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State Plan for Federal Depository Library Service

Federal Depository Library Program logo
Federal Depository Library Program logo

Developed by

The Arizona Federal Documents Planning Committee

In cooperation with

Arizona State Library, Archives and Public Records

Published by

Arizona State Library, Archives and Public Records

December, 1985

with revisions, 1993, 1998, 2010

Table of Contents

Preface
Summary of Goals
I.   Regional and Selective Depository Library Services
II.  Integration of Federal Documents with Other Library Services
III. Support Available to Non-Depository Libraries
IV. Continuing Education for Depository Library Staff
V.  The Arizona Depository Library Council
Appendix A:   List of Arizona's Federal Depository Libraries
Appendix B:   Arizona Depository Disposal Guidelines
Appendix C:   Bylaws of the Arizona Depository Library Council

Preface

Arizona's State Plan for Federal Depository Library Service is the result of collaboration among documents librarians interested in increasing recognition and use of federal depository library collections within Arizona, and in improving communication between depository libraries.

Impetus for drafting the Plan came during the Depository Library Workshop held at the State Library on March 14 and 15, 1984.  Joseph McClane, Depository Library Inspector for the U.S. Government Printing Office, conducted the workshop.  Documents librarians from throughout the state attended and agreed that a state plan for depository library service was both needed and feasible.  On the second day of the workshop, a state plan committee was formed by representatives of public libraries, the State Library, three state university libraries, and a community college librarian.  Jeff Fox, Planning Consultant from the Arizona Department of Library, Archives and Public Records, assisted the committee in establishing and utilizing a productive planning process.

During the initial meeting, the committee identified eighteen areas of concern common to depository libraries within the state.  These were subsequently consolidated into six major themes, each characterized by a broad problem/goal statement.  The first draft of the plan was presented at the Arizona State Library Association's annual conference in Phoenix in December, 1984.  At that time copies of the draft, accompanied by letters encouraging critical review, were mailed to libraries throughout the state.  Numerous responses, most of them favorable, were relayed to committee members.  Work on the plan continued into 1985. The final draft, completed in October, was presented to librarians at the 1985 annual ASLA conference.

Participation in the planning effort varied considerably during the time it took for the Plan to come to fruition.  The process was a lengthy and arduous one.  Despite this, high levels of commitment to the project and its ultimate objectives were maintained.  The committee takes pride in the fact that the Plan reflects Arizona's unique interests and concerns in the federal depository library system and hopes that the Plan results in more effective coordination of depository library service in our state.

This plan has been updated three times since 1985.  The most recent was done by using a SWOT analysis and environmental scan of the status of depositories, libraries, and societal/cultural trends, with contributions by the members of the Arizona Depository Library Council.  By checking and revising this plan, the Arizona Government Depository libraries make this plan adaptable to current Depository Library needs.

The committee wishes to thank all those who encouraged its efforts. GladysAnn Wells, Director of the Arizona State Library, Archives and Public Records, and her predecessors are recognized for her interest in the project and for providing considerable financial and administrative support.

Summary of Goals

  1. To establish, coordinate, and disseminate the policies and procedures of the regional depository library regarding the following services to selective depositories.
  2. To effectively integrate government publications reference services with other public services in depository libraries;
    1. To insure consideration of depository collections and services in local and statewide planning and systems development;
    2. To increase the degree of integration and use of federal publications by improving bibliographic control and access to federal publications, such as integrating documents into the library's online databases, utilizing OCLC, acquiring access to commercially produced indexes.
  1. To define the levels and means of support available to non-depository libraries in the areas of reference service, interlibrary loan, public awareness and continuing education.
  2. To increase the expertise and referral skills of documents reference staffs so that they make full and effective use of resources within their collections and within the state.
  3. To gather and maintain files of information on public and instructional use of depository collections and services.
  4. To provide depository librarians both opportunity and encouragement for implementing this plan and facilitating future communication and problem-solving through formation and operation of the Arizona Depository Library council.

