ALAO Procedures Manual
Executive Board and Officers
Executive Board
Duties, Membership and Quorum: see Bylaws, Article V
In addition to the Elected Officers, the Executive Board includes the following ex-officio members:
- Committee Chairpersons (with voting privileges)
- Appointed Positions (with voting privileges)
- Interest Group Chairpersons and Co-Chairpersons (non-voting)
No member of the Executive Board, elected or appointed, may serve in more than one position simultaneously without formal approval from the Board. Some positions require the person to serve multiple roles within the Board by serving on committees as written in the position description; this is not affected.
The term of office for each Board position is indicated in the individual section for that office.
Specific Activities, in addition to those outlined in the Bylaws
- Reviews the effectiveness of Chapter professional development activities.
- Approves arrangements for office support services.
- Approves all formal Chapter affiliations with other organizations.
- Reviews and approves date, location, and topic for annual conferences and workshops.
- Approves formation of committees or interest groups.
- Sets Chapter dues.
Meetings
The Board meets at least twice a year and may hold additional meetings upon call of the President. The Secretary will keep minutes of all Board meetings. The Board may deliberate by electronic means, including voting on matters requiring action, as needed. Such actions and votes will be recorded by the Secretary in the minutes of the next Board meeting. Board members may participate in board meetings through electronic means when necessary.
revised 4/2018
President
Principal Function
Serves as the chief executive officer of the Chapter; responsible for general supervision of chapter activities.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Develops the agenda for Board meetings, in consultation with Board members.
- Reviews existing goals of the organization; implements plans to achieve goals.
- Insures membership is informed of organization activities.
- Presides at annual membership business meeting.
- Serves as the official representative of the Chapter to ACRL, a responsibility that may be shared with an appointed Liaison to ACRL.
- Represents the organization to other associations as appropriate.
- Informs members who run for office of elections results.
- Serves on the Awards Committee.
- Arranges for office support services.
- Makes all committee appointments and other appointments as necessary.
Liaison Functions
Chapter representative to ACRL's Executive Secretary and President and to the ACRL Chapters Committee; may appoint another member to be the contact person. See ACRL Liaison.
Serves as Liaison to regional and state library organizations; may appoint another member to be the contact person for these organizations.
Encouraged to attend ALA Annual and Midwinter conferences to participate in ACRL Committee meetings. Chapter may provide some financial assistance.
Membership Requirement
Required to belong to ALA/ACRL. Dues can be financially supported by ALAO, if necessary.
Length of Term
One year. Usually serves one year as Vice-President before assuming the Presidency. As Past President, maintains membership on the Executive Board for one year following the term as President.
revised 11/30/2022
Vice President/President-Elect
Principal Function
Responsible for oversight of Chapter continuing education programs, delegating responsibility as needed; assists the President as deemed necessary.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Recommends names of members for appointment to the Conference Planning Committee (CPC) representing various geographic regions, and all sectors of academic libraries, receiving or soliciting input from liaisons as needed.
- Chairs the Program Committee and Conference Planning Committee (CPC) in order to plan the annual conference.
- In conjunction with CPC, determines
- the theme of the annual conference,
- the general topics including potential speakers and subtopics to be addressed, and
- responsibilities for planning the annual conference.
- Serves on the Awards Committee.
- Serves on the Budget and Planning Committee.
Length of Term
One year; automatically succeeds to the Presidency.
Membership Requirement
Not required to belong to ALA/ACRLrevised 11/30/2022
Immediate Past President
Principal Function
Ensures continuity of Chapter activities.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Contributes to Board deliberations.
- Votes on issues brought before the Board.
- Carries out special assignments made by the President.
- Reviews Constitution and suggests needed changes.
- Leads the communications review process (see Communications Committee).
- Chairs the Nominating Committee.
- Serves on the Budget and Planning Committee.
- Serves on the Conference Site Selection Committee.
- Serves on the Diversity Committee.
Membership Requirement
Not required to belong to ALA/ACRL. Encouraged to attend ACRL committee meetings at ALA Annual and Midwinter and ACRL national conferences. Chapter may provide some financial assistance.
Length of Term
One year
revised 7/2018
Secretary
Principal Function
Records minutes of all Chapter and Executive Board meetings. Serves as Chapter Archivist or delegates that function, in consultation with the President and the Executive Board, as appropriate.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Attends Board meetings and records the proceedings; insures distribution of agenda and minutes to Board members before the succeeding meeting.
- Creates the structure (e.g., folders in Google Apps) for submission of reports from Board members before each Board meeting; reminds Board members to submit reports at least one week before regularly scheduled meetings.
- Prepares approved Board meeting minutes for public posting, with access from the ALAO website.
- Collaborates with the President and President-Elect to gather contact information for all incoming Board members and provide that information to the Web Manager(s) responsible for updating the website and online Board work groups (Google Apps).
