PLD Bylaws

ARTICLE I. NAME

The name of the Division shall be the Public Libraries Division, hereafter referred to as the Division.

ARTICLE II. PURPOSE

The purposes of the Division shall be:

(a) to provide a forum for communication among and a source of professional advice and assistance to all concerned with public library service in Texas;

(b) to facilitate cooperation between all types of Texas libraries and librarians as well as other related institutions and individuals in the interest of improved public library service in Texas;

(c) to encourage public librarians in Texas to continue their education in response to changing circumstances of public libraries;

(d) to speak for the profession, in accordance with Texas Library Association (TLA) policies and regulations, on matters pertaining to public libraries in Texas including but not limited to legislative matters at all governmental levels.

ARTICLE III. MEMBERSHIP

Section I. Eligibility for Membership

Any person, organization, or institution already a member of the Texas Library Association is eligible for membership in the Division.

Section II. Privileges of Membership

Personal members are entitled to the following privileges unless otherwise stated in the Bylaws:

(a) run for office;

(b) vote in the Division elections;

(d) serve on Division committees;

(e) receive all mailings of the Division.

Section III. Restrictions on Membership

No individual may hold office or serve as a member of any committee within the Division unless the person is a member in good standing of the Texas Library Association and Public Libraries Division.

ARTICLE IV. OFFICERS

Section I. Definition

The Officers of the Division shall be a Chair, Vice-Chair/Chair-Elect, Councilor, Alternate Councilor, Secretary, Treasurer, and the Immediate Past Chair.

Section II. Qualifications

(a) Each officer must be a member in good standing of the Division;

(b) Officers may not hold another elected position in TLA, but they may serve on one TLA Standing Committee appointment and one Division or Round Table appointment concurrently. (See TLA Bylaws Article III Membership Section3 Privileges, A.3.)

Section III. Terms of Office

Officers shall assume office immediately following the Texas Library Association Annual Conference and shall serve a term of one year or until a successor is elected. The Councilor and Alternate Councilor shall serve for three years or until a successor is elected.

Section IV. Vacancies

(a) If a vacancy occurs in the office of Chair, the Vice-Chair/Chair-Elect shall become Chair for the remainder of that term and for the following term to which the officer was elected;

(b) If a vacancy occurs in the office of Vice-Chair/Chair-Elect, the Executive Board shall elect one of its members to fulfill the duties of Vice-Chair/Chair-Elect for the remainder of that term. A new Chair and Vice-Chair/Chair-Elect shall be chosen at the next election;

(c) If vacancies occur in both the Chair and Vice-Chair/Chair-Elect positions, the Executive Board shall elect two of its members to fulfill the positions for the remainder of that term. A new Chair and Vice-Chair/Chair-Elect shall be chosen at the next election.

(d) The Executive Board shall fill vacancies in all other offices by appointment.

Section V. Duties

(a) The Chair shall:

(1) be the official representative of the Public Libraries Division;

(2) preside at the Division meetings at the Texas Library Association Annual Conference and at the Annual Assembly;

(3) submit the Chair-Elect’s proposed budget for adoption at the general membership meeting;

(4) coordinate the work of all committees;

(5) appoint all committees and designate committee chairs, with the approval of the Executive Board, except for the Nominating Committee as provided in Article V;

(6) have the right to vote in meetings;

(7) perform those duties prescribed for this office in these Bylaws and the Standing Rules of the Texas Library Association.

(b) The Chair-Elect shall:

(1) preside at meetings in the absence of the Chair;

(2) assume the office of the Chair should that office be vacated;

(3) plan the program for the divisional activities at the Annual Conference;

(4) present the Division budget at the Executive Board meeting held during Annual Conference for their term as Chair;

(5) assume the office of Chair after serving a term of one year as Vice-Chair/Chair-Elect;

(6) perform such duties as assigned by the Chair;

(7) have the right to vote in meetings.

(1) serve on the Executive Board as a voting member for one year after leaving the office of Chair;

(2) perform such duties as assigned by the Chair;

(3) have the right to vote in meetings.

(d) The Secretary shall:

(1) record Minutes at all Executive Board meetings and General Membership meetings of the Division and submit a copy of minutes to the Chair within two weeks of said meeting;

(2) read the Minutes of the previous meetings at the Division meeting at the Texas Library Association Annual Conference and Annual Assembly;

(3) prepare instant minutes for all meetings within 24 hours of the meeting and submit a copy of Minutes to the TLA Office;

(4) perform such duties as assigned by the Chair;

(5) have the right to vote in meetings.

