RBMS Manual / Governance Procedures

A. Name

The name of the organization shall be the Rare Books and Manuscripts Section (RBMS) of the Association of College and Research Libraries, a division of the American Library Association, hereinafter referred to as the Section. 

B. Purpose

ACRL Sections are established primarily for the purpose of building communities of learning and providing professional development and networking opportunities for their members. A Section’s name, purpose, and mission are as proposed by the Section and approved by the ACRL Board. The ACRL Board ascertains that overlaps between the mandates of various Sections are minimized. 

The Section shall represent librarians and specialists concerned with the care, custody, and use of rare books, manuscripts, archives, and other special collections, and shall provide its members with a means of communication via publications, programs, and meetings. The Section shall act for ACRL, in cooperation with other professional groups, in regard to those aspects of librarianship and related fields which require special knowledge of rare books, special collections, archives, and manuscripts. 

C. Membership

Any member of the Association of College and Research Libraries may elect membership in this Section. 

The number of “community of practice” affiliations included in the basic ACRL dues is determined by the ACRL Board. The dues for additional affiliations are also set by the ACRL Board.

D. Relationship to ACRL Board

The Board shall be authorized to establish Communities of Practice (including Sections), to monitor their activities, and determine their continuance in consultation with the respective groups. The Board shall also be entitled to establish policies to govern the activities of Communities of Practice (ACRL Bylaws, Article XV). 

The Board liaison role provides a critical connection between membership structures and the ACRL Board of Directors. This liaison role can be particularly helpful in providing perspective, guidance, and insight regarding ACRL policies, procedures, and initiatives; soliciting feedback from Communities of Practice regarding proposed Board actions; and providing helpful advice regarding Action Plan Proposals and Board Action Forms which community of practice leaders will need to submit for official ACRL Board and ACRL Executive Committee action/decisions. The liaison relationship is meant to enhance communication; it is not an advocacy role and for that reason Board members are asked to liaison with communities in which they have not been active (Tip Sheet for Board Responsibilities).

The Board of Directors is the voice for the association. Sections, committees, and other established units are not authorized to speak for the association except through the Board. This is to say that unit leaders should refrain from issuing statements, taking positions, or endorsing any statements or positions except with Board approval (ACRL Guide to Policies and Procedures, Chapter 5.12.8, Use of ACRL’s Name).

E. Meetings

Section meetings at the ALA Midwinter Meeting and ALA Annual Conference are scheduled by the Section chair. 

ACRL units are encouraged to work outside of Midwinter and/or Annual Conference to increase group participation, efficiency, and productivity. Electronic meetings are conducted within the environment of ALA/ACRL bylaws and policies. In all cases these requirements must be adhered to, although they may have to be adopted to fit the virtual environment. 

The ALA Policy Manual 7.4.1 defines a meeting as “an official assembly, for any length of time following a designated starting time, of the members of any board, committee task force, commission, etc., during which the members do not separate except for a recess and in which the assembly has the capacity to formalize decisions.” Conference calls, Internet chat sessions (and their equivalents), and in-person meetings are recognized as meetings subject to the open meetings policy (ALA Policy 7.4.4). Committees must confirm all decisions made in these forums by affirming the actions at the next face-to-face meeting. 

There is a distinction between carrying on work of a committee electronically and conducting an electronic meeting. Asynchronous electronic discussions by electronic mail or other asynchronous communication methods do not constitute meetings because they are not an official assembly with a designated starting time (ALA Policy Manual 7.4.1). 

The Standard Code of Parliamentary Procedure (Alice Sturgis) applies to meetings of the Section to the extent that it is applicable, upholds the integrity of the voting processes, helps facilitate progress, and ensures equality, fairness, and common sense.

1. Annual Meetings. The Section shall hold an annual membership meeting at the time and place of the Annual Conference of the American Library Association.

2. Special Meetings. Special meetings of the Section may be called at the discretion of the Executive Committee. All members of the Section shall receive notification of a special meeting at least one month before the special meeting.

3. Quorum. Ten members shall constitute a quorum for any meeting of the Section.

F. Officers

Each Section will have a vice-chair/chair-elect and a chair to ensure succession.

