 |
Rocky
Mountain Chapter
|
|
SPECIAL LIBRARIES ASSOCIATION
ROCKY MOUNTAIN CHAPTER
MANUAL OF PROCEDURES
FOR OFFICERS AND COMMITTEES
July 4, 1995GUIDELINES FOR:
EXECUTIVE BOARD
Executive Board, President, President-Elect, Past President, Secretary, Treasurer, Directors-at-Large, Advisory CouncilCOMMITTEES
Academic Relations, Archives (Archivist), Awards, Bylaws, Columbine, Consultation, Diversity, Employment, Government Relations, Hospitality, Long Range Planning, Membership, Networking, Nominating, Professional Development, Public Relations, Ways & MeansI. SELECTION AND QUALIFICATIONS
A. The Executive Board shall be composed of seven members, elected by the membership: the President, President-Elect, Past President, Secretary, Treasurer, and two Directors-at-Large.
B. All members of the Board shall be Members, Associate members, or Retired Members of the Special Libraries Association.
C. A vacancy on the Executive Board, except in the office of President (or President-Elect), shall be filled by majority vote of the remaining members of the Board; this Board-elected member shall serve until the next annual election. In the event of absence or resignation of the President, all of the duties and obligations shall be assumed by the President-Elect.
D. The term of office of all Executive Board members, except Treasurer, shall be one year. The term of office for the Treasurer shall be two years. With the exception of the offices of President, President-Elect, and immediate Past President, any officer shall be eligible for re-election, but shall not serve in any one office more than three terms consecutively. Any other Past President shall be eligible for election to any Board office. All members of the Executive Board shall serve until their successors are elected and assume their duties.
E. The Executive Board will be guided by an Advisory Council, whose duties are:
o to advise the Executive Board on matters pertaining to the policies and programs of the Chapter
o to initiate proposals for consideration by the Board.
II. DUTIES AND RESPONSIBILITIES
A. The term of office shall be one year and shall commence with the adjournment of the Association Annual Conference, or if there is no Annual Conference, on July 1 following the election, and ending when successors are elected and assume their duties.
B. The Executive Board shall:
1. Have the power and authority to manage the Chapter's property and to regulate and govern its affairs.
2. Determine and modify policies within the limits of the Bylaws of the Association and Chapter.
3. Take such actions as it considers necessary to carry out the objectives of the Chapter.
4. Perform such other functions as the membership may direct.
5. Establish standing and ad-hoc committees and the process of making appointments for the purpose of delegating such powers and functions as it finds desirable for the conduct of its business and for carrying out the objectives of the Chapter.
6. Appoint, no later than the second Executive Board meeting of the Chapter year, a Nominating Committee composed of a Chair and at least one other member to serve along with the penultimate Past-President or another Past-President, if the Penultimate Past-President is unable to serve.
7. Propose amendments to the Bylaws.
8. Approve or disapprove amendments originating in the Executive Board or in the Bylaws Committee before submission to the members.
9. Provide recommendations on any proposal originating by petition to accompany its presentation to the members.
10. Call special meetings of the Chapter membership.
11. Allocate income from special Chapter projects and publications into appropriate funds.
12. Authorize the transfer of monies among all funds as maintained by the Chapter.
13. Authorize and control all Chapter publications.
14. Authorize funds for committee expenses.
15. Approve the annual budget of the Chapter.
16. Approve any contracts or agreements involving the Chapter.
III. PROCEDURES
A. The Executive Board shall hold at least five meetings annually, and may hold additional meetings upon call of the President or upon written request of any member of the Board.
B. Five members of the Executive Board shall constitute a quorum.
To the top!I. SELECTION AND QUALIFICATIONS
A. The President shall be:
1. A Member, Associate Member, or Retired Member of the Special Libraries Association.
2. An effective leader in Chapter affairs, and preferably one who has been active in Association affairs.
3. One who has shown an active interest in promoting the Special Libraries Association and special librarianship.
B. The President should also display:
1. Ability, willingness and opportunity to devote considerable time to the duties of this office throughout the term of office.
2. Skill in achieving cooperation and respect of the members of the Chapter and the Association.
3. Ability to speak effectively and lead discussions.
4. Familiarity with running meetings effectively.
C. The President shall be nominated and elected in accordance with provisions of the Bylaws.
D. Once elected, the incumbent serves one year as Vice-President/President-Elect, one as President, and one as Past President. The terms shall commence with the adjournment of the Association Annual Conference or, if there is no Annual Conference, on July 1 following the election, and ending when a successor is elected and has assumed the duties of President.
II. DUTIES AND RESPONSIBILITIES
A. The President shall:
1. Serve as the chief executive officer of the Chapter and, subject to the Executive Board, have general supervision and control over its affairs.
2. Preside at all meetings of the Chapter and of the Executive Board and recommends to the Board measures to consider to further the objectives and broaden the effectiveness of the Chapter.
3. Sign, with the Secretary or Treasurer, all contracts and other legal documents up to the amount permitted by SLA procedures.
4. Prepare and distribute an agenda for Executive Board meetings.
5. Call special meetings of the Executive Board at the President's discretion or upon written request of any member of the Board.
