SWCBA Info

The Southwest College Bookstore Association is a professional association consisting of members from College Bookstores, Lease and Third party Operated Bookstores, Vendors and Publishers whose items may be or are sold at the Member College Bookstores.

The Southwest College Bookstore Association (SWCBA) originated from a group of bookstore managers from Southeast Texas and Louisiana that met on an informal basis to "swap" books and discuss common problems. The group was tagged as the "Big Thicket" group. In the summer of 1973, this group decided to test-run a book locator with ten stores participating. This was the start of the SWCBA.

In 1974 the SWCBA was founded and expanded into a five-state area encompassing the same geographic limits as the NACS Southwest Region.

Pete Plotts was elected President of this new organization and served as president for the first two (2) years (1974-76).

Annual Meeting	Chairperson: Executive Council Board Liaison: Carolyn Williams
Associate Relations	Chairperson: Chris Adams Board Liaison: Tim Sharp
Budget & Finance	Chairperson: Carolyn Caudill Board Liaison: Tom Fox
Education	Chairperson: Brenda Reinke & Jenifer Robinson Board Liaison: Starla Clawson
Long Range Planning	Chairman: Anthony Martin & Eddie Turner Board Liaison: Linda Billingsley
Membership & Growth	Chairperson: Board Liaison: David Ritz
Nominating	Chairman: Sue Slater Board Liaison: Marian Cervantes
Site Selection	Chairman: Eddie Turner Board Liaison: Todd Cragg

Pete Plotts
1974-76
George Cook
1976-77
Larry Templeton,CSP
1977-78
Maybeth Johnston,CSP
1978-79
Gene Rainbolt
1979-80
Chester Banks
1980-81
Henry Barker
1981-82
Gary Thompson
1982-83
Gerald Ritche,CSP
1983-84
Merle Canfield (Passed Away while in office)
1984
C.A. Austin,CSP
1984-85
David Mize,CSP
1985-87
Larry Minor
1987-88
Fern Foster,CSP
1988-89
Shirley Evans
1989-90
Wes Aldis,CSP
1990-91
Marshall Rathbun
1991-92
Reynaldo Cadena,CSP
1992-93
Gary Hoover
1993-94
Ken Jones,CSP
1994-95
Sandra K. Rodman,CSP
1995-96
Alex Aragon,CSP
1996-97
Anthony Martin
1997-98
Jacque Ochs, CSP
1998-99
Bill Hart
1999-00
Bill Coulter
2000-01
Mark Palmore
2001-02
Sue Slater
2002-03
Debby Brown
2003-04
Christy Clemons
2004-05
Dennis Baker
2005-06

Section 1. The name of this voluntary Association shall be the Southwest College Bookstore Association, hereafter referred to as Association.

Section 2. The principal office of the Association shall be located at the office of the Administrative Assistant, or if none, the Secretary-Treasurer.

A. To promote a high standard of business methods and ethics among its members for the benefit of the faculties and the students they serve.

B. To unite in one organization those persons or firms actually engaged in, and whose major business is the sale, manufacturing, and/or distribution of products and services to the campus communities in the five state area of Arkansas, Louisiana, New Mexico, Oklahoma, and Texas.

C. To promote commonality of mutual interests in providing products and services to campus communities served by all members.

D. To assist all members in their efforts to more efficiently and effectively serve their respective campuses and to openly disseminate industry ideas and information among all members.

Section 2. This Association is not organized for pecuniary profit and no dividends or distribution of property of the Association shall be made until all debts are fully paid, and then only upon its final dissolution. No such distribution, if any, shall be made except by vote of two-thirds of the members

A. Store Member. This Association shall be composed of stores who are directly engaged in the business of the retail sale of products and services to the campus communities in the five state area defined in Article II, Section 1-B. The Store’s representative, voting member, and annual meeting delegate shall be the titular head of the store or his/her duly appointed representative.

