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SPECIAL LIBRARIES
ASSOCIATION LEGAL DIVISION |
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DIVISION MANUAL INTRODUCTION This
is the first edition of the Special Libraries Association Legal Division
Manual, with applicable revisions
dated 2002. The
Division was founded in 1993. This
manual has been prepared with an emphasis on usability and adaptability.
It is recognized that new committees may take over functions of
previously existing ones, committees that are no longer needed may be
discontinued, and that entirely new committees may be added.
Officers and committee chairs are encouraged to submit changes to
the Division Manual Committee when they are warranted; the committee is
responsible for implementing such changes. Committee
chairs are encouraged to list and provide documents which reflect what
their committees have done. When
applicable, this information will be included in the description of the
chair's duties. The
manual is available on the Division web site at
http://units.sla.org/division/dleg/index.html.
All committee chairs, officers, and directors should read the
manual, with particular emphasis on their duties, at the beginning of the
program year. The
committee is grateful to all those who have contributed to this manual.
Any additions or corrections should be brought to the attention of
the chair. CONTENTS BYLAWS OFFICERS Executive Board (generally) Chair Chair-Elect Chair-Elect-Elect Director Secretary Treasurer Past Chair COMMITTEES General Committee Information Archives Awards (formerly
Scholarships and Grants) Bylaws Directory (combine with Membership??) Diversity & Mentoring Division Manual Employment Government Relations International Relations Legal Division Quarterly
Advertising
Editor Membership Nominating Photographer Professional Development Program Chair
Addendum: Planning a No-Host Dinner Public Relations Regional Meeting Coordinator Strategic Planning Student Chair Vendor Relations Web Site Content Web Site/Discussion List Administrator Yearbook LIAISONS European AALL ABA ROUNDTABLES Starting a Roundtable - General Information Corporate Librarians in Legal
Settings Courts Emerging Technologies International Tax I.
BYLAWS ARTICLE I: NAME AND OBJECTIVES
Section 1. The name of this organization shall be the LEGAL Division,
Special Libraries Association.
Section 2. The objectives of this Division shall be those of the Special
Libraries Association: to provide an association of individuals and
organizations having a professional, scientific or technical interest in
library and information science, especially as these are applied in the
recording, retrieval and dissemination of knowledge and information in
areas such as the physical, biological, technical and social sciences and
humanities; and to promote and improve the communication, dissemination
and use of such information and knowledge for the benefit of libraries or
other educational organizations.
Section 3. The scope of this Division shall be: The Legal Division
serves as a forum for the exchange of information, ideas, and knowledge
among law and regulatory affairs librarians.
Particular emphasis is given to the concerns unique to librarians
practicing in private law firm, business, and government libraries. ARTICLE II: MEMBERSHIP
Section 1. The membership of the Division shall be those members of the
Association who elect to affiliate with the Division.
Section 2. Members, Associate Members and Retired Members of the
Association who are members of the Division shall have the right to vote,
to hold any elective or appointive office in the Division, and to receive
the Division bulletin free.
Section 3. Student Members of the Association who are members of the
Division shall have the right to vote, to hold any appointive, but not
elective office in the Division, and to receive the Division bulletin
free.
Section 4. The rights and benefits of Sustaining Members and Honorary
Members shall be determined by the Association Board of Directors. ARTICLE III: EXECUTIVE BOARD
Section 1. There shall be an Executive Board that shall have the power
and authority to manage the Division's property and to regulate and govern
its affairs. The Board shall: determine
Division policies within the limits of the Bylaws of the Association and
of the Division; take such actions as it considers necessary to carry out
the objectives of the Division; and perform such other functions as the
membership may direct.
Section 2. The Board shall consist of seven members elected by the
membership: the chair, the chair-elect, the chair-elect-elect, the past
chair, the secretary, the treasurer, and the director. All members of the Executive Board shall be Members,
Associate Members or Retired Members of the Special Libraries Association.
Section 3. The Board shall hold at least one meeting annually and may
hold additional meetings upon call of the chair or upon written request of
any member of the Board. Four
members of the Board shall constitute a quorum.
Section 4. A vacancy in the membership of the Executive Board, except in
the office of the chair, shall be filled by majority vote of the remaining
members of the Board, this Board-elected member to serve until the next
annual election.
Section 5. The term of office of chair, chair-elect, chair-elect-elect,
and past chair shall be one year. The term of office of secretary,
treasurer and director shall be two years.
All members of the Executive Board shall serve until their
successors are elected and assume their duties.
The term of office shall commence at the adjournment of the
Association Annual Business Meeting, or, if there is no Annual Business
Meeting, on July I following the election. ARTICLE IV: OFFICERS
Section 1. The chair shall be the chief executive officer of the
Division and, subject to the Executive Board, shall: have
general supervision and control over its affairs; be responsible for
supervision of Division program planning for the Association Annual
Conference during the year the office is held; preside at all business
meetings of the Division and of the Executive Board; recommend to the
Board such measures considered desirable to further the objectives and
broaden the effectiveness of the Division; sign all contracts and other
legal documents jointly with the secretary; be authorized with the
Treasurer as co-signatory on all checks drawn upon Division funds, unless
determined otherwise by the Executive Board; be a member ex-officio of all
committees except the Nominating Committee; represent the Division,
together with the chair-elect, at meetings of the Division Cabinet and
Joint Cabinet during the Association Year in which the office is held, or,
if either is unable to attend, shall designate a Member, Associate Member
or Retired Member of the Division to serve as alternate representative;
prepare such reports as may be required by the Association; and be
responsible for supervising the preparation of such reports as may be
required of other Division officers by the Association.
Section 2. The chair-elect shall: assist
the chair in the performance of the duties of the chair; represent the
Division, together with the chair, at meetings of the Division Cabinet and
Joint Cabinet during the Association Year in which the office is held; and
assume all the duties and obligations of the chair in the event of absence
or withdrawal of the chair.
Section 3. The chair-elect-elect shall: assist
the chair and the chair-elect in the performance of the duties of the
chair and chair-elect; and observe the meetings of the Division Cabinet
and the Joint Cabinet during the Association Year in which office is held.
Section 4. The secretary shall: keep
a record of all meetings of the Division and of the Executive Board; sign
all contracts and other legal documents jointly with the chair; and
perform such other duties as the chair may assign.
Section 5. The treasurer shall: have
custody of the Division funds; be
authorized with the chair as co-signatory on all checks drawn upon
Division funds unless determined otherwise by the Executive Board; and
furnish such financial statements as may be required by the Executive
Board, the chair, and the Association.
Section 6. The past chair shall carry out such duties as the chair may
assign.
Section 7. The director shall carry out such duties as the chair may
assign. ARTICLE V: MEETINGS
Section 1. The Division Annual Business Meeting shall be held during the
Association Annual Conference, or, if there is no Conference, upon call of
the chair. At least one
business meeting shall be held during the term of office of each elected
Executive Board.
Section 2. Special meetings may be held upon call of the Executive Board
or on petition of 25% of the members of the Division. Notice of a special meeting shall specify the business to be
transacted, and no business other than that stated in the notice shall be
considered.
Section 3. Notice of meetings in writing or printed in the Division
official bulletin shall be sent to each member at least thirty days before
the meeting.
Section 4. A quorum for the transaction of business shall be twenty-five
Division members.
Section 5. Whenever in the judgment of the Executive Board, a question
arises that should be put to vote on the entire voting membership and
cannot await the Annual Business Meeting, the Executive Board may submit
the question for vote by mail. The
closing date for the return of mail votes shall be established by the
Board. The question presented
shall be resolved by a two-thirds vote of the returned mail ballots sent
to the entire voting membership.
Section 6. When not in conflict with these Bylaws, the Robert's Rules of
Order, Newly Revised (latest edition) shall govern all deliberations. ARTICLE VI: COMMITTEES
Section 1. Standing and special committees shall be established by the
Executive Board for the purpose of delegating such powers and functions as
the Board finds desirable for the conduct of its business and for carrying
out the objectives of the Division. These
committees shall be responsible to the Board.
Section 2. The Division chair shall appoint the chairs of all committees
except the Nominating Committee. Except
as required elsewhere in these Bylaws, appointment of members to standing
and special committees shall be made by the respective committee chairs
and all appointments shall be for one year unless determined otherwise by
the Executive Board. No
member may serve continuously on any one committee in excess of four
years.
Section 3. Committee chairs may participate in meetings of the Executive
Board but shall not have the right to vote.
Section 4. Each committee shall submit to the Executive Board a written
annual report of its activities, together with any recommendations
considered necessary or advisable. Additional
reports may be submitted by a committee or requested by the Board or the
chair.
