Chapter Officers

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. 
• Forward mail from P.O. Box to Treasurer. 
• 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.)

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 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 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 blog.
• 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.

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.
  • 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 the spring.
  • 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.
• Collaborate with Treasurer to complete non-profit status application 
• Attend as many ACRL/DVC board meetings and programs as possible.
• Perform other duties as necessary.

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.

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)
• Collaborate with Past President to complete non-profit status application 
• Forward all documentation and records to new treasurer.
• Create nametags for fall and spring meeting attendees as registration funds are received.
• Attend as many ACRL/DVC board meetings and programs as possible.
• Perform other duties as necessary.
  

Duties – Income:

• Receive funds for members’ dues, for chapter programs and other miscellaneous income.
• With assistance from the President, obtain annual ACRL reimbursement funds.
• Deposit funds to ACRL/DVC checking account (in 2021, at TD Bank).
• Upon request, issue receipts for funds collected.

Duties – Payments:

• Issue check payments for receipted costs.

Duties – Membership:

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

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 blog (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.

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.

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.

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

Duties:

• Ensure periodic publication of news using the Chapter blog.
• At first Board meeting of the year, solicit input and authors from Board for regular features.
• Contact designated authors to review writing assignments and deadlines.
• Using Chapter listerv, solicit entries about members in the news to post as available.
• Edit and publish any additional posts approved by the Board.
• Enusre all published content or a PDF or linked content is contained within the blog file management section for archival purposes.
• 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.

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.