Regional Automation Advisory Committee

The Regional Automation Advisory Committee is an Advisory Committee of the Capital District Library Council. Advisory committees are formed on behalf of specific programs administered by CDLC to enhance the operation of the Council and its programs and services.

Each advisory committee has a charge, approved by the Board, that addresses the committee's responsibilities, concerns, and composition of membership. Advisory committees may have a Board liaison who is a voting member of the committee, as well as a CDLC staff member liaison who is an ex-officio member of the committee.

The Capital District Library Council (CDLC) bylaws stipulate that the Regional Automation Advisory Committee (RAAC) is a Committee of the Corporation. The RAAC is a CDLC Board-appointed advisory committee. In accordance with State Education guidelines, the RAAC shall serve as CDLC’s representative consultative body for regional library automation.

Purpose

RAAC advises CDLC, the Board, and members on specific aspects of CDLC programs and services relating to library automation and information technology. RAAC supports the mission of CDLC by partnering with members to strengthen library service through education, shared collections, and local connections. RAAC facilitates education, communication, and discussion of library automation and technology developments, technologies, issues and concerns among member libraries as outlined in the CDLC Plan of Service.

A responsibility of the Committee is to review and recommend annual RBDB-funded priorities in light of regional needs as outlined in CDLC’s Five-Year Plan of Service.

Composition

RAAC is comprised of appointed members representing all sectors of library service and must include one from each of the three public library systems. The Board may choose to appoint one member of the Board of Trustees to serve on the committee.

The Executive Director will appoint the balance of the committee membership, considering, among other things, relevant experience and expertise, and the constituency represented. Constituency considerations include the nature, size, and geographic distribution of the libraries

The appointed members shall include:

• One representative from each of the three member public library systems
• Up to three (3) representing public libraries that are members of a public library system
• Up to four (4) representing member school library systems and/or libraries
• Up to eight (8) representing member academic institutions and/or the research community
• Up to two (2) representing member special libraries

Liaisons and Ex officio Members

The Executive Director will appoint a CDLC staff liaison to provide support to the Chair and to the committee. The staff liaison will work with the Chair and the Executive Director to develop a meeting schedule and meeting agendas; keep a written record of meeting minutes; maintain the committee roster and alert the Chair of impending vacancies; and communicate any current or pending committee business to the Chair and the Executive Director.

The CDLC Board may choose to appoint a member of the Board of Trustees to serve on the committee. The Board liaison, if appointed, will report committee activities back to the Board and bring any committee requests or recommendations to the Board for discussion and approval. The Board liaison will bring any requests for committee-related business to the committee Chair.

The Board President, the Executive Director, the staff liaison and other CDLC staff are ex officio and non-voting members of the committee.

Terms

Committee terms for members appointed by the Executive Director are for three (3) years. No committee member initially appointed after June 30, 2018 shall serve for more than two complete and contiguous terms, excluding interim appointments to fill a vacancy. Full terms begin on July 1 and end on June 30. Interim appointments made prior to December 31 will count for the full year. Appointments made from January 1 on will have the term count begin the following July 1. Any exceptions to term limits are at the discretion of the Executive Director.

The three Public Library System representatives shall be appointed by their system in consultation with the CDLC Executive Director. Their term shall be set by their System.

The Board liaison will serve at the discretion of the Board.

Chair

The Chair will be elected by the committee prior to June 30 for a two-year term beginning July 1. The Chair shall serve no more than two consecutive terms.

Subcommittees

As deemed necessary, the Chair may appoint subcommittees from among the membership of the committee, and from the library community at large, to handle specific tasks relating to the work of the committee.

Meetings

Meetings will be held at least three (3) times annually with any additional meetings convened as collectively deemed necessary by the Chair, the staff liaison, and the Executive Director.

The Chair and CDLC staff liaison will produce and distribute an agenda, with consideration of any suggestions from committee members, prior to the day of the meeting. Unless otherwise notified, meetings will be held at the CDLC offices. Meetings are open. When deemed useful by the Chair, in consultation with the Executive Director, the staff liaison and/or the Board liaison(s), the committee may conduct meetings by virtual means which allows all participants to see and hear each other at the same time. Participation by such means shall constitute presence in person at said meeting.  Meeting minutes will be taken.

Absences

If any committee member fails to attend three consecutive meetings without excuse accepted as satisfactory by the chair, (s)he shall be deemed to have resigned, and the vacancy will be filled.

Quorum

A majority of the committee will constitute a quorum for conducting a meeting. Recommendations and action items must be approved by a majority of appointed members present.

Written Records

The meetings of RAAC will have a written record consisting of the date, time, location, attendees, summaries of discussions and an enumeration of action items. The recorder for the meetings may be chosen on a regular or an ad hoc basis. The minutes will be distributed to the committee and posted to the CDLC web site after the committee has approved them, or after 30 days at the discretion of the Board liaison.

Annually, no later than May 1, the Chair will submit a report to the Board, via the Board or staff liaison, summarizing the committee's activities and recommendations during the year.

Relationship to Board and Other Committees

RAAC is an advisory committee to the Board. The committee will submit recommendations, reports and requests for funding to the Executive Director, who will bring such requests to the Board. A committee report will be provided at Board meetings by the Board liaison, or by the Executive Director when the liaison is not present.

The Committee Chair will communicate with chairs of other Committees of the Corporation to keep each other informed of committee activity.

Document History

The Board of Trustees reserves the right to amend and/or clarify the committee charge.

• Approved by the CDLC Board of Trustees: 12/21/2018
• Revised by RAAC - 11/29/2018
• Approved by the CDLC Board of Trustees: D-03-32 - 02/14/2003
• Revised by RAAC - 01/24/2003
• Approved by the CDLC Board of Trustees: D-00-59 - 02/11/2000
• Revised by RAAC - 12/03/1999
• Approved by the CDLC Board of Trustees: D-87-34 - 09/04/1987
• Drafted by RAAC - 03/27/1987