Section 5. Funds for committee expenses shall be authorized by the
Executive Board. ARTICLE VII: SECTIONS
Section 1. Sections relating to definite areas of interest within a
Division may be established by the Executive Board upon written petition
of thirty members of the Division who desire to participate in the
activities of the proposed Section. Sections
shall receive needed operating funds from the Division, and shall submit
to the Division Executive Board an annual report including a financial
statement. Should dissolution
of a Section occur, its assets shall revert to the Division.
Formation or dissolution of a Section shall be reported to the
Division Cabinet officers and the Association Office. ARTICLE VIII: FUNDS, CONTRACTS AND PROPERTY
Section 1. Funds for Division expenses shall be derived from the
Association as an allotted share of the annual dues paid by Division
members. Eligibility for this
allotment is based on the submission to the Association of the Division
financial statement for the previous year and on its acceptance by the
Association. Requests for additional funds or loans may be submitted to
the Division Cabinet officers for presentation to the Association Board of
Directors for its consideration. All
funds received by the Division shall be used for purposes incident to the
fulfillment of the Division's objectives.
Should dissolution of the Division become necessary, its assets
shall revert to the Association.
Section 2. Any agreement, contract, or obligation entered into by the
Division, including the purchase of property such as office machines,
filing cabinets, computer equipment, etc., shall have advance approval of
the Executive Board. If cost
or liability of a non-binding expense exceeds $2,000, it shall have the
advance approval of the Division members.
If cost or liability exceeds $5,000, the transaction must be
reviewed and signed by the Association's Executive Director.
If the cost or liability exceeds the Division's available or
budgeted funds, the transaction must be reviewed and approved by the
Association's Board of Directors.
Section 3. All affiliate and contractual relationships shall be directed
toward the best interest of the Division and the Association and shall
protect the property and identity of the Division and the Association. ARTICLE IX: NOMINATIONS AND ELECTIONS
Section 1. A Nominating Committee for each election of members to the
Executive Board shall be appointed by the Board no later than six months
prior to the Division Annual Business Meeting.
This committee shall be composed of three members, no more than one
of whom is a member of the current Board but at least one of whom shall be
a former Division officer or member of the previous Nominating Committee.
Section 2. Each year the Nominating Committee shall present at least one
candidate for chair-elect-elect, either secretary or treasurer, the latter
two offices to be filled in alternate years, and one director.
The Committee shall obtain the written acceptance of each nominee
prior to submission of its report.
Section 3. The report of the Nominating Committee shall be published in
the official bulletin or otherwise sent to Division members at least sixty
days before the Division Annual Business Meeting.
Further nominations, accompanied by written acceptance of the
nominee, may be entered by petition of twenty-five Division members, and
shall be filed with the Nominating Committee at least forty-five days
before the Annual Business Meeting. The
report of the Nominating Committee shall be presented for approval by the
membership at the Division Annual Business Meeting.
Section 4. If the slate includes more than one candidate for an office,
election shall be by secret ballot mailed to each Division member thirty
days before the Division Annual Business Meeting.
The candidate who receives the largest number of votes for any
office shall be elected. In
the event of a tie, election shall be by majority vote of the members
present at the Annual Business Meeting. ARTICLE X: PUBLICATIONS
Section 1. Control of all publications of the Division for its members
shall be vested in the Executive Board.
Section 2. The Division shall not be responsible for statements or
opinions advanced in its publications or at meetings of the Division, or
for statements by any of its members, except those authorized by the
Division Executive Board, or those reflecting duly established policies of
the Division or the Association. ARTICLE XI: DIVISION REPRESENTATION AND AFFILIATION
Section 1. Division representatives to joint committees and meetings of
other societies having objectives allied to those of the Division and of
the Association shall be appointed by the chair.
Such representatives shall submit at least one written report to
the Executive Board during the year.
Section 2. Upon approval by a majority of the Division members voting,
the Division may affiliate or disaffiliate with a local common interest
organization provided that:
(1) The objectives of such organization are consistent with those
of the Division and of the Association; and
(2) The activities of such organization are not in conflict with
Article I: Sections 3, 4 and 5 of the Association Bylaws. Any
other affiliation, including that with a national or international
organization, shall be approved by the Association Board of Directors.
Notices of affiliations and disaffiliations shall be reported to
the Association. ARTICLE XII: DISSOLUTION AND MERGER
Section 1. The Division may petition for dissolution, or for merger with
another Division, by mail vote of its membership, the ballots to be mailed
not more than 45 days after an Annual Business Meeting at which a majority
of the members present votes that it no longer meets the needs of the
membership. If two-thirds of
the mail ballots favor dissolution, or merger, the petition shall be
submitted to the Division Cabinet officers for presentation to the
Association Board of Directors, which shall make the final decision.
Section 2. In the event of dissolution, all assets of the Division shall
revert to the Association. In
the event of a merger, assets shall become a part of the new merged unit,
as decided upon by the bodies concerned.
Any other assets shall revert to the Association. ARTICLE XIII: AMENDMENTS
Section 1. These Bylaws may be amended by a two-thirds vote of the
members present at any Division meeting, provided written notice
containing the text of the proposed amendment has been sent to each member
at least sixty days before the meeting at which it is to be considered.
Section 2. Any revisions in or amendments to the Division Bylaws shall
be submitted to the
Association Bylaws Committee for review before presentation to the
Division membership.
Section 3. Amendments may be proposed by the Executive Board, the Bylaws
Committee or twenty members of the Division.
Proposals originating in the Executive Board or in the Division
committee concerned with Bylaws shall be approved by a two-thirds vote of
the Board before submission to the members.
Proposals originating by membership petition shall be submitted in
writing to the Executive Board and shall be presented to the members with
the recommendations of the Board.
These Bylaws were:
Approved by the Bylaws Committee, Special Libraries Association
, Chair
(Signed) (Date)
Approved by the Division membership
, Chair
(Signed) (Date) II.
OFFICERS EXECUTIVE
BOARD Composition and Qualifications The
Executive Board is composed of the elected officers: Chair, Chair-Elect,
Chair-Elect-Elect, Secretary, Treasurer, Director, and Past Chair. All elected officers must be members of the Association.
The Chair-Elect-Elect is elected annually and succeeds in
subsequent years to the offices of Chair-Elect, Chair, and Past Chair.
The remaining officers are elected in alternate years; the
Secretary and Director in even numbered years, the Treasurer in odd
numbered years. The Executive
Board shall read and follow the procedures set forth in the Bylaws and in
this Manual. Function The
Executive Board is the governing body of the Division.
It sets Division policy as to the scope of committee activity,
reserving the right to stop those activities that do not represent the
best interests of the Division. It
stimulates committee work, instigates new projects and encourages
continued education and orientation to new developments.
It coordinates committee activities by delegating authority to Past
President, Director and other officers to act as Liaison officers between
committees and the Board. Responsibilities and Procedures The
Executive Board shall: Authorize
all extraordinary expenditures of the Division but may delegate to the
Treasurer the power to approve bills for routine expenses. At
the beginning of each Division year, estimate a budget for the year.
This should be done by requesting incoming and outgoing Committee
Chairs and Division Officers to submit an estimate of funds needed and
revenue expected from the ensuing year. Meet
upon the call of the Chair at such intervals as are deemed necessary, or
upon the request of any two members of the Board.
A majority of the Executive Board shall constitute a quorum.
A joint meeting of outgoing and incoming boards and committee
chairs shall be held in June. Fill
a vacancy in any office, except that of Chair, for the remainder of the
Division year, by majority vote. Approve
the appointment by the Chair of all committee chairs. Make
suggestions for committee personnel. Approve
the appointment by the Chair of all members of the Nominating Committee
and the slate of Division officers selected by the Nominating Committee. Individual
members shall: Attend
all meetings of the Board. In
the Secretary's absence, minutes are taken by the Director. Familiarize
themselves thoroughly with the activities of the Division, and the
policies and procedures as outlined in the Bylaws and in this manual. Give
due consideration to all matters which come before the Board and vote on
them accordingly. Take
the initiative in bringing matters to the attention of the Board when
necessary. Be
prepared to make a study of any question that comes before the Board and
report back their findings. Reports The
Secretary records the minutes of all meetings of the Executive Board.
In the Secretary's absence, minutes are taken by the Director. CHAIR Function The
Chair is the chief executive officer of the Division and, subject to the
Executive Board, shall have general supervision of and control over for
all aspects of its operation. The
Chair must be a member, associate member, or retired member of the
Association, as well as a member of the Legal Division.