B. Associate Member. Associate members shall be those individuals or firms who are in the business of the manufacturing, distribution, or sale of products or services used by Store members. Associate members shall identify a delegate to vote with regard to Association business, except where specified in the By-Laws.

C. Affiliate Membership. Individuals or organizations who are not eligible for Store or Associate Membership but are interested in the needs and purposes of SWCBA, including salespersons of Associate Members, institutional administrators, educators, and others, are eligible for Affiliate Membership. Affiliate Members hold non-voting status and are exempt from holding any elected office of the Association.

D. Honorary Life Membership. The Board may specifically grant such membership to those individuals who have given outstanding service to the Association.

Section 2. Admission. Any organization or individual meeting the qualifications outlined in Article III, Section 1 may apply for membership in the Association and when approved by the Board of Trustees, and upon payment of the annual dues of the Association, may become a member.

Section 3. Dismissal. Any member may be dismissed from the Association for non-payment of dues or fees for services rendered.

Section 4. The President, President-Elect and Immediate Past President shall constitute the Executive Committee and shall have the authority to handle all matters requiring immediate action between meetings of the Board of Trustees subject to final approval of all such action at the next Board Meeting.

Section 1. The Board of Trustees will be made up of thirteen (13) members. Terms shall be staggered in such a manner that two (2) will retire and be replaced each year. Elected trustees may not serve consecutive terms. Those filling an appointed, unexpired vacancy may subsequently be elected to a full term.

A. Store Member Trustee. One will be elected by mail ballot from the Store Members in each state represented in the Southwest College Bookstore Association to serve a three-year term. This election process will be conducted by the Nominating Committee with a simple majority rules. The name of the Trustee elected should be given to the President 90 days prior to the Annual Meeting for board approval.

B. At-Large Trustee. One At-Large Trustee will be elected by mail ballot by the Southwest College Bookstore Association’s store members to serve a three-year term. This election process will be conducted by the Nominating Committee with a simple majority rules. Store Members only are eligible for election. The name of the At-Large Trustee elected should be given to the President 90 days prior to the Annual Meeting for board approval.

C. Associate Member Trustee. Two (2) trustees will be elected by vote of the Associate membership. One shall represent the book publishing and/or book distributor industry and the other shall represent the non-publishing and/or non-book distributor industry. The term shall be for two (2) years and shall alternate with one Trustee being elected each year. The Nominating Committee will conduct the election process by receiving nominations for the Trustee position followed by ballots from Associate Members with a simple majority rules. The name of the Associate Member Trustee elected should be given to the President 90 days prior to the Annual Meeting for board approval.

D. The NACS Southwest Region Trustee will serve as a non-voting Board Member; the Association President, President-Elect and Immediate Past President will serve as voting Board Members.

E. The Secretary-Treasurer will be appointed by the incoming President from the current Store or Associate membership, subject to Board approval, and will serve as a voting Board Member.

Section 2. The Board will meet and approve a slate of qualified officers presented by the Nominating Committee. The President and President-Elect shall have served a full term as a Trustee for the Association. The President and President-Elect will be officially elected by majority vote of the members present at the Annual Meeting or by a majority of the votes cast by mail ballot, conducted and completed by the Nominating Committee no later than 90 days prior to the Annual Meeting.

Section 3. The offices of President and President-Elect will serve one-year terms.

Section 4. A Board position shall be declared vacant immediately when the individual filling that position ceases to meet the requirements for membership, as defined in Article III, Section 1 (A) and (B), for a period not to exceed 90 days. In the case of a vacancy, the Board of Trustees shall have the power to fill same by appointment, until the membership group represented by the trustee elects a replacement at the position’s elected expiration.

Section 5. Any board member or officer may be removed from office by two-thirds vote of the Board for conduct deemed inappropriate and unacceptable for an elected representative, as determined by the Board. Article III, Section 3 shall also apply to elected representatives to the Board.

Section 1. The Annual Meeting of the Association shall be held in the Fall of each year with the date to be approved by the Board of Trustees. All Trustees shall be officially authorized and installed at the Annual Meeting.

