SECRETARY TOC

Function:

Assists the Division chair/chair-elect in securing a location for future MLWs, preferably at least two or three years out. Assists in strategic planning for the Workshop. Assists the MLW host, as needed, in planning for a forthcoming MLW. Elected term of office is two years.

Duties:

1. Works closely with the chair/chair-elect during preliminary work on MLW.
2. Assists in soliciting program ideas from the membership, service librarians, and previous MLW program planners.
3. Secures the location for the MLW for their service turn – the MLW host duties rotate through the Military Services and DOD agencies. Solicits hosts for future workshops. Though the MLW follows a rotation among the services, if a particular service has a high visibility initiative, institution, or project, the regular rotation may be changed, unless firm commitments are in place from current MLW host organizations.
4. Assists in getting commitment from potential MLW hosts: obtaining letter of agreement from host activity library director and activity commander at least two years out.
5. Assists host in selecting Program Committee and securing sponsors for the MLW, if requested.
6. Announces the MLW program and provides registration information to their service librarians.
7. Provides guidance to their service Host on service-specific issues, initiatives, or trends.
8. Provides guidance to any service host when initiatives, issues, or trends are likely to affect other/all military libraries.
9. Reviews MLD Procedures Manual annually in February and sends recommended changes to the secretary.

Qualifications:

The MLW Directors (MLW Service Representatives) should be senior service or agency librarians and should represent the Army, Navy/Marine Corps, Air Force, and Department of Defense (US). Each must be a Member or Associate or Retired Member of the Association, as well as a member of the Military Librarians Division. Ideally a working, not retired, member should hold this position.

Reports:

The Service Representative Directors prepare an annual report for the Division chair in the spring, as requested, outlining the work accomplished to date and outstanding work to be passed on to their successors.

Expenses:

The Division will provide financial support NTE $500.00 to help defray expenses at the MLW or SLA annual conference, if the member’s organization is unable to provide travel funds. The Division will also provide funding for such expenses as tolls, parking, postage, and telephone calls, if not borne by the member’s organization. The Executive Board may approve other expenses.

Transition Checklist:

1. All pertinent files and records not sent to Archives.
2. Paperwork on ongoing projects.
3. A copy of Bylaws and MLD Procedures Manual, if necessary.
4. Lessons learned, including possible contacts for next rotation of MLW.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

Function:

The Archivist is responsible for receiving, organizing, filing, and maintaining archival copies of records for the Division.

Duties:

1. May appoint another Division member to assist with the archives, if needed.
2. Arranges for storage of the archives in a suitable location, easy for the Archivist to access. Such facilities should consider special needs for temperature and humidity control, etc., in accordance with Association guidelines.
3. Organizes, selects, and files materials according to Association guidelines, as per the Association Guidelines for Division Archives, Appendix 7. (See APPENDIX II) A complete copy of this document is provided to the Division Archivist and chair. Other officers and committee chairs receive only relevant pages, according to their needs.
4. Discard materials that are not needed, per the Association Guidelines Division Records Retention Policy, Appendix II.

Reports:

Prepares an annual report to the Division chair, upon request, in the spring.

Expenses:

The Executive Board may approve any necessary expenses incurred in the archival program.

Transfer of Materials to Archivist

Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office, along with their copies of the MLD Procedures Manual. All files they received a year earlier (from their predecessor) should be reviewed as to usefulness for archival retention (see Attachment I), and items which have retention value should be sent to the Archivist. This retention of a predecessor’s files is in the Association’s suggested guidelines. Copies of all annual reports and minutes of meetings should be sent directly to the Archivist as they are completed.

Transition Checklist:

1. Association Archival Guidelines.
2. Division Archival Guidelines.
3. Recommendations for electronic or microfilm archiving.
4. Lessons learned.
5. Reviews Procedures Manual in February and sends recommended changes to secretary.

Function:

The Auditor examines and verifies the books of the treasurer for the annual financial statement.