The Chair is the official representative of the Legal Division and
its membership and is the only person allowed to speak for the Division
both in and outside of the Association, until/unless he or she delegates
that prerogative to another person. Responsibilities and Procedures The
following are the express responsibilities of the Chair. The Chair is also
responsible for the work of the Executive Board as set forth in the manual
section covering the Executive Board, and for seeing that the Division
Bylaws are followed and kept up to date. Preside
at all Executive Board and Division meetings. Present
or recommend to the Executive Board such measures as the Chair or a
Division member considers desirable to further the objectives and broaden
the effectiveness of the Division. Approve
and sign, with the Treasurer, all contracts and legal documents. Serve
as ex officio member of all Division committees, with the exception of the
Nominating Committee. Represent
the Division at meetings of the Special Libraries Association, including
the Winter Meeting and Annual Conference.
If unable to attend, appoint a Division member, preferably an
officer, to represent the Division; prior to the meeting, fully brief the
appointee on business to be transacted. Coordinate
planning of Division programs for the Annual Conference with the Program
Chair. Attend, or insure
Division representation at, Conference program planning sessions held at
Winter and Annual Conferences pertaining to the Chair's Annual Conference
Programs. Attend
administrative, orientation, and other meetings for Division Cabinet
members, including Association Officer Training, Division Cabinet, and
Joint Cabinet meetings which are held during the Winter Meeting and Annual
Conference. Evaluate
and promote continuing and new projects and publications, coordinating
when necessary with the appropriate staff liaisons at SLA Headquarters. Serve
on standing or ad hoc committees of the Division Cabinet as called for
through the rotation process or as appointed by Division Cabinet Chair. Review
the appropriate sections of the Procedures Manual. Submit corrections, revisions, etc. for inclusion in the next
edition. Prepare
a budget for the program year in conjunction with the Executive Board. Assist
the Treasurer in appointing an auditor in compliance with SLA guidelines,
to audit the Division accounts prior to the Treasurer’s annual report. Reports and Records The
Chair is responsible for the following: Preparing
an annual report of the Division activities for submission to the Division
Cabinet Chair of the Association and for presentation to Division members
at the Division Annual Business Meeting. Preparing
regular columns for the Legal Division Quarterly. Assuring
that the Division reports and official documents are filed appropriately
and in a timely fashion according to Association guidelines. In
coordination with the Program Chair, reporting to the SLA Conference
Program Committee Chair and/or designate, and to the Director, Conferences
& Meetings, all details of the programs for the Annual Conference.
Submitting detailed documentation on approved forms promptly and in
accordance with the Association’s guidelines.
Submitting requests for supplemental funding for Division
conference programming to SLA if necessary. Preparing
and submitting requests for action by the SLA Board of Directors and the
Division Cabinet. Submitting
proposed Division bylaws changes for review by the SLA Bylaws Committee.
Submitting
Bylaws changes to the membership for approval in accordance with the
stipulations in the Bylaws. Transferring
files to the Chair-Elect or Division Archivist as appropriate.
All current files, including Division Procedure Manual, SLA
Division Guidelines and associated materials, Conference Programming
materials, Division and Committee annual reports, and other files of a
timely nature should be given to the Chair-Elect.
All historical materials that are no longer of current reference
value, and copies of the current year’s Division and Committee annual
reports should be given to the Archivist.
Files include, but are not limited to, important correspondence,
fax, e-mail, and summaries of verbal communications deemed important to
the business of the Division. Sending
to the appropriate SLA Publications Manager three copies of any
publication issued by the Division, to be cited in Association
publications and retained in Association archives.
Assuring that copies of each Division publication are sent to the
Association for display at the Annual Conference in accordance with SLA
deadlines. Compiling
and transmitting to SLA Headquarters by SLA deadlines the names,
addresses, phone numbers, etc. of all Division officers and committee
members. These should also be
provided to the Legal Division Quarterly editor and Division web
page editor. Expenses The
Division may provide financial support to defray travel expenses in
conjunction with attendance at the SLA Winter Meeting and SLA Annual
Conference, if the incumbent’s organization does not provide travel
funds. Funds must be
requested from the Treasurer and must include required receipts. The
Division will provide funding for other expenses such as postage or
telephone calls if not borne by the incumbent’s organization. Other expenses must be approved by the Executive Board of the
Division. Expenses incurred
for Division Business will be paid in accordance with SLA Guidelines.
All expenses must be submitted in a timely fashion to the Division
Treasurer and be accompanied by the original receipts for reimbursement. CHAIR-ELECT Function The
Chair-Elect serves as a member of the Division Executive Board and
participates at the request of the Chair in the general supervision of
Division activities. The Chair-Elect may represent the Division upon the
request of the Chair and assume the duties of Chair in event of the
absence or withdrawal of the Chair. The Chair-Elect succeeds to Chair at
the Annual Business Meeting of the Division. Responsibilities and Procedures Begin
appointments of chairs of all Division standing committees before the
Annual Business Meeting at which the Chair-Elect becomes the Chair.
A full roster of committee chairs will be called for by SLA
Headquarters in June following the Annual Conference. Learn
the management of the Division's affairs by becoming apprised of
developments, issues, procedures, history and so forth. Support
the current Chair by providing advice, counsel, ideas, and proposals. Become
more knowledgeable about SLA as an organization and getting to know more
people both within Legal and in other Divisions. Attend
all Division Executive Board meetings and preside at meetings of these
groups in the absence of the Chair. Represent
the Division at meetings of the Special Libraries Association, including
the Winter Meeting and Annual Conference. If unable to attend, appoint a
Division member, preferably an officer, to represent the Division; prior
to the meeting, the appointee shall be briefed fully on business to be
transacted. Reports and Records In
coordination with the Program Chair, prepare preliminary Conference
Program plans to be reported to the Association Conference Committee as
requested by and according to a timetable established by the Conference
Committee. Select
and coordinate a Program Chair and Program Committee for the Annual
Conference at which the Chair-Elect is responsible for programming. Arrange
for the transfer of all pertinent files to the incoming Chair-Elect. Send
to the Division Archives all worthwhile papers of genuine historical
importance during years of tenure, as described in Archivist section.
The files should include fax or e-mail messages, correspondence and
summaries of all verbal communications which relate to the business of the
Division that should be maintained in the records. Expenses The
Division may provide financial support to defray travel expenses in
conjunction with attendance at the SLA Winter Meeting and the Annual
Conference, if the incumbent's organization does not provide travel funds.
Funds must be requested from the Treasurer and must include
required receipts. The
Division will provide funding for other expenses such as postage or
telephone calls if not borne by the incumbent’s organization.
Other expenses must be approved by the Executive Board of the
Division. Expenses incurred
for Division Business will be paid in accordance with SLA Guidelines.
All expenses must be submitted in a timely fashion to the Division
Treasurer and be accompanied by the original receipts for reimbursement. DIRECTOR Function The
Director serves as a member of the Division's Executive Board and at the
request of the Chair participates in the general supervision of the
Division activities. The Director is elected in even numbered years.
The elected term of office is two years. Responsibilities and Procedures Attend
the Division Executive Board meetings. Initiate
and develop ideas for Division planning and activities. Act
as Parliamentarian at Division business meetings. Review
the long-range plan and insure that it is revised on schedule. Reports and Records Prepare
an annual report upon the request of the Division Chair. Transfer
files to the incoming Director or Division Archivist as appropriate.
All historical materials that are no longer of current reference
value, and copies of the current year’s Division and Committee annual
reports should be given to the Archivist.
Files include, but are not limited to, important correspondence,
fax, e-mail, and summaries of verbal communications deemed important to
the business of the Division. Expenses The
Division will provide funding for expenses including postage and telephone
calls if not borne by the incumbent’s organization. Other expenses will be approved by the Division’s Executive
Board. Expenses incurred for
Division business will be paid in accordance with SLA guidelines.
All expenses must be submitted in a timely fashion to the Division
Treasurer and be accompanied by original receipts for reimbursement. SECRETARY Function The
Secretary serves as a member of the Division Executive Board.
The Secretary is elected in even numbered years.
The elected term of office is two years. Responsibilities and Procedures Record
minutes of the Annual Business Meeting and the Executive Board meetings at
the Annual Conference and any other meetings of the Executive Board.
