ACRL/Delaware Valley Chapter
Board Member Position Descriptions

ACRL/DELAWARE VALLEY CHAPTER

BOARD MEMBERS POSITION DESCRIPTIONS

 

President        Vice-President            Past President            Treasurer       Secretary

Archivist         Chapters Councilor    Director-at-Large      Legislative Liaison

Newsletter Editor       Webmaster

 

 

Position: President

Term: elected position, 1 year or until successor (Vice President) takes office; succeeds to Board position as Past President at end of term.  Voting privileges.  Must be a member of ACRL national.

 

Duties:

General

·        Chair both Board and Annual Business Meetings.

·        Oversee the planning and implementation of two educational programs.

·        Determine the need for ad hoc committees, and appoint committee members as needed.

·        Represent the Chapter at meetings of other groups when necessary.

·        Ensure that the Chapter’s purpose is met and that its activities are accomplished.

·        Appoint non-voting Board members as per Bylaws (e.g. Web master, Archivist, etc.).

·        Appoint Committee on Bylaws as needed.

·        Appoint members to the Nominating Committee as per Bylaws.

·        Contribute to the Chapter’s newsletter.

·        Submit annual report to National ACRL

·        Report statistics to National ACRL.

·        Serve as 1^st of 2 Chapter representatives (Chapters Councilor) to National ACRL Chapters Council, when Board does not include a separate position for this role.

·    Perform other duties as necessary.

 

Board Meetings

·        Establish meeting dates/times at the beginning of term.

o       The Board meets at least four times a year.  These meetings are scheduled for two hour blocks of time.

o       There is one Annual Business Meeting that is held during the spring program.

·        Establish locations for the meetings.

o       Board meetings are scheduled to meet in a reasonable location enabling all board members to attend.

·        Set Agendas:

o       Solicit items for the agenda a month in advance of the meeting.

o       Send agendas at least two weeks prior to a meeting.

o       Content of agendas may include:

§         Announcements

§         Approval of minutes

§         Treasurer’s report

§         Program planning

§         Membership

§         Updates (e.g. newsletter, Legislative work, nominations, etc.)

 

 

Position: Vice-President

Term: elected position, 1 year or until successor elected; succeeds to Board position as President at end of President’s term.  Voting privileges. Must be a member of ACRL national.

 

Duties:

 

• Assist President with the business of the Chapter, including chairing meetings in the President’s absence.
• Maintain and further the Chapter’s Mentoring Program.  Announce the program in the newsletter and via e-mail (to the membership plus regional and distance education library programs), establish mentoring relationships between professionals and students, and report on the Mentoring Program at the Annual Business Meeting.
• Conduct the annual Stipend Award recipient search process during the spring.  Announce the stipend in the spring newsletter and via e-mail (to the membership plus regional and distance education library programs), manage the application review and recipient selection process, and report the Stipend winner at the Annual Business Meeting.
• Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.
• Contribute to the Chapter’s newsletter.
• Serve as 2^nd of 2 Chapter representatives (Chapters Councilor) to National ACRL Chapters Council, when Board does not include a separate position for this role.

·    Attend as many ACRL/DVC board meetings and programs as possible.

·    Perform other duties as necessary.

 

 

 

Position: Past President

Term: elected position, 1 year, commencing at conclusion of term as President.  Voting privileges.

 

Duties:

 

• Usually manages the board member election process, in coordination with the Nominating Committee appointed by the President

o       During the fall, identify candidates for openings on the Board.  Issue request for nominees in the fall newsletter.

o       Prepare dual-slate ballot to be distributed in the spring.

o       Collect from each candidate a brief biographical statement on their past professional activities (current and past positions, association involvement, etc.), and a vision statement for the Chapter’s future.

o       Issue reminder to vote in spring newsletter.

o       Present nomination slate, nominee biographies and vision statements to the Secretary who will create the ballots and mail them (plus the bios and statements) to the membership.

o       The Secretary will receive and count the completed ballots, and notify the Board.

o       Announce election results at the Annual Business Meeting during the spring program.

• Advise Board on past practices

• Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

• Attend as many ACRL/DVC board meetings and programs as possible.
• Perform other duties as necessary.

