Article I: NAME
The name of this organization shall be the Exhibits Round Table (ERT) of the American Library Association (AM).
Article II: OBJECT
The Exhibits Round Table will strive to foster and maintain good relationships between exhibitors and the library associations, exhibitors and librarians, and between exhibitors. The members of the Round Table are committed to the long-term growth and development of the library community.
Article Ill: RELATIONSHIP TO THE AMERICAN LIBRARY ASSOCIATION
The Exhibits Round Table is a Round Table of the American Library Association. The constitution and by-laws of that organization, in case of conflict, take precedence over the by-laws of this organization.
Article IV: MEMBERSHIP AND DUES
Section I. Members.
Any person, corporation or organization that is a member of the American Library Association may become a member of the Round Table upon payment of ERT's annual dues. If membership is in the name of an institution or organization, the responsible officer or that entity shall designate its representative to the ERT.
Section 2. Rights.
Every personal and/or designated corporation or organizational representative has the right to vote, to hold office, and/or to serve on committees.
Section 3. Dues.
The ERT Executive Board shall determine the amount of personal, corporation, and organizational dues.
Section 4. Membership year.
ERT's membership, fiscal, and program year shall be the same as that of the American Library Association.
Article V: EXECUTIVE BOARD
Section 1. Responsibility & authority.
The governing body of the Round Table shall be the Executive Board. The Executive Board shall represent the membership of the Exhibits Round Table; direct the affairs; determine its policies or changes therein; actively encourage support for it s goals; establish financial policies for the Round Table, be accountable for assets; and be responsible for the interpretation of these by-laws. The Executive Board may adopt such rules and regulations for the conduct of its business as shall be deemed advisable and may, in the execution of the powers granted, delegate certain of it s authority and responsibility to such members as it may consider necessary.
Section 2. Members.
The Executive Board shall consist of twelve members all of whom shall be members of ERT prior to their election on the Board. Three of the Executive Board members shall be librarian representatives and nine shall be exhibitor representatives. All shall be nominated and elected by the members of the Exhibits Round Table at the annual meeting. Each member of ERT shall receive a ballot annually for the election of ERT Board members. In the event of a tie vote for an Executive Board position, the successful candidate shall be determined by a coin toss.
Section 3. Elective & appointive year.
The term of office for members of the Executive Board shall be three years. They shall be elected at each annual meeting in such a way that one-third of the Board (three exhibitor and one librarian) is elected each year. No member of the Executive Board shall serve more than two consecutive terms.
Section 4. Quorum.
Seven members of the Executive Board shall constitute a quorum.
Section 5. Meetings of the Board.
Meetings of the Exhibits Round Table Executive Board shall be held and shall coincide with the Annual Conference and Midwinter Meeting of the American Library Association. Notice of time and location of meetings shall be made 30 days in advance. Special meetings may be called with at least 15 days advance notice.
Section 6. Absence.
Any member of the Executive Board who shall have been absent from two (2) consecutive regular meetings of the Executive Board shall automatically vacate the seat on the board and the vacancy shall be filled as provided in these bylaws. The Executive Board shall consider each absence as a separate circumstance and may excuse such absence by majority vote.
Article VI: OFFICERS
Section 1 . Officers.
The officers of the Executive Board shall be:
Exhibitor Chairperson, Exhibitor Vice-Chairperson, Librarian
Vice-Chairperson, Secretary, and Treasurer.
Section 2. Election and Terms of office.
The officers shall be elected by the Executive Board from among its members at the Board's first meeting following the ERT membership meeting held during the ALA summer Conference. 'This Meeting shall be held immediately following the membership meeting of the Exhibits Round Table, and before the summer Conference is adjourned. Their term of office shall be one year. To be eligible for election as an officer the nominee must have previously served at least one year on the Executive Board. In the event of a tie vote for any officer position, the successful candidate shall be determined by a coin toss.
Section 3. Responsibility and authority.
The officers shall perform the duties pertaining to their respective offices and other duties as defined by the Executive Board.
- a) Chairperson. The Chairperson shall have customary duties of the office. The Chair shall preside over the meetings of the Exhibits Round Table and the Executive Board.
