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ALAO Procedures Manual
Executive Board and Officers

Executive Board

Duties, Membership and Quorum:  see Bylaws, Article V

In addition to the elected members, the Executive Board includes the following voting members:

  • Interest Group Chairpersons and Co-Chairpersons
  • Committee Chairpersons
  • Appointed Positions

The term of office for each board position is indicated in the individual section for that office.

Specific Activities, in addition to those outlined in the Bylaws

  1. Reviews the effectiveness of Chapter professional development activities.
  2. Approves arrangements for office support services.
  3. Approves all formal Chapter affiliations with other organizations.
  4. Reviews and approves date, location, and topic for annual conferences and workshops.
  5. Approves formation of committees or interest groups.
  6. Sets Chapter dues.

Meetings

The Board meets at least twice a year and may hold additional meetings upon call of the President. The Secretary will keep minutes of all Board meetings. The Board may deliberate by electronic means, including voting on matters requiring action, as needed. Board members may participate in board meetings through electronic means when necessary.

revised 7/12

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President

Principal Function

Serves as the chief executive officer of the Chapter; responsible for general supervision of chapter activities.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Develops the agenda for Board meetings, in consultation with Board members.
  2. Reviews existing goals of the organization; implements plans to achieve goals.
  3. Insures membership is informed of organization activities.
  4. Presides at annual membership business meeting.
  5. Serves as the official representative of the Chapter to ACRL, a responsibility that may be shared with an appointed Liaison to ACRL.
  6. Represents the organization to other associations as appropriate.
  7. Informs members who run for office of elections results.
  8. Serves on the Awards Committee.
  9. Arranges for office support services.
  10. Makes all committee appointments and other appointments as necessary.

Liaison Functions

Chapter representative to ACRL's Executive Secretary and President and to the ACRL Chapters Committee; may appoint another member to be the contact person. See ACRL Liaison.

Serves as Liaison to regional and state library organizations; may appoint another member to be the contact person for these organizations.

Encouraged to attend ALA Annual and Midwinter conferences to participate in ACRL Committee meetings. Chapter may provide some financial assistance.

Membership Requirement

ALA/ACRL

Length of Term

One year. Usually serves one year as Vice-President before assuming the Presidency. As Past President, maintains membership on the Executive Board for one year following the term as President.

revised 7/12

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Vice President/President-Elect

Principal Function

Responsible for oversight of Chapter continuing education programs, delegating responsibility as needed; assists the President as deemed necessary.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Recommends names of members for appointment to the Conference Planning Committee (CPC) representing various geographic regions, and all sectors of academic libraries, receiving or soliciting input from liaisons as needed.
  2. Chairs the CPC in order to plan the annual conference.
  3. In conjunction with CPC, determines
    • the theme of the annual conference,
    • the general topics including potential speakers and subtopics to be addressed, and
    • responsibilities for planning the annual conference.
  4. Serves on the Awards Committee.
  5. Serves on the Budget and Planning Committee.

Membership Requirement

ALA/ACRL

Encouraged to attend ACRL meetings at ALA Annual and Midwinter and ACRL national conferences. Chapter may provide financial assistance.

Length of Term

One year; automatically succeeds to the Presidency.

revised 7/12

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Immediate Past President

Principal Function

Ensures continuity of Chapter activities.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Contributes to Board deliberations.
  2. Votes on issues brought before the Board.
  3. Carries out special assignments made by the President.
  4. Reviews Constitution and suggests needed changes.
  5. Chairs the Communications Review Committee.
  6. Serves on the Budget and Planning Committee.
  7. Serves on the Conference Site Selection Committee.
  8. Serves on the Diversity Committee.

Membership Requirement

Not required to belong to ALA/ACRL. Encouraged to attend ACRL committee meetings at ALA Annual and Midwinter and ACRL national conferences. Chapter may provide some financial assistance.

Length of Term

One year

revised 2/14

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Secretary

Principal Function

Records minutes of all Chapter and Executive Board meetings. Serves as Chapter Archivist or delegates that function, in consultation with the President and the Executive Board, as appropriate.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Attends Board meetings and records the proceedings; insures distribution of agenda and minutes to Board members before the succeeding meeting.
  2. Collaborates with the President and President-Elect to gather contact information for all incoming Board members and provide that information to the Webmaster(s) responsible for updating the website and online Board work groups (Google Apps).
  3. Records minutes of annual business meeting.
  4. Insures timely distribution of proposed bylaws amendments to the membership.
  5. Submits minutes prepared during term of office to Chapter archives.
  6. If acting as Chapter archivist, follows approved archives Guidelines