The Executive Board notes should be formalized as minutes for
distribution to the membership. The
Annual Business Meeting minutes should be drafted, approved, and
distributed via any appropriate media, including but not limited to the Legal
Division Quarterly. Prepare
copies of approved minutes and send two copies to the Division Cabinet
Chair, one copy to the Chair, one copy to the Archivist, and one copy to
the editor of the Legal Division Quarterly for publication. Maintain
minutes for the term of office and transfer copies to the incoming
Secretary. Arrange for printing and mailing of election ballots or any type of division-wide correspondence. Ballots should be received by members no later than April 1st, with a deadline of May 1st for their return. Reports Prepare
an annual report upon the request of the Division Chair. Submit
minutes of the Annual Business Meeting to the Division Cabinet Chair and
the Division Chair. Arrange
for the transfer of files to successor before the Annual Conference or to
Division Archives, as appropriate. At
the end of the operational year all files more than one year old should be
transferred to the Archives (exception should be made for files which are
necessary to maintain continuity, such as for special Division projects
which have a longevity greater than one year, as well as for ongoing
publication activities, such as the Legal Division Quarterly).
All other files should be transferred to the incoming Secretary.
Files should include any important fax or e-mail messages,
correspondence and summaries of all verbal communications which relate to
the business of the Division and should be maintained in the records. Expenses The
Division will provide funding for expenses including postage and telephone
calls if not borne by the incumbent’s organization. Other expenses will be approved by the Division’s Executive
Board. Expenses incurred for
Division business will be paid in accordance with SLA guidelines.
All expenses must be submitted in a timely fashion by the Division
Treasurer and be accompanied by original receipts for reimbursement. TREASURER Function The
Treasurer serves as a member of the Division Executive Board, records all
financial records, and prepares the Annual Financial Statement, which must
be audited. The Treasurer is elected in odd numbered years. The elected
term of office is two years. Responsibilities and Procedures Attend
the Division Executive Board meetings. Make every effort to attend SLA Winter Meeting if at all possible. It is an excellent source of information and is an opportunity to have face-to-face conversations with Headquarters finance staff. Collect,
deposit, and expend the funds of the Division as required and authorized
by the Chair. Keep
an accurate and detailed record of Division funds, to be able to report
the financial condition of the Division, whenever such a report is
required. The account of the Division funds is audited annually. Draw
and sign checks on behalf of the Division.
Two signatures on checks are not required, but the account carries
both Treasurer and Division Chair as authorized signatories. Obtain
receipts for all monies expended. Alert the Legal
Division Quarterly editor and advertising manager when payments are
made for advertisements. Alert the
person(s) in charge of soliciting contributions for the SLA Annual
Conference (e.g. Vendor Relations Committee Chair) when payments are
received. Prepare
annual budget with input from Executive Board and committee chairs. Choose an
auditor and obtain approval from Division Chair prior to audit, or
recommend an auditor to the Division Chair per SLA requirements. Deposit all funds to a bank account of the
Division as promptly as possible. It
is recommended that the checking account be left in the same bank and not
changed every time there is a new Treasurer.
However, it is recognized that when banking by mail, problems may
arise and the Treasurer may prefer to relocate the account in order to
have in-person access to it. This
should be done only if there have been specific problems and attempts to
solve them have been unsuccessful. Relocating of the account should be
done only after consulting and obtaining approval from the Executive
Board. Each
deposit must be identified by source. The Division may have savings
accounts as well as a checking account.
The transfer of funds from checking to savings is made at the
discretion of the Treasurer and should be based on the amount of money in
the Division's possession and on the amount of activity in the checking or
savings account. To avoid currency exchange problems, it is
advisable that the accounts be in banks in the U.S. rather than Canada.
Be aware that there may be times when it is necessary to have
checks payable in foreign currency. Some international companies or vendors may wish to make a
wire transfer to the Division account.
Upon consultation with the committee chair involved in the
transaction, and with the bank, the Treasurer may choose to allow this
type of transaction. A bank may require the adoption of bank resolutions
by the Division's Executive Board, or a copy of the minutes of the meeting
at which new officers assume their positions. Two
check signatures (Treasurer and Chair) must always be registered with the
banks. Some banks will also
require the Secretary’s signature.
All bank accounts
must be in the name of the Special Libraries Association (for example: SLA,
Legal Division); a bank account must not be in the name of the individual. A
simplified, single-entry bookkeeping system is sufficient for most
divisions. SLA Headquarters
provides a copy of Quicken 2000 on CD-ROM to unit Treasurers. This is programmed with the categories and other information
required by Headquarters and should be passed on to subsequent Treasurers.
Books should be maintained in electronic format in accordance with SLA
guidelines and the data must be passed on to the next Treasurer. Authenticate
every expenditure by an invoice, receipt, or other formal justifying
document. Provide
to the Auditor, in January, the Annual Financial Statement for the
previous calendar year for certification. Review
the appropriate sections of the Procedure Manual. Submit corrections, revisions, and a complete set of forms
for inclusion in the next edition. Reports and Records Prepare
the Annual Financial Statement for the Division, using forms and
instructions sent out by the Association each year.
The fiscal year of all Divisions begins January 1 and ends December
31. All financial records
must be maintained on this basis. The
audit should be done by an auditor appointed by the Treasurer or Division
Chair under the Association guidelines. Copies of the statement must be sent to the following: SLA Director, Financial Services (as many copies as requested in the Annual Financial Statement instructions); one copy to the Division Chair; one copy to the Division Archives. One copy is retained in the Treasurer's file. Note that delay in providing the proper reports will result in a delay in the Division’s allotment check. Prepare
an annual report upon the request of the Division Chair.
Arrange
for transfer of files to successor before the Annual Conference, at a time
which results in the easiest transition for both parties.
Due to the fact that a mid-year report is due immediately after the
Annual Conference, the outgoing Treasurer may wish to prepare the reports
and pass on the files after that report has been submitted or to the
Division Archives as appropriate. Arrange
for transfer of files to successor before the Annual Conference, or to the
Division Archives as appropriate. At
the end of the operational year all files more than one year old should be
transferred to the Archives. Exception
should be made for files which are necessary to maintain continuity, such
as for special Division projects which have a longevity of greater than
one year, as well as for ongoing publication activities, such as the Legal
Division Quarterly. All
other files should be transferred to the incoming Treasurer. Expenses The
Division will provide funding for expenses such as postage or telephone
calls if not borne by the incumbent’s organization.
Other expenses must be approved by the Executive Board of the
Division. Expenses incurred
for Division Business will be paid in accordance with SLA Guidelines.
All expenses must be submitted in a timely fashion and be
accompanied by the original receipts for reimbursement. PAST
CHAIR Function The Past Chair serves in an advisory capacity as a member of
the Division Executive Board. Responsibilities and Procedures Attend
all Division Executive Board meetings. Serve
the Chair as required. Examine
Division bylaws and recommend necessary revisions. Submit these revisions to the Executive Board for approval.
If approved, follow Association procedures for official amendment
of bylaws. Review
the appropriate sections of the Procedure Manual and submit corrections
and revisions to the committee for inclusion in the next edition. Function
as Division Manual Chair. Reports and Records Prepare an annual report upon request by the Division Chair. Expenses The
Division will provide funding for expenses such as postage or telephone
calls if not borne by the incumbent’s organization.
Other expenses must be approved by the Executive Board of the
Division. Expenses incurred
for Division business will be paid in accordance with SLA Guidelines.
All expenses must be submitted in a timely fashion to the Division
Treasurer and be accompanied by the original receipts for reimbursement. III. COMMITTEES GENERAL
COMMITTEE INFORMATION Term and Composition of Committees The
Chair appoints committee chairs for a term of one year.
They may be reappointed by up to two succeeding Chairs, for a total
of three years, unless additional years are approved by the Executive
Board. No committee member
may serve continuously on a committee for more than three years unless
approved by the Executive Board. Although
the Executive Board, especially the Chair and Chair-Elect, will assist in
recruitment of committee members by referring names or soliciting
volunteers in general, it is the responsibility of each committee chair to
recruit as many committee members as needed to perform the functions of
the committee. See individual
committee descriptions for suggestions of the number of persons
recommended for that specific committee. Financial Responsibilities Each
committee chair is responsible for submitting a budget request/estimate
for the upcoming Division year to the Division Chair.
This document should specify anticipated activities and expenses of
the committee for the year, along with any estimated income.
The committee chair is responsible for monitoring the actual
financial status of the committee's activities and notifying the Division
Chair if problems arise. Annual Report The
committee chair should submit an annual report to the Division Chair by a
specified date. The Chair
will send one copy to the Archives. One
copy will be kept with the committee records for the information of the
succeeding committee chair. The
report should include a description of committee activities for the past
year, recommendations for future years, a full list of committee members,
and a summary of the committee's income and expenses for the year. Reports to Legal Division Quarterly If
the committee has interesting news or activities it wishes to communicate
to the Division membership, the chair should submit material to the Legal
Division Quarterly (LDQ) editor in time for the next deadline.