Qualifications:

The Auditor must be a Member or Associate or Retired Member of the Association, as well as a member of the Military Librarians Division. The Auditor must be a disinterested third party, i.e., not a member of the Executive Board, or SLA Board of Directors, and not an employee or supervisor of the treasurer. The treasurer selects the Auditor and the Division chair confirms the selection. The term of appointment is two years.

Duties:

1. Verifies opening balance with previous closing balance.
2. Verifies all arithmetical computations.
3. Verifies bank balances.
4. Verifies all checks written and outstanding.
5. Signs, with the treasurer, the annual financial report, after certification.
6. Confirms that all funds transferred between accounts have been approved by the Board.

Reports:

Creates a report on the accuracy and authentication of treasurer's records for submission to the Association.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent’s organization. The Executive Board may provide other expenses.

Function:

The Awards Committee judges applications and selects winners for the Military Librarian Achievement Award and assists the Division Chair in efforts to recognize members for outstanding service to the Division. The Division Chair appoints the chair of the Awards committee. The term of appointment is two years.

Duties:

Reports:

1. Prepares an annual report for the chair, upon request.
2. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during the term of tenure, as described in the Archive section.
3. Sends a list of all award winners to the Archivist

Expenses:

The Division will provide funding for such expenses as postage and telephone calls if not borne by the organizations of the committee’s members. The Executive Board may approve other expenses.

Transition Checklist:

1. All working files, except those given to Archivist.
2. Nominations folder, with list of past members deserving of an Award.
3. A copy of MLD Procedures Manual, if necessary.
4. Lessons learned.

Function:

The Bylaws Chair serves the Division by keeping abreast of Association Bylaws changes and drafting Division Bylaws changes as recommended by the Executive Board. (See Appendix I, Military Librarians Division Bylaws.)

Duties:

1. May appoint committee members to help fulfill functions whenever necessary.
2. Division Bylaws must be approved by the Association Bylaws Committee and may not conflict with Association Bylaws. When Association Bylaws are amended or revised, the Division must amend or revise its Bylaws accordingly.
3. Handles mailing for amendments to the Bylaws. Good lead-time is required, together with an organized procedure. Mailing may be done in conjunction with an issue of The Military Librarian or may be done separately, as time permits.
4. The Bylaws Chair must submit Division Bylaws proposals to the chair of the Association Bylaws Committee before submitting proposed changes to the membership. After approval by that committee, arranges for members to vote on changes in accordance with Division Bylaws; after approval by members, sends two original copies of the revised bylaws, signed by the Division Chair, to Association Bylaws Committee Chair for signature, and submits one copy of amended and signed Bylaws to: Division Cabinet Chair, Division chair-elect, Division publications chair- for bulletin and website, Archives, and Association Office.
5. Reviews the appropriate sections of the MLD Procedures Manual annually in February. Sends recommended revisions to secretary.

Reports:

1. Drafts Bylaws revisions, as needed.
2. Prepares an annual report for the Division Chair, upon request.
3. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during years of tenure, as described in the Archives section.

Expenses:

The Division will provide funding for such expenses as postage (may include a mailing service), printing (may include collating and folding), and telephone calls, if not borne by the incumbent’s organization. The Executive Board may approve other expenses.

Transition Checklist:

1. Copies of current bylaws.
2. Notes on necessary bylaws revisions, if not completed during tenure of chair.
3. All files, except those sent to Archivist.
4. Lessons Learned.

Function:

Maintain accurate and timely records of Division membership and encourage retention of current members and actively recruit new members, in support of the strategic plan. The Division chair appoints the Membership committee chair. The term of appointment is two years.

Qualifications:

The chair must be a Member of Associate or Retired Member of the Association as well as an actively involved member of the MLD. The term of appointment is two years, which is renewable.

Appointments:

Membership committee chair selects the Membership committee. Membership should represent the geographic and/or military service spread of the Military Librarians Division. The term of appointment is one year, which is renewable.

