Bylaws

Revised on July 22, 2003, October 11, 2005, April 27, 2010, October 19, 2010

ARTICLE I.

Name.

The name of this consortium should be The Richmond Academic Library Consortium and may be referred to as RALC.

ARTICLE II.

Mission.

The purpose of the RALC shall be to further the development of the academic libraries of RALC and to sponsor projects for the mutual benefit of its members. RALC promotes resource sharing through such activities as interlibrary lending, document delivery, direct borrowing by patrons, shared cooperative collection development, and automated networking. Media resources are shared through RALC’s Richmond Area Media Co-op. Activities in professional development and continuing education are sponsored.

ARTICLE III.

Membership.

Section 1. Members: The Consortium is limited to the Library of Virginia and the colleges and universities that: (1) are approved for membership in RALC by two-thirds of the directors or authorized representatives, (2) are located in the Richmond metropolitan area and hold accreditation with a recognized regional accrediting body, and (3) have libraries of sufficient depth and/or breadth in the Richmond metropolitan area to participate effectively in resource sharing. After receipt, new applications will be introduced at the next regularly scheduled RALC meeting. Consideration of all such applications will be an agenda item at the annual meeting in April. A site visit will be made before final approval for RALC membership.

Note: Membership as of June 11, 2002 is comprised of colleges and universities as listed in Appendix A.

Section 2. Voting: Each college or university shall be entitled to one vote in all matters pertaining to RALC, such vote to be cast by the director or the representative designated to attend a particular meeting in place of the director.

Section 3. Fees: The membership fee shall be determined at the annual meeting each year, and shall be payable at the beginning of the fiscal year of each institution. Members who have not paid their fees within six months shall be immediately placed on probation via letter. If their fees are still unpaid at the end of their fiscal year, they will be dropped from the membership.

Section 4. Resignations: Any college or university desiring to resign from RALC shall submit its resignation in writing to the Secretary for acceptance by the Executive Committee.

ARTICLE IV.

Officers.

Section 1. Officers: The executive officers of RALC shall be the President, the Vice-President/President Elect, the immediate past President, the Secretary, and the Treasurer who shall act in a non-voting capacity. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by RALC.

Section 2. Elections and Terms of Office: The President, Vice-President/ President Elect, and the Secretary shall be elected by ballot to serve for two years in that position or until their successors are elected. Their term of office shall begin at the close of the annual meeting in April at which they are elected.

Section 3. Vacancies: If the office of the President becomes vacant, the Vice-President shall become president to serve out the term and continue the next year for the original term. In the event of a vacancy in another office, the President shall have the authority to appoint a member to fill the position, subject to confirmation at the next meeting of RALC.

ARTICLE V.

Meetings.

Section 1. Regular meetings: The regular meetings of RALC shall be held three times a year. The meetings shall be held in October, January, and April. An agenda for each meeting shall be distributed at least three days in advance of this meeting. The President serves as chair of RALC meetings. In the absence of the President, the Vice-President will serve as chair of a RALC meeting.

Section 2. Annual Meeting: The regular meeting in the month of April shall be known as the annual meeting and shall be for the purpose of electing officers, receiving reports of officers and committees, adopting budgets and fees, and conducting any other business that may arise.

Section 3. Special Meetings: Special meetings may be called by the President or by the Executive Committee and shall be called by the President upon the written request of three or more members of RALC. The purpose of the meeting shall be stated in the call. In the event of a called meeting, at least three days’ notice shall be given.

Section 4. Quorum: To have a quorum a simple majority of the libraries of RALC must have an official representative present.

Section 5. Attendance: It is expected that the director or a designated representative of each RALC library will attend each meeting. The chairperson of each committee shall also attend RALC meeting as a non-voting member and be prepared to report on the committee activities of that committee. The President may invite others to attend and present reports. Attendance at meetings of the service committees shall be the appropriate staff representatives of member libraries.

ARTICLE VI.

The Executive Committee.

Section 1. Membership: The officers of RALC shall constitute the Executive Committee. The President serves as chair of the Executive Committee. The Vice President works with the webmaster to ensure that information on the RALC web site is up-to-date, immediately following the annual meeting in April and throughout the year as necessary.

Section 2. General Duties: The Executive Committee shall have general supervision of the affairs of RALC between its business meetings, fix the hour and place of meetings, make recommendations to RALC, and perform such other duties as are specified in these bylaws. The committee shall be subject to the orders of RALC, and none of its acts shall conflict with actions taken by RALC.

Section 3. Nominating Officers: No fewer than three members of the Executive Committee shall nominate candidates for the offices to be filled at the annual meeting in April. Before the election at the annual meeting in April, additional nominations from the floor shall be permitted.

Section 4. Finance: No fewer than four members of the Executive Committee (one of whom is the Treasurer) shall obtain a budget request from all other committees for services to be offered for the fiscal year, which begins the first day of July. These requests shall be submitted to RALC at its annual meeting April. All committees anticipating a need for funding shall submit a detailed budget prior to the January meeting. RALC’s whole budget shall be voted upon at the annual meeting in April. The Treasurer shall report on the budget at each regular meeting of RALC.

The appropriate office (e.g. Business Office, Finance Department, etc.) of one of the participating institutions shall be asked to handle the funds and accounts for RALC, receiving and disbursing payments. One of the employees of that institution shall be appointed by the RALC President as "Treasurer" and shall serve as an ex-officio member of the Executive Committee.

The Treasurer shall arrange disbursements for all normal budgeted operating expenditures of RALC and its committees, after authorization by the Executive Committee or, where appropriate, the full membership of RALC. The Treasurer will also monitor the collection of payments, see that bills are paid, prepare financial statements, and have fiscal records audited by a disinterested third party before the October meeting each year. All major non-operating expenses shall be approved by a majority of the official representatives at a regular or called meeting of RALC.

Section 5. Meetings: Meetings of the Executive Committee shall be called by the President as needed.

ARTICLE VII.

Committees.

To carry out its work, RALC shall have several committees, each of which is charged with overseeing specified services provided to RALC members. (A list of such committees existing as of January 2010 is attached as Appendix B.) From time to time other committees, standing or special, may be authorized by RALC as a whole, by the President, or by the Executive Committee, as deemed desirable to carry on the work of RALC. The President is responsible for making the appointments to all such committees. The President is an ex-officio/non-voting member of all committees.

ARTICLE VIII.

Parliamentary Authority.

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern RALC in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order RALC may adopt.

ARTICLE IX.

Amendment of Bylaws.

These bylaws may be amended at any regular meeting of RALC by a two-thirds vote of the total membership, provided that the amendment has been submitted in writing at the previous regular meeting.

APPENDIX A

Members of the Richmond Academic Library Consortium

APPENDIX B

Committees of the Richmond Academic Library Consortium

  • Executive Committee
  • Public Services Committee
  • Richmond Area Media Co-op Committee
  • Technical Services Committee