(e) The Treasurer shall:

(1) keep records of all expenses of the Division;

(2) make an annual financial report at the meeting of the Division at the Texas Library Association Annual Conference;

(3) perform such duties as assigned by the Chair;

(4) have the right to vote in meetings.

(f) The Councilor shall:

(1) attend all meetings at TLA Council;

(2) submit all resolutions that require TLA Council action;

(3) serve as liaison between TLA Council and the Public Libraries Division;

(4) perform such duties as assigned by the Chair;

(5) have the right to vote in meetings.

(g) The Alternate Councilor shall:

(1) assume the duties of Councilor in the absence of the Councilor;

(2) perform those duties prescribed for the office of Alternate Councilor in the Bylaws and the Standing Rules of the Texas Library Association;

(3) perform such duties as assigned by the Chair;

(4) have the right to vote in meetings.

ARTICLE V. EXECUTIVE BOARD

Section I. Membership

The Executive Board of the Division consists of the Chair, Vice-Chair/Chair-Elect, Councilor, Alternate Councilor, Secretary, Treasurer, and the Immediate Past Chair.

Section II. Meetings

(a) The Executive Board meets at the Annual Assembly and at the Annual Conference of the Texas Library Association.

(b) The Executive Board may meet as deemed necessary by the Chair or a majority of the members of the Executive Board.

Section III. Duties

(a) The Executive Board shall have general supervision of the affairs of the Division between its business meetings; shall fix the hour and place of meetings; shall make recommendations to the Division; and shall perform other duties as may be specified elsewhere in these Bylaws.

(b) The Executive Board shall be subject to decisions of the membership of the Division at properly convened meetings; and none of the actions of the Executive Board shall conflict with membership decisions, these Bylaws, or the Bylaws of the Texas Library Association.

ARTICLE VI. COMMITTEES

Section I. Standing Committees

The Division has the following Standing Committees: Legislative, Membership, Nominating, Planning,, Program, Scholarship, and Standards.

(a) Committee Structure

(1) Standing Committees shall report directly to the Chair and to the membership of the Division at the Texas Library Association Annual Conference.

(2) Standing Committees shall have a liaison member from the Executive Board.

(3) The Nominating Committee shall be structured as described in Article V of these Bylaws.

(4) The Bylaws Committee shall consist of a minimum of three (3) members.

(5) The Legislative, Planning, Scholarship, and Standards, Committees shall consist of a minimum of five (5) members

(6) The Membership Committee shall consist of a minimum of five (5) members, two(2)of whom have been members of the Texas Library Association less than five years at the time of their appointment. The Planning, Scholarship, Standards, and Legislative Committees shall consist of a minimum of five (5) members.

(7) The Program committee shall consist of seven (7) members;

(b) Terms

(1) If an appointee resigns before their term is completed, the replacement appointed by the Chair shall server out the remainder of the original term.

(2) The term of office for the Nominating Committee is prescribed in Article V of these Bylaws.

(3) The Chair and members of the Legislative Committee shall serve for two years, and shall be appointed the year in which the State Legislature is in regular biennial session (and shall take office following the legislative session of that year including any special sessions). Appointments to the Committee shall become effective following the last legislative session of that year whether that session be the regular session or a special session. In order to provide continuity on the Committee, a portion of the Legislative Committee shall be re-appointed.

(4) Members of the Bylaws, Membership, Planning, Scholarship, and Standards Committees shall serve for a term of three years and the terms shall be staggered to provide continuity.

(5) The Programming Committee Chair shall be the Immediate Past Chair of PLD. The other members shall be the current Chair Elect/Vice Chair of PLD, Chair of PLD and four (4) members at large serving staggered two (2) years terms to provide continuity.

(1) The Bylaws Committee shall review the Division Bylaws and recommend changes.

(2) The Legislative Committee shall work with the TLA Legislative Committee, providing input on public library issues. The Chair of the Public Libraries Division shall serve as an ex-officio, voting member of the Legislative Committee. The Chair of the PLD Legislative Committee shall serve as an ex-officio, voting member of the TLA Legislative Committee.

(3) The Membership Committee shall promote active and diverse membership in the Division.

(4) The Nominative Committee shall perform the duties as prescribed under Article V of these Bylaws.