Section 2. The Board of Trustees shall meet a minimum of three (3) three times per year. With the exception of Executive Sessions, Board meetings are open to the general membership. Meetings will be held:

Section 3. A quorum of seven (7) voting Board Members shall be required to conduct business. A quorum of seven (7) voting Board Members may call a special session of the Board.

Section 1. President: It shall be the duty of the President to preside at all meetings, direct all activities of the Association under the authority and guidance of the Board of Trustees, appoint all standing and Ad Hoc Committee chairpersons in compliance with committee guidelines. The President shall see that the provisions of the By-Laws are fulfilled and that all Association activities are in compliance with written policy and established guidelines. The President is also responsible to the Association for maintaining the highest standards of all fiscal matters, including an annual independent audit of the Association’s financial records. The President shall be authorized to sign checks in the absence of or disability of the Secretary-Treasurer. The President shall be an ex-officio member of all committees. The President may not serve consecutive terms.

Section 2. President-Elect: It shall be the duty of the President-Elect to exercise all the powers and prerogatives of the President in the absence of the President and to chair the Long Range Planning Committee. Upon the death, resignation, or removal from office of the President, the President-Elect shall assume the office of President for the remainder of the term.

Section 3. Immediate Past President: It shall be the duty of the Immediate Past President to chair the Nominating Committee. The Immediate Past President also serves on the Executive Committee.

Section 4. Secretary-Treasurer: It shall be the duty of the Secretary-Treasurer to keep a true and accurate record of all meetings of the Association and transmit said records of the proceedings to the President of the Association and Board within a reasonable time, not to exceed 30 days, after the meetings adjourn. The Secretary-Treasurer shall have custody of all monies of the Association and keep regular books of account with a complete and accurate record of all funds received and expended. The Secretary-Treasurer shall deposit all such monies in the name of and to the credit of the Southwest College Bookstore Association. The Secretary-Treasurer shall sign all checks, submit quarterly financial reports to the Board, prepare a detailed annual Financial Report, and shall submit the report at each annual meeting after it has been certified by the Budget and Finance Committee. The Secretary-Treasurer shall be the immediate supervisor of the administrative office assistant and handle monthly payroll duties for this position. The Secretary-Treasurer shall perform such duties as are incidental to the office or may be required by the President.

Section 5. Board of Trustees: It shall be the duty of the Board of Trustees to have general supervision over the affairs of the Association, in determining the policies and assuring compliance thereof, and authorizing the expenses to operate the Association.

Section 6. All elected officers and trustees are to fully comply with duties as set out in the Policy and Procedure Handbook.

Section 2. Additional Ad Hoc Committees and Task Forces may be appointed by the President and approved by the Board.

Section 1. Annual Dues shall be determined by the Board of Trustees, subject to majority approval of the voting membership, and shall be payable to Southwest College Bookstore Association. Dues are payable on or before January 1 of each year. Any member whose dues are delinquent over 120 days shall be notified of their dismissal as an active member of the Association. Dues increases, as recommended by the board, must be submitted to the membership for mail ballot no less than 90 days prior to a new year. Said proposal must receive a favorable, simple majority of the voting members to become effective.

Section 1. All contracts relating to Annual Meetings shall be approved and signed by any two of the following:

President - In the absence of the President’s signature on any legal document, he/she will be notified and given copies of such contract within 10 days of signing. The President shall have the authority to call a special board meeting to resolve any contractual issues entered into without his/her signature.

Section 2. All other contracts shall be approved and signed by both the President and the Secretary-Treasurer, subject to Board approval.

Section 1. The rules of the parliamentary procedure as specified in the most recent edition of

Robert’s Rules of Order, Newly Revised, shall govern all meetings of this Assoc.

Amendments to the By-Laws of the Association shall be made either at the Annual Meeting or by mail ballot to the total membership. Two-thirds majority of the members voting are needed for approval.