Each committee should attempt to make at least one submission to
the LDQ each program year. Revisions to Legal Division Manual Each
committee chair should review the committee's pages in the Legal Division
Manual and make suggestions for possible revisions. This should be done at an early enough point in the year to
insure approval of any suggestions at the Annual Conference, and insertion
in the Manual prior to the next committee chair assuming their duties. Records Records
passed to the succeeding chair include: Committee
annual reports for the past 3 years. Names,
addresses, telephone numbers, e-mail addresses, and fax numbers of current
committee members. ARCHIVES Composition One Archivist. It
is recognized that the Archives will need to be maintained in a permanent
location; therefore, should the Archivist wish to serve in this capacity
for more than the stated limit for Chairs, the limit shall be waived. Function Receive, organize, file, and maintain archival copies of
records for the Legal Division. Responsibilities and Procedures Arrange
for storage of the Archives in a suitable location which is easy for the
Archivist to reach. Such
facilities should take into consideration special needs for temperature
and humidity control, if needed, in accordance with Association
guidelines. Organize,
select, and file materials according to the SLA Guidelines for Division
Archives, available on the SLA web site (http://www.sla.org).
Discard materials which are not needed as per the Chapter and
Division Records Retention Policy. Review
appropriate sections of the Legal Division Manual by specified deadline
and make recommendations for revisions. Reports See
under GENERAL COMMITTEE INFORMATION. AWARDS
(FORMERLY SCHOLARSHIPS & GRANTS) Composition The
Awards Chair is appointed by the Division Chair. The committee chair selects as many additional members as are
appropriate. Function The Awards Committee oversees the distribution of funds for the purpose of attending conferences and meetings, or awards granted for other purposes as determined by the Executive Board of the Division. Responsibilities and Procedures At the discretion of the Executive Board, solicit applications, by any appropriate means, for grants for Annual Conference attendees. The awarding of the grant and the amount thereof are determined by the Executive Board. The form below or other similar forms should be submitted by applicants with accompanying essay. Evaluate essays and decide to whom to award the grant. In the event of more than one essay deemed worthy of an award, the applicant demonstrating the greatest need will be chosen. Upon the recommendation of the Executive Board, awards may be initiated for other purposes, including but not limited to: donations to other Chapters or Divisions to help defray costs of a speaker whose circumstances would otherwise not allow conference attendance; educational grants, etc. Reports See under GENERAL COMMITTEE INFORMATION. The
Special Libraries Association Legal Division is offering a professional
grant award to help cover expenses at the
SLA Annual Conference in
, June
, 200 . The Division
will award a student stipend or professional grant of up to $1,000.
The conference theme is “
“. NAME/TITLE_________________________________________________________________________ INSTITUTION/COMPANY_______________________________________________________________
NOT FOR PROFIT_____________ ADDRESS___________________________________________________________________________ ADDRESS___________________________________________________________________________ PHONE_____________________________________________________________________________ FAX________________________________________________________________________________ EMAIL______________________________________________________________________________ MLS
RECEIVED/EXPECTED____________________________________________________________ ___________________________________________(institution)___________________________(date) Answer
the following two questions if you are applying to attend the 200
Annual Conference. WHEN
WAS THE LAST TIME YOU ATTENDED AN SLA CONFERENCE?_________________________ IF
YOU DO NOT RECEIVE THIS AWARD, WILL YOU BE UNABLE TO ATTEND THE
CONFERENCE? _____________________________YES_____________NO Return
this application, along with your essay postmarked no later than May 1st,
to: ELIGIBILITY --Applicants
must have, or be working toward, an MLS degree from an accreditated
library or information science program to be eligible. --Applicants
must be members of the SLA Legal Division since January 1st of the year of
submission of this application to be eligible. --Applicants
must demonstrate interest in law librarianship. --Unemployed
or under funded applicants will get preference (pending review of a
quality essay). APPLICANT PROCEDURES --Fill
out the application. --Prepare
an essay, in English, of approximately 500 words, detailing the
significance of the grant to your professional growth in law
librarianship. --Include
a current resume, if available. POST AWARD REQUIREMENTS --Recipients
receiving the award for conference attendance will write a brief article
of approximately 1,000 words on their conference experience for the Fall
issue of the Legal Division Quarterly. --Recipients
will be asked to consider serving on the Scholarship & Grants
Committee in the future in order to ensure continuity and enthusiasm of
this award. --Recipients
will be asked to work for the Legal Division, as assigned, during the
Conference for which they receive the award. --Recipients
will be required to show receipts for their Conference expenses so that
grant awards are in line with demonstrated financial need. NOTIFICATION --All
applicants will receive notification of award status by late May. --The
winner of the award MUST attend the Legal Division’s Annual Business
Meeting in order to receive their check. BYLAWS Composition The
Chair of the Bylaws Committee is appointed by the Division Chair.
After such appointment the Bylaws Chair selects members of the
Bylaws Committee and appoints them if they agree to serve.
The typical need will be one member.
At the time of a major revision of the Bylaws, the Committee should
be expanded to three members. Function Advise
the Board of the Division on the contents of the bylaws and, if needed,
suggest changes to the bylaws so that they are consistent with the Bylaws
of the Association and reflect the current goals of the Legal Division.
When the Association bylaws are amended or revised, the Division
must amend or revise its bylaws accordingly. Responsibilities and Procedures It is
the duty of the Bylaws Committee Chair and members to read the bylaws
carefully at least once. The
committee is to meet once a year, preferably at the Annual Conference, to
discuss the bylaws and the need for any changes.
It is assumed that the Bylaws Chair and committee members will
discuss the proposed changes and seek out comment from other members of
the Legal Division on the proposed changes and if any changes are needed
at all, prior to any proposal for bylaws change being made to the Legal
Division Executive Board. Submit
proposed changes to the Executive Board of the Division.
If the Executive Board approves the suggested changes for
submission to the vote of the membership, then the Chair of the Division
shall submit the proposed changes and notation of the Executive Board
approval to the Bylaws Committee of the Association for their review.
If the Bylaws Committee of the Association approves the changes as
being within powers of SLA Divisions, the Legal Division Bylaws Committee
will then work with the Nominating Committee or whoever is charged with
conducting elections to have the changes presented to the membership for
approval or rejection. Reports The
Chair of the Bylaws Committee shall prepare and submit to the Chair of the
Division a written report of the activities of the Bylaws Committee during
the tenure of the Bylaws Committee Chair.
Revised Bylaws should be sent to Archives. See
under GENERAL COMMITTEE INFORMATION. DIRECTORY Composition The
Chair of the Directory Committee is appointed by the Division Chair.
The committee chair selects as many additional members as are
appropriate. Function Obtain
membership information from SLA Headquarters, compile and publish the
Legal Division Membership Directory. Responsibilities and Procedures The
directory typically consists of the following sections: Alphabetical
directory of members and membership by state.
This may also include other sections such as a listing by
organization, but should be kept as simple as possible to facilitate the
production of future editions as frequently as possible. Reports See
under GENERAL COMMITTEE INFORMATION. DIVERSITY
& MENTORING Composition The Chair of the
Mentoring and Diversity Committee is appointed by the Division Chair. The
committee chair selects as many additional members as are appropriate. Function Renew and maintain the
Legal Division’s mentoring program for both students and new
professionals. Network,
support and identify resources for information professionals identified as
minorities within society and the profession. Promote SLA Legal Division,
advocate and encourage programs related to recruitment, professional
development, and advancement. Responsibilities
and Procedures Outreach:
Collect and compile a pool of interested mentors and advisees.
Periodically survey participants in the mentoring program. Provide
and encourage communication between mentors and advisees through group
e-mail, Division programs and publications and other SLA events. Programs:
Plan, develop and monitor the annual mentoring program.
Partner with other diversity-oriented groups to create round-table
discussions and workshops to help minority professionals to continue their
professional development. Promote:
Work with other Division committees to demonstrate the power of networking
and encourage new and minority information professionals to participate in
Legal Division events. Reports See under GENERAL
COMMITTEE INFORMATION. DIVISION
MANUAL Composition The
Chair of the Division Manual Committee shall be the immediate past chair.
At the time of a major revision of the manual, the committee may be
expanded to three members. Function Revise
the Division Manual on a continuing basis.
Provide a copy of the manual to the Webmaster for inclusion on the
Division website. Responsibilities and Procedures Request
changes annually from all officers and committee chairs.