 

 

Position: Treasurer

Term: elected position, 2 years, or until successor elected. Voting privileges.

 

Duties:

 

General

• Maintain balance for checking account.
• Maintain a spreadsheet for payments and income.
• Prepare “Financial Activity Report” for Board meetings, and for Annual Business Meeting.
• Reconcile bank statements.
• Prepare budgets as requested.
• Prepare balance sheets for fall and spring programs.
• Maintain all financial records for appropriate retention periods (seven years).
• Forward all documentation and records to new treasurer.
• Procure and assist with signature cards for new treasurer.
• Create nametags for fall and spring meeting attendees as registration funds are received.
• Provide mailing labels for newsletter and other printed membership mailings.

·    Attend as many ACRL/DVC board meetings and programs as possible.

·    Perform other duties as necessary.

 

Income

• Receive funds for members’ dues, for chapter programs and other miscellaneous income.
• Deposit funds to ACRL/DVC checking account (in 2006, at Commerce Bank).
• Upon request, issue receipts for funds collected.
• With assistance from the President, obtain annual ACRL reimbursement funds.

 

Payments

• Issue check payments for receipted costs.

 

Membership

• Maintain database of current members.
• Maintain database of regional library directors.
• Create and maintain email contact lists.
• Distribute email announcements to members and other contacts as appropriate.

 

 

Position: Secretary

Term: elected position, 2 years or until successor elected.  Voting privileges.

 

Duties:

 

·        Create list of board members and contact information for the archives.

·        Take notes at meetings and write minutes. Distribute minutes by email within one week.  Take copies of minutes to subsequent Board meeting.

·        Take notes at the Annual Business Meeting and prepare minutes for membership approval at the following year’s Annual Business Meeting.

·        Deposit all agendas and minutes with the archives.

·        Elections:

o       Receive nominations slate, nominee biographies and vision statement from the Nominating Committee, not less than 3 months before the commencement of terms of office.

o       Receive “write-in” nominations for elections.

o       Publish nominations slate 2 weeks after receipt from Nominating Committee.

o       Request mailing labels from the Treasurer.

o       Determine maximum printing amount based on membership plus one copy for the Archive.

o       Create and mail ballot, and biography/vision document, to the membership.

o       Mail one ballot to the Archivist.

o       Receive and count completed ballots.

o       Notify Board of election results.

o       Deliver completed ballots to the Archivist.

o       Submit printing and postage receipts to the Treasurer.

·        Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

·        Attend as many ACRL/DVC board meetings and programs as possible

·        Perform other duties as necessary.

 

 

Position: Archivist

Term: appointed position, 1 year, with continuous reappointment at discretion of Chapter President. No voting privileges.

 

Duties:

 

·        Fulfill Archive Guidelines.

·        Solicit documents to maintain archives, reminding board members frequently and especially as officers leave their positions.

·        Keep alert to tasks on hand and solicit documentation (ballots, newsletters, program information).

·        Print website in July and February yearly to archive.

·        Respond to requests of board promptly.

·        Maintain Archive inventory. Be alert to needs to add categories as times change.

·        Consider how to promote archives within the board so its value is experienced.

·        Encourage everyone to date all work.

·        Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

·        Attend as many ACRL/DVC board meetings and programs as possible.

·        Perform other duties as necessary.

 

 

Position: Chapters Councilor

Term: appointed position, 1 year, with continuous reappointment at discretion of Chapter President. No voting privileges. Must be a member of ACRL national.

 

Duties:

 

·        Attend ACRL National Chapters Council Meetings at ALA Annual and Midwinter Conferences, and report back to the Board plus the membership via the Chapter’s newsletter.

·        Write about the Chapter for ACRL’s semi-annual national newsletter for chapters “Chapter Topics.”

·        Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

·        Attend as many ACRL/DVC board meetings and programs as possible.

·        Perform other duties as necessary.

 

 

Position: Director-at-Large (3 positions)

Term: elected position, 3 years, with one Director’s term ending and a new Director being elected each year.  Voting privileges.

 

Duties:

 

·        Write items for the newsletter (pre-program PR, post-program reports, etc.).

·        Assist with the general work of the Board – updating bylaws, selecting student stipend recipient, website review, etc.

