRT website, and also posted on the RISRT Members distribution list and the MyTLA Groups RISRT section. The approved minutes replace the draft minutes on the website.
  • Reminds all committee Chairs to complete Instant Minutes forms for all committee meetings held during Annual Conference and Annual Assembly.

e. RISRT Councilor serves a three-year term of office. The term begins immediately following TLA Annual Conference and extends through Annual Conference three years after taking office. 

Duties:

  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Membership and Executive Committee meetings.
  • Attends and participates as a voting member in all Council meetings at Annual Assembly and Annual Conference. 
  • Keeps membership posted on pending issues and actions of the TLA Council through reports at Executive Committee meetings, postings to RISRT Officers and Members distribution lists, and postings to the MyTLA Groups RISRT section.

f. RISRT Alternate Councilor serves a three-year term of office. The term begins immediately following TLA Annual Conference and extends through Annual Conference three years after taking office.

Duties:

  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources”  section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Membership and Executive Committee meetings.
  • Attends TLA Council meetings as a non-voting participant unless the Councilor is unable to attend, in which case the Alternate Councilor assumes all duties of the Councilor.

B. Appointed Officers

1. RISRT Webmaster is appointed by the RISRT 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:

  • Updates and maintains the RISRT website in coordination with the TLA Webmaster. Provides that all website content is current and accessible. RISRT historical files are maintained and updated by an Assistant Webmaster.
  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Executive Committee meetings as an ex officio non-voting member.
  • Serves as a member of the Publicity/Membership Committee and reports on website activities, problems, and recommendations at both Publicity/Membership Committee and Executive Committee meetings.
  • Maintains contact with all committee Chairs.
  • Attends TLA training sessions for unit webmasters and keeps up-to-date on TLA website procedures and requirements.

2. Assistant Webmaster is appointed by the RISRT 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:

  • Updates and maintains the RISRT historical files.
  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources”  section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Executive Committee meetings as an ex officio non-voting member.
  • Serves as a member of the Publicity/Membership Committee and reports on website activities, problems, and recommendations at both Publicity/Membership Committee and Executive Committee meetings.
  • Attends TLA training sessions for unit webmasters and keeps up-to-date on TLA website procedures and requirements.

3. General Editor of Texas Reference Sources Online is appointed by the RISRT 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 General Editor is eligible for reappointment each year at the discretion of the Executive Committee.

Duties:

  • Updates and maintains Texas Reference Sources Online web pages. Submits revised webpages to the TLA Webmaster for loading on the TRSOnline website.
  • Appoints and replaces section editors, maintains section editor resources and instructions, and directs their section reviews. Reminders are sent to section editors twice each year.
  • Downloads and reads the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. Reviews resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA.
  • Attends and participates in all RISRT Executive Committee meetings as an ex officio non-voting member.
  • Reports on TRSOnline activities, problems, and recommendations at Executive Committee meetings.
  • Attends TLA training sessions for unit webmasters and keeps up-to-date on TLA website procedures and requirements.
  • Serves as a member of the Texas Reference Source Award Committee

C. Executive Committee

1. The RISRT Executive Committee is comprised of all elected officers, including the Chair, Vice-Chair/Chair-Elect, Secretary/Treasurer, Councilor, Alternate Councilor, and Immediate Past Chair. The appointed Webmaster, Assistant Webmaster, and General Editor of Texas Reference Sources Online serve as non-voting ex officio members of the Executive Committee. The Executive Committee meets during TLA Annual Assembly and Annual Conference. It administers the business of the round table when it is not in session.

2. Chairs of all RISRT committees, the Texas Reference Sources Online General Editor, and the RISRT Webmasters shall be required to submit to the Executive Committee meeting at each TLA Annual Conference an annual report summarizing their activities.

D. Elections

1.  The Nominating Committee, appointed by the Immediate Past-Chair, shall present a slate of candidates for all offices. The annual ballot shall consist of at least one candidate each for the offices of Vice-Chair/Chair-Elect and Secretary-Treasurer. Every three years, at least two candidates for the office of Councilor also need to be selected.