6. Execute the Chapter Bylaws and the orders of the Executive Board.
7. Represent, with the President-Elect, the Chapter at meetings of the Association Chapter Cabinet. If unable to attend, the President shall designate an alternate according to the Bylaws to serve as representative.
8. Meet with the Executive Board and past-Treasurer by November 1 to formulate an annual budget for the year beginning January 1 and to discuss Chapter activities for the coming year.
9. Appoint all Committee Chairs and members, except that the Nominating Committee chair must be approved by the Executive Board. The President may confer with the Committee Chairs before making final selections.
10. Send a list of Chapter Officers and Committee Chairs to the Chapter Liaison Staff member at Association Headquarters before June 30.
11. Invite and schedule, with the Association Office, the Association President or Vice-President's visit to the Chapter when appropriate.
12. Furnish notices, announcements, and special articles for the Columbine.
13. Request annual reports from Officers and Chairs to be submitted by a set date. These reports should contain accomplishments during the year, problems, suggestions, and/or recommendations for the future.
14. Provide a copy of all pertinent correspondence to the Archives.
15. Serve as ex-officio member (without vote) on all committees except the Nominating Committee.
III. COORDINATION OF CHAPTER ACTIVITIES
The President works closely with the Executive Board and chairpersons as general coordinator for the Chapter. The President
o keeps informed and follows through on all Chapter activities, special projects, etc.
o advises Chapter members on issues of policy or procedure and, as necessary, makes emergency decisions, after first checking with Board members on all matters requiring Board approval such as expenditures of Chapter funds.
o maintains close contact with the editor of The Columbine and makes certain that the membership is kept informed of all Chapter activities during the year. Writes the President's Column for each issue and sends copies of annual committee reports for publication.
o calls an annual transition meeting to allow outgoing and incoming chairs to exchange documents and information and to provide an orientation for incoming members.
IV. EXPENSES
The President is eligible for a share of $1000 annually budgeted from Chapter funds toward expenses for attending SLA Winter Meeting and Annual Conference, to represent the Chapter at DACOLT and the meetings of the Chapter Cabinet.
V. REPORTS AND RECORDS
A. The President shall supervise the preparation of annual reports by Chapter officers, coordinates, and submits the chapter's annual report in April detailing accomplishments during the year, suggestions and recommendations for the future.
B. Copies of the report shall be distributed to the Association's Chapter Cabinet Chair, by May 1, or sooner if requested; to The Columbine Editor, to be published, and to the Chapter Archivist
C. The President shall prepare such other reports as are required by the Association Headquarters, providing copies for the Chapter Archives.
D. The President keeps and files all pertinent information, correspondence, and records in a file, which is turned over to the incoming President.
E. At the end of the term of office, the President sends appropriate materials to the Archivist in accordance with established guidelines.
VI. MISCELLANEOUS
A. The President acts as liaison between the Chapter and the Association. This requires attendance at SLA Chapter Cabinet meetings (at Annual Conferences and Winter Meetings) and involves correspondence and contact with the Association office and officers, the Chapter Cabinet officers, and with other chapters.
B. The President serves as co-signatory with the Treasurer for the Chapter's bank account for checks exceeding $500.
To the top!GUIDELINES FOR THE PRESIDENT-ELECT
The President-Elect shall assist the President in the performance of the duties of the presidency.
I. SELECTION AND QUALIFICATIONS
A. The President-Elect shall be:
1. A Member, Associate Member, or Retired Member of the Special Libraries Association.
2. An effective leader in Chapter affairs, and preferably one who has been active in Association affairs.
3. One who has shown an active interest in promoting the Special Libraries Association and special librarianship.
B. The President-Elect should also display:
1. Ability, willingness and opportunity to devote considerable time to the duties of this office throughout the term of office.
2. Skill in achieving cooperation and respect of the members of the Chapter and the Association.
3. Ability to speak effectively and lead discussions.
4. Familiarity with running meetings effectively.
C. The President-Elect shall be nominated and elected in accordance with provisions of the Bylaws.
D. The term of office shall be one year and shall commence with the adjournment of the Association's Annual Conference or, if there is no Annual Conference, on July 1 following the election, and ending when a successor is elected and has assumed the duties of President-Elect.
II. DUTIES AND RESPONSIBILITIES
A. The President-Elect is a member of the Executive Board and shall:
1. Serve as the Chair of the Program Committee, responsible for planning or coordinating all programs at Chapter meetings, including notification of members of meetings.
2. Inform the Board, the Editor of The Columbine, the Public Relations Committee Chair, and the Hospitality Committee Chair of immediate and future meeting plans. This responsibility may be designated to the coordinator of a particular program.
3. Write a letter of appreciation to all speakers and host organizations immediately after a meeting.
4. Perform the duties and obligations of the President's office in the absence or resignation of the President.
5. Assist the President in the performance of the President's duties.
6. With the President, represent the Chapter at meetings of the Association Chapter Cabinet during the year in which the office is held. Attendance at meetings during both the Winter Meeting and the Annual Conference is expected.