- b) Vice Chairs. Each Vice-Chairperson shall be responsible for the coordination and implementation of the work of the standing committees, as assigned by the Chairperson. In the absence of the Chairperson the Exhibitor Chairperson shall preside over meetings. In the absence of the Exhibitor Vice Chair, the Librarian Vice Chair shall preside.
- c) Secretary. The Secretary shall keep meeting minutes of the Round Table and Executive Board. These minutes will be available at the next regular meeting of the Round Table and/or Executive Board. All Executive Board action shall be reported at each membership meeting. The Secretary shall arrange for the preservation of the archives and records of the Round Table, and maintain a complete rosster of the members as made available by the ALA office.
- d) Treasurer. The Treasurer shall be responsible for the safekeeping of all funds of the Round Table and for the payment of all duly incurred bills.
- e) Directors. The Directors shall be responsible for attending regular meetings of the Executive Board, setting policy, and representing the membership of the Round Table.
Article VII: COMMITTEES
Section 1. Authorization.
Standing committees of the Exhibits Round Table shall be authorized by action of the Executive Board.
Section 2. Standing Committees.
Standing committees may be established to consider matters of the Round Table that require continuity of attention by the members. When such a committee is established, its function, name and size shall be determined by the Executive Board.
Section 3. Discontinuance.
A standing committee may be discontinued only by the Executive Board.
Section 4. Appointment.
The Chairperson may appoint standing committee members and designate a committee chair.
Section 5. Ad Hoc Committees.
The Chairperson may establish other committees for any definite and specific purpose not within the purview of any standing committee. The term of any ad hoc committee may not exceed the term of the appointing Chairperson.
Article VIII: VACANCIES
Section 1. Elective positions.
- a) Appointment to fill the vacancy of a member of the Executive Board, with the exception of the Chairperson, shall be made by the Chairperson until it is possible for the Board to fill the vacancy at the next scheduled meeting. Such an appointment to complete a term shall not prevent him/her from serving additional terms.
- b) In the event of a vacancy in the office of Chairperson, the Exhibitor Vice-Chairperson shall act as Chairperson until the next regular Executive Board meeting..
- c) If vacancies occur in the offices of Chairperson and Exhibitor Chairperson, the Librarian Chairperson shall serve as Chairperson until the next regular Executive Board meeting.
Section 2. Appointed positions.
Appointments to fill vacancies on committees shall be made by the Chairperson.
Article IX: MAIL and ELECTRONIC VOTING
Section 1. Mail.
- a) Mail vote of the membership of the Round Table shall be authorized between meetings by the Executive Board.
- b) Mail votes shall be conducted under the same requirements as votes at meetings.
- c) Mail votes shall be counted within 15 days from the day the ballot was returned.
- d) Mail votes of the Executive Board may be taken provided they are authorized by the officers.
- e) An affirmative vote of a majority of the membership and/or Board shall be required.
Section 2. Electronic Mail.
- a) Electronic votes of the Executive Board may be taken provided the officers authorize them.
- b) Electronic votes shall be counted within 15 days from the day the action item was sent.
- b) An affirmative vote of the majority of the Executive Board shall be required to pass a motion.
Article X: PARLIMENTARY AUTHORITY
The parliamentary authority used by the Exhibits Round Table shall be the
same as that used by the American Library Association.
Article XI: AMENDMENT OF 'THE BYLAWS
Section 1. Proposals.
Amendments to the bylaws may be proposed by the Executive Committee. The Executive Committee will accept, in writing, any proposals of changes by the general membership with a petition signed by 25 or more, and by any standing committee.
Section 2. Notice.
Written notice of the text of an amendment shall be provided to members at Least 30 days before consideration.
Section 3. Voting.
Members may vote upon amendments by mail ballot or at a membership meeting.
- a) If by mail ballot, the bylaws amendment is accepted if a majority of those members participating vote in favor of the amendment.
- b) If at a membership meeting, the bylaws amendment is accepted if majority votes of the members present vote in favor of the amendment.
Section 4. Adoption.
If not otherwise specified, a proposed amendment becomes effective as soon as it has been approved as described above.