It is best to make this request near the end of the Division year
so that the person suggesting changes has some experience in the office or
on the committee. Request
copies of minutes of the Division and Board meetings from the Division
Secretary, and review them for actions taken which require manual changes. Submit
changes to the Executive Board for approval. Inform
members of the Executive Board and all affected committee chairs of any
changes to the manual. Update
the electronic copy of manual as necessary. Provide
the Chair-Elect with a set of committee descriptions and information to
distribute to prospective committee chairs in the spring. Reports Changed manual pages to the Archives at the end of the
Division year. See
under GENERAL COMMITTEE INFORMATION. EMPLOYMENT Composition The
Chair of the Employment Committee is appointed by the Division Chair.
The committee chair selects as many additional members as are
appropriate. Function Provide
Legal Division members with information, services and opportunities that
will contribute to their professional growth.
The Committee will provide members with information regarding the
legal profession, the opportunity to gain experience in a legal setting
and an understanding of the process of obtaining their first professional
position. The Committee
assists members in the process of career development and placement
opportunities. Responsibilities and Procedures Stays
actively involved in the legal community. Serve
as liaison between the Legal Division’s Employment Committee and SLA’s
Placement Committee. Provides
a clearinghouse of available law library positions and individuals who are
actively seeking employment. Provides
all information on available positions and individuals to the Webmaster
for posting online. Works
to bring prospective law library employees and employers together. Reports See under GENERAL COMMITTEE INFORMATION. GOVERNMENT
RELATIONS (NOTE: The discontinuation of this committee has been
recommended.)
[Page
left blank intentionally] INTERNATIONAL
RELATIONS (Reserved) LEGAL
DIVISION QUARTERLY ADVERTISING Composition The
Chair of the Legal Division Quarterly Advertising Committee is
appointed by the Division Chair. The
committee chair selects as many additional members as are appropriate. Function Solicit advertising for the newsletter. Responsibilities and Procedures Solicit
ads for the Legal Division Quarterly. Respond
to inquiries received by phone, fax, mail, or e-mail, or sent from the
Editor. Keep
records of all materials sent to advertisers. Obtain
copies of the newsletter from the Editor or Assistant Editor to send out
to all advertisers with an invoice. Send
invoices for advertising. Communicate
with the Editor on all matters. Communicate
with the Vendor Relations Chair on all matters. Communicate
with the Treasurer regarding receipt and deposits of ad payments. Make
recommendations to the Executive Board on advertising rates and any
quantity discounts. Reports Annual report to the Division Chair by specified deadline. See under GENERAL COMMITTEE INFORMATION. Records Prepare
an annual report for submission to the Division Chair. EDITOR Composition The
Editor of the Legal Division Quarterly is appointed by the Division
Chair. The editor selects as
many additional members as are appropriate. Function The
Editor of the Legal Division Quarterly is responsible for
collecting, editing and publishing articles and notices of interest to the
Division membership. Responsibilities and Procedures Solicit
articles from members for publication. Edit
copy. Work
with the Division Chair, Chair-elect, and Advertising Manager to obtain
paid advertisements to help cover the expenses of the bulletin. Paid
advertisements should not exceed 25% of the page count of any issue. Review
specifications and rates for advertising and submit the recommended
changes to the Legal Division Executive Board for review and approval. Whenever
possible, utilize special mailing rates for non-profit organizations for
distribution. Ensure
that one issue is mailed in time to present the candidates for Division
offices. Work closely with the Nominations Committee Chair to insure this
deadline is met. Update
Division committee roster information upon notification from the Chair,
Secretary, or other Division members.
Inform the Web page editor of any necessary committee roster
changes. Reports See under GENERAL COMMITTEE INFORMATION. Records Two
copies of each issue shall be sent to the Archivist. One copy shall be
sent to SLA Headquarters. Copies of advertising ("tear sheets")
may be required to be sent to advertisers. Two copies of book reviews are
generally requested by publishers of reviewed books. MEMBERSHIP (NOTE:
Possible relocation of responsibilities of Directory committee may be
added here). Composition The
Chair of the Membership Committee is appointed by the Division Chair.
The committee chair selects as many additional members as are
appropriate. Function Serve
the Division as the welcoming point for new members and as recruiting and
retaining agent for the Division. Maintain
accurate and timely membership records, work with the SLA Membership
Department, and develop programs to maintain and increase membership. Responsibilities and Procedures Insure
receipt of membership records from the Association's Membership Services
and maintain up-to-date membership records. Send
welcome letters to new members, and submit their names for inclusion in
the Legal Division Quarterly. Supply
updated member address information for inclusion in the Legal Division
Quarterly. Remind
members, via any appropriate media, to renew their memberships. Follow
up on non-renewals as supplied by the Association. Contact these members and encourage reinstatement; find out
reason(s) for non-renewal. Work
with Executive Board and Association's Membership Services to develop a
plan for the identification and recruitment of new members from
appropriate sources, including library schools and related associations. Reports Membership
rosters and member data change reports received from the Association;
correspondence from Division members relating to membership data problems;
correspondence from the Association concerning membership data problems;
and samples of letters used to correspond with members and prospective
members should be passed on to the next committee chair. See under GENERAL COMMITTEE INFORMATION. NOMINATING Composition The
Nominating Committee is appointed by the Executive Board preferably during
the fall. The Committee shall consist of at least three members, one of whom shall be either Past Chair or a past Executive Board Member. Function Solicit
nominations and submit a slate of candidates for Division offices, as
follows: Chair-Elect-Elect, annually; Secretary and Director (two year
terms in even numbered years); Treasurer (two year term in odd numbered
years). Responsibilities and Procedures Selection
of Candidates: Solicit
nominations by as many different means as possible, including discussion
list, Legal Division Quarterly, and website.
This process should begin as soon as possible after appointment of
the committee. The committee
should make sure that all potential candidates qualify for office
according to Division Bylaws. An
intensive effort should be made to select two candidates for each office
whenever possible. Announcement
of Candidates: As soon as
candidates are selected, membership should have access to names and
biographical information of candidates through appropriate media. A short time period should be allowed for additional
nominations, if any, while ballots are prepared and mailing labels
requested from SLA Headquarters. Election: Submit
biographical information of candidates to Secretary upon their agreement
to become candidates, consulting with the Secretary for deadlines. Legal
Division members should be sought to count the ballots.
The Division Chair or the Committee Chair should inform the winners
as soon as possible after the counting.
Results can be announced to Division members in any of the
following manners: website, discussion list, or at the Business Meeting at
the Annual Conference. Reports See
under GENERAL COMMITTEE INFORMATION. PROFESSIONAL
DEVELOPMENT Composition The
Chair of the Professional Development Committee is appointed by the
Division Chair. The committee
chair selects as many additional members as are appropriate. Function Plan
and execute programs designed to update the professional knowledge of
members of the Legal Division. Responsibilities and Procedures Generate
ideas for possible continuing education programs at the Annual Conference.
These may include SLA CE courses, workshops or seminars, special
sessions on topics of interest to law librarians, and field trips.
Surveys may be taken for suggestions, and the Division Chair may
also generate ideas for the committee to develop. Submit
ideas to the Division Chair. Submit
CE approval forms to the SLA Professional Development Committee by the
specified deadline. The Chair
of that committee will respond in writing with approval or denial of the
CE courses. After
receiving program approval, plan events, including local arrangements, by
the specified deadline, in coordination with the Division Program Chair. Reports See under GENERAL COMMITTEE INFORMATION. PHOTOGRAPHER Composition One
division member. Function Photograph
division events using digital camera purchased by division. Responsibilities
and Procedures Attend as
many Division events as possible, during Annual Conference and Winter
Meeting if attending. Photograph
speakers and attendees. Photograph
Division officers annually for web site. Send
photographs electronically to Legal Division Quarterly and/or web site, as
appropriate. Reports None. PROGRAM Composition The
Chair is selected the by Division Chair and Chair-Elect approximately two
years in advance of the Conference. Members
of the committee should include representation from caucuses and
roundtables, and members with local knowledge of the conference site. Function Plan Legal Division programs for the SLA Annual Conference,
including open houses and field trips. Responsibilities and Procedures Solicit
program ideas:
Solicit suggestions through the discussion list and Legal Division
Quarterly. Ask the
previous Program Committee for suggestions of programs that could not be
accommodated in previous years. Committee
involvement:
Ideally each Committee member will be responsible for organizing one
session, including identifying, contacting, and confirming speakers,
formulating a budget for the session, and determining space, time, and
equipment needs. Preliminary
Planning:
Preliminary planning is extremely important in holding quality programs.
