Advisory Council By-Laws
|Oregon State Library
TBABS ADVISORY COUNCIL BYLAWS
ARTICLE I Talking Book and Braille Services (TBABS) Advisory Council
The name of this group is the TBABS Advisory Council of the Oregon State Library, which hereafter shall be referred to as the Council and the
ARTICLE II Purpose
The purpose of this Council is to act as an advisory group to the OSL
Board of Trustees (hereafter referred to as the OSL Board). The council
will receive and consider requests of policy change and funding prior to
final decisions by the OSL Board. The Council may also, when
appropriate, make recommendations to the National Library Service for
the Blind and Physically Handicapped of the Library of Congress on
practices, policies, and goals of library services to blind and
physically disabled individuals. The Council shall further serve as an
advocate for the promotion and further development of library services
for all blind and physically disabled individuals.
ARTICLE III Members
SECTION 1. Membership on this Council shall be representative of those
organizations and individuals having a direct interest in library
services to blind and physically disabled persons.
SECTION 2. This Council shall consist of no less than seven members and no more than eleven voting members. At least 60% of the Council members must be consumers of TBABS services (five or more of seven, six or more of nine, seven or more of eleven). The number of voting members on the Council shall remain an odd number, so that differences in opinion can be settled by a vote. There will be two types of voting members: those that represent an Oregon group or organization, who are appointed from within their organization to serve on the Council; and members-at-large, who are elected by the process described in these bylaws. Factors to be considered during the selection/election of new members-at-large will be geographic representation, age, service utilization, and other pertinent patron characteristics. There will be three non-voting members of the Council, 2 TBABS staff members, and the State Librarian or designated representative.
SECTION 3. Terms:
A. Members of the Council shall serve four year terms. Staggered terms
shall be established and maintained so that one third of the terms
expire in successive years.
B. Terms for all elected members at-large
shall begin at the first meeting of the calendar year after the election;
C. Terms for all appointed members shall begin at the first meeting
D. No member shall be elected or appointed to more than two consecutive terms; Former council members will be eligible for re-nomination to serve on the council after a break of one year; Representatives from state agencies are not subject to term limits;
E. A member who has served more than half a term is considered to have
served a full term.
SECTION 4. Members of the Council may include individuals from the
A. Appointed members (voting), up to one each from organizations such as: American Council of the Blind of Oregon, National Federation of the Blind, the Commission for the Blind, the Oregon Disabilities Commission, AARP, and the Dyslexic Association; or other constituent groups.
B. Elected members (voting) such as: one public librarian-at-large; two
senior citizen patron-at-large; one patron-at-large; one parent of a
minor patron to be the parent-at-large; one school teacher or resource
room teacher to be the teacher-at-large; one disabled student services
office person to be the Disabled Student Services (DSS)-person-at-large; one Technology Access for Life Needs (TALN) or technical person to be the technical-person-at-large;
C. Non-voting members will include: TBABS liaison; State Librarian and library staff.
SECTION 5. Each member who is present shall have one vote.
SECTION 6. Attendance:
A. Each Council member, appointed or elected at-large, is expected to
attend all meetings;
B. After two consecutive unexcused absences, the seat shall be considered vacant. Unexcused absence is defined as missing a meeting without notifying the State Library before the meeting begins;
C. If the State Library is notified before a meeting, any member may, as needed, send a substitute to a Council meeting. Substitutes may not vote. Substitutes may not attend more than four Council meetings during the member's four-year term.
SECTION 7. Selection of appointed members:
The president, chair, or head (leader) of each agency or consumer organization (group) will be contacted directly by the State Library. The leader of the group will submit the name of one person who will attend the Council meetings as a voting member. If the appointed person is no longer able to attend the Council meetings, s/he must notify the State Library. The State Library will notify the group’s leader, who may select another person.
SECTION 8. Nomination of members at-large:
A. Every two years, nominations will be solicited from as many
state-wide sources as possible;
B. Notices soliciting nominations for the Council may be publicized in
the library's newsletter and/or other area-wide publications directed
toward blind and physically disabled individuals, to assure public
knowledge of the available seats on the Council;
C. The Nominating Committee will prepare a slate of nominees with a
minimum of one candidate for each vacancy;
D. The Nominating Committee will solicit short statements from the
SECTION 9. Election of members at-large:
A. Each OSL Board of Trustee will be sent a slate of nominees from the
Nominating Committee fourteen days prior to the final Board meeting of
the calendar year;
B. At the final Board meeting of the calendar year the Nominating
Committee will present the slate of nominees (and the short biographies)
for the election of the members at-large;
C. Nominations shall also be accepted from the floor at the time of the
D. Members at-large shall be elected by a majority vote of all trustees
present and voting.
SECTION 10. No organization with an appointed member or group
represented by an at-large member is guaranteed a seat on the Council if
it is vacated due to unexcused absences. Since there are fewer members
of the Council than are defined above as possible seats, if a vacancy
occurs due to unexcused absences, the Council may choose from the full
list above (of appointed or at-large individuals) to fill that seat for
the remainder of that four-year term. A vacancy on the Council by any
member (at-large or appointed) shall be filled by an election at the
next Board meeting, using the slate of nominees from the list prepared
for the previous election, or by the Board directing the State Library to contact a group's leader to ask for a new member to be appointed.