2.  Officers shall be elected by electronic ballot in the spring.

3.  For each office, the candidate receiving the highest number of votes shall be elected to that office. For the office of Councilor, the candidate receiving the highest number of votes shall be elected Councilor; the candidate with the second highest number of votes shall become the Alternate Councilor. The membership shall be notified of the election results in the spring following the election.

4.  In the event of a tie vote for any office, a run-off election will be held at the next Annual Conference RISRT membership meeting.

E. Vacancies

1.  If a vacancy occurs in the office of the Chair, the Vice-Chair/Chair-Elect shall become Chair for the remainder of that term and shall 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 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 RISRT Councilor will assume the duties of both offices until the next RISRT election.

SECTION V – MEETINGS

A.  A general membership meeting shall be held annually during the TLA Annual Conference. A quorum shall consist of the members present. Additional general membership meetings may be held as deemed necessary by the Chair, a majority of the Executive Committee, or upon petition of thirty (30) RISRT members.

B.  RISRT Executive Committee meetings shall be held during both the TLA Annual Conference and the TLA Annual Assembly. A quorum shall consist of a majority of the elected officers. Additional meetings may be held as deemed necessary by the Chair or a majority of the Executive Committee.

SECTION VI – COMMITTEES

A. General Committee Chair Duties

  • All committee chairs shall download and read the materials from the “Incoming Officers Briefing” in the “Officer Resources” section of “About TLA” on the TLA website. All committee chairs shall review resources available in the “Officer Resources” section of “About TLA” and in the “Officers Only Section” of MyTLA
  • 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 RISRT Secretary/Treasurer for inclusion with the minutes of the meeting. A copy also is to be submitted to the RISRT 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 RISRT Secretary/Treasurer, the RISRT Chair, and the RISRT Webmaster prior to the meeting.
  • 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 form is available in the “Officer Resources” section of “About TLA” on the TLA website. Full minutes for committee meetings should be submitted to the TLA office and to the RISRT Webmaster when completed.
  • Chairs of committees may convene committee meetings during the TLA Annual Assembly. Meetings also may be held during the TLA Annual Conference. Virtual meetings may be substituted. All committee meetings are “open meetings” at which anyone is welcome to attend except for the awards committees and the Nominating Committee, which are routinely considered “closed meetings” with attendance limited to committee members only.
  • Committee Chairs are to notify the RISRT Vice-Chair/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 Vice-Chair/Chair-Elect about any committee members who would be recommended to be appointed as the next committee Chair and about any other RISRT 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.
  • Committee Chairs are expected to maintain virtual contact with committee members between meetings and may conduct many or some committee tasks through virtual contact. The RISRT Members distribution list is useful for soliciting input from, or sending notices to, RISRT members about committee activities. The RISRT Officers distribution list is useful for soliciting input from, or sending notices to, RISRT officers.

B. Standing Committees

The standing committees of the RISRT shall be as outlined below. Standing committee members, except for members of the Program Committee, shall serve a one year appointment to commence immediately after the TLA Annual Conference.

Chairs attend the TLA Annual Assembly (usually in July). Some committees may also meet during the TLA Annual Conference (usually in April).

Members of committees also are expected to attend if the Chair has scheduled a meeting for a committee during Annual Assembly or Annual Conference. Virtual participation may be substituted for physical participation at these meetings except for committee chairs.

1. Nominating Committee

The Nominating Committee shall annually submit a list of candidates for election. The RISRT Immediate Past-Chair shall appoint the members of the Nominating Committee and chair the committee. 