7. Send a copy of all Chapter correspondence to the President.
8. Attend and vote at all Executive Board meetings.
9. Serve as a member of the Ways and Means Committee.
III. REPORTS
A. The President-Elect shall prepare an annual report by the deadline set by the President, detailing accomplishments during the year, suggestions and recommendations for the future.
B. Copies of the report shall be distributed to the President and the Archives
C. Reports in the Handbooks shall be sent to the Chapter Archives at the end of three years.
IV. EXPENSES
The President-Elect is eligible for a share of $1000 annually budgeted from Chapter funds toward expenses for attending SLA Winter Meeting and Annual Conference, to represent the Chapter at DACOLT and the meetings of the Chapter Cabinet.
To the top!GUIDELINES FOR THE PAST PRESIDENT
I. GENERAL
A. The term of office shall be one year and shall commence with the adjournment of the Association Annual Conference or, if there is no Annual Conference, on July 1 following the election and ending when a successor has assumed the duties of Past-President.
B. The President automatically becomes the Past-President at the end of the term of office as President.
II. DUTIES AND RESPONSIBILITIES
A. The Past-President attends and votes at all meetings of the Executive Board and shall:
1. Perform such duties as the President and/or the Executive Board may assign.
2. Add continuity to the Chapter's activities by aiding in the completion of projects which may have been initiated or worked on during the term as President.
3. Act as consultant to the Executive Board, utilizing previous experience in Chapter work to help guide the Board in its decisions, and endeavoring to aid the Chapter's relationship to the Association.
4. Send a copy of all Chapter correspondence to the President.
B. The Past President serves as a member of the Nominating Committee and of the Long Range Planning Committee.
C. The Past President may serve as the chair of the Awards Committee.
D. The Past President serves as the Chapter's Parliamentarian.
III. REPORTS
A. The Past-President shall prepare an annual report by the deadline set by the President, detailing accomplishments during the year, suggestions and recommendations for the future.
B. Copies of the report shall be distributed to the President, the Past-President, and the Archives.
To the top!
I. SELECTION AND QUALIFICATIONS
A. The Secretary shall be:
1. A Member, Associate Member, or Retired Member of the Special Libraries Association.
2. Capable of taking accurate and concise minutes.
3. Nominated and elected in accordance with the provisions of the Bylaws.
B. The term of office shall be one year and shall commence with the adjournment of the Association Annual Conference or, if there is no Annual Conference, on July 1 following the election, and ending when a successor is elected and has assumed the duties of Secretary.
II. DUTIES AND RESPONSIBILITIES
A. The Secretary shall attend and vote at all meetings of the Executive Board and shall:
1. Record the minutes of the Executive Board meetings and any business transacted at Chapter meetings. (In the absence of the Secretary, the President will appoint a substitute Secretary for any meetings.) The recording of minutes serves three main functions and should be done in sufficient detail to meet all three purposes:
a. The minutes serve as a record of meeting discussions, committee reports, and transactions to which the Executive Board and others may refer in the future for an accurate summary of what transpired at a particular meeting. It is especially important that official decisions be transcribed completely. Therefore, the minutes should contain:
Date and place of meetings
Attendants at Board meetings
Summary of business transacted
Exact text of all motions, amendments
Name of person making the motion
Summary of discussion on motions
Record of disposition of each motion, including names of those dissenting or abstaining
b. The minutes, or a synopsis thereof, are published in The Columbine and serve to inform the membership of the actions and discussions of the Executive Board as well as the activities of the Chapter at its official meetings.
c. Original minutes shall be kept by the Secretary for three years and then be given to the Archivist. The Secretary shall bring to each Executive Board and Chapter meeting the recorded minutes of all Executive Board and Chapter meetings for a period of one year.
d. Multiple copies shall be prepared and distributed as soon as possible after the meeting to members of the Executive Board and Advisory Council.
3. Sign all contracts and other legal documents with the President.
4. Handle the correspondence for the Chapter as directed by the President and the Executive Board.
5. Maintain the Chapter's stationery.
6. Send a copy of all Chapter correspondence to the President.
7. Attend and vote at all meetings of the Executive Board.
III. RECORDS AND REPORTS
A. The Secretary shall prepare an annual report by the deadline set by the President, detailing accomplishments during the year, suggestions and recommendations for the future.
B. Copies of the report shall be distributed to the President, President-Elect, and the Archives.
C. The Secretary maintains a file that contains copies of all minutes taken for a three-year period as well as any other records generated by the Secretary during the performance of duties. These materials are turned over to the incoming Secretary. At the end of each year, the minutes from the fourth previous year are sent to the Archives.
To the top!I. SELECTION AND QUALIFICATIONS
A. The Treasurer shall be:
1. A Member, Associate Member, or Retired Member of the Special Libraries Association.
2. Nominated and elected in accordance with the provisions of the Bylaws.
B. The term of office shall be two years and shall commence with the adjournment of the Association Annual Conference or, if there is no Annual Conference, on July 1 following the election, and ending when a successor is elected and has assumed the duties of Treasurer.
II. DUTIES AND RESPONSIBILITIES
The Treasurer attends and votes at all meetings of the Executive Board and shall:
1. Have custody of the Chapter funds.
2. Keep an account or accounts of all receipts, disbursements, deposits and withdrawals involving all Chapter funds.
3. Prepare and present financial reports at all meetings of the Executive Board and Chapter. These reports shall include a comparison of actual and budgeted expenses and a projection of financial status at the end of the current fiscal year (currently, the calendar year.)