·        Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

·        Attend as many ACRL/DVC board meetings and programs as possible.

·        Perform other duties as necessary.

 

 

Position: Legislative Liaison

Term: appointed position, 1 year, with continuous reappointment at discretion of Chapter President.  No voting privileges.

 

Duties:

 

·        Inform the Board and membership of pertinent legislative issues and actions as determined by ACRL.

·        Coordinate annual National Library Legislative Day (NLLD) activities:

o       Consult/Coordinate with the Pennsylvania Library Association.

o       Contribute an article promoting NLLD in the chapter’s spring newsletter.

o       Announce and manage the NLLD Stipend Award application and selection process and report the winners to the board.

o       Attend NLLD if possible.

·        Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

·        Attend as many ACRL/DVC board meetings and programs as possible.

·        Perform other duties as necessary.

 

 

Position: Newsletter Editor

Term: appointed position, 1 year, with continuous reappointment at discretion of Chapter President; with two-year review.  No voting privileges.

 

Duties:

• Ensure the publication of newsletters (fall and spring), and program brochures (fall and spring).
• Contribute to the planning and implementation of the Chapter’s two educational programs in a given year.

• Attend as many ACRL/DVC board meetings and programs as possible.
• Perform other duties as necessary.

 

Newsletters (fall and spring)

§      Solicit input and authors from Board at the first Board meeting of the year (June).

§      Contact all authors to review writing assignments and deadlines (deadline should be about 7-8 weeks prior to fall/spring meeting).

§      Request mailing labels from Treasurer; determine maximum printing based on membership, library directors (who also receive a copy, whether or not a member), and 3 copies for archives.

§      Have newsletter printed (usually takes 1-2 days; currently working with Staples).

§      Newsletter mailing, should be six weeks prior to the fall/spring program, as the program brochure is mailed with the newsletter.

§      Email PDF of newsletter to Webmaster for publication on website.

§      Mail three copies to Archivist.

§      Submit printing and mailing receipts to Treasurer for reimbursement.

 

Regular newsletter features:

FALL

SPRING

§    President’s Report §    Review of spring program (seek reviewer prior to program) §    Preview of fall program §    Chapter members in the news §    Membership dues form §    Student stipend winner (print essay required as part of application) §    Review of National Legislative Day (Legislative Liaison or legislative stipend winner) §    Report of the Chapters Council meeting at ALA Annual (written by Chapter Council Representative) §    Mentoring program (written by Vice President/President Elect) §    Call for nominees for Board positions (written by Past President) §    Focus on local libraries (pick up theme; find up to three libraries to report (ex. 1st article (spring 2005) featured libraries answering the call to recruit)

§    President’s Report §    Review of fall program (seek reviewer prior to program) §    Preview of spring program and announce the Annual Business Meeting §    Chapter members in the news §    Membership dues form §    Student stipend announcement (written by Vice President/President Elect) §    Legislative Day stipend announcement (written by Legislative Liaison) §    Report of the Chapters Council meeting at ALA Midwinter (written by Chapter Council Representative) §    Reminder to vote for Board positions (written by past President) §    Catching Up with past stipend winners

 

Program brochure

§      Develop brochure for fall/spring programs with assistance from President et al. as appropriate.

§      Direct registrations to the Treasurer.

§      Have brochure printed (usually takes 1 day; currently working with Staples).

§      Brochure mailing, with newsletter, should be six weeks prior to the fall/spring program.

§      Email PDF of program brochure to Webmaster for publication on the website.

§      Mail one copy to Archivist.

§      Send Email to discussion lists, informing them of program (e.g. ACRL/DVC, PA-ACADS, COLLIB, TCLC-L, ACLCP-L, etc.).

§      Submit printing and mailing receipts to Treasurer for reimbursement.

 

 

Position: Webmaster

Term: appointed position, 1 year, with continuous reappointment at discretion of Chapter President.  No voting privileges.

 

Duties:

 

·        Responsible for overall maintenance, review and updating of the Chapter’s web site.  Content includes, but is not limited to:

o       President’s welcome message.

o       Link to ACRL’s web site.

o       Constitution and Bylaws.

o       Roster of Board members.

o       Board position descriptions.

o       Mentoring Program description.

o       Annual Stipend Award description.