I.  Regional and Selective Depository Library Services

Current Situation

Because of economic difficulties both in the general economy and directly related to library service and support from national, state, academic, and municipal funding entities, the Regional Depository and the Selective Depositories throughout the program face challenges.  Limited funds result in reduced library funding to accomplish the institution's overall mission and the need to allocate diminished funds among remaining programs and services.  Depositories face difficulty staffing their collections or allowing depository staff the time and opportunity to participate in meetings and/or training involving travel.  Some depositories consider dropping or have dropped depository status due to lack to time, staff, money, or other resources necessary for operating the depository.

The broad use of electronic publishing enables libraries to select and maintain links to more federal publications, without the extra work required in processing tangible publications.

Overall, there is a need to understand the importance and value of depository status and to share this understanding with administrators, library staff, and users of the depository library system.  It is also important to imagine and/or develop new ways to run and support depositories and to work together to develop new models for accomplishing the work of a depository with increasingly diminished resources.

There is a need for greater definition, communication and coordination in regional depository library policies and procedures regarding the following services to selective depository libraries:  Collection use and circulation, interlibrary loan and document delivery, discards/withdrawals, replacement and substitution, reference, acquisition, advising/consulting.

There is a need to establish a method for ensuring that objectives recommended in the State Plan are prioritized so that actions can be completed, particularly while resources of the Regional and Selective Depositories are limited and not all desired situations can be realized at once.

Description of Arizona Depository Libraries

There are currently fourteen Federal depository libraries in Arizona, including one regional. There is an uneven geographic distribution of depository libraries and wide variations exist in the size and type of library.

Responsibilities, Support and Enforcement

Statements of legal responsibility for regional depositories are found in the United States Code (1).  Statements of responsibility for regional libraries are also included in the Federal Depository Library Handbook (2) issued by the U.S. Government Printing Office.  Although statutory requirements and guidelines for regional depository library services exist, procedures for carrying them out are left to each regional library.  The Government Printing Office provides no financial support to assist regional depositories in carrying out their mandated responsibilities. ​

Specific Problems of the Regional Depository Library

Collection use and circulation:  Hours of service, collection access policies and circulation policies are not well understood by other libraries and users throughout the state.

Interlibrary loan:  Policies and procedures, both formal and informal, need clarification and promotion.

Discards/withdrawals:  Regional depository library procedures in handling discards and withdrawals have been prepared and circulated (revised 2008).  Some selective depository libraries may still not be aware of discard procedures or the types of materials that may be withdrawn.  The discard and withdrawal procedures should be updated and available to all selective depository libraries and education in these areas should be initiated by the regional librarian.

Replacement:  Practices that are being observed are not well understood by selective depository libraries.  Libraries should be made aware of the efforts made in this area.

Reference:  Levels of service, hours of service, expertise and availability of staff, and accessibility to documents need clarification.  Types of services offered and fees charged for certain services should be made known to the selective depository libraries.

Acquisition:  The Regional collects and maintains a comprehensive collection of Federal depository publications offered through depository distribution.  Regional depositories are assessed by GPO according to completeness of their retrospective collections; however, the priority of the retrospective acquisition by the Arizona regional depository should be made clear to all depositories in the state.

Advising/consulting:  Selective depositories may not be aware of the availability of such services nor the means to obtain them.  The regional should have contact with the selective depositories and offer these services.

Desired Situation

  1. Open, active channels of communication will be established between all Arizona depository libraries.
  2. Depository library operations will be more cost-effective and efficient, particularly in the areas of interlibrary loan and the withdrawal and exchange of materials.
  3. Depository library reference services throughout the state will be more effective.
  4. Documentation of regional depository library policies and procedures will facilitate continuity in operations and services as staffs change, and information about these policies will be available on the web.
  5. Library administrators will understand the value of depository libraries and support continued status in the program and participation by depository library staff in activities that demand time and expertise.
  6. Arizona Depository Library Council members will regularly prioritize objectives and utilize an action plan to ensure that State Plan objectives are met.