4. Receive the money collected from all sources, including advertising revenue, meeting support, and scholarship donations, as well as other funds, for deposit in the Chapter bank account.
5. Deposit all general and any special funds of the Chapter in a local commercial bank or banks whose deposits are insured, or a reputable savings bank, or a savings and loan association, subject to approval of the Executive Board.
6. Secure necessary forms from a bank and/or savings and loan association for transfer of signature authority to incoming Treasurer and President. Have signature forms completed, appropriately signed, and forward to the bank and/or savings and loan association to enable the incoming Treasurer to deposit and otherwise handle Chapter funds. This should be accomplished by July 1 of each year.
7. Cosign, with the President, all checks drawn on Chapter funds, over a dollar amount to be determined by the Executive Board at the first Board meeting of the year.
8. Have standing authority (without cosignature) to make payments as follows:
a. Any budgeted or reasonable expenses incurred by any Officer or Committee Chair of the Chapter, including postage, stationery, telephone calls, telegrams, etc., as supported by documentation. Payment of out-of-the-ordinary bills must be authorized by the Executive Board.
b. Any expenses submitted by the Newsletter Editor or Advertising Manager incurred in connection with its publication.
9. Retain all records for three years; forward all records older than three years to the Chapter Archives.
10. Transfer to the incoming Treasurer the Chapter's Account Book and all records of Chapter funds for three years.
11. Treasurer may provide Executive Board or Advisory Council members with a copy of a check/payment request form indicating the procedures for requesting reimbursement.
12. Send financial reports to Editor of The Columbine at least twice a year.
13. Send a copy of all Chapter correspondence to the President.
III. REPORTS
A. The Treasurer shall prepare the Annual Financial Statement on SLA forms furnished by the Chapter Cabinet Chairman (CCC). (See Samples A and B.) This statement is due for submittal to the CCC by January 31; consequently, it should be reviewed by the Chapter President and audited by the Chapter Auditor as soon as possible in December. Two copies of the statement are submitted to the CCC. In addition, three copies of the statement shall be distributed to the Chapter President, President-Elect, and Archivist.
B. The Treasurer shall prepare an annual report by the deadline set by the President, detailing accomplishments during the year, suggestions and recommendations for the future. The annual report shall show monies in the any special funds, such as the Scholarship Fund.
C. Copies of the annual report shall be distributed to the President, President-Elect, and the Archives.
D. Financial records held by the Treasurer shall be sent to the Chapter Archives at the end of three years. That is, every year the records for the fourth previous year should go to the Archivist.
To the top!GUIDELINES FOR DIRECTOR-AT-LARGE
I. GENERAL
A. The Directors-at-Large shall be:
1. Members, Associate Members, or Retired Members of the Special Libraries Association.
2. Nominated and elected in accordance with the provisions of the Bylaws.
II. DUTIES AND RESPONSIBILITIES
The Directors-at-Large attend and vote at all meetings of the Executive Board and shall carry out such duties as the President may assign.
To the top!GUIDELINES FOR THE ADVISORY COUNCIL
The Advisory Council shall consist of the chairs of committees and any other appointees specially designated by the President. They shall be entitled to attend and participate, without right to vote, in meetings of the Executive Board with the exception of executive sessions. Any Council member unable to attend such meetings may designate a member of the committee or group as the alternate.
The following individuals are members of the Advisory Council:
Archivist
Editor, The Columbine
The Chairs of the following Committees are members of the Advisory Council:
Academic Relations Committee
Awards Committee
Bylaws Committee
The Columbine Editorial Committee
Consultation Committee
Diversity Committee
Employment Committee
Government Relations Committee
Hospitality Committee
Long Range Planning Committee
Membership Committee
Networking Committee
Nominating Committee
Professional Development Committee
Public Relations Committee
Ways and Means Committee
To the top!GUIDELINES FOR THE ACADEMIC RELATIONS COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for a term of one year, renewable up to three years. The members, at least one of whom should be a student in a library/information studies program, are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The mission of the Student Relations Committee is to form and maintain close ties among practicing special librarians, library school students and faculty. This will include programs of mentorship, maintenance and growth of the Scholarship Fund, and aspects of career guidance.
III. DUTIES
A. The Committee identifies libraries, information brokers, and other organizations capable of accommodating student visitors, research projects, assistantships, field studies, and/or mentorships.
B. The Committee identifies librarians and information brokers willing to form individual links with library/information studies students or to make presentations to such students in a classroom or seminar setting.
C. The Committee provides faculty with profiles of libraries and librarians who could offer to provide 1) on-site demonstrations of in-house information systems, 2) tours, 3) a source of educational materials, 4) presentations on librarianship (special librarianship in particular.)
D. The Committee works closely with deans, student group advisors, and student group officers to foster valuable relationships between the chapter and the library/information studies programs.
E. The Committee assists the President-Elect (Program Chair) in planning one event per year to raise money for the Scholarship Fund.
