ISLAC Rules of Council

(Rules approved January 18, 1980, incorporating council reorganization amendments of April 27, 1979, as adopted October 19, 1979 and revised January 18, 1980, April 16, 1982, July 17, 1985, October 28, 1988, July 20, 1990, January 20, 1995, April 28, 2000 and April 18, 2008).

1. Name: The name of the body will be the Indiana State Library Advisory Council (ISLAC).

2. Functions and Responsibilities:

The Indiana State Library Advisory Council advises and assists the Indiana State Library in the planning and coordination of library services in the state, in policy matters relating to the administration and distribution of state and federal funds, and in evaluation of library services.

IC 4-23-7.1-39 (a) provides for the establishment of the state library advisory council for the purpose of advising the Indiana Library and Historical Board and the state librarian concerning: (Effective 1985)

(1) General policies of the state library;

(2) Plans or programs for library development and interlibrary cooperation;

(3) Library research;

(4) Professional development for librarians;

(5) Standards and rules for library services;

(6) Administration and distribution of state and federal funds.

(7) Other matters as requested by the board and the state librarian

Public Law 104-208 (Library Services and Technology) allows the establishment of an advisory council in each state receiving LSTA funds to review programs under consideration for funding.

ISLAC has no jurisdiction beyond advice and delineated assistance given through recommendations to the Indiana State Library.

3. Relationship of ISLAC to the State-Agency:

All advice and evaluative input from the Council is directed to the Director of the Indiana State Library. The relationship of ISLAC to the Indiana Library and Historical Board is through the Director of the State Library.

4. Membership:

a. Number: The advisory council consists of no fewer than fifteen (15) members. (IC 4-23-7.1-39b)

b. Appointed Members: Membership shall meet federal requirements for advisory Councils as suggested by Public Law 104-208, chapter 3, Administrative Provisions, Sec. 251 State Advisory Councils, 1998. The council is to be broadly representative of the library entities in the state including:

  • Public libraries;
  • School libraries;
  • Academic libraries;
  • Special libraries;
  • Institutional libraries, such as correctional facilities or hospital libraries;
  • Libraries serving individuals with disabilities.

The Indiana State Library Advisory Council shall also include:
Users of such libraries, who shall comprise at least one-third of the Council membership, and of whom at least one shall be representative of disadvantaged persons.

c. Term of Appointment: Appointments are for two (2) years except in the case of a member resigning from the Council or unable to continue serving on the Council. In this case, the new appointee filling the vacated position will serve the unexpired term of the previously appointed Council member. No appointed member of the Council shall serve more than ten (10) consecutive years.

d. Nomination and Appointment: The Indiana Library and Historical Board shall appoint members of the Council with nominations for appointment from library organizations and the state librarian. A variety of library and related organizations are invited to recommend nominations in the interest of achieving the balance and broad representation sought for coordination and counsel.

1) The Indiana Library Federation Small and Medium Libraries Division shall nominate a person for one seat on the Council in odd years.

2) The Indiana Public Library Association shall nominate a person to represent Class A Libraries for one seat on the Council in even years, as defined in the public library certification administrative rule.

3) The Association for Indiana Media Educators shall nominate a person for one seat on the Council in odd years.

4) The Academic Libraries of Indiana shall nominate two persons, one shall represent smaller academic libraries and one shall represent the large academic research library group. Nominations will balance between public and private academic libraries. They shall be appointed in even years.

5) The Indiana Special Library Association shall nominate a person for one seat on the Council in even years.

6) The Indiana Library Trustee Association shall nominate a person for one seat on the Council in odd years.

7) The Indiana State Library shall nominate five lay persons representing users of libraries. At least one person shall represent service to the blind or physically challenged, and one person shall represent Friends of Indiana Libraries. Two persons shall be appointed each odd year, and three in each even year.

8) The Indiana Department of Correction and Family and Social Services, Division of Mental Health shall jointly nominate one person to represent institutional libraries on the Council in odd years.

9) The Indiana Department of Education shall nominate a person to fill one seat on the Council in even years.

10) The Higher Education commission shall nominate a person to fill one seat on the council in odd years.

Alternates: A Council member may designate an alternate to attend a meeting. Alternates may participate in discussion, but cannot vote. Attendance by an alternate does not count as attendance by the member. (See Section 5e).

5. Meetings:

a. Regular Meetings: Regular meetings will be held quarterly (January, April, July, October). The first meeting of the federal fiscal year (October) shall be a meeting for organization and orientation. During the year, the Council may receive annual status reports of progress achieved during the prior FY toward objectives of the LSTA Long Range Plan for Indiana, review LSTA applications and guidelines for the next federal FY, and make final recommendations on the annual program and budget for the following fiscal year. The consideration of a slate presented by the nomination committee and the election of officers will also be scheduled for the July meeting.

b. Public Meetings: All meetings of the Council and its Committees are public meetings; agendas are posted and memoranda of the Proceedings are available for public inspection at the Indiana State Library pursuant to provisions of IC 5-14-1.5.

c. Special Meeting to Conduct Business: Special meetings may be called by the chairperson, at the request of three (3) or more Council members, or the request of the state librarian.

d. Notice of Meetings:

(1) Notification of Council Members: Each member of the Council shall receive notice of regular meetings (including agenda) at least ten (10) days prior to the meeting.