Goal

To Establish, Coordinate, And Disseminate The Policies And Procedures Of The Regional Depository Library Regarding The Following Services To Selective Depositories;

To Create Support For Continued Participation in the Federal Depository Library Program.

Objectives

  1. The Regional depository shall establish formal, written policies and procedures in areas outlined above where no policies currently exist.
  2. The Regional depository library will post its policies and procedures using the State Library Regional Depository website.
  3. The Arizona Depository Library Council (Section V) will provide opportunities and mechanisms for feedback in adjusting these policies and procedures.
  4. The Regional depository library will inform all Arizona selective depository libraries of changes in these policies and procedures.
  5. The Regional depository library and depositories within its region will work to develop new methods for continuing service and maintaining a healthy depository library program within the state.
  6. The Arizona Depository Library Council will work with library technician and accredited library programs to develop opportunities for learning, such as internships. These learning opportunities will extend institutional staffing and emphasize the importance of government information to those who plan to work in the library discipline during their careers.
  7. The Arizona Depository Library Council will create an annual or biennial action plan to prioritize activities in the State Plan that they feel equipped to work on and determine how to accomplish the objectives outlined. This action plan will assemble concrete steps to reach the goal.

II.  Integration of Federal Documents with Other Library Services

Current Situation

The value of federal government publications as a major public information source is underestimated by non-documents librarians, staff and administrators throughout the state.  Neglect of such a vast, authoritative, and inexpensive resource is a disservice to Arizona library users.  Lack of documents knowledge and use in the library community is due at least in part to insufficient awareness, interest, and expertise. Some of the unique characteristics of documents material, including the SuDoc system unfamiliar to many library users and the fact that materials are often located apart from the general collection, make the collection appear difficult to use or intimidating.  This results in a reticence to use existing bibliographic tools and retrieval systems, inability to use these tools appropriately and to their maximum advantage, and in the lack of adequate consideration of documents in statewide library planning efforts and funding.

Many libraries implement new service models blending or eliminating service desks and increasing use of paraprofessionals for reference service – this can be an advantage to the usage of documents by creating an opportunity for depository librarians to share information about government resources with non-depository reference service peers, but also can present a problem as many who staff these service locations lack education in or information on the value or use of government information.  Some libraries have removed or deemphasized a location for government information within their facility, and have explored partnerships that may or may not feature depository usage.

Discussions about and efforts to digitize tangible documents occur at the Federal level; some of these efforts encourage partnerships, and access to these documents is important to the population of Arizona.

As library services move to remote or online methods, although libraries can develop new ways to meet patron needs, there is less opportunity for library staff to interact with, help, direct, refer, and train on the usage of government information.

All of this occurs while severely impacted budgets restrict libraries from purchasing traditional information products at the rate or frequency of previous years or continuing efforts to catalog older documents that remain uncataloged.  This makes it impossible to access some materials that potentially would suit the needs of the user.

Desired Situation

  1. Use of federal depository collections in Arizona will increase.
  2. Depository library services to the public will improve as a result of:
    1. Open interaction between non-documents and documents librarians and staff;
    2. Increased awareness of and referrals to documents access tools and services by non-documents staff;
    3. Greater use of documents collection by non-documents staff.
    4. Greater presence of Government information on library web sites.
  1. Depository library collections and services within the state will receive greater support by administrators and statewide library organizations and planning committees. These collections will also be considered in plans for statewide retrieval networks and general resource sharing.
  2. Awareness and use of government web sites will increase.
  3. Materials of interest to Arizona populations will be accessible, regardless of the format in which they exist, and libraries will cooperate to ensure digitization of these tangible and born-digital collections.
  4. Cataloguing of government information will improve to cover retrospective materials and records will be incorporated seamlessly into the library catalog.

Goal

To Effectively Integrate Government Publications References Services with Other Public Services in Depository Libraries;

To Insure Consideration of Depository Collections and Services in Local and Statewide Planning and Systems Development;

To Increase the Degree of Integration and Use of Federal Publications by Improving Bibliographic Control and Access to Federal Publications.