F. The Committee assists the Awards Committee in soliciting nominations and selecting the winner(s) of the Chapter Scholarship.
G. The Committee assists the Ways and Means Committee in soliciting vendor support for the Scholarship Fund.
IV. EXPENSES
Expenses of the Committee may include photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement. In addition, funds may be requested in the annual budget for receptions or other functions involving chapter members and students.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
C. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!DRAFT - November 19, 1999
I. ORGANIZATION
The Archives are on deposit in the Denver Public Library and are overseen by the Archivist, appointed by the Chapter President for a term which is at the discretion of the Chapter President.
II. PURPOSE AND FUNCTION
The Archivist is responsible for ensuring that the Archives are complete, well-organized, secure, and accessible to those needing archived materials.
III. DUTIES
A. The Archivist is responsible for collecting and storing the Chapter Archives and for defining with the approval of the Executive Board what constitutes a document suitable for the Archives.
B. The Archivist is responsible for periodically examining the Archives and making recommendations for the removal of materials.
C. The Archivist periodically reminds the Chapter officers and Committee members to submit appropriate materials for archival storage.
D. The Archivist prepares annually a list and explanation of what constitutes archival materials for distribution to each new officer and committee head.
IV. EXPENSES
Expenses of the Archivist may include photocopying and mailing expenses. If possible, some of these should be absorbed by the member's employer, but they may be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Archivist submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters.
B. The Archivist submits periodic reports on the state of the Archives to the Executive Board as needed.
To the top!GUIDELINES FOR THE AWARDS COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The Past President usually serves as the Chair. Additional members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Awards Committee carries out a program of chapter awards and coordinates the nomination of chapter members for national awards. It is also responsible for selecting the recipients of chapter awards.
III. DUTIES
A. The Committee drafts a plan for an awards program for the chapter for the approval of the Board.
B. The Committee drafts a plan for the awards process for each of the awards proposed.
C. The Committee carries out the process for the awards as approved. This will include publicizing the awards, soliciting nominations, selecting recipients, purchasing the awards themselves, and arranging for the presentation of the awards to recipients.
D. The Committee solicits nominations for SLA awards and regularly submits nominations for these awards to the SLA Awards Committee.
IV. EXPENSES
Expenses of the Committee may include photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits to The Columbine news of its activities that are of interest to chapter members.
B. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
C. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
D. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines. However, nomination documentation is not to be archived, but should be destroyed after the process is complete.
To the top!GUIDELINES FOR THE BYLAWS COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, also for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Committee is responsible for assuring that the Chapter Bylaws are up to date and consistent with those of the Association. The Bylaws committee also advises the Chapter if provisions of a Bylaw cover anticipated Chapter projects.
III. DUTIES
The Bylaws Committee:
A. reviews the Bylaws each year for revisions needed or required by changes in the Association's Bylaws;
B. receives from the Executive Board proposals for changing the Bylaws;
C. receives from ten members of the Chapter petitions for changing the Bylaws;
D. submits changes at the earliest possible date to the Executive Board;
E. submits revisions or amendments to Chapter Bylaws to the Association Bylaws Committee for review before presenting revisions to Chapter membership;
F. presents revised Bylaws for approval to members in accordance with current Bylaws;
G. sends revised and approved Bylaws to the President for the Procedures Manual;
H. sends a copy of the current Bylaws to SLA Headquarters.
IV. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference. The report should contain petitions or proposals as well as all notes and correspondence concerning any revisions to the Bylaws and a copy of the most recently-revised Bylaws.
B. The Committee Chair meets with or submits a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans.
C. At the end of the appointment, the Committee Chair submits appropriate materials to the Chapter Archives.
V. EXPENSES
Expenses for postage and duplication may be requested from the Treasurer. Documentation of all expenses should be submitted with the request.
To the top!GUIDELINES FOR THE COLUMBINE EDITORIAL COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
The Editor and Staff of The Columbine comprise a standing committee which is composed of the Editor and additional members as needed. The Editor is appointed by the Chapter president for a term of one year, renewable up to three years. The staff members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Columbine is the Rocky Mountain Chapter's channel for its officers, committee chairs, and members to use for communicating information of mutual interest, such as notices of Chapter meetings, business transacted at Executive Board and Chapter meetings, programs, projects, special events, publications, member news, local news, or other information.
III. DUTIES
A. The Editor sets up printing schedules and procedures with the printer, determines deadlines in consultation with the President-Elect (Program Chair); gathers news from officers and others; and prepares copy for the printer. The Editor has responsibility for distribution. The tentative annual mailing schedule is sent to the Association's Circulation and Order Dept. with a request to provide address labels at the appropriate dates for Chapter members, Association officers, and Presidents of all SLA Chapters. The Columbine is sent to other Chapter Presidents in exchange for their Chapter bulletins. Copies for advertisers, subscribers and any other non-members are addressed separately.
B. The staff members assist the Editor in planning and editing The Columbine. There may be area reporters assigned to specific geographic or other specialties to assist in the gathering of news and writing of articles. The main responsibilities are the gathering of news from members and the submitting of copy to the Editor.