Duties:

1. Maintains up-to-date membership records as received from the Association Office.
2. Writes letters of "welcome to the Division" to new members upon receipt of the membership printout and lists their names in THE MILITARY LIBRARIAN.
3. Supplies items for THE MILITARY LIBRARIAN encouraging recruitment of new members. These items should review the requirements for membership and inform members that applications may be obtained from and returned to the Association Office for processing.
4. Annually remind members to renew memberships.
5. Follows up with delinquent members and encourages reinstatement. The Association sends Members not renewing and Members dropped lists to Membership chair.
6. Reviews appropriate sections of the MLD Procedures Manual annually in February. Submits recommendations for revisions to the secretary.
7. Supplies a quarterly list of new members to the Editor, THE MILITARY LIBRARIAN, for publication in each issue.

8. Attends, if possible, the Unit Membership Chairs’ workshop at the Annual Conference.
9. Committee members should be encouraged to attend their service workshops and to promote the Association and Division at these workshops or conferences.

Reports:

1. Prepares an annual report to the Division chair, upon request. Generally this is done in the spring.
2. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during years of tenure, as described in Archives section.

Expenses:

The Division will provide funding for such expenses as postage, printing, and telephone calls, if not borne by the incumbent’s organization. The Executive Board may approve other expenses.

Transition Checklist:

1. Current roster of Division members.
2. SLA and/or Division membership brochures, sponsorship brochures, and welcome packet materials.
3. Templates of letters or forms (paper or electronic.)
4. Division letterhead stationery and envelopes.
5. Any remaining mailing supplies purchased with Division funds
6. Lessons learned.
7. A copy of MLD Procedures Manual, if necessary and not on Website.

General membership information:

General membership records are maintained at the Association Office.

Applications Information: for new membership; questions regarding membership for individuals or organizations; change of address; and requests for change in Chapter, Division, or Section affiliation should be forwarded immediately to the Manager, Membership Development, Supervisor, Membership Records, or Executive Director for Leadership Development, at the Association Office.

Copies of the Division Bylaws are available to Members upon request to the Membership chair. Current approved bylaws may be placed on the Division Webpage.

Members should be reminded to pay dues directly to the Association Office. Membership data is not official until after notification from the Association Office. During the summer, an alphabetical printout of Division members with addresses (as of June 30) will be sent from the Association Office to persons designated to receive it. This is the official roster.

THE OLD ROSTER SHOULD BE DISCARDED IMMEDIATELY TO AVOID PERPETUATION OF ERRORS.

It is NOT NECESSARY to keep old rosters in your division Archives. Revisions will be sent once a month to indicate changes in name, address, division membership, etc. Codes for membership category, chapter and division affiliations appear to the right of the member’s name and address on the printout. A list of current code numbers is sent with the June 30 printouts.

Function:

The MLW host is responsible to the Division chair for the Workshop. This includes program planning, budget preparation, and local logistics.

Duties:

1. The Executive Board must approve the program plan at least 90 days prior to the workshop. The MLW preliminary budget must be balanced, should be as realistic as possible, and must be submitted for approval to the Executive Board and the Association as soon as possible, but no later than 120 days before the workshop. The MLW budget should reflect all assumptions and should detail extraordinary expenses or assumptions. For example, a very low room rental expense might reflect a military discount. Because SLA unit Executive Board votes may not be conducted electronically, MLW program plans and budgets should be available for Executive Board action during the SLA annual conference, winter meeting, or previous-year’s MLW.
2. Reviews MLW Procedures Manual (See Appendix VI) in February and sends recommended changes to secretary.

Reports:

1. Preliminary budget for MLW, to be submitted to Executive Board for approval at least 120 days prior to the beginning of the Workshop.
2. Obtains sponsorship to support his/her workshop activities.
3. Works closely with the treasurer, chair, his/her MLW service representative Director, and MLW Program Planning Committee to assure adequate funds are available to support Workshop activities.

1. May seek sponsors from among own vendors or contact vendors at previous workshops,
2. Get commitments in time for sponsorship information to appear in pre-Workshop publicity.
3. Checks must be made out to "SLA, Military Librarians Division," not to an individual.
4. Checks should be sent to the treasurer, so that he/she can track actual payments and have the secretary send "thank you" letters upon receipt of funds.