Objectives

  1. Depository librarians will provide on-site and/or virtual training in the use of documents, bibliographic tools and retrieval systems for fellow library reference service staff and will work toward integrating documents resources into general library resource tools and staff/library user orientation and training programs.
  2. Depository librarians will keep library administrators and planning groups informed about the federal depository library program, changes and developments in the program, and service responsibilities. Each depository's legal obligation to provide free public access to federal documents will be regularly emphasized to library administrators and planning groups.
  3. Depository librarians will work more closely with other units in their library and share technologies.
  4. Depository librarians will ideally maintain currency on the literature relevant to new technologies and keep their library administrators and planning groups informed of these new documents-related technologies.
  5. Depository librarians will keep administrators, IT and other departments informed and involved and will provide input when decisions are made about catalogs, programs, and services that impact the federal document collection or its delivery of service.
  6. Depository librarians will work with peers who have little knowledge of government information and acquaint them with the advantages and methods of use of this information. They will promote the many advantages of depository status including free depository use of databases, subject access to authoritative sources via government information records available in the library catalog, and by making staff aware of government agency websites and information products, thereby saving the institution money.
  7. Depository librarians will keep up with current events and how related information needs of library users can be met with tangible and electronic government information resources. They will work with subject specialists to ensure they are aware of government information related to their specialty areas.
  8. Depository librarians will explore and share ways that government information can be found using widely-accepted tools (e.g., Google) and inform others of instances when these tools are not as effective as specialized tools including dedicated indexes, websites, and databases.
  9. Depository librarians will be alert to opportunities that allow for enhanced placement and use of documents, including institutional partnerships to extend budgets.
  10. Depository librarians will seek ways to overcome reluctance of staff and users to explore and use government information by facilitating the understanding of government information and by, where possible, making documents areas within the library inviting and user-friendly.
  11. Depository librarians will work to ensure that the library catalog is a complete representation of materials held, including retrospective cataloging of materials if necessary and where possible.
  12. Depository librarians will continue to encourage and support cataloging of retrospective materials by the Government Printing Office.
  13. Depository librarians will seek ways to utilize current technology tools, e.g., Web 2.0, to promote government information products alongside other products of the library and to boost end-user awareness and use of government information.
  14. Depository librarians will study how they might contribute to the digitization of the tangible or born digital documents of particular interest to Arizona populations.

III.  Support Available to Non-Depository Libraries

Current Situation

There are no clear indicators of the levels of support depository libraries provide to non-depository libraries in the areas of reference service, interlibrary loan, public awareness and continuing education.

The United States Code (3) stipulates that depository libraries must provide free access to their collections and services to the general public.  However, the definition of "general public," especially in regard to institutional users, is left to each library.  As a result, depository library policies concerning services available to other libraries (specifically in the areas of reference, interlibrary loan, promoting public awareness of documents, and provision of opportunities for continuing education for librarians) vary widely.  To further complicate matters, some potential institutional users of depository collections and services are not aware of the resources available to them.

The role of librarians and libraries has changed, and with it, the role of Government Documents librarians has transformed.  Documents are now but a small part of the government information spectrum.  Librarians with special knowledge of documents can consider themselves "Government Information Librarians" or "Government Information Professionals."

Desired Situation

  1. Open, active channels of communication will be established between depository and non-depository libraries throughout the state.
  2. Non-depository libraries will be informed of the major holdings and current acquisitions of all Arizona depository libraries.
  3. Non-depository libraries will be informed of the reference and interlibrary loan services available to them from depository libraries.
  4. Non-depository libraries will be informed of the various techniques and resources available for promoting use of document collections.
  5. Non-depository libraries will be provided opportunities for continuing education in documents-related topics sponsored by the Arizona State Library Association's Government Information Interest Group, the Arizona State Library, Archives and Public Records, U.S. Government Printing Office, Arizona depository libraries, and other professional library groups.  These continuing education opportunities can be delivered via in-person and on-line formats.
  6. Government Information librarians will be known, respected, and sought out by other librarians, staff, and library users for their expertise in helping others use and understand government information in all formats.