C. The Editor may specify the form in which material is to be submitted.
D. The Business Manager is a member of the Ways and Means Committee with particular responsibility for soliciting advertising for The Columbine.
IV. EXPENSES
Expenses of publishing and distributing The Columbine are legitimate Chapter expenses, although income from advertising and subscriptions will be sought to offset these expenses. Bills for printing and mailing may be submitted (with documentation) to the Treasurer for reimbursement. (SLA Headquarters is investigating the possibility of a bulk mailing permit for the Rocky Mountain Chapter, which would reduce the cost of mailing. There is an annual fee for the renewal of this permit, once it is received.)
V. REPORTS AND RECORDS
A. The Editor submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. The report should include: 1) names of the members of The Columbine staff; 2) number of issues published; 3) number of copies of each issue distributed; 4) innovations and problems, and 5) recommendations for future Editors. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with the Chapter Board at its six meetings per year to gather information to report to the members and to keep abreast of Chapter activities. This also provides an opportunity to make arrangements with officers and committee chairs about reports or articles they are to prepare for the upcoming issues. In addition, the Business Manager presents a written financial report at each Board meeting.
C. The Editor maintains a mailing list of advertisers, advertisers' agents, subscribers, and others entitled to receive copies regularly.
D. At the end of the year, the Editor submits appropriate material to the Archivist in accordance with established guidelines.
VI. MISCELLANEOUS
Association policy requires that each Chapter Bulletin include the following disclaimer: "Special Libraries Association assumes no responsibility for the statements and opinions advanced by the contributors to the Association's publications. Editorial views do not necessarily represent the official position of Special Libraries Association. Acceptance of an advertisement does not imply endorsement of the product by Special Libraries Association.
To the top!GUIDELINES FOR THE CONSULTATION COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Consultation Committee assists management (industry, government, education, etc.) in solving information problems. The organization may already have an "information center" or library, or may need or want to establish one. Help may include evaluation of present services and/or recommendations for planning, handling, or organizing information. Consultations are usually limited to one visit of about one hour and the preparation of a minimal written report.
III. DUTIES
A. The initial contact with the Chapter comes to the Chair, who may personally handle the request or refer it to another SLA member.
B. The Committee follows up with both "client" and member-consultant to be sure request is satisfied.
C. The Committee is responsible for any advertising of the consultation service, with the approval of the Executive Board.
D. Upon receipt of a request for consultation, these steps will be followed: 1) the Committee Chair or another Committee member will contact client for more information, if required; 2) the Chair will select and make arrangements for a member/consultant; 3) the member/consultant will visit the client site; 4) the member/consultant will report recommendations to the client; 5) the Committee Chair or another Committee member will check client's progress by follow-up letter after a three-month interval; 6) the Committee Chair will report on the consultation to the Executive Board.
IV. EXPENSES
Expenses of the Committee may include: mileage, gas, telephone calls, and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee publicizes activities to the Chapter through a regular submission to The Columbine.
B. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
C. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
D. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE DIVERSITY COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for a term of one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Diversity Committee is responsible for planning a program that commits the Chapter to aa variety of activities that will encourage and assist members of minority groups in entering and advancing in the field of special librarianship.
III. DUTIES
A. The Committee plans, directs, and monitors the Chapter's Diversity Program.
B. The Committee identifies librarians of diverse groups (including those moving into the region) through keeping track of professional journals and newsletters and sends solicitations and meeting announcements to them.
C. The Committee initiates and develops Chapter-wide programs and coordinates and advises on programs undertaken by groups.
D. The Committee undertakes particular projects when requested by the Executive Board.
E. The Committee is responsible for recruitment of minority group persons into special library work, in cooperation with the following committees: Public Relations, Employment, Program, Membership, Professional Development, and Academic Relations.
F. The Committee recruits and encourages minority special librarians and information specialists into active participation in SLA.
IV. EXPENSES
Expenses of the Committee may include: photocopying, postage, and program costs. If possible, some of these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
C. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE EMPLOYMENT COMMITTEE
DRAFT - November 19, 1999
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The Chapter President appoints the Chair for a term of one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Employment Committee assists libraries which are seeking employees and librarians (members of the Chapter) who are seeking employment.
III. DUTIES
A. The Committee serves as a clearinghouse for those seeking employment or employees in special library situations. Prospective employees are notified about employment openings in the region.
B. The Committee is responsible for maintaining files on:
1. employment announcements
2. applications from prospective employees
3. notices of employment openings
C. The Committee regularly distributes its brochure to employees and prepares materials of all kinds to help place special librarians in positions of employment.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits to The Columbine news of its activities that are of interest to chapter members.
B. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
C. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
D. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE GOVERNMENT RELATIONS COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The Chapter President appoints the Chair for a term of one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Government Relations Committee is responsible for monitoring legislation and/or government policies which affect special librarianship at both the state and federal levels, and alerting Chapter members who would help government officials better understand the issues, the impact of the issues on the library and information community, and the effect of various policies and legislation on the general public. It works in close cooperation with the Colorado Library Association and its lobbyist.
III. DUTIES
A. The Committee helps government officials understand the issues before them, the impact their actions will have on the library and information community and on the information needs of the general public.