1. Maintains a fund-raising notebook, with sample request letters, historical summaries of funding, a list of potential vendors, and tips for success.

Expenses:

Transition Checklist:

1. MLW Lessons Learned - to next Host and to MLD Executive Board.
2. A copy of Division Bylaws and Procedures Manual, if necessary.

Function:

The MLW Planning Committee plans the programs and makes all logistical arrangements for speakers and programs at the Military Librarians Workshop. A contractor may be hired to arrange facilities, receptions, open houses, suites and/or tours that are part of the Military Librarians Workshop. (The MLD chair and Executive Board shall make the decision to contract and shall follow SLA guidelines in contracting.) The workshop host appoints the MLW planning committee members, and they report to the host or his/her designate. SLA units, including the Military Librarians Division, may not conduct Executive Board action and voting electronically. These actions and votes may only be done face-to-face and in person. Thus, any item requiring Executive Board action should be ready prior to the SLA annual conference, the SLA winter meeting, or the previous year’s MLW, when the MLD Executive Board meets.

Duties:

1. The program plan is due for review and approval by the executive board NLT 90 days prior to the planned workshop date.

Reports:

1. MLW Lessons learned

Expenses:

Transition Checklist:

1. MLW lessons learned – to next host and executive board.
2. MLW Procedures Manual (Appendix VI, MLD Procedures Manual.)
3. Checklist for program planning, etc.

Function:

Each year the Division Nominating Committee shall present one candidate for chair-elect, one candidate for either secretary or treasurer, the latter two offices to be filled in alternate years, if possible, and candidates for directors-at-large and/or MLW directors, as needed.

Qualifications:

The Executive Board should appoint the Nominating Committee for the Division no later than four months (February) prior to the election. The Committee is composed of at least three members who are not members of the current Board, but one must be a former Division officer, preferably a previous MLD Division Chair who may also serve as this Committee chair. The chair should be familiar with Division activities and have knowledge of members who have potential for Division leadership. The term of appointment is one year.

Appointments: None.

Duties:

1. Considers, selects, and contacts potential nominees well in advance of the time frame (45 days) specified by the Division Bylaws.
2. Obtains written acceptance of each nominee prior to submitting its official report.
3. Requests biographical data from the nominees in a standard format so this information can be consolidated for the election with minimum revision or modification.
4. The Nominating Committee Chair forwards biographical summaries to the Editor, THE MILITARY LIBRARIAN, for publication in the pre-conference issue and ensures that the biographical data is forwarded to the secretary.

Reports:

1. The first report of the Nominating Committee (which includes a slate of candidates) is published in the pre-conference issue of THE MILITARY LIBRARIAN. Further nominations, accompanied by written acceptance of the nominee, may be added to the ballot by petition of thirty division members, and filed with the Committee within 30 days after the slate of candidates is published.
2. The final report, including election results, is published in the next issue of THE MILITARY LIBRARIAN.
3. The Chair prepares an annual report of committee activity to the Division chair, upon request, in the spring.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the organizations of the Committee’s members. The Executive Board may approve other expenses.

Transition Checklist:

Examples of nominating and acceptance letters.

Members of this committee include the editor of THE MILITARY LIBRARIAN, the MLD discussion list manager, the MLD webmaster, and the Web Committee.

Reports:

Prepares an annual report for the Division chair. Prepares other reports, as requested.

Expenses:

The treasurer will reimburse members for such expenses as postage and telephone calls if not borne by the committee members’ organizations. The Executive Board must approve other expenses.

Transition Checklist:

1. Lessons learned from WebMaster.
2. A copy of Bylaws and Procedures Manual, if necessary.

Function:

The Resource Manager initiates and coordinates all fund-raising efforts of the Division. The Resource Manager creates templates for correspondence: invitations to sponsor a Division or workshop activity or event, thank-you notes, and instructions to sponsors.