Goal

To Define the Levels and Means of Support Available to Non-Depository Libraries in the Areas of Reference Service, Interlibrary Loan, Public Awareness and Continuing Education.

Objectives

  1. Arizona depository libraries will document existing services available to non-depository libraries in the areas outlined above.
  2. Depository libraries will gather information from non-depository libraries with regard to their expectations and needs for services from the depository libraries in these areas.
  3. Depository libraries will identify service priorities and unmet needs of non-depository libraries and determine ways to improve depository services to them.
  4. Depository libraries will make use of existing vehicles for communication of policies, services and resources available to non-depository libraries and investigate new avenues of communication.
  5. Depository libraries will publicize depository services and resources to the non-depository library community.
  6. Depository libraries will take advantage of opportunities to train non-depository library staff on the variety and depth of information in depository libraries and widely available on the Internet through government agency sites and in government databases and will new and utilize existing developed training (Government Information in the 21st Century [Gi21] subject modules on WebJunction) and other methods to provide outreach to non-depository library staff.
  7. Depository librarians will examine their expanded role and serve the community of library users under a moniker such as "Government Information Librarian," which promotes and emphasizes the information, no matter the format.

IV.  Continuing Education for Depository Library Staff

Current Situation

Collections in depository libraries are underutilized.  Due to increasing complexities of government publications and their indexes in print and non-print formats, continuing education will be needed for documents reference staff.  Efforts to provide continuing education opportunities for documents staff interested in improving their knowledge of and/or skill in working with federal government publications is an on-going need.  Staff members often have difficulty attending conferences/training requiring multi-day travel or high registration costs, and lack time to train due to high-priority coverage needs in the home library.  Because many government websites change frequently and due to information overload, depository staffs often lack time to be completely informed of changes to depository and government information.  Libraries are moving away from specialists and losing expertise once existing in their institution.  Due to current or impending retirements, libraries are losing government information specialists and advocates for the use of government information.

Desired Situation

  1. Staffs of depository library collections will have an in-depth knowledge of the nature and scope of their collections.
  2. Reference assistance involving federal publications will be as prompt and accurate as can reasonably be expected, given local constraints on staffing, etc.
  3. Staff will have sufficient knowledge of their collections to make referrals to alternate sources, as appropriate.
  4. Arizona Depository Library Council members will provide training opportunities and consulting for their colleagues in their areas of expertise, as reasonable.
  5. The Arizona Depository Library Council will encourage the staffs of depository library collections to advance their knowledge of government publications.  Exchange of information among members of the Council is encouraged.
  6. Education opportunities will be available online.
  7. Depository libraries will prepare for retirements of depository staff to ensure smooth transition in operation and minimal knowledge gaps.

Goal

To Increase the Expertise and Referral Skills of Documents Reference Staffs so that They Make Full and Effective Use of Resources Within Their Collections and the State.

Objectives

  1. The Arizona Depository Library Council (Section Vl) will encourage depository libraries throughout the state to survey the need among their documents staff for training in documents reference and referral skills.
  2. The Arizona Depository Library Council will promote the development of continuing education opportunities in documents librarianship among depository libraries in Arizona by providing a forum in which the various means of increasing such opportunities can be pursued.  The Council will also provide leadership in coordinating and publicizing such opportunities, and in making them available at the widest possible range of locales.
  3. The Arizona Depository Library Council will investigate additional sources of assistance in developing continuing education opportunities for all Arizona librarians interested in increasing their documents reference skills including training at Arizona Depository Library Council meetings.
  4. The Council will encourage participation in documents-related organizations at the local, state, regional, and national level including participation in online forums and online training.
  5. The Council will encourage use of the GI21 Program modules, virtual training software, and other available and archived online training and presentations for building skills with government information.  The online training formats will allow staff to train from any location, and often without leaving their workplace, to cross-train, and to train those outside of the depository system with minimal expense.
  6. Depository librarians will seek ways to ensure that a knowledge base continues in their institution, particularly in the prospect of retirements and institutional reorganization, and will work to instill an interest in government information in their administration and staff.
  7. The Council will seek ways to partner with the University of Arizona School of Information Resources and Library Science and community college library technology programs as a way to share training opportunities.
  8. The Council will encourage research and publication relevant to documents librarians.
  9. The Council will seek to identify sources of funding to support documents-related activities and programs.