(5) The Planning Committee shall recommend goals, objectives, and priorities for the next three years, with annual updates for adoption by the membership of the Public Libraries Division at their annual meeting. The Standards Committee shall annually review and recommend changes to the public library standards.

(6) The Programming Committee shall plan and execute all programs and pre-conferences for the PLD division

(7) The Scholarship Committee shall establish criteria for an annual grant or grants to encourage the first time attendance of library personnel at a TLA conference. The Committee shall also critique applications and award grants as funded in the Division budget.

(8) The Standards Committee shall annually review and recommend changes to the public library standards.

Section III. Special Committees

(a) The Chair with the approval of the Executive Board may create special committees at any time.

(b) The Chair of the Division shall appoint the members of such committees and shall designate a Chair of each committee.

ARTICLE VII. NOMINATIONS AND ELECTIONS

Section I. Nominations

(a) The Executive Board shall appoint a Nominating Committee of five (5) members, that represent different sized libraries and geographic areas, none of whom is an elected officer of the Division. Members of the Nominating Committee shall serve for one year

(b) The Nominating Committee shall:

(1) nominate two (2) candidates for offices, and three (3) candidates for Councilor, provided for in Article IV of these Bylaws;

(2) submit the names of these candidates in a report to the Chair no later than 90 days prior to the Texas Library Association Annual Conference, having first ascertained that each candidate is qualified under these bylaws and understands the duties of the position;

(3) accept any written petition signed by twenty-five (25) percent of the membership of the Division as a nomination for any office. Said petition shall be accompanied by written acceptance from the nominee(s) and must be received by the Nominating Committee Chairman no later than 90 days prior to the TLA Annual Conference or otherwise meet the requirement in (2) of this section;

(4) make available to the membership of the Division a list of all candidates and their qualifications;

(5) tabulate and verify the result of the election;

(6) assume all responsibilities for the conduct of elections not otherwise provided for in these Bylaws;

(7) notify winning and losing candidates and encourage contact with existing officers to facilitate information and record exchange.

Section II. Elections

(a) Elections shall be held annually through mail or electronic ballot by the membership of the Division; and results will be reported at the Texas Library Association Annual Conference.

(b) A plurality of the votes cast will elect; in the event of a tie, the Nominating Committee will draw names between the tied candidates.

(c) The candidate for Councilor receiving the second highest vote shall be elected as Alternate Councilor. The Alternate Councilor shall serve in the absence of the Councilor;

(d) If for any reason a candidate is elected to office but is unable to assume office, the candidate with the second highest vote will assume the office.

ARTICLE VIII. MEETINGS

Section I.

A general membership meeting of the Division shall be held annually at the Annual Conference of the Texas Library Association as required by the Texas Library Association Bylaws.

(a) The annual meeting shall be the general membership meeting.

(b) Fifteen (15) members shall constitute a quorum for the general membership meeting.

Section III.

The fiscal year of the division shall coincide with that of the Texas Library Association, which is July 1 to June 30 of each year.

ARTICLE IX. FINANCE

Section I.

The Division Treasurer shall give a financial report at the Texas Library Association Annual Conference and at Annual Assembly.

Section II.

(a) Funds of the Division shall be distributed as provided by a budget adopted each year at the general membership meeting of the Division at the Texas Library Association Annual Conference.

(b) A budget amendment may be adopted by a two-thirds vote of the Executive Board for redistribution of funds between annual meetings, provided that the total approved budgeted amount shall not be exceeded and that the Treasurer’s report at the next annual meeting shall present the changes with the justification of the Executive Board.

ARTICLE X. AMENDMENTS TO THE BYLAWS

Section I.

These Bylaws may be amended by the following procedures:

(a) Submission in writing to the Executive Board ninety (90) days in advance of submission to the membership of the Division;

(b) Approval by a majority of those voting at the annual general membership meeting or by a mail-membership referendum.

Section II.

The Bylaws of the Texas Library Association shall take precedence over these Bylaws and shall prevail should the two documents be in conflict.

ARTICLE XI. PARLIAMENTARY AUTHORITY

The parliamentary authority governing the Public Libraries Division of the Texas Library Association shall be Robert’s Rules of Order, Newly Revised.

Adopted: April 14, 1989
Amended: April 1990; March 1993; March 1995; April 1997; April 1999; April 2000, April 2006.

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