(2) Distribution of Materials: Materials supplied by participants and/or observers should be submitted in advance of the meeting to the Indiana State Library for distribution to the Council members at the time the agenda and proposals are sent.

e. Absence of Members: Members are expected to attend all meetings of the full Council. If an appointed member of the Advisory Council frequently does not attend entire meetings, or if he/she does not attend a minimum of three-fourths (3/4) of the scheduled meetings, both regular and special, during a federal fiscal year (October-September) without a valid excuse, this may constitute grounds for a recommendation to the Indiana State Library and Historical Board for a replacement of this member. A member will notify the State Library’s Library Development Office a minimum of 48 hours in advance of the meeting if he/she cannot attend (to assure a quorum) unless prevented from attending by sickness or other reasonable cause. The member, at time of notification of absence, should designate an alternate if so desired.

f. Parliamentarian: The chairperson may elect to appoint a parliamentarian who will assist in maintaining an orderly and just system of deliberation.

6. Quorum:

For Council meetings a quorum of members is a simple majority of appointed members of the Council, excluding vacancies. No business shall be transacted when a quorum is not duly constituted.

7. Officers:

a. Chairperson: The chairperson shall preside at all meetings and generally performs the duties of a presiding officer. The chairperson shall establish committees and appoint chairpersons of such committees. The chairperson may authorize calls for special meetings. Regular agenda items will be set by the chairperson in cooperation and consultation with the State Library. The chairperson serves as ex-officio member of all committees.

b. Vice-Chairperson: The vice-chairperson shall perform the functions of chairperson in the absence of the chairperson and is a member of the Executive Committee.

c. Election of Officers: Terms of office for the chairperson and vice shall be for one year, with elections taking place at the July meeting, to take office in October. No officer may serve in the same office for more than four (4) consecutive terms.

8. Committees:

a. Executive/Planning Committee: The Executive/Planning Committee shall represent the Council between meetings and shall consult with the State Library on all matters pertaining to the Council. A designated member or members of the Executive/Planning Committee may represent the Council at meetings of the Indiana Library and Historical Board as needed. The Executive/Planning Committee will also coordinate plans with the State Library for the development of the planning process. The Committee consists of the chairs of all ISLAC Committees and the officers of the Council.

b. Standing and Special Committees: Standing Committees may be established by the council chairperson. Such standing committees shall include but not be limited to:

(1) Nominating Committee: The Nominating Committee will prepare a slate of officers for the council to consider and vote upon at the July meeting.

(2) The Continuing Education Committee may advise the State Library on issues, policies; and procedures affecting the certification of public librarians. The Committee will advise the State Library on planning that affects continuing education and will monitor, review and evaluate implementation of continuing education plans

(3) The Resource Sharing Committee may advise the State Library with the planning, development, coordination, review, and evaluation of resource sharing activities. This includes inter-type library cooperation activities such as interlibrary loan and revisions of the Indiana Resource Sharing Manual as needed.

(4) The Public Library Services may advise the State Library on public library issues, including innovative services, technological developments, compliance with standards, and rule-making procedures for the Public Library Access Card (PLAC), and standards.

Each Committee shall work with the State Library to evaluate the long range plan for library services and development and projects in their subject area and develop recommendations for action by the council.

Committee Membership: The Committee Chairperson shall appoint the members of committees in consultation with the Indiana State Library staff. The Council Chairperson shall serve as an ex-officio member on all committees. The Committee Chairperson must be a member of the Council. Non-Council members may be asked to serve on a committee by the Committee Chairperson.

Subcommittees: A subcommittee may be formed as part of a standing committee to work on a specific area of concern that would require a majority of its members to have a specific expertise.

Ad Hoc Committees: A task force may be formed to accomplish a specified task and disbanded after completion of the task.

9. Conduct of Business

a. Parliamentary Procedures: All deliberations of the Council are to be conducted according to the current edition of Robert's Rules of Order.

b. Motions: All motions shall be put in writing by the Secretary when they are placed before the Council for vote.

c. Voting: Votes will be recorded by voice. If a decision is unclear, votes will be recorded by show of hands, with assenting, dissenting, and abstaining votes being noted and recorded by the Secretary. A simple majority of those Council members present and voting is necessary to approve proposed actions or recommendations. No member is to vote on a question in which there is a direct personal or pecuniary interest not common to other members of the Council. For example, members whose own agencies have a proposal before the Council are to abstain from discussing or voting on that proposal; members are to likewise abstain from discussing or voting in Council Committee meetings if their agency has a proposal before a Committee of which they are a member.

d. Agenda: The agenda will be sent by the State Library in cooperation and consultation with the Chairperson. In addition, the Chairperson or any member of the Council may bring before the Council any item(s) felt to be of concern to the Council under the heading "Other Business."

10. Expenses of Members:

Council and Committee members shall be reimbursed for expenses incurred while attending official meetings of the Council (regular or specifically called) or for performing official assignments for the Council. Expenses shall not exceed the limits of the State reimbursement policy for lodging and mileage. Such expenses are paid from federal funds. Travel vouchers are distributed to Council members before the close of each meeting and must be completed before reimbursement can be made. Receipts for lodging and parking must be present if reimbursement is to be made.

11. Amendments to the Rules of Council:

Written notice of proposed amendments shall be sent by the Secretary to the complete Council membership thirty days prior to the next meeting.