ARTICLE IV Officers
SECTION 1. The Council shall elect a Chair and a Vice Chair.
SECTION 2. Terms:
A. The term of office shall run two years, from the first meeting of the
calendar year to the first meeting of the calendar year two years hence;
B. The Chair and Vice Chair may serve no more than three consecutive
terms in the same office;
C. An officer who has served more than half a term (one year) in the
office is considered to have served a full term.
SECTION 3. Nomination and election of officers:
A. At the Council's first meeting of the calendar year the election of
officers will be an agenda item;
B. The Nominations Committee will solicit nominations from the floor;
all council members eligible to vote are eligible to be nominated;
C. There must be a minimum of one candidate for each position;
D. Each candidate will make a short statement to the Council indicating
their experience in leadership skills and interest in the position for
which they are a nominee;
E. Officers shall be elected by majority vote of all members present
and voting at that meeting.
SECTION 4. Duties of the officers:
A. The officers shall perform the duties prescribed by these bylaws and
by the parliamentary authority adopted by the Council;
B. The Chair shall preside at all meetings; coordinate with the State Library to set agendas; and appoint committees;
C. The Vice Chair will keep the calendar of the Council, including
upcoming dates of nominations, elections, etc.. Upon the absence of the
Chair, the Vice Chair shall perform the duties of the Chair;
D. The State Library shall be responsible for assigning the duty of minute-taking; notifying members of meetings and special meetings; keeping records including Council members names, terms, phone numbers, addresses, and preferred format; assisting the Chair in setting the agenda; distributing the agenda and minutes from prior meetings; reporting to the Council excused and unexcused absences; notifying nominees for the Council that they have or have not gained a seat on the Council; approving the language of Council recommendations before submission to the Board, and assisting with other duties as requested by the Chair.
SECTION 5. The Chair need not be a TBABS patron.
SECTION 6. Vacancies:
A. A vacancy in the office of the Chair is filled immediately by the
Vice Chair. A new Vice Chair shall be elected at the next regular
meeting of the Council;
B. A vacancy in the office of the Vice Chair shall be filled by election at the next regular meeting of the Council.
ARTICLE V Meetings
SECTION 1. Regular meetings of the Council shall be held at least four
times each calendar year.
SECTION 2. All meetings shall be held in a location that has facilities
accessible to all persons, including those who have a mobility
SECTION 3. The first meeting of each calendar year shall be held in
Salem. The location of all other meetings shall be determined by the
members of the Council.
SECTION 4. Special meetings may be called by the Chair, or two officers, or at least three members of the Council, provided that all members are notified at least seven days in advance of the special meeting.
SECTION 5. The agenda for each regular meeting shall be distributed to
each member by the State Library in an appropriate format, no less than fourteen days prior to the meeting. Format may be Braille, tape, print, large print, on disc in ASCII format, or e-mail. Each council member is responsible for notifying the State Library of their preferred format.
SECTION 6. Fifty percent plus one member shall constitute a quorum for the purpose of conducting business. Teleconference members are counted as part of the quorum. Non-voting members will not be included in the quorum count. Once a quorum is established, the meeting remains official until adjournment.
SECTION 7. All meetings are open to anyone who wishes to observe.
Observers may comment with prior approval of the Chair.
ARTICLE VI Committees
SECTION 1. The Chair will appoint the Bylaws Committee and the
Nominating Committee as the standing committees of the Council.
These committee members will serve a 2-year term.
A. The Bylaws Committee shall have at least two members. It will
consider proposed amendments to the Councils bylaws biennially. The Bylaws Committee will have the duty of presenting any proposed amendments to the Council for deliberation and action;
B. The Nominating Committee shall have at least three members. It will solicit nominees, as required, from the general public to fill vacancies on the Council, or from Council members to fill vacancies among the officers of the Council; solicit brief statements from the nominees; compile lists of
nominees names and statements for submission to the Board or Council;
and present slates of nominees to the Board or to the Council.
SECTION 2. Each committee member is expected to participate in all
scheduled committee meetings. A person will vacate the position
following two unexcused absences.
SECTION 3. Special committees may be appointed by the Chair as needed.
SECTION 4. The Chair shall be an ex officio member of all standing and
special committees except the Nominating Committee.
ARTICLE VII Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order,
Revised, shall govern the Committee in all cases to which they are
applicable, and which they are not inconsistent with these by laws and
any special rules of order the Committee may adopt.
ARTICLE VIII Amendment to the Bylaws
These bylaws may be amended at any meeting by a two-thirds vote of the
Council members present and voting, provided the proposed amendment(s) have been filed with the Bylaws Committee and distributed to all members, in the appropriate format, at least thirty days in advance of
the meeting. All amendments to the bylaws must be approved by OSL Board.
Adopted October 21, 1994
Revised & Adopted October 14, 1996
Revised & Adopted March 1, 2001
Revised & Adopted November 16, 2006
Revised & Adopted June 13, 2008