Duties:

1. Obtains funds to support Division activities of the current year, including all conference and some workshop activities. Works closely with the treasurer, chair, and MLW Program Planning Committee to assure adequate funds are available to support conference and/or workshop activities.

1. Contacts vendors at the annual conference in which he/she takes office,
2. Sends fund request letters by late September, if possible,
3. Gets commitments by late October, if possible, so that sponsorship information appears in pre-conference publicity.
4. Sends checks to the treasurer, so that he/she can track actual payments and have the secretary send "thank you" letters upon receipt of funds. Checks must be made out to "SLA, Military Librarians Division," not to an individual.

1. Maintains a fund-raising notebook, with sample request letters, historical summaries of funding, a list of potential vendors, and tips for success.
2. Reviews Procedures Manual in February and sends recommended changes to secretary.

Reports:

Expenses:

Transition Checklist:

1. Lessons learned from Resources Chair.
2. History/files on vendors contacted and results of contacts.
3. Recommendations for vendors to contact.

Function:

The Strategic Planning Committee is responsible for ensuring the strategic plan is up to date, and reflects the needs and values of the membership. It solicits membership input into the strategic planning process and leads the Division in establishing its future vision.

Qualifications:

The committee chair must be a Member or Associate or Retired Member of the Association as well as an active member of the MLD. The term of appointment is one year, which is renewable.

Appointments:

Members of the committee may be selected by the Division chair or the Committee chair. Membership should reflect the demographics of the Division.

The chair-elect is an ex-officio member of the committee.

The term of appointment is one year, which is renewable.

Duties:

1. Conducts needs and values assessment surveys of the membership every 3-5 years or as required.
2. Recommends and implements mechanisms for obtaining membership input into the strategic plan.
3. Leads strategic planning and visioning sessions at the annual conference.
4. Records member input for incorporation into the strategic plan.
5. Reviews and revises the strategic plan every 3 years or as needed.
6. Submits revised drafts of the strategic plan to the Executive Board for approval.

1. Works closely with the chair and other board members and committee chairs.
2. Reviews MLD Procedures Manual in February and sends recommended changes to secretary.

Reports:

1. Prepares an annual report for the chair upon request.
2. Prepares other reports as required and publishes results of surveys in THE MILITARY LIBRARIAN or other appropriate publications.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls if not borne by the committee members’ organizations. The Executive Board may approve other expenses.

Transition Checklist:

1. Lessons learned.

2. Working files not submitted to Archives.

• 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 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, unless determined otherwise by the Board;
• sign all checks drawn upon Division funds as co-signatory with the treasurer, unless determined otherwise by the 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.

These Bylaws were:

Approved by the Bylaws Committee, Special Libraries Association

____________________________, Chair ________________________

(Signed) (Date)

Approved by the Division Membership

__________________________, Chair ________________________

(Signed) (Date)

Each Division shall maintain archives. Since Divisions are units of the Special Libraries Association, all archives are, ultimately, the property of the Association. Divisions should maintain their archival material at the highest level of professional competence.

The archives should contain only materials of genuine historical importance. These are of two types, evidential and informational. Evidential records document the life span of the organization—its organization and development, its functions, and its activities. Informational records simply provide information; only standard for retention of this type of record should be uniqueness. Archives should include, therefore, non-current correspondence and relevant correspondence of Division officers considered closed; items concerning policy or of a controversial nature; all publications, including every issue of bulletins and/or newsletters; all reports and all minutes; closed account books; all Divisional awards and citations with accompanying documentation; all compiled rosters of officers and members; Bylaws; photographs; procedures manuals; and other items which might apply to specific Divisions. Correspondence, for archival purposes shall not include items of only transitory interest, such as thank you notes, arrangements for meetings, etc. Routine mail-out correspondence form the Association office should not be kept unless it specifically mentions the Division/Section or its officers and members.

Divisions must secure a permanent location for their archives. Unless there are overriding reasons for choosing otherwise, all Division archives should be housed at the Association Headquarters office. Under no circumstances should the archives be kept in private homes or offices of Division officers or archivists.