Fewer high quality programs are preferable to many lower quality ones.
The Committee also should consider the likelihood that a given
program will have appeal to one or more other Divisions and therefore
would be a candidate for co-sponsorship as well as higher attendance. The
programs should cover a variety and range of topics of importance to legal
librarianship, but that are not so narrow that they will appeal only to
Legal Division members, or only to a small segment of the Division.
The Program Committee should be aware that convention pricing has
continued to rise and that program requirements, particularly with regards
to electronic equipment and wiring, cost the Division a great deal.
To offset this, the Committee should consider number of speakers
and travel expenses, and the advantage of locating speakers who are local
or in close proximity to the conference city. While this is not always
possible, it is a consideration for determining if a session might be
better suited for another conference. Preliminary
planning should begin during the summer two years before the meeting, upon
request of the Association Program Planning Committee, with the knowledge
that some programs may not materialize.
Once a topic has been chosen, speakers will need to be identified
and contacted. Each committee
member will be assigned a program to arrange and the Program Committee
Chair will serve as coordinator, providing guidance to the program
organizer as to what is expected. The
Committee Chair may also be responsible for arranging programs if needed. Speakers will be confirmed in writing, including any
honoraria or expenses that the Division will be obligated to provide. The
Program Committee Chair will provide the Chair-Elect of the Division with
a report of progress prior to the SLA Winter Meeting, including program
titles and prospective or confirmed speakers. This will be presented at
the appropriate meetings by the Chair-Elect who will at that time solicit
co-sponsors from other Divisions. If
possible, the Program Committee Chair should attend Winter Meeting and
work with the Division Chair-Elect on programming functions. Following
the Winter Meeting, the Program Committee will continue to contact and
confirm speakers as needed. Most,
if not all program topics should be tentatively confirmed prior to the
Annual Business Meeting where the Program Committee Chair or the
Chair-Elect will present the preliminary program for the following Annual
Conference to the membership. Budget:
In the spring one year prior to the meetings being planned, the Program
Committee shall submit a budget proposal.
It shall include information on: speaker costs (honoraria, travel
expenses); equipment costs (electronics, slide projectors, overhead
projectors); reception or other food costs (Open Houses, hospitality
suite, continental breakfasts, luncheons).
Exact figures may not be available until closer to the Annual
Conference since SLA Headquarters staff do the negotiating for these
prices. All
budgetary information may be approximate and based on previous years'
costs for programming, and/or prior knowledge of the costs associated with
the convention and city for which the Committee is planning.
The Division Chair should be apprised of all progress on conference
programming, particularly with regard to deadlines imposed by SLA
headquarters and the SLA Program Committee. Expenses:
Sharing Expenses: When more than one Division is sponsoring a session at
the Annual Conference, expenses for audiovisual equipment, room setup, and
food events are shared. SLA negotiates the costs with the convention
center or hotel and bills the lead Division after the conference. Negotiated
Expenses:
Travel, lodging, and per diem are the responsibility of the lead Division
and can be negotiated with co-sponsoring Divisions to help with support.
Per SLA policy, members who are speakers may not receive travel
assistance. Registration:
SLA provides free registration for speakers for the day of the conference
at which they speak. Honoraria:
If an honorarium is required, it is almost always negotiable. Honoraria
can be considered based on the following: If
the amount that can be negotiated does not unduly stress the Division's
treasury, while considering other Division expenses, both for the
conference and for other activities. If
co-sponsoring Divisions agree to split the costs at a rate mutually agreed
upon. If
one or more companies agree to sponsor the program at a level that would
make paying honoraria feasible. Speakers
requesting honoraria should be aware that the amount is fully taxable
under federal law and that information will be submitted to the Internal
Revenue Service. Reports See under GENERAL COMMITTEE INFORMATION. ADDENDUM
TO PROGRAM COMMITTEE Planning a no-host dinner at the Annual Conference A
perennially popular event at the Annual Conference is the “Taste
of...” or No-Host Dinner Event. The
guidelines below are provided should the Division care to continue this
event in the future. Composition One
person to select the restaurants and several committee members to call the
restaurants on the evening of the event (ideally this person should live
in or near the Annual Conference host city). Procedures Selecting restaurants Obtain
a magazine or list of popular restaurants from the Chamber of Commerce or
Tourist Bureau of the host city of the upcoming year’s Annual
Conference. Should the
committee be formed early enough, these publications may be available at
the booth sponsored by the future host city at the previous year’s
conference; otherwise, request by mail or through the Internet. In
early spring, start choosing the restaurants. Try to find a time with as
few conference-related, and especially Legal Division, conflicts as
possible (this information can be found in the Preliminary Conference
brochure, mailed in early March). Three
criteria should be used: if
the restaurant is open the particular night chosen for the no host dinner
event the
restaurant's proximity to convention center/conference hotel the
average cost of a meal (choose low to medium-cost restaurants). Avoid
restaurants in the hotels in order to seek out local color and meet the
price limitations. Aim
to choose eight to ten places so the list offers a variety of cuisines
including "American" dishes, vegetarian and kosher food, and
regional specialties. If
possible, provide more than one restaurant listing per type of cuisine. Choose
a spot for the diners to meet in order to greet each other and go to
dinner. This should be the
lobby of the co-headquarters hotel closest to the convention center, or
the Division Suite. Do
not try to reserve tables at the various restaurants. Experience has shown that many restaurants now require
deposits for reservations and too frequently individuals promising to
attend a particular restaurant will opt for another activity. Publicize the event Post
a list of the restaurants to the Legal Division discussion list.
Preface the list with an invitation to come to the no host dinner,
listing the event date and time and the location of the spot for the
diners to meet. Be sure to
include information that paper copies of this list will be available in
the Legal Division's hospitality suite prior to the event. For
each entry include the restaurant's name, location, and any information
about the type of acceptable payment (credit card, etc.). Include a brief description of one to two lines concerning
the restaurant's specialty or decor, if possible. Inform
those signing up for the event that restaurant reservations will not be
made prior to the event. If
time permits, offer to publish follow-up messages with lists of
individuals choosing particular restaurants; suggest that those
individuals may want to plan ahead and make their own reservations prior
to the event. Alternatively, tell the registrants that groups of dinners
will be formed in the lobby at the time of the event, and someone from the
group will be designated to contact the hotel's concierge to immediately
call the restaurant for reservations.
Then the group can leave at its own pace to go to dinner. Make
the initial posting about a month before the Annual Conference.
Be sure to take copies of the list of restaurants with you to the
conference and leave them in the Legal Division Hospitality Suite as soon
as it opens. PUBLIC
RELATIONS Composition The
Chair of the Public Relations Committee is appointed by the Division
Chair. The committee chair
selects as many additional members as are appropriate. Function Develop and coordinate public relations activities for the
Division. Responsibilities and Procedures Solicit
the Division Executive Board and membership for constructive suggestions
and ideas for the Public Relations Committee to pursue. Prepare
a public relations plan to be submitted to the Board for input and
approval. Submit
news releases to the Director of Public Relations at SLA Headquarters. Reports See
under GENERAL COMMITTEE INFORMATION. REGIONAL
MEETING COORDINATOR Composition The
Regional Meeting Coordinator is appointed by the Division Chair.
The coordinator selects as many additional members as are
appropriate. Function Facilitate
the sharing of annual meeting information on a regional basis as requested
by members. Coordinate the
efforts of the Division in planning regional meetings of members
throughout the world. Assist
Division members who may be interested in organizing Groups within
Chapters. Reports See
under GENERAL COMMITTEE INFORMATION. STRATEGIC
PLANNING Composition The
Strategic Planning Chair, preferably someone who served as a Member of the
preceding year’s committee, is appointed by the Division Chair.
The committee chair selects as many additional members as are
appropriate, usually at least two other members.
In years during which surveys are conducted, more members should be
added. Function Revise
the Strategic Plan based on membership input and with the approval of the
Division’s Executive Board. Responsibilities and Procedures Gather
membership input by the following methods: Surveys.
Survey the membership periodically (usually not more than every
three years or less than every five years). Annual
Conference. Gather input at
all Division-wide events at the SLA Annual Conference. Revise
the Strategic Plan, using the following agenda: Review
annually and revise according to membership input. Submit
any proposed revisions to the Division Executive Board. At
all times, make the Strategic Plan accessible for viewing by all Legal
Division members by as many different means as possible, including but not
limited to, the Division website, discussion list, and Legal Division
Quarterly, and brochures, if possible. Reports See
under GENERAL COMMITTEE INFORMATION. STUDENT
RELATIONS Composition The
Student Relations Chair is appointed by the Division Chair.