  • The RISRT Immediate Past Chair normally makes appointments to this committee in the spring prior to completing her/his term as RISRT Chair.
  • Every year at least one candidate each needs to be selected to stand for election for Vice-Chair/Chair-Elect and for Secretary/Treasurer. Every three years at least two 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.
  • Potential candidates for office may be identified through the RISRT Volunteer forms submitted to the Vice-Chair/Chair-Elect. The incoming Nominating Committee Chair should consult with the incoming RISRT Chair to determine if any volunteers for elected office were received.
  • It is preferable for Vice-Chair/Chair-Elect candidates to already be familiar with RISRT through prior service on committees or other elected or appointed office.
  • The committee may choose to meet during Annual Assembly, but much of the committee work will need to be accomplished virtually to meet TLA ballot deadlines, which are usually in December or January. Generally, it is best to have candidates for all offices selected by the end of November.

2. Planning Committee

The Planning Committee shall coordinate strategic planning and unit assessments for RISRT and shall maintain and update the RISRT Operating Procedures.

  • With input from RISRT officers, committees, and members, the committee shall draft a Strategic Plan for RISRT to coordinate with the TLA Strategic Plan. The draft will be subject to approval by the RISRT Executive Committee and the RISRT membership.
  • The committee will review the adopted Strategic Plan annually and, with input from RISRT committees and officers, will report progress annually toward meeting goals and objectives to the Executive Committee and the RISRT membership.
  • The committee will submit revisions to the Strategic Plan to the Executive Committee and the RISRT membership for comment and approval.
  • With input from RISRT officers, committees, and members, the committee will develop Operating Procedures for RISRT. The Operating Procedures will be subject to approval by the RISRT Executive Committee and the RISRT membership.
  • The committee will review RISRT Operating Procedures annually and submit any recommended changes for approval by the RISRT Executive Committee and the RISRT membership (if required).
  • With input from RISRT officers, committees, and members, the committee will draft the RISRT unit assessment for review and approval by the Executive Committee. Unit assessments will be submitted when required by TLA. Assessments will be sent to the RISRT Webmaster for posting on the RISRT website.
  • The Chair of the committee will submit draft and adopted copies of both the RISRT Strategic Plan and the RISRT Operating Procedures to the RISRT Webmaster for posting on the RISRT website.
  • The Chair of the Committee will send copies of adopted versions of the RISRT Strategic Plan and the RISRT Operating Procedures to the TLA Bylaws and Resolutions Committee and to the TLA Office for their files.

3. Program Committee

The Program Committee shall develop, organize, and coordinate arrangements for RISRT programs and preconferences at annual conferences.

  • The Program Committee is co-chaired by the RISRT Chair and the RISRT Vice-Chair/Chair-Elect, who each appoint three members at the beginning of their term as Vice-Chair/Chair-Elect
  • Unlike other RISRT committees, members of the RISRT Program Committee are appointed for two-year terms.
  • 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 for the TLA Annual Conference occurring in the year when that Vice-Chair/Chair-Elect serves as Chair of RISRT. Any preconferences will also be planned by the Program Committee.
  • TLA Program Planning Committee deadlines are very explicit and 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 RISRT Program Committee Co-Chairs are responsible for arranging RISRT program defense representation at each TLA Annual Assembly. Program defense presentation times usually are assigned by the TLA Program Planning Committee.
  • Co-Chairs are responsible for providing the RISRT Webmaster with information about upcoming programs and preconferences for the RISRT website. Publicity about programs also is to be posted to the RISRT Members distribution list and to the MyTLA Groups RISRT section several weeks prior to each Annual Conference.

4. Publicity/Membership Committee

The Publicity/Membership Committee shall evaluate and recommend measures to promote membership in RISRT, supervise the setup and staffing of the RISRT Booth at annual conferences, create and update publicity materials for RISRT, and advise the RISRT  Webmaster.