V.  The Arizona Depository Library Council

Current Situation

Effective channels for discussing interests, needs and problems specific to depository libraries within the state exist through Arizona Depository Library Council (Arizona Council) meetings and the AzDoc-L listserv.  Some factors that can complicate communication and smooth operation include geographic distribution of depository libraries and variation in the sizes and types of depository collections within these libraries.  The need for such a forum is illustrated by the variety and nature of issues addressed in this plan.

Desired Situation

A depository library forum, consisting of the designated responsible depository librarians and other interested parties within the state, will meet on a regular basis to discuss documents issues and to recommend actions to resolve such concerns.

Goal

To Provide Depository Librarians Both Opportunity and Encouragement for Implementing this Plan and Facilitating Future Communication and Problem Solving Through the Formation and Operation of the "Arizona Depository Library Council."

Objectives

  1. To convene the Arizona Depository Library Council, comprised of representatives from the federal depository libraries in Arizona and others committed to accomplishing the objectives of this plan.
  2. The Arizona Depository Library Council will:
    1. Formulate its own membership and operating rules;
    2. Establish a formal agenda of concerns to be addressed and a timetable in which to address them;
    3. Adopt, as its primary mission, the implementation of this plan.  The Council will also establish criteria for evaluating the objectives of this plan and make revisions as needed;
    4. Use whatever means considered appropriate to facilitate communication and cooperation among Arizona depository libraries with the overall goal of enhancing access to depository library collections and improving depository library services for all citizens of the state.
    5. The Arizona Depository Library Council will create an annual or biennial action plan to prioritize activities in the State Plan that they feel equipped to work on and determine how to accomplish the objectives outlined.  This action plan will assemble concrete steps to reach the goal.

Endnotes

  1. 44 U.S.C. 1912
  2. Federal Depository Library Handbook
  3. 44 U.S.C. 1911

Appendix A:   List of Arizona's Federal Depository Libraries

For information including address, directory, depository coordinator, phone number, fax number, and catalog website, visit the Federal Depository Library Directory at:
http://catalog.gpo.gov/fdlpdir/FDLPdir.jsp

REGIONAL 0022 Arizona State Library, Archives and Public Records
0022B Apache Junction Public Library
0022A Central Arizona College Library
0024 Northern Arizona University Cline Library
0025A Mesa Public
0026 Phoenix Public Library
0027B Yavapai College Library
0026A Arizona State University Ross-Blakley Law Library
0025 Arizona State University University Libraries
0027A Pima County Public Library
0023B University of Arizona James E. Rogers College of Law Library
0023 University of Arizona Main Library
0025B Northland Pioneer College Little Colorado Campus Library
0027 Arizona Western College Academic Library

Appendix B:   Arizona Depository Disposal Guidelines

Appendix C:  Bylaws of the Arizona Depository Library Council

Approved Nov. 2, 2007:

BYLAWS OF THE ARIZONA DEPOSITORY LIBRARY COUNCIL

Adopted December 1986; Revised April 1990; Revised May 2007

ARTICLE I  Name

The name of the organization is The Arizona Depository Library Council [herein cited as “Arizona Council”].

ARTICLE II  Objective

1.  The purpose of the Arizona Council is to implement the State Plan for Federal Depository Library Service, setting standards and goals for Depository Libraries in Arizona; to establish criteria for evaluating the objectives of the State Plan; to provide a forum for Depository librarians in the State to discuss Depository issues and to recommend actions to resolve their concerns; to advise the Regional in the state regarding policies affecting the Selective; to communicate with the Public Printer and Superintendent of Documents in the U.S. Government Printing Office on matters relating to the Depository Library Program.