The Archivist, with consent of the Division officers, may wish to retain one to five years of current materials, transferring older materials to the permanent archives only after a second, thorough weeding process. In all cases where archives are not sent to the Association office, archives should be stored in Hollinger boxes or in metal or high-impact plastic filing cases/file cabinets purchased by the Division and clearly labeled as to ownership. Labels should give the name, address, and telephone number of a Division officer to be contacted should questions arise or in case of an emergency. The name, address, and telephone number of the Association Office should also be included as a contact source. Archives not housed at the Association office should be covered by a retention agreement retaining Association ownership rights to the materials, such agreement to be approved by the Association (see Attachment I). A copy of each such agreement will be filed with the Association Archivist so that locations of all Association archives are known to one office.

Should the institution housing the Division’s archives be unwilling to sign such an agreement, the Division must either:

1. Provide to the Association office a microfiche copy of all permanent record; or
2. Establish a reserve account sufficient to film all permanent records; or
3. Digitize records (in .pdf or equivalent) and store on optical disk or other appropriate media.

Administration of the archives may be the duty of an appointed person (Archivist) or an additional function of an elected Division officer as defined by the bylaws or procedures manual of the Division. Since the Archivist is responsible for collecting, selecting, sorting, arranging, and filing the archival material, it is recommended that this post be given, if possible, to a member with experience in various Division offices who is willing to accept this responsibility on a long-term basis.

Division records are of two types--permanent or temporary. All permanent records must go to the Archives. Temporary material that is to be held one or two years should normally stay with the pertinent officers or committees. Temporary material that is held five years probably should go to the Archives at the end of the second year. However, should the Division prefer, the material may remain with the officers for the full period.

There should be little reason for Divisions to deviate from Association guidelines for retention policy. The most common mistake in handling records is to keep too much. The Archivist should do a thorough weeding before adding materials to the permanent file. This is particularly essential for those files going to the Association Office, since space there is very limited and expensive.

TRANSFER OF MATERIALS TO ARCHIVIST (Please follow MLD Guidelines for Transfer, as outlined on first page of Archivist’s responsibilities.)

General: (material pertaining to the Division as a whole)

Division Bylaws, including all revisions and amendments.

History. Materials pertaining to establishment and early growth of Division

Anniversary celebrations should be included.

Meeting/Program notes and correspondence if not found elsewhere (e.g. Program committee minutes).

Membership lists of Division members.

Memorials and Awards. Special recognition to Division or to members.

Minutes of Business Meetings.

Obituaries.

Photographs. Each dated and all subjects identified.

Division Guidelines.

Publicity. Clippings, pictures, etc., about Division or its members.

Officers

Rosters of officers and committee members

Executive Board--Minutes and Reports

Chairman--Annual Report and other materials of permanent importance, including correspondence not found elsewhere.

Secretary--Materials of permanent importance, including correspondence not found elsewhere (Minutes are filed elsewhere).

Treasurer or Secretary-Treasurer--A copy of the yearly budget and annual statement,

and other materials of permanent importance not found elsewhere. (Bank statements, canceled checks, receipted bills, etc. should be held five years and not sent to permanent archives.)

Other Officers

Committees--arranged alphabetically by Committee title.

Project--Includes joint conferences, workshops, association-wide meetings, etc.

Publications--(Archival files should contain one copy of the actual publication. Correspondence pertaining to a publication should be filed in the folder of the committee of position responsible for the publication.)

- Bulletin/Newsletter

- Membership Directory

- Others (by name), e.g. Library Directories, Union List, etc.

Associated Organizations--Reports, correspondence from liaisons with other organizations, e.g., ALA, ASIS, State or Provincial Library Association.

Folder should be labeled with a general category, a subcategory, and chronological Divisions if necessary. For example:

GENERAL - History

GENERAL - Minutes - 1957-1970

GENERAL - Rosters - 1957-1970

PUBLICATIONS - Bulletins 1971-75 etc.

