ALAO Procedures Manual
Executive Board and Officers

Executive Board

Duties Outlined in Constitution

There shall be an Executive Board which shall serve in the following capacities:

1. Develop overall policies for the guidance and direction of the organization.
2. Establish such committees as it deems necessary of desirable to implement its policies.
3. Determine appropriate rules and procedures to assure fair and impartial balloting.
4. Delegate and assign to appropriate officers of members such special duties and responsibilities as are necessary to carry out the purposes of the organization.

Elected members shall have full voting privileges. The Executive Board consists of the following elected members:

• President
• Vice-President/President-Elect
• Past President
• Secretary
• Treasurer
• Membership Chair
• Public Relations/Outreach Coordinator, and
• Six Members-at-Large

The President with the approval of the Executive Board may appoint other individuals as members of the board. Appointed members of the Board shall serve in a capacity that directly contributes to the purpose of the association. Voting privileges of appointed members shall be determined by the Executive Board and set forth in the ALAO Procedures Manual.

Membership and Term of Office

In addition to the elected members, the Executive Board is composed of 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

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.

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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 Constitution

1. Presides at all meetings of the Executive Board.
2. Appoints all committees.
3. May serve as a non-voting member of all standing committees.
4. Represents, or appoints a representative(s) of the Association to other organizations.
5. Perform such other duties as prescribed by the Executive Board.
6. Shall serve one year as immediate Past President.

Specific Activities

1. Develops the agenda for Board meetings.
2. Reviews existing goals of the organization and revises if necessary; implements plans to achieve goals.
3. Insures membership is informed of organization activities (e.g., through newsletter).
4. Presides at annual membership business meeting.
5. Serves as the official representative of the Chapter to ACRL.
6. Represents the organization to other associations as appropriate.
7. Informs members who run for office of elections results.
8. Appoints a Nominating Committee.
9. Appoints a Program Committee.
10. Appoints an Awards Committee.
11. Appoints a Communications Review Committee.
12. Appoints a Diversity Committee.
13. Authorizes bills for payment.
14. Arranges for office support services.
15. Makes 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.

Serves as Liaison to regional and state library organizations, e.g., the Ohio Library Council (OLC); may appoint another member to be the contact person for these organizations.

Expected 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.

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Vice President/President-Elect

Principal Function

Responsible for supervision of Chapter continuing education programs; assists the President as deemed necessary.

Duties Outlined in Constitution

1. Chairs the Standing Program Committee.
2. Serves as President with the authorization of the Executive Board whenever the President is absent, or if the President is unable or refuses to act, with the powers appertaining to the office of the President.
3. Performs other duties prescribed by the Executive Board.
4. Succeeds to the presidency.

Specific Activities

1. Recommends names of Program Committee members representing various geographic regions, and all sectors of academic libraries, receiving or soliciting input from liaisons as needed.
2. Convenes a Program Committee meetings in order to plan the annual conference.
3. In conjunction with Program Committee, determines
   • the place and theme of the annual conference,
   • the general topics including potential speakers and subtopics to be addressed, and
   • responsibilities for planning the annual conference.
4. Oversees the Program Committee Contingency Fund.

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.

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Immediate Past President

Principal Function

Ensures continuity of Chapter activities.

Duties Outlined in Constitution

1. Chairs the Nominating Committee.
2. Chairs the Awards Committee.
3. Performs other duties prescribed by the Executive Board.

Specific Activities

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 Communications Review Committee.
6. Serves ex-officio on 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

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Secretary

Principal Function

Records minutes of all Chapter and Executive Board meetings.

Duties Outlined in Constitution

1. Records the minutes of all membership and board meeting.
2. Receives and publishes proposed amendments to this constitution in accordance with the provisions of Article XIII.
3. Performs such other duties prescribed by the Executive Board.

Specific Activities

1. Attends Board meetings and records the proceedings; insures distribution of agenda and minutes to Board members before the succeeding meeting.
2. Records minutes of annual business meeting.
3. Insures timely distribution of proposed constitutional amendments to the membership.
4. Records length of terms for ACRL, OCLIS, OLF appointments.
5. Submits minutes prepared during term of office to Chapter archives.
6. Collects materials be submitted to the Chapter archives.

Membership Required

Not required to belong to ALA/ACRL

Length of Term

Two years

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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 Constitution

1. Ensures sound fiscal management of the association's funds.
2. Reports the financial status of the association at each Executive Board meeting and submit a written statement at the time.
3. Performs other duties prescribed by the Executive Board.

Specific Activities

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. Reviews quarterly financial statement from OCA.
9. 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

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Membership Chair

Principle Function

Serves as membership chairperson and promotes membership in ALAO.

Duties Outlined in Constitution

1. Serves as Membership Chair, promoting association membership and ACRL membership and insuring the accuracy of membership records.
2. Performs such other duties prescribed by the Executive Board.

Specific Activities

1. Promotes membership in ALAO.
2. Writes letters welcoming new members; bulk of activity in spring and fall.
3. Reports status of membership and related membership issues at Executive Board meetings.
4. Maintains records of current Chapter members and answers queries about membership status.
5. Communicates with liaison officers regarding membership status of ALAO members, lapsed members, and new members from their institutions.
6. Appoints new ALAO liaisons as needed.
7. Coordinates a meeting of liaison officers at the annual conference, as appropriate.
8. Promotes membership in ACRL.
9. Coordinates staffing of a membership booth at the annual conference; supplies both ALAO and ACRL materials.
10. Serves as a member of the Budget and Planning Committee.

Membership Requirement

Strongly encouraged to belong to ALA/ACRL

Length of Term

Two years

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Public Relations/Outreach Coordinator

Principal Function

Provides marketing and publicity for the organization.

Duties Outlined in Constitution

1. Provides publicity for the association and its activities.
2. Ensures sound fiscal management of Public Relations funds.

Specific Activities

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 (brochures, posters, pens, workshop materials, membership brochures, etc.) 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. Assists with annual conference in planning and promotion to members and community.
10. Attends annual conference to visually record and create a record of the event (PowerPoint show, photos, etc.) for Archives, Newsletter and webpage.
11. Works with various committees to promote award and grant opportunities to members and visually record winners for Archives, Newsletter and webpage.
12. Solicits and writes articles and news of relevant interest for ALAO newsletter.
13. Collaborates with ACRL liaison to contribute to ACRL Chapter Topics.
14. Works in collaboration with other library groups (e.g., OhioLINK, OLC, OCLIS, OLF, etc.) as directed by the Board.

Membership Requirement

Required to be a member of ALAO; prior experience as a board member is recommended; membership in ALA or ACRL suggested, but not required.

Serves as ex-officio on following ALAO committees:

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Members-at-Large

Principle Function

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

Duties Outlined in Constitution

1. Participates in Executive Board meetings.
2. Performs other duties prescribed by the Executive Board.

Specific Activities

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

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 an at-Large Executive Board position is vacated, the President shall have the power to appoint, with the consent of the Board, a Board 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.

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