The committee chair selects as many additional members as are
appropriate. Function The
Committee strives to further communication between professionals and
library and information science students, and create awareness among
students of the opportunities in law librarianship. Responsibilities and Procedures Set
goals for the year and plan for reaching those goals. Annually
revise and update the Division's promotional brochure for students. Work
with SLA Student and Academic Relations Chair in drawing up plans and
solicit suggestions for further involvement. Coordinate
Annual Conference plans to work on special student-oriented functions or
means of recognizing students within the Division. Be
the Legal Division liaison with the SLA Student and Academic Relations
Chair in obtaining tickets to Division events for students interested in
the Division. This service will also need to be coordinated with the
Division Chair, who will give guidance as to how many and what type of
sponsorship will be given to students. Encourage
student participation within the Division through membership on Division
committees and within Division roundtables. Provide
information and support for student members through the Legal Division
Quarterly. Encourage
students to submit material for the column. Topics to cover would include:
job ads; program information for MLIS/Advanced Certificates/PhDs at
library schools; tips for what types of classes are advisable for a law
librarian; conference experiences of students; promotion of programs of
interest to students; articles by students. Provide
information and promote support through notices posted on the Division's
electronic discussion list and through other lists within and outside of
SLA. Create
a network of Division members to serve as liaisons with SLA student
chapters or library schools to spread information and promote law
librarianship as a career to those in and considering going to library
school. Reports See under GENERAL COMMITTEE INFORMATION. VENDOR
RELATIONS Composition The
Vendor Relations Chair is appointed by the Division Chair.
The committee chair selects as many additional members as are
appropriate. Function Provide
a forum for the exchange of information between the Division and
publishers, producers, and vendors; investigate and remain current on
trends in publications, products, services, and technologies that are of
interest to the legal information field, both in the traditional library
and rapidly changing electronic environment. Responsibilities and Procedures Maintain
active and open lines of communication with publishers, vendors, and
producers whose products and services are of interest to and are used by
Legal Division members. Regularly
communicate information about new products, both traditional and
electronic, to Division members via the discussion list and the Legal
Division Quarterly. Arrange
formal or informal meetings of publishers, vendors, and producers with
interested Division members at the Annual Conference, in coordination with
the Program Committee. Encourage
interested publishers, vendors, and producers to consider fund raising and
sponsorship activities to benefit the division. Coordinate
fund raising efforts in support of the Division’s Annual Conference
programming. Reports See under GENERAL COMMITTEE INFORMATION. WEB
SITE CONTENT (Reserved) WEB
SITE / DISCUSSION LIST ADMINISTRATOR Composition One chair (list owner) appointed by the Division Chair.
(Access to appropriate platform is suggested.) Function Maintain
and manage the electronic discussion list for business or association
related requests, discussions, and meeting materials. Responsibilities and Procedures Maintain
electronic discussion list on server or platform deemed most effective. Communicate
to membership subscription and posting information. Notify
membership of scheduled list downtime or unavailability if known, and of
any technical difficulties or change which occurs. Monitor
error messages received from the list and correct if necessary. Notify
treasurer of any charges or fees associated with the list. Submit
reports regarding number of subscribers and list traffic to Division Chair
on an annual basis. Reports Submit annual reports with number of subscribers and list
traffic to the Division Chair. Records Records
should include: Technical
contacts for list server organization Instructions
and policies for list maintenance YEARBOOK (Reserved) III. LIAISONS Composition One liaison per organization. Function Liaisons
act as an official link between the Legal Division and other official
entities of the Special Libraries Association and other legal
organizations. Currently, the
Legal Division has official liaisons to the following:
European membership
American Association of Law Libraries
American Bar Association
Canadian Association of Law Libraries Additional
liaisons may be established as identified by the Division Chair. Responsibilities and Procedures Ensure
that the Legal Division is kept informed of initiatives and projects of
interest in the home organization. This
is done by establishing a relationship with the organization and receiving
news, reports, updates, and other information. Report
information that is of interest to the Division by all means available
including the discussion list, announcements at the Annual Business
Meeting, or Legal Division Quarterly. Communicate
with the Legal Division Chair, participate in discussions of any round
table or informal groupings of Division members of interest, and
monitoring discussion list. Inform
the appropriate organization of Legal Division initiatives and projects of
interest to that group by communicating with the appropriate executive
officer and participating in any discussion list activity. Liaisons may also attend business meetings of groups of
interest and report back to each group on the others' activities. Reports See under GENERAL COMMITTEE INFORMATION. IV.
ROUNDTABLES STARTING A ROUNDTABLE - GENERAL INFORMATION SLA
Roundtables are what you make of them - from reserving a room for an
informal get-together to creating a mailing list to having a dinner or
speaker. No money is allocated to roundtables from SLA Headquarters so
speakers and dinners are possible only if you have a budget drawn from
membership dues at the Division level or can find a corporate sponsor to
underwrite the events. After
the Division, the next largest membership group in SLA is the
"caucus" which generally has 50-100 members and would receive
money based on the fees from members during membership renewal or upon
joining. To
successfully start a roundtable, first decide on a name in order to
identify the group to the Legal Division leadership. Then, to gauge the
interest level for the roundtable, request a spot in the next Annual
Conference program by asking the Division officers for a meeting space and
time. The meeting could be
held in a conference room or possibly in the Division's hospitality suite
at a convenient time. During
the months prior to the Annual Conference, you can send out email through
the Legal Division's discussion list to alert potential members to the
convening of the initial roundtable meeting.
Interest over time is generated by the roundtable's ability to
sponsor speakers or join with other SLA membership entities to co-sponsor
an Annual Conference program. Think
of topics that would spark interest and attendance from SLA members in
other Divisions. Equally
helpful would be to organize programs with speakers from corporate sources
that would appeal to particular Division audiences. Listed
below is some information on the Legal Division’s existing roundtables. CORPORATE LIBRARIANS IN LEGAL SETTINGS (Reserved) COUNTY,
COURTS & PROVINCE/STATE ROUNDTABLE Composition One coordinator selected in coordination with the Division
Chair. Function Encourage
networking among colleagues working in libraries that serve both the legal
professional and the general public. The Annual Roundtable meeting is both
an opportunity to suggest future program topics/speakers and a chance to
discuss how issues of interest to the members are handled in individual
libraries. Responsibilities and Procedures Request
meeting time at Annual Conference from the Division Program Committee
Chair. Investigate
possibilities for speakers at Annual Conference to be sponsored by the
Roundtable. Send
out brief minutes of the Roundtable's Annual Conference for interested
Legal Division members who are unable to attend, within 4-6 weeks after
the Annual Conference. Compile
an ongoing mailing list of interested members. Reports See under GENERAL COMMITTEE INFORMATION. EMERGING
TECHNOLOGIES Composition One coordinator selected in coordination with the Division
Chair. Function Encourage
networking among colleagues interested in emerging technologies.
The Annual Roundtable meeting is a program, an opportunity to
suggest future program topics/speakers, and a chance to discuss issues
involving emerging technologies in law libraries. Responsibilities and Procedures Request
meeting time at Annual Conference from the Division Program Committee
Chair. Investigate
possibilities for speakers at Annual Conference to be sponsored by the
Roundtable. Send
out brief minutes of the Roundtable's Annual Conference for interested
Legal Division members who are unable to attend, within 4-6 weeks after
the Annual Conference. Compile
an ongoing mailing list of interested members. Reports See
under GENERAL COMMITTEE INFORMATION. INTERNATIONAL Composition One coordinator selected in coordination with the Division
Chair. Function Encourage
networking among colleagues interested in international law or working in
libraries throughout the world. The
Annual Roundtable meeting is a program, an opportunity to suggest future
program topics/speakers, and a chance to discuss issues of international
scope in law libraries. Responsibilities and Procedures Request
meeting time at Annual Conference from the Division Program Committee
Chair. Investigate
possibilities for speakers at Annual Conference to be sponsored by the
Roundtable. Send
out brief minutes of the Roundtable's Annual Conference for interested
Legal Division members who are unable to attend, within 4-6 weeks after
the Annual Conference. Compile
an ongoing mailing list of interested members. Reports See
under GENERAL COMMITTEE INFORMATION. TAX Composition One coordinator selected in coordination with the Division
Chair. Function Encourage
networking among colleagues interested in tax law library issues or
working in tax libraries. The
Annual Roundtable meeting is a program, an opportunity to suggest future
program topics/speakers, and a chance to discuss issues of tax law
libraries. Reports See under GENERAL COMMITTEE INFORMATION.
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