TEXAS LIBRARY ASSOCIATION Government Documents Round Table Operating Procedures SECTION I NAME The name of the unit shall be the Government Documents Round Table, hereinafter known as GODORT, of the Texas Library Association (TLA). SECTION II OBJECTIVES The objectives of GODORT shall be to promote interest in government information, to improve bibliographic control and reference service in government resource collections, to provide opportunities for librarians to share information, and to welcome into our ranks any member of TLA interested in government information. SECTION III MEMBERSHIP Any member of the Texas Library Association may select membership in GODORT. Officers must be current members of Texas Library Association. SECTION IV ADMINISTRATION A. Officers 1. The officers of GODORT shall consist of: a. the Chair (presiding executive officer), b. the Chair-elect (successor to the Chair), c. the Councilor (unit representative on Council), d. the Councilor-Alternate, e. the Secretary-Treasurer, and f. the Immediate Past Chair. 2. Terms. Officers shall assume office immediately following the TLA Annual Conference. The Councilor and Councilor-alternate shall serve for three years or until a successor is elected. All other officers shall serve a term of one year or until a successor is elected or appointed. 3. Duties. The officers of GODORT shall perform those duties usually attached to their offices and all duties as prescribed in the TLA Bylaws and Standing Rules. 4. Method of Selection. The Chair-elect, Councilor and Councilor-alternate officers shall be selected through election by the membership. The Chair-elect automatically Texas Library Association Government Documents Round Table Operating Procedures Page 1 of 5
succeeds to the office of Chair, and the Chair automatically succeeds to the office of Immediate Past Chair. All other offices shall be filled by appointment of the Chair. In the event that multiple candidates request appointment for a single office, a candidate may call for an election to that office and the membership shall select a candidate by election at a membership meeting or by electronic means. B. Elections 1. A Nominating Committee shall recruit a slate of candidates for elected 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. In the event that a slate of candidates has been recruited far enough in advance (usually mid-december of the year prior to the new term of office), officers shall be elected using electronic means prior to TLA Annual. In the event that a slate of candidates has not been recruited prior to the deadline for electronic balloting, the officers shall be elected at the regular business meeting during Annual Conference. 3. Election to office shall be determined by a plurality of the members voting. The Councilor candidate with the highest number of votes shall be elected Councilor. The Councilor candidate with the second highest number of votes shall be elected the Councilor-alternate. 4. In the case of a tie vote, the winner shall be selected by drawing lots. The first name drawn shall win the election. In the case of a Councilor election with more than two candidates, the second name drawn shall win the Councilor-alternate office. C. Executive Committee 1. The following officers shall constitute the Executive Committee: a. the Chair (presiding executive officer of GODORT) as chair of this committee, b. the Chair-elect (successor to the Chair), c. the Councilor (unit representative on Council), d. the Councilor-alternate, e. the Secretary-Treasurer, f. the Immediate Past Chair, and g. any unit committee chairs who do not otherwise hold office. 2. The Executive Committee shall meet as part of GODORT's regular business meetings during Annual Conference and Annual Assembly. Other meetings may be held as deemed necessary by the Chair; other meetings may be held in person or by other means such as teleconferences, conference phone calls, electronic Texas Library Association Government Documents Round Table Operating Procedures Page 2 of 5
discussions, email, or any other method that allows optimal participation of the Executive Committee members. 3. The charge of the Executive Committee shall be to administer the business of the unit when it is not in session. These duties may include managing the unit's activities, responding to requests for information or action regarding the unit, and making recommendations to the unit members on matters of policy and operations. D. 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 continue to serve the term to which the Chairelect had been elected to succeed as Chair. 2. If a vacancy occurs in the office of the Chair-elect, the Chair, with the approval of the Executive Committee, shall fill the vacancy by appointment until the next general election. 3. If a vacancy occurs in the office of Councilor, the Councilor-alternate shall become Councilor for the remainder of the term. 4. If a vacancy occurs in the Councilor-alternate office, the Chair, with the approval of the Executive Committee, shall fill the vacancy by appointment until the next general election. 5. If a vacancy occurs in both the Chair and Chair-elect positions, the President of the Texas Library Association shall appoint a new Chair; the new Chair, with the approval of the Executive Committee, shall fill the Chair-elect position by appointment until the next general election. 6. Vacancies in non-elected offices shall be appointed by the Chair. SECTION V MEETINGS Regular meetings of the GODORT membership, at the minimum, shall be held annually in conjunction with the TLA Annual Conference. A quorum for the purpose of passing motions or holding elections shall consist of no less than three current members of GODORT. All meetings of GODORT are open to all members of TLA. Texas Library Association Government Documents Round Table Operating Procedures Page 3 of 5
SECTION VI COMMITTEES A. Nominating Committee. 1. The Nominating Committee shall consist of the Immediate Past Chair and at least two additional members. The additional members shall be appointed by the Immediate Past Chair, who shall serve as the Chair of the Nominating Committee. The GODORT Chair and the Chair-elect are ineligible for membership on the Nominating Committee. 2. The charge of the Nominating Committee is to recruit suitable candidates for elected offices and for appointment to other non-elected offices and committees. B. Awards Committee. 1. The Awards Committee shall consist of one member who shall be appointed by the Chair, who shall act as the Chair of the Awards Committee and at least one additional member. The additional member or members shall be appointed by the Chair of the Awards Committee. 2. The charge of the Awards Committee is to identify and nominate members for the TLA/MARCIVE Knowledge is Power Award and to single out members for other recognition as opportunities arise. C. Other Committees Other ad hoc GODORT committees may be created as needed by the Executive Committee or the Chair. The Chair shall appoint members, designate the committee chair, and determine the charge of each ad hoc 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 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 TLA. SECTION VIII AMENDMENTS TO THE OPERATING PROCEDURES GODORT's Operating Procedures may be adopted or amended at any general membership meeting of the unit by a plurality vote of the members present and voting, provided 30 days prior notice has been given to the members and such changes are consistent with the Bylaws and Standing Rules of TLA. Texas Library Association Government Documents Round Table Operating Procedures Page 4 of 5
Adopted by GODORT membership vote on April 9, 2014 Texas Library Association Government Documents Round Table Operating Procedures Page 5 of 5