Within each folder, material should be filed chronologically, with the latest material in front.

An attempt should be made to purchase acid-free archival folders for materials of special value. Pictures also require some special handling.

Organization is the responsibility of the Division Archivist. Materials to be housed at the Association office should arrive, organized as shown above, and ready to be placed in the files.

Microfilming of all archival materials is urged, standards for filming to be compatible with Association Archives filming standards.

It is recommended that the Archivist maintain a quick reference card file or loose-leaf notebook to be used to respond to the most frequently asked questions. The following items are felt to be the most important for quick reference purposes:

1. Officers: List of elected officers and committee chairman and members for the last 10 years.
2. Programs: List of activities for last 10 year (short-form) date - program title -speaker(s)

1. History: Date of establishment, place of first meeting, other outstanding events, e.g. visits by Association officers.
2. Special Publications: Title, date of publication

Record Retention Policy

Division Bylaws, including all revisions & amendments - Permanent

History. Materials pertaining to establishment and early growth of Division - Permanent

Meeting/Program notes and correspondence if not found elsewhere (e.g. under Program committee or meeting minutes) - Permanent*

Membership List of Division Members - Permanent*

Memorials and Awards. Special recognition to Division or to members - Permanent

Minutes of Business meetings - Permanent

Obituaries - Permanent

Photographs - Permanent

Procedures Manual, Division - Current edition.

Publicity. Clippings, pictures, etc. about Division or its members - Permanent

Roster of officers and committee members - Permanent

Executive Board - Minutes and Reports - Permanent

Chairman:

Annual report to the Association - Permanent

Correspondence To/From Division members -1 yr. & cur.**

To/From Association -1 yr. & cur.**

To/From others -1 yr. & cur.**

Report from Division Committee -1 yr. & cur.

Treasurer:

Annual report to the Association - Permanent

Bank statements, checks, receipted bills, and other accounting records - 5 yrs. & cur.

Division reports -5 yrs & cur.

Miscellaneous -1 yr. & cur.**

Other Officers:

Reports -5 yrs. & cur.

Correspondence -1 yr. & cur.**

Reports -5 yrs. & cur.

Correspondence -1 yr. & cur.**

Projects: (Includes joint conferences, workshops, association-wide meetings, etc.)

Reports -5 yrs. & cur.

Correspondence Project - duration & 1 yr.**

One copy of each -Permanent

Extra copies:

Directory -Until superseded

Newsletters -5 yrs. & cur.

Separate publications - To be determined individually

* Keep permanently unless published regularly in Division Bulletin/Newsletter.

** Unless contains policy statements or other matters of lasting importance. If so, keep

pertinent item permanently.

Revised for this publication to show projects completed and in progress.

MISSION

The Military Librarians Division provides its members a forum for the exchange of ideas; opportunities for networking and career enhancement; and programs to develop specific and unique military interests. It also provides public information to promulgate the importance of military libraries and librarians.

VISION

To be the leading organization for military librarians and information specialists and a partner in their professional development.

GOALS for 1999 and 2000

CHAIR: Begin the development of an MLD Manual - in progress

Publish MLW History - completed

Make discussion list central to the members

Work with bulletin editor to redesign "THE MILITARY LIBRARIAN" by adding features and capabilities such as pictures, etc. - completed

CHAIR-ELECT: Create maximum use and awareness of MLD Web site

Continue/complete the redesign of the bulletin - completed

Outline small/defined jobs (to increase participation among members)

Continue the effort to enhance the Strategic Plan

TREASURER: Maximize financial resources - in progress

Establish money market account for reserves

DIRECTOR: Assist Chair and Executive Board

Co-plan for annual conference

Act as liaison to the membership committee

Continue the effort to enhance the Strategic Plan and develop 5-to 10-year plan

PAST-CHAIR: Prepare slate of nominees for vacant positions, including biographical information and their statement of goals if elected

* Subject of workshop: not presented as an official "theme"

* Subject of workshop; not presented as an official "theme."