B. The Committee assists SLA in development of its legislative program and the development of a legislative network.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits to The Columbine news of legislative activities of state and federal bodies which may have impact on librarians, librarianship, and the availability of information to the public.
B. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
C. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
D. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE HOSPITALITY COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee, composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for a term of one year, renewable up to three years. The chair may recruit additional members.
II. PURPOSE AND FUNCTION
The Hospitality Committee assists with the hospitality and meeting arrangement aspects of business meetings and programs. In this regard, the committee provides support to the Membership Committee and the Program Chair (President-Elect).
III. DUTIES
A. The Committee assists the Program Chair (President-Elect) by making meeting arrangements, including room set-up, refreshments, and clean-up.
B. The Committee assists the Membership Committee by:
o welcoming new members at business and program meetings
o furnishing name tags (with thick markers) at all meetings
o recording of the names of those present at all meetings.
IV. EXPENSES
Expenses of the Committee may include: refreshments, name tags, markers. Such expenses, may be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. The report should include the names of committee members and a brief statement of assistance provided.
B. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE LONG RANGE PLANNING COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The Chapter President appoints the Chair for a term of one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Long Range Planning Committee is charged with identifying needs, issues, and opportunities of interest or concern to Chapter members, for the purpose of developing strategies for the Chapter that are consistent with the plans, goals, and objectives of the Association and that will satisfy member needs and interests.
III. DUTIES
A. The Committee reviews, revises, and updates the existing Long Range Plan as needed to address developments in the profession and to further the goals and objectives of the Chapter.
B. The Committee facilitates ongoing discussion of the Plan among the Executive Board, Committee Chairs, and Chapter members as appropriate.
C. The Committee assists the Board in selecting priorities from among the Chapter's goals and offers suggestions for their implementation.
D. The Committee provides opportunities for input from the Chapter membership by conducting formal or informal surveys that seek to identify concerns, issues, and ideas of interest to members.
E. The Committee compiles, analyzes, interprets, and reports any survey data to the Chapter.
F. The Committee utilizes information gathered by itself and other committees to develop and recommend a new Long Range Plan to the Executive Board at a maximum interval of five years.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits to The Columbine news of planning activities of the chapter to keep members informed and to solicit ongoing input to the planning process.
B. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
C. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
D. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE MEMBERSHIP COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for a term of one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Membership Committee is responsible for the maintenance of the Chapter's membership records. The Committee actively recruits and welcomes new members and follows up on dropped members. The production of a membership directory is a related effort, in which the Membership Committee plays an important role.
III. DUTIES
A. The Committee identifies prospective new members (especially special librarians moving into the region) through keeping track of professional journals and newsletters and sends solicitations and meeting announcements to them.
B. The Committee Chair may order labels for the mailing of program flyers and other announcements or may assist program coordinators in placing these orders. The labels for The Columbine are ordered by the Editor.
C. The Committee Chair notifies the Editor of The Columbine of new members and changes in positions, addresses, and telephone numbers for inclusion in the next issue.
D. The Committee welcomes new members at each meeting.
E. The Committee includes and supports closely with the Joint Directory Project Representative, who has responsibility for working with other information and library association representatives in Colorado to publish an annual Joint Membership Directory.
F. There may be a recruiting task force whose responsibility it is to recruit members.
G. There may be member representatives for specific geographic areas, such as Utah, Fort Collins, Wyoming, and Colorado Springs.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
C. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE NETWORKING COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for a term of one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Networking Committee is to promote resource sharing among Chapter members and with other library organizations and networks. The committee shall facilitate networking opportunities, including using electronic means.
III. DUTIES
A. The Committee keeps informed of current developments in networking at the national, state and local levels, and disseminates information about these developments to the members.
B. The Committee maintains contact with the SLA Networking Committee and its efforts. The Chair sends the SLA Networking Committee Chair copies of articles about networking from Chapter newsletters of other library publications in the region to allow SLA members to share their ideas and be aware of activities elsewhere.
C. The Committee informs members (using The Columbine and other means) of the advantages and responsibilities of networking, networking opportunities, meetings, and current networking issues.
D. The Committee identifies special information needs of the members which can be satisfied through resource sharing; determines resources and expertise members have to share with each other; and undertakes projects which the Chapter members decide would facilitate networking, such as a directory of library collections and services or a networking survey.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
C. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE NOMINATING COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Board no later than 5 months prior to the Chapter's annual business meeting. The Committee shall be composed of at least three members, no one of whom shall be a member of the Executive Board, but one of whom shall be a former officer, or member of the previous Nominating Committee. The penultimate Past-President, or, if unable to serve, another Past-President shall be a member, but not the Chair of the Committee.
II. PURPOSE AND FUNCTION
The Nominating Committee is responsible for preparing a slate of one or more candidates each for the offices of President-Elect, Secretary and Treasurer (every two years), and Directors-at-Large (one year term.)
III. DUTIES
A. The Committee obtains from the Chair of the Membership Committee a list of members qualified to vote and to hold office. Student members may vote, but not hold office.
