Committee Bylaws

Bylaws of the Rhode Island Teen Book Award Committee

Section 1
: The name of the organization shall be Rhode Island Teen Book Award Committee (RITBA).

Section 2: The RITBA Committee is organized exclusively for educational purposes, more specifically to promote young adult literature in the schools, libraries and communities of Rhode Island. The organization will assemble for the purpose of organizing the selection of and bestowing the Rhode Island Teen Book Award.

Section 1: Membership will be open to any interested party, including librarians, school library media specialists, college students in a related field and parents of young adults.

Section 2: To maintain membership in the organizations, members must: have demonstrated continuous participation in the selection process. Participation is defined as: 1) Attendance at a minimum of 3 October - March meetings; 2) The April business meeting; 3) contribution of critical reviews to the selection process of nominated books; 4) read a minimum of 20 books; and 5) nominate at least 1 eligible, critically reviewed title to the list.

Section 3: Every member is required to make one book module per term. (Pairing up is acceptable.)

Section 4: Members who do not maintain membership requirements outlined in Section 2 and Section 3 will be placed on probation for one year. Failure to meet requirements two years in a row will result in being ineligible to serve for the following year.

Section 1: Regular Meetings. The organization will hold one planning meeting in September, six discussion meetings between October through March, and one business meeting in April, which must have a quorum of half the committee plus one.

Section 2: Special Meetings. Special meetings may be called by an officer of the organization.

Section 3: Notice. Notice of each meeting shall be given to each member, by e-mail, not less than five days before the meeting.

Section 1: Board Role, Size, Compensation. The Board is responsible for overall policy and direction of the Council, and delegates responsibility for day-to-day operations to the RITBA Committee Director and any sub-committees. The Board shall have up to four and not fewer than two members. The board receives no compensation other than reasonable expenses.

Section 2: Board Elections. Election of new board members or election of current board members to a second term will occur at the Spring business meeting of the membership. Board members will be elected by a majority vote of the current membership.

Section 3 : Terms. All Board members shall serve one year terms, but are eligible for re-election.

Section 4 : Quorum. A quorum must be attended by at least 20% percent of the Board members before business can be transacted or motions made or passed.

Section 5 : Notice. An official Board meeting requires that each Board member have written notice (print or electronic) one week in advance.

Section 6 : Officers and Duties. There shall be four officers of the Board consisting of a Chair, Vice Chair, Secretary, and Treasurer. Their duties are as follows:

a. The Chair shall convene regularly scheduled meetings, shall preside or arrange for other members of the Board to preside at each meeting in the following order:  Vice Chair, Secretary, Treasurer.

b. The Vice Chair shall be responsible for assisting the Chair in overseeing meetings and running the committee on an as needed basis.

c. The Secretary shall be responsible for keeping any needed records of the organization's actions, such as any needed minutes at meetings, and distributing copies of minutes and agendas to each member.

d. The Treasurer shall make a report at the September planning meeting and the April business meeting. Treasurer shall assist in the preparation of the budget, help develop fundraising plans, and make financial information available to members and the public. All expenditures authorized by the treasurer shall be approved by at least one other officer of the organization.

Section 7 : Vacancies. When a vacancy on the Board exists, nominations for new members may be received from present members by the Secretary two weeks in advance of   a special, planning, or business meeting. These nominations shall be sent out to members with the regular meeting announcement, to be voted upon at the next meeting. These vacancies will be filled only to the end of the particular Board member's term.

Section 8 : Resignation, Termination, and Absences. Resignation from the Board must be in writing and received by the Secretary. A Board member shall be dropped for excess absences from the Board if s/he has three unexcused absences from Board meetings in a year. A Board member may be removed for other reasons by a three-fourths vote of the membership.

Section 9 : Special Meetings. Special meetings of the Board shall be called upon the request of the Chair or one-third of the membership. Notices of special meetings shall be sent out by the Secretary to each Board member by e-mail at least one week in advance.

Section 10: Special Committees. The Board may create special sub-committees as needed, such as fundraising, outreach, ect. The Board Chair appoints all special sub-committee chairs.

Section 1: The committee at large is responsible for selection of the current list of nominees. The nominee list is evaluated as followed: 

Each book nominated must meet the requirements for eligibility. Books will be scored by committee members through critical reviews contain scores of up to 7 points for quality and up to 3 points for appeal for intended audience. Books can only be removed from consideration after 1/3 of the group membership has read the title. Publisher nominations can be removed if the first five committee members score it as a 7.00 or less. If one of the first five scores is higher than a 7.00, the publisher nomination will then require readership of 1/3 of the committee to be considered for removal from the list.

To encourage thoughtful nominations and the reading of a wide array of genres and diverse viewpoints suggested by other committee members, no more than 7 personal nominations may count towards a member's 20 book required reading minimum.

Section 1: These Bylaws may be amended when necessary by majority of the membership. Proposed amendments must be submitted to the Secretary to be sent out with regular Board announcements.

These Bylaws were approved at a meeting of the membership on December 16, 2003.
The Bylaws were updated at a meeting of the membership on April 13, 2006.
The Bylaws were updated at a meeting of the membership on April 11, 2007.
The Bylaws were updated at a meeting of the membership on April 13, 2015.
The Bylaws were updated at a meeting of the membership on April 24, 2017.

The Bylaws were updated at a meeting of the membership on April 23, 2020.

The Bylaws were updated at a meeting of the memership on April 30, 2021.