ARTICLE III  Membership

Section 1.  General Membership

The membership of the Arizona Council shall consist of the designated Depository librarian in charge of each Depository collection (Regional and Selectives) in the State.  Each member shall serve as long as he or she is the designated Depository librarian for the Depository library.  If the Depository Librarian is unable to attend a meeting, they may delegate their voting rights to an alternative for the purpose of that meeting.

Section 2.  Membership Vacancies

Vacancies on the Arizona Council are created when there is no designated Depository librarian responsible for the collection at a Depository library.  Vacancies will be filled by appointment of the Administrative head of the library holding the Depository status.

Section 3.  Alternates

A member of the Arizona Council may designate an alternate to serve as an observer in his/her absence, or may designate an alternate from their Library delegated with full voting rights for the purpose of that meeting.

Section 4.  Time and Support

Each library holding a Depository in the State will be responsible for supporting its member in the Arizona Council. This includes time to conduct Council business, to attend meetings, and, when possible, to support transportation to and from the meetings and other expenses as needed.

ARTICLE IV  Operation

The Arizona Council will operate on a calendar year basis, from January 1 to December 31 of each year.

ARTICLE V  Meetings

Section 1.  Regular Meetings

The Arizona Council meets a minimum of two times each year, with meetings held six months apart, each occurring after the semi-annual fall and spring meetings of the Depository Library Council to the Public Printer.

Section 2.  Additional Meetings

The Chair may call additional meetings upon the agreement of one-third or more members of the Arizona Council.

Section 3.  Notice of Meetings

The Chair shall announce a formal “Notice of Meeting” to the Arizona Council membership at least 30 days prior to the date of each meeting.  The “Notice of Meeting” transmitted to each member shall have attached to it a proposed agenda for the meeting and contain provision for the submission of additional agenda items by Arizona Council members prior to the meeting.

“Notice of Meeting” will also be sent out to AzLA and posted online at the Regional’s website.

Section 4.  Quorum

Twenty-five percent of the membership of the Arizona Council must be present at any regular meeting to constitute a quorum.

Section 5.  Open Meetings

Except for organization meetings of an administrative nature, all meetings will be open to the public.

ARTICLE VI  Officers of the Arizona Council

Section 1.  Officers

The Officers of the Arizona Council shall be a Chair, Chair-elect, and Secretary.  At any one time, the Chair or Chair-elect (but not both) must be the Regional Depository Librarian designee (librarian designated by the head of the Regional Depository Library).  The terms of office shall begin January 1.  Each officer shall hold office for one year.

Section 2.  Selection of Officers

a.  Chair-elect

Every other year, the Chair-elect position will pass to the designated Depository librarian of a Selective Depository using the following order:

Dep. Lib. No. Name of Library

0022A Central Arizona College Learning Resource Center
0022B Apache Junction Public Library
0023 University of Arizona Library
0023B University of Arizona James E. Rogers College of Law Library
0024 Northern Arizona University
0025 Arizona State University Libraries
0025A City of Mesa Library
0025B Northland Pioneer College
0026 Phoenix Public Library
0026A Arizona State University Ross-Blakley Law Library
0027 Arizona Western College
0027A Tucson-Pima Public Library
0027B Yavapai College Library

During years when a selective depository librarian serves as Chair, the Chair-elect position will pass to the designated Regional Depository librarian representing the Arizona State Library, Archives and Public Records.  If for any reason the Chair-elect shall not be able to complete the term for which he or she is responsible, the next designated Depository librarian in either the Selective or Regional library (as appropriate) will assume the position.  Order of service will then proceed as listed with the replacement serving the rest of the Chair-elect and the Chair term.

b.  Chair

The Chair-elect of each year will serve the next term as Chair.  If for any reason the Chair shall not be able to complete the term for which he or she is responsible, the Chair-elect shall complete the term, and then continue his/her scheduled term. The Regional Depository librarian will serve as Chair on odd-numbered years, and the designated selective depository librarian will serve as Chair on even-numbered years.

c.  Secretary

The Secretary shall be appointed by the Chair-elect for a term to coincide with the Chair-elect’s tenure as Chair.  The Secretary is eligible for reappointment.