B. The Committee solicits ideas for nominees from the members at any and all opportunities.
C. The Committee begins its work in time to meet the following schedule:
o A slate is presented at a business meeting and is submitted to The Columbine.
o Nominations may be made by petition.
o Ballots are prepared, including nominations by petition. A biographical sketch of each candidate accompanies the ballot.
o The ballots are mailed out 21 days before the "election date", i.e., the date the ballots are due; i.e., approximately a month before the Annual Meeting. (This implies requesting and obtaining a set of mailing labels from SLA Headquarters; the Membership Chair may help in this.)
o Results are announced at the Annual Meeting, held in mid-May.
D. The Committee gets in contact with all tentative nominees to determine if they will accept nomination; explains to prospective nominees obligations of each office, such as attendance at Board meetings, committee duties, and written reports. The Committee shall obtain written acceptance from each nominee prior to submission of its report to membership.
E. The Committee serves as the Tellers Committee to count mail ballots and votes and to report the election results.
F. The Committee destroys all ballots after the election.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
The Committee Chair submits a written report to the President. The report includes the number of ballots distributed, number of ballots returned, the slate, results of the election. Names of persons who declined nomination but expressed interest may be included as possible committee appointees.
To the top!GUIDELINES FOR THE PROFESSIONAL DEVELOPMENT COMMITTEE
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, also for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Committee is responsible for coordination of opportunities for continuing education for Chapter members in the field of library and information studies and related subjects of benefit to the work of special Librarians.
III. DUTIES
A. The Committee develops at least one workshop of interest to special librarians during the year, to be offered to the members and any other interested persons.
B. The Committee makes information on workshops and other continuing education opportunities in the Rocky Mountain area available to the membership.
C. The Committee maintains communication with the education or professional development committees of other professional associations, especially those that are members of the Prez Group (CLA, CEMA, COALL, and CCML.)
D. The Committee maintains contact with SLA Headquarters to learn about professional development activities available from them for Chapter use.
IV. EXPENSES
It is anticipated that such educational activities will be self-supporting, including direct expenses, such as fees for speakers and any meal costs, and indirect expenses, such as the cost of copying and mailing flyers, room and equipment rental, and handouts.
V. REPORTS AND RECORDS
A. The Committee publicizes activities to the Chapter through a regular submission to The Columbine.
B. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
C. The Committee Chair meets with the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
To the top!GUIDELINES FOR THE PUBLIC RELATIONS COMMITTEE
DRAFT -
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. The chair is appointed by the Chapter President for one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, also for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Public Relations Committee is responsible for the announcement of Chapter meetings through a variety of media, including newspapers, radio, and electronic listservs. It actively seeks to promote the goals and activities of special libraries in participation with other members and officers of the Chapter. It works in cooperation with other library and information organizations in the region through the Colorado Library Marketing Council.
III. DUTIES
A. The Committee prepares news releases about Chapter meetings and activities. This information is provided in detail by the person in charge of the program activity far enough in advance to accommodate the preparation and distribution of such releases.
B. The Committee may develop material about special librarians and librarianship in general for the purpose of informing the general public about the profession.
IV. EXPENSES
Expenses of the Committee may include: photocopying and postage. If possible, these should be absorbed by the member's employer. Such expenses, may, however, be submitted (with documentation) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with or provides a written report to the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
C. The Committee submits copies of its releases concerning all activities to the President.
D. At the end of the year, the Chairperson submits appropriate material to the Archivist in accordance with established guidelines.
To the top!GUIDELINES FOR THE WAYS AND MEANS COMMITTEE
I. ORGANIZATION
This is a standing committee and is composed of a chairperson and additional members as needed. Ex officio members are: President, Past President, President-Elect, and Treasurer. The chair is appointed by the Chapter President for one year, renewable up to three years. The members are appointed by the Chapter President upon recommendation of the chair, also for one year, renewable up to three years.
II. PURPOSE AND FUNCTION
The Committee is responsible for solicitation of funds for Chapter activities and for coordination of fundraising activities for the Chapter. This includes responsibility for soliciting advertising for The Columbine. The Business manager of The Columbine is a member of this committee.
III. DUTIES
A. The Committee develops a list of prospective donors during the summer preceding the program year.
B. With the help of the Program Chair (President-Elect), the Committee identifies activities to be carried out during the year, including the publication of six issues of The Columbine.
C. The Committee prepares a prospectus for donors indicating the amount and type of support needed for the year's activities and sends it to prospective donors by Sept. 1.
D. The Committee follows up on leads, matching donors with suitable activities, makes phone calls to prospective donors, and sends letters of thanks to donors.
IV. EXPENSES
Expenses of the Committee may include postage, copying, and telephone calls. If possible, these should be absorbed by the members' employers. However, they may be submitted (with documentation and receipts) to the Treasurer for reimbursement.
V. REPORTS AND RECORDS
A. The Committee submits an annual report to the President before May 1, when the Chapter's annual report is due at SLA Headquarters. Copies of this report and relevant documentation should also be maintained in the Committee files, which are passed on to the incoming Chair at the annual Transition Board meeting following the Annual Conference.
B. The Committee Chair meets with the Chapter Board at its six meetings per year to keep the Board informed of its activities and plans, to engage Board members' interest and to elicit Board support.
To the top!
|
