― Electronic Resources and Serials Management ―
E-SMART Round Table  BYLAWS

The name of this organization shall be the Electronic Resources and Serials Management Round Table (E-SMART) of the Texas Library Association (TLA).

The purpose of E-SMART shall be to promote and improve the management of electronic resources and serials in Texas libraries through fostering the exchange of information among librarians, publishers, vendors, and others who affect and are affected by these resources.

Any member of TLA may select membership in E-SMART.

Section 1.  Officers

1. Definition: The officers of E-SMART shall be Chair, Vice-Chair/Chair-Elect, Secretary/Treasurer, Councilor and Alternate Councilor, and Immediate Past-Chair.
2. Qualifications: Each officer must be a current member in good standing of TLA and E-SMART, with dues paid by January 31 of the year in which the officer serves, and a resident of Texas or an employee of a Texas library.
3. Terms of Office:
   1. The Chair, Vice-Chair/Chair-Elect, and Secretary/Treasurer shall serve a term of one year or until their successors are elected.  The Immediate Past-Chair shall serve one year following the term of office as Chair.
   2. The Councilor and Alternate Councilor shall serve a term of three years or until their successors are elected.
   3. Officers shall assume office immediately following the Annual Conference at which they are elected.
4. Vacancies:
   1.  If there is a vacancy in the office of Chair, the Vice-Chair/Chair-Elect shall become Chair both for the remainder of that term and the succeeding term.
   2. If there is a vacancy in the office of Vice-Chair/Chair-Elect, Secretary/Treasurer, Councilor, Alternate Councilor, or Immediate Past-Chair, the Chair, with the approval of the Executive Committee, shall fill the vacancy by appointment until the next election. An Immediate Past-Chair vacancy on the Executive Committee must be filled by a former Chair. 
   3. If there is a vacancy in the office of Councilor, the Alternate Councilor shall complete the remainder of the term.
   4. If there is a vacancy in both the Chair and Vice-Chair/Chair-Elect positions, the President of TLA shall appoint a new Chair, who shall proceed as outlined above.
   5.   If an officer misses three (3) consecutive meetings of the Executive Committee and/or Council, the position shall be declared vacant and filled as outlined above.

1. The Chair shall:

1. represent E-SMART at all levels except Council;
2. preside at all E-SMART meetings;
3. appoint committees and designate committee chairs with the exception of the Nominating Committee;
4. coordinate the work of all committees;
5. ensure that the program planned during their year as Vice-Chair/Chair-Elect is carried out and presented at the annual conference during their year as Chair;
6. ensure preparation of the annual report to the Annual Conference;
7. ensure development of a proposed budget for submission to the E-SMART membership and the TLA Budget Committee as stipulated in the TLA Bylaws;
8. serve on the Executive Committee for one year following term of office;
9. ensure that the ballots, names, and qualifications of the candidates for officers of E-SMART shall be distributed to the membership at least six (6) weeks prior to Annual Conference;
10. ensure the currency of the E-SMART web page by appointing a webmaster;
11. ensure the distribution of the E-SMART newsletter to all current E-SMART members;
12. submit proposed budget for E-SMART to the TLA office;
13. perform all duties prescribed for this office in the Bylaws and Standing Rules of TLA.

2. The Vice-Chair/Chair-Elect shall:

1. serve on the Executive Committee;
2. preside at meetings in the absence of the Chair;
3. assume the office of Chair if that office should be vacated;
4. be responsible for planning a program during their year as Vice-Chair/Chair-Elect so it can be presented at the following annual conference during their term as Chair; 
5. assume the office of Chair after serving a term of one year as Vice-Chair/Chair-Elect except under circumstances as specified in Article IV, Section 1d(1);
6. perform such duties as assigned by the Chair.

1. serve on the Executive Committee;
2. record all minutes of the E-SMART meetings;
3. present minutes of the previous E-SMART meeting for approval;
4. submit a copy of the minutes of all meetings to the Chair, TLA Executive Board Liaison, and the TLA Office within one month of the meeting. Instant minutes must be submitted to TLA within 24 hours;
5. maintain financial records of all income and expenditures of E-SMART and submit reports as required;
6. present the annual financial report at the meeting of E-SMART at the TLA Annual Conference;
7. perform such duties as assigned by the Chair.

4. The Councilor shall:

1. serve on the Executive Committee;
2. attend all meetings of the TLA Council and E-SMART;
3. submit all E-SMART resolutions to Council that require Council action.

5. The Alternate Councilor shall:

1. serve on the Executive Committee;
2. assume the duties of the Councilor in the absence of the Councilor.

6. The Immediate Past-Chair shall serve on the Executive Committee.

1. Nominations:

1. The Executive Committee, with the exception of the Chair, shall appoint a Nominating Committee of three (3) members of E-SMART at Annual Assembly each year, or shortly thereafter.  The Chair of E-SMART may not serve on the Nominating Committee as ex officio or otherwise.
    
2. The Nominating Committee shall:

1. nominate qualified candidates for officers provided for in Article IV, section 1 of the Bylaws of E-SMART.  There shall be at least two (2) candidates for the office of Councilor;  
2. secure the consent of the nominees in advance;
3. follow TLA guidelines to allow electronic balloting and voting;
4. assume all responsibilities for the conduct of the elections not otherwise provided for in the Bylaws.

2. Elections:
    
   1. Elections shall be held annually by ballot prior to the meeting of E-SMART at the TLA Annual Conference.  Results will be announced at the meeting of E-SMART during the TLA Annual Conference.
   2. For the office of Chair, Vice-Chair/Chair-Elect, and Secretary/Treasurer, the candidate receiving the highest number of votes shall be elected.
   3. For the office of Councilor, the candidate receiving the highest number of votes shall be elected Councilor and the candidate with the second highest number of votes shall be named Alternate Councilor.  The councilors shall be elected every third year.

ARTICLE V: Meetings

A regular membership meeting of E-SMART shall be held annually in conjunction with the TLA Annual Conference.  A quorum shall consist of the E-SMART members who attend the meeting.  A program may also be held.

The elected officers and Immediate Past-Chair shall constitute the Executive Committee which shall administer the affairs of E-SMART when it is not in session.

Section 2.  Duties

1. The Executive Committee shall approve goals, objectives, and priorities of E-SMART.
2. The Executive Committee shall take action on items of business which may be brought forth from the membership or any other source.

Section 3.  Meetings

1. The Executive Committee shall meet at Annual Assembly and Annual Conference of TLA.
2. Other meetings shall be held as deemed necessary by the Chair or by at least two (2) members of the Executive Committee.

ARTICLE VII: Committees

Section 1.  Special Committees

The Chair of E-SMART shall appoint committees and designate chairs with the exception of the Program Committee, which shall be chaired by the Vice-Chair/Chair-Elect, and the Nominating 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.

All reports shall be directed to the Chair of E-SMART and presented to the membership at the TLA Annual Conference.

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.

Bylaws may be adopted or amended at any general membership meeting of the unit by a majority vote of the members present and voting, provided such changes are consistent with the Bylaws and Standing Rules of TLA.