Section 3.  Officer Vacancies

If there is a vacancy for a Depository librarian at the time of the beginning of the term as Chair-elect, the next Depository library’s designated librarian will become Chair-elect and the order of service for Chair-elect/Chair will continue as listed above.  If a designated Depository librarian declines the responsibility of serving as Chair-elect/chair when so designated by the order listed above, the next Depository library’s designated librarian will become Chair-elect and the order of service for Chair-elect /Chair will continue as listed above. If a new Arizona Depository is designated by the U.S. Government Printing Office, that library will be added to the list of Selectives above in numerical order.

Section 4.  Duties of Officers

a.  Chair

The Chair shall preside over the meetings of the Arizona Council.  The Chair will organize the Arizona Council meetings and prepare and distribute the proposed agenda in advance of the meeting and with reasonable notice.  The Chair will guide the Arizona Council in completing its duties as described under ARTICLE II.  The Chair shall distribute the meeting minutes to all members within two weeks of receipt from the Secretary.

b.  Chair-elect

The Chair-elect shall complete the term of Chair if the Chair cannot complete the term for which he or she is responsible.  The Chair-elect will preside at meetings of the Arizona Council, should the Chair be unable to preside.

c.  Secretary

The Secretary shall take minutes of the meetings of the Arizona Council and transmit them electronically to the Chair within 4 weeks after the meeting.

ARTICLE VII  Committees

Section 1.  Establishment of Committees

The Chair or any member of the Council, with the majority approval of the members of the Arizona Council in attendance, or with the majority approval of the members of the Arizona Council by electronic communication vote, shall establish committees as necessary to carry out the duties of the Arizona Council.  Before a committee is established, the Chair or members proposing a committee will prepare and distribute a statement outlining the proposed charge of the committee to the Arizona Council.  Before a committee is dissolved, a statement will be prepared outlining the reasons for dissolution.  At the time the committee is approved or dissolved, these statements must be filed with the Secretary of the Arizona Council for future reference and use.

Section 2.  Committee Membership

Committee members and chairs of committees shall be appointed by the Chair of the Arizona Council.  Committee members and committee chairs may include members of the Arizona Council and/or any other interested parties who agree to serve.  Committee members and committee chairs of the Arizona Council do not have to be members of the Arizona Council, but are always responsible to the Arizona Council and report to the Arizona Council.

Section 3.  Reports

Reports of each committee will be required as directed by the charge of the committee as stated above in Section 1.  Additional reports or supplemental reports may also be required by a resolution of the Arizona Council, made and seconded by members of the Arizona Council at a duly called meeting and approved by a majority of the members of the Arizona Council at this meeting.

Reports of each committee will be directed to the Arizona Council as a whole, through the Chair of the Arizona Council.  Each report submitted must be made available in whole to all members of the Arizona Council at the semi-annual meetings or via electronic communication for their study and/or copying.

ARTICLE VIII  Council Minutes and Communications

Section 1.  Minutes of Meetings

The Secretary will prepare the minutes of each meeting for the signature of the Chair.  The minutes will include a synopsis of the action taken by the Arizona Council at the meeting.  The minutes will be sent to each Arizona Council member electronically for review.  The minutes will be formally approved at the next regular meeting of the Arizona Council.

The Arizona Council members will report as appropriate to the interested parties within their institution, and the Regional Depository Librarian will report as appropriate to the U.S. Government Printing Office, Public Printer, and Superintendent of Documents.

Section 2.  Council Listserv

The email listserv for the Arizona Council will serve as the official communication medium for members.

ARTICLE IX  Rules of Order

The rules contained in the latest edition of Robert’s Rules of Order shall govern the meetings of the Arizona Council in all cases to which they can be applied and are not inconsistent with the Bylaws.

ARTICLE X  Amendments

These bylaws may be amended by a two-thirds vote of the Arizona Council.  This vote may be taken by email ballot.

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Updated:  01/28/2011