  • The committee supervises the RISRT exhibit booth at Annual Conferences. One committee member should be designated as the coordinator/contact for the booth arrangements. The RISRT Chair and the TLA Exhibits office need to be provided with the name and contact information for the booth coordinator.
  • While exhibit booths for TLA units routinely include one table and one chair, the RISRT booth often needs more than the minimum which should be requested when queries about booth requirements are sent out from the TLA Exhibits Office, usually in late January or February.
  • The TLA Exhibits Office usually sends an email query each summer to the RISRT Chair asking if RISRT wants to have an exhibit booth at the next Annual Conference. The RISRT Chair should forward the query to the Publicity/Membership Chair and to the designated Booth Coordinator. If the Booth Coordinator does not receive the query, she/he should contact the RISRT Chair about it.
  • A call for volunteers to staff the booth should be posted to the RISRT Members listserv and the MyTLA Groups RISRT section in late January or February. A second call for volunteers should be posted in March. It is best to have two persons scheduled each hour the booth is open, but one person per hour is acceptable. The hardest times to cover are the RISRT program time and the RISRT Executive Committee meeting time. The booth volunteer schedule needs to be available at the booth, and volunteers should be asked to initial the times they are present.
  • Supplies for the booth (including the Texas Reference Source Award books, leaflets, posters, RISRT banner, ribbons, etc.) are stored with the Booth Coordinator between conferences and the Coordinator transports them to the Annual Conference. If this is not feasible, other arrangements for storage and transport may need to be made with the TLA Office.
  • Booth setup time is the preconference day, which is generally Tuesday between 8 a.m. and 5 p.m. Take down time is generally Friday between noon and 5 p.m. after the exhibits close. Setup and take down days may vary. At least one week prior to the conference, the Booth Coordinator needs to provide the TLA Exhibits Office with the name(s) of the person(s) who will be setting up and taking down the booth.
  • The RISRT Webmaster and Assistant Webmaster also serve as members of this committee.
  • The committee periodically reviews and updates the RISRT membership brochure and volunteer form.
  • The committee makes recommendations for membership promotion activities and premiums.
  • The committee advises the RISRT webmasters about the design and content of the RISRT website.

5. RISRT Conference Stipend Award Committee

The RISRT Conference Stipend Award Committee evaluates applications for the annual $500 conference stipend for a member of RISRT to attend a TLA Annual Conference and selects a recipient. The purpose of the stipend is to help a RISRT member with financial need attend the TLA Annual Conference and to encourage ongoing interest in and involvement with RISRT activities.

  • Requirements for the recipient of the award include:Applications must be submitted to the committee Chair electronically or postmarked for postal delivery by January 31 each year.
    • Must be a member of TLA and RISRT.
    • Must be involved in reference service.
    • Must be a professional librarian, paraprofessional, library assistant, library/information school student, or volunteer.
    • Apply the $500 stipend first toward registration expenses, including any required pre-conferences, and then toward other conference expenses.
    • Volunteer to staff the RISRT booth at Annual Conference for two hours.
    • Attend the RISRT general membership meeting and the Executive Committee meeting at Annual Conference.
    • Attend the RISRT sponsored and co-sponsored programs, pre-conferences, and events at Annual Conference.
    • Submit a report evaluating the conference, stating whether it fulfilled their expectations and what was learned that can be used in the recipient's library or university. The report must be submitted electronically or by mail to the RISRT Conference Stipend Committee Chair within 30 days after the Conference.
    • Serve on the next year’s selection committee for the stipend award.
  • The Chair of the committee distributes submitted forms to each committee member for evaluation.
  • The committee members select one candidate to receive the $500 award.
  • The Chair notifies the recipient of their selection and counsels on how to claim the award and helps the recipient plan their schedule for the conference.
  • The Chair or a designated committee member is responsible for helping to orient the recipient at the conference and for introducing the recipient at the Executive Committee and General Membership meetings during the conference.
  • The Chair includes the recipient’s conference evaluation report with the committee annual report each year.

6. Texas Reference Source Award Committee

The Texas Reference Source Award Committee shall administer the nomination and selection process for the award. All informational documents pertaining to this award, such as nomination criteria, submission procedure, and selection requirements, shall be available from the Chair of this committee and posted on committee and award webpages.