- Records minutes of annual business meeting.
- Insures timely distribution of proposed bylaws amendments to the membership.
- Submits minutes prepared during term of office to Chapter archives.
- If acting as Chapter archivist, follows approved archives Guidelines.
Membership Requirement
Not required to belong to ALA/ACRL
Length of Term
Two years
revised 11/30/2022
Treasurer
Principal Function
Oversees the handling of Chapter financial affairs, financial correspondence, budget creation, and strategic plan creation.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Arranges for any changes in signatures authorized for the Chapter's bank accounts.
- Presents a statement of expenditures and account balances at Board meetings.
- Presents a report including major receipts and expenditures at the annual membership business meeting.
- Submits an accounting of Chapter finances at least once a year.
Every five years renew ALAO tax exempt status with Ohio Secretary of State. Next deadline is January 2022
- Ensures a summary of Chapter financial records are submitted annually to Secretary for Chapter Archives.
- Approves payment for all Chapter finances at least once a year.
- Manages and oversees use of ALAO credit and debit cards.
- Chairs the Budget and Planning Committee which:
- drafts a strategic plan for the organization once every four years
- annually reviews the strategic plan and writes a budget.
- Monitors financial activities to ensure budget compliance and informs the President and/or Board of any financial problems.
- Serves ex-officio on the Program Committee, specifically to monitor expenses for the annual conference.
Membership Requirement
Not required to belong to ALA/ACRL
Length of Term
Two years
revised 11/30/2022
Membership Chair
Principal Function
Serves as membership chairperson and promotes membership in ALAO.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Promotes membership in ALAO.
- Writes letters welcoming new members.
- Reports status of membership and related membership issues at Executive Board meetings.
- Provides membership information to Interest Group Co-chairs at the Annual Retreat.
- Regularly informs the Executive Board of the volunteer interests of members, providing contact information to the Nominating Committee in particular.
- Answers queries about membership status.
- Coordinates staffing of a membership booth at the annual conference; supplies both ALAO and ACRL materials.
- Coordinate membership surveys as directed by the Board, timed to provide data to inform the strategic planning process every four years.
- Serves on the Budget and Planning Committee.
- Serves on the Communications Committee.
Membership Requirement
Strongly encouraged to belong to ALA/ACRL
Length of Term
Two years
revised 11/30/2022
Public Relations/Outreach Coordinator
Principal Function
Provides marketing and publicity for the organization.
Duties Outlined in Bylaws
Specific Activities in addition to those outlined in Bylaws:
- Co-chairs, with the Communications Editor, the Communications Committee.
- Submits a yearly budget request to ALAO Treasurer.
- Advises ALAO Board regarding organizational needs related to promotion of the organization.
- Develops and assists with projects as directed by the ALAO Board.
- Designs and revises informational and promotional materials in consultation with the Board.
- Stores, orders and maintains an adequate and accurate inventory of all promotional materials and arranges for their physical transport.
- Supports Membership Chair in membership and recruitment-related activities.
- Supports Interest Groups and Committees in publicity of activities.
- Provides materials and supplies to Past President for annual election.
- Attends annual conference to visually record and create a record of the event (PowerPoint show, photos, etc.) for Archives, Newsletter and webpage.
- Works with various committees to promote award and grant opportunities to members and visually record winners for Archives, Newsletter and webpage.
- Solicits and writes articles and news of relevant interest for ALAO newsletter.
- Collaborates with ACRL liaison to contribute to ACRL Chapter Topics.
- Works in collaboration with other library groups as directed by the Board.
- Serves on the Conference Planning Committee (see Program Committee).
- Serves on the Diversity Committee.
Membership Requirement
Prior experience as a board member is highly recommended; membership in ALA or ACRL suggested, but not required.
Length of Term
Two and one half years, with six months of overlap between the terms of the incoming and outgoing Coordinators.
revised 5/2015
Member-at-Large (Six Positions)
Principal Function
To serve on the Executive Board as a representative of the membership-at-large.
Specific Activities
- Contributes to Board deliberations as appropriate.
- Completes special assignments made by the President.
- Serves on the Professional Development Committee.
- One second year Member-at-Large must serve on the Research and Publications Committee.
- One first year Member-at-Large and one second year Member-at-Large must serve on the Budget and Planning Committee.
- One Member-at-Large may serve on the Communications Committee.
Membership Requirement
Not required to belong to ALA/ACRL
Length of Term
Two years. Half of the elected members shall be elected each year. In the event a Member-at-Large position is vacated, the President shall have the power to appoint, with the consent of the Board, a Member-at-Large to fill the vacancy for the remainder of the term. An elected Board Member-at-Large shall not serve more than two consecutive full terms.
revised 11/30/2022