1. Officers. Elected officers of the Section shall be chair, vice chair/chair-elect, past chair, three members-at-large, and secretary.
2. Terms. All officers shall serve terms ending at the adjournment of the annual meeting. Those serving one-year terms are chair, vice chair, past chair; two-year term: secretary; three-year term: members-at-large. One member-at-large is elected each year.

G. Executive Committee

The Section Executive Committee is responsible for the stewardship of the Section and the coordination of its activities, provided that it operates within the Section mandate and budget as determined by membership level (ACRL Guide to Policy and Procedure, Basic Services, 4.3.2).  

A Section’s Executive Committee may establish and appoint standing or ad-hoc committees to assist it in fulfilling the Section’s mandate.

1. Composition. The Executive Committee shall consist of the elected officers.
2. Powers and Duties. The Executive Committee shall conduct the business of the Section during the period between annual membership meetings.
3. Meetings. Regular meetings of the Executive Committee shall be held at the times and places of the Annual and Midwinter meetings of the American Library Association. Other or emergency meetings may be called at the discretion of the chair. All Executive Committee meetings shall be open to all members of the Section; however, only members of the Executive Committee may vote at such meetings.
4. Quorum. A majority of members constitutes a quorum at any meeting of the Executive Committee.

H.  Other Section Units and Representatives

Standing Committees. Standing committees to consider matters of continuing concern to the section may be authorized by the Executive Committee. The name, purpose, and size of the committee shall be specified at the time of its authorization; however, the committee’s size may subsequently be modified by its chair. The chair and other members of each committee will be named by the chair of the Section. A standing committee may be discontinued or declared inactive by the Executive Committee.

1. Ad Hoc Committees. Special committees for the performance of particular assignments may be appointed at any time by the chair after consultation with other members of the Executive Committee. The chair and other members of each committee will be named by the chair of the Section.
2. Discussion Groups. Discussion Groups to discuss issues and topics of interest to the Section may be authorized by the Executive Committee. The name and purpose of the discussion group shall be specified at the time of authorization. The convenor of the discussion group will be appointed by the chair of the Section. A discussion group may be discontinued or declared inactive by the Executive Committee.
3. Representatives to Other Bodies. The Executive Committee may appoint and charge a liaison of the Section to other sections or bodies, as appropriate.

I.  Nominations and Elections

To be nominated, elected, and continue to serve on a Section’s Executive Committee, a person must be a current member of the Section (with ALA, ACRL, and section dues—if applicable—paid).

1. Nominations. The Section chair shall appoint a Nominating Committee of at least three members and designate one member as chair. The Nominating Committee shall choose a slate of two candidates for each elective office. All nominees must be members of the Section and must consent to candidacy in writing.
2. Elections. Elections shall be conducted by mail ballot. For each office, the candidate receiving a plurality of the votes cast shall be elected. Ties will be determined by vote of the Executive Committee.

J. Vacancies

1. In the event of a vacancy in the office of chair, the vice chair/chair-elect shall succeed to the office of chair and shall continue in that office until the expiration of the term for which he/she was originally elected to serve as chair. A vacancy in the offices of vice-chair or member-at-large shall be filled by election. If both the vice chair and chair positions are vacant, the office of chair shall be filled by a vote of the Executive Committee. The office of secretary shall be filled by an appointment made by the chair.
2. Vacancies in other committees are filled by an appointment made by the section chair.

K. Amendments to Governance Procedures

These Operating Procedures may be amended by being proposed in writing to the Executive Committee by a member or members of the Section. The Executive Committee shall publicize such amendments and receive comments from the membership.  To become effective, amendments must be approved by the Executive Committee, as long they are not in conflict with ALA/ACRL bylaws, policies, and procedures. Changes to these governance procedures do not require, and should not include, a ballot vote by the membership. Sections may determine their approval process (e.g., responsibility of the Executive Committee, vote at face-to-face Section membership meeting, etc.). A current copy shall be provided to the Executive Director per ACRL Bylaws, Article XV, Section 3. 

February 23, 2009

These procedures replaced Bylaws

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