  • The Texas Reference Source Award Committee recognizes an outstanding reference tool in Texas history, culture, or commerce. “Reference tool” encompasses bibliographies, indexes, encyclopedias, and other scholarly apparatus regardless of format. The purpose of the award is to recognize truly superior accomplishments in research and scholarship. For possible consideration, a source must be published or accepted for publication within the three years immediately preceding the closing date for nominations. Selection is based on scholarship, style, and contribution as a Texas reference source.
  • Only one award is given each year. Materials that cover a very narrow topic or are suited for only one type of library are generally not selected for this award. New editions with substantial updated material may be considered, although reprints may not.
  • The committee solicits nominations, which are due on or before September 1 each year. Nominations may be received from publishers, committee members, other librarians, and members of the general public.
  • Much of the committee’s work will need to be accomplished virtually, but the Chair of the committee is expected to attend RISRT Executive Committee meetings. At the committee Chair’s discretion, a meeting of the committee may be scheduled for Annual Assembly.
  • The committee Chair contacts publishers such as university presses and others who publish reference materials pertaining to Texas. Many of these exhibit at the TLA Annual Conference and will have catalogs and websites readily available. The Chair emails the publishers with links to the Texas Reference Source Award page and nomination form.
  • In addition, the committee publicizes the nomination process throughout the Reference Round Table and TLA as a whole. Publicity can be in the form of newsletter articles, listserv postings, etc.
  • The committee Chair is responsible for securing from publishers any copies of the nominated sources needed for committee members to review and one copy for the RISRT exhibit booth. Committee members will be expected to make maximum use of their nearby libraries or interlibrary loan to examine copies of titles being considered. If a committee member does not have access to a nominated title, the committee Chair will mail a copy to the committee member.
  • The committee may choose to allow selected nominations to hold over until the next year, provided that the nominated materials will have been published within three years of the following September 1.
  • The Chair delivers the committee recommendation for the award to the Executive Committee by January 1 for virtual approval by the RISRT Executive Board.
  • The Chair is responsible for arranging for plaques to be produced for the winning reference source (one plaque for the author or each author and one plaque for the publisher). The standard text and design for the plaques is available from the plaque supplier: Denton Trophy House, 201A South Elm Street, Denton, Texas 76201 (tel. 940-565-0505). The receipt and completed reimbursement form should be given to the RISRT Chair, who will submit them to the TLA Office. The Reimbursement Form is available in the “Officer Resources” section of “About TLA” on the TLA website.
  • The committee Chair arranges for the author or editor or a representative of the publisher to accept the award, which is given at Annual Conference at the beginning of the main RISRT program. If the representative(s) are not registered for Annual Conference, the Chair will need to arrange for them to receive a pass at the TLA registration booth.
  • The publisher is asked to display the award at their exhibit booth and is encouraged to publicize the award received in any way possible.
  • The committee Chair arranges with the RISRT Assistant Webmaster to have information updated on the Texas Reference Source Award history webpage.
  • The Texas Reference Sources Online General Editor is a member of this committee.

C.  Ad Hoc Committees

1.  Ad Hoc committees may be created as needed by the RISRT Chair, with the approval of the Executive Committee. The RISRT Chair shall appoint the members and designate the chair of each ad hoc committee.

2.  The committees shall serve until their charges have been completed and reports have been accepted or until such time as the Executive Committee designates.

3.  A Lois Bebout Reference Service Award ad hoc committee shall be appointed by the RISRT Chair when at least one nomination for the award is received by the Chair. The committee shall evaluate the nominee's documentation and shall advise the Executive Committee on whether the nominee should be approved as an award recipient.

SECTION VII – PARLIAMENTARY AUTHORITY

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

SECTION VIII – AMENDMENTS TO THE OPERATING PROCEDURE

These Operating Procedures may be adopted or amended at any general membership meeting of the unit by a majority vote of the members present or through mail or electronic balloting by a majority of all votes received, provided that a notice of at least 30 days has been previously given and such changes are consistent with the Bylaws and Standing Rules of TLA.

 

 

 

--Approved April 15, 2013

 

--Amended and Approved July 10, 2014

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Created on Aug 17, 2014 | Last updated June 06, 2016