Membership Required

Not required to belong to ALA/ACRL

Length of Term

Two years

revised 7/14

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Treasurer

Principal Function

Oversees the handling of Chapter financial affairs, financial correspondence, budget creation, and strategic plan creation.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Arranges for any changes in signatures authorized for the Chapter's bank accounts.
  2. Presents a statement of expenditures and account balances at Board meetings.
  3. Presents a report including major receipts and expenditures at the annual membership business meeting.
  4. Submits an accounting of Chapter finances at least once a year.
  5. Ensures a summary of Chapter financial records are submitted annually to Secretary for Chapter Archives.
  6. Approves payment for all Chapter finances at least once a year.
  7. Chairs the Budget and Planning Committee which:
    • drafts a strategic plan for the organization once every four years
    • annually reviews the strategic plan and writes a budget.
  8. Monitors financial activities to ensure budget compliance and informs the President and/or Board of any financial problems.

Membership Required

Not required to belong to ALA/ACRL

Length of Term

Two years

revised 7/12

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Membership Chair

Principle Function

Serves as membership chairperson and promotes membership in ALAO.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Promotes membership in ALAO.
  2. Writes letters welcoming new members.
  3. Reports status of membership and related membership issues at Executive Board meetings.
  4. Regularly informs the Executive Board of the volunteer interests of members, providing contact information to the Nominating Committee in particular.
  5. Answers queries about membership status.
  6. Communicates with Institutional Liaisons regarding membership status of ALAO members, lapsed members, and new members from their institutions.
  7. Recruits new Institutional Liaisons as needed.
  8. Coordinates staffing of a membership booth at the annual conference; supplies both ALAO and ACRL materials.
  9. Serves as a member of the Budget and Planning Committee.
  10. Serves as a member of the Communications Review Committee.

Membership Requirement

Strongly encouraged to belong to ALA/ACRL

Length of Term

Two years

revised 3/14

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Public Relations/Outreach Coordinator

Principal Function

Provides marketing and publicity for the organization. The terms appointed for of incoming and outgoing Public Relations/Outreach Coordinators are intended to overlap, from the time of the annual Executive Board leadership retreat through the final meeting of the Conference Planning Committee following the annual conference.

Duties Outlined in Bylaws

Specific Activities in addition to those outlined in Bylaws:

  1. Submits a yearly budget request to ALAO Treasurer.
  2. Advises ALAO Board regarding organizational needs related to promotion of the organization.
  3. Develops and assists with projects as directed by the ALAO Board.
  4. Designs and revises informational and promotional materials in consultation with the Board.
  5. Stores, orders and maintains an adequate and accurate inventory of all promotional materials and arranges for their physical transport.
  6. Supports Membership Chair in membership and recruitment-related activities.
  7. Supports Interest Groups and Committees in publicity of activities.
  8. Provides materials and supplies to Past President for annual election.
  9. Attends annual conference to visually record and create a record of the event (PowerPoint show, photos, etc.) for Archives, Newsletter and webpage.
  10. Works with various committees to promote award and grant opportunities to members and visually record winners for Archives, Newsletter and webpage.
  11. Solicits and writes articles and news of relevant interest for ALAO newsletter.
  12. Collaborates with ACRL liaison to contribute to ACRL Chapter Topics.
  13. Works in collaboration with other library groups as directed by the Board.
  14. Serves on the Communications Review Committee.
  15. Serves on the Conference Planning Committee.
  16. Serves on the Diversity Committee.

Membership Requirement

Prior experience as a board member is highly recommended; membership in ALA or ACRL suggested, but not required.

Length of Term

Two year, 6 month appointment. Begin term as a co-coordinator at the annual board leadership retreat and assume full responsibility at the first meeting of the Conference Planning Committee following the annual conference. 


Photo Release Form


revised 7/12

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Member-at-Large (Six Positions)

Principle Function

To serve on the Executive Board as a representative of the membership-at-large.

Specific Activities

  1. Contributes to Board deliberations as appropriate.
  2. Completes special assignments made by the President.
  3. Serves on the Professional Development Committee and at least one other committee.
  4. One second year Member-at-Large must serve on the Research and Publications Committee.
  5. One first year Member-at-Large and one second year Member-at-Large must serve on the Budget and Planning Committee.
  6. One Member-at-Large must serve on the Communications Review Committee.

Membership Required

Not required to belong to ALA/ACRL

Length of Term

Two years. Half of the elected members shall be elected each year. In the event a Member-at-Large position is vacated, the President shall have the power to appoint, with the consent of the Board, a Member-at-Large to fill the vacancy for the remainder of the term.

An elected Board Member-at-Large shall not serve more than two consecutive full terms.

Length of Term

Two years (staggered terms)

revised 7/12

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