Board Member Position Descriptions

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 1st 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.
Duties - Board Meetings:
  • Establish meeting dates/times at the beginning of term.
    • The Board meets at least four times a year. These meetings are scheduled for two hour blocks of time.
    • There is one Annual Business Meeting that is held during the spring program. ·
  • Establish locations for the meetings.
    • Board meetings are scheduled to meet in a reasonable location enabling all board members to attend. ·
  • Set Agendas:
    • Solicit items for the agenda a month in advance of the meeting.
    • Send agendas at least two weeks prior to a meeting.
    • Content of agendas may include:
      • Announcements
      • Approval of minutes
      • Treasurer’s report
      • Program planning
      • Membership
      • Updates (e.g. newsletter, Legislative work, nominations, etc.)

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 2nd 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.

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
    • During the fall, identify candidates for openings on the Board. Issue request for nominees in the fall newsletter.
    • Prepare dual-slate ballot to be distributed in the spring.
    • 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.
    • Issue reminder to vote in spring newsletter.
    • 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.
    • The Secretary will receive and count the completed ballots, and notify the Board.
    • 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.

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.
  • Receive and acknowledge all membership dues.
  • Receive and acknowledge all program registrations.
  • Deposit funds to ACRL/DVC checking account (in 2012, at TD Bank).
  • Post appropriate notices from other library organizations to ACRL/DVC membership.
  • Perform other duties as necessary.
Duties - 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.
Duties - Payments:
  • Issue check payments for receipted costs.
Duties - 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.

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:
    • Receive nominations slate, nominee biographies and vision statement from the Nominating Committee, not less than 3 months before the commencement of terms of office.
    • Receive “write-in” nominations for elections.
    • Publish nominations slate 2 weeks after receipt from Nominating Committee.
    • Request mailing labels from the Treasurer.
    • Determine maximum printing amount based on membership plus one copy for the Archive.
    • Create and mail ballot, and biography/vision document, to the membership.
    • Mail one ballot to the Archivist.
    • Receive and count completed ballots.
    • Notify Board of election results.
    • Deliver completed ballots to the Archivist.
    • 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.

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.

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.

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.

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:
    • Consult/Coordinate with the Pennsylvania Library Association.
    • Contribute an article promoting NLLD in the chapter’s spring newsletter.
    • Announce and manage the NLLD Stipend Award application and selection process and report the winners to the board.
    • 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.

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 fall newsletter features:
  • 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)
Regular spring newsletter features:
  • 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.

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:
    • President’s welcome message.
    • Link to ACRL’s web site.
    • Constitution and Bylaws.
    • Roster of Board members.
    • Board position descriptions.
    • Mentoring Program description.
    • Annual Stipend Award description.
    • National Library Legislative Day information.
    • Program descriptions and registration forms (last 5 years).
    • Newsletters (last 5 years).
    • Photographs from programs, NLLD, etc. (last 5 years).
    • Links to related professional resources.
    • Membership form. ·
  • Verify links on each page semi-annually, e.g. in June and January. ·
  • Encourage board members to submit relevant material or make suggestions. ·
  • Respond to requests of board members for changes to website. ·
  • 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.

Note: in 2006, website at http://www.acrldvc.org is hosted on HSLC server

~ updated August 2006