ALASKA ASSOCIATION OF SCHOOL LIBRARIANS
POLICY MANUAL
Revised 03-04 School Year (2/05/04)
The EXECUTIVE BOARD shall:
1.
plan functions and/or
activities of the Association.
2.
provide for the
establishment of necessary procedures to assure the proper operation of the
association.
3.
authorize the President
to act on its behalf when necessary.
4.
receive and act on
committee reports and recommendations.
5.
approve honorary memberships.
6.
fill elected officer
vacancies as specified by the Constitution.
7.
approve special
committees as recommended by the President.
8.
approve committee
chairs.
9.
adopt a budget.
10.
adopt a dues structure.
11.
formulate policy as
needed.
12.
approve additions or
changes to the Association Policy Manual.
13.
convene membership
meetings as needed.
14.
attend regularly
scheduled audio conference meetings during the school year and meet face to
face twice a year. One meeting
shall be held in the fall and the second shall be held in the spring, if
possible in conjunction with the AkLA conference. Executive board members shall be reimbursed for
transportation to the fall and spring meetings. A stipend of $100 will be given
to Executive Board members to defray lodging, meals, or other costs associated
with travel to the fall meeting.
15.
authorize expenditures
related to duties as described in the associationŐs policy manual.
16.
fulfill the duties of
the offices as prescribed in the Association Policy Manual. If an
Executive Board member is not able to fulfill the duties to the satisfaction of
the Executive Board, resignation will be requested by the President, who will
declare the position vacant and appoint a replacement.
The PRESIDENT shall:
1. carry out all provisions of the Constitution.
2. preside at all meetings of the
Association and the Executive Board.
3. appoint a chair for any special
committee with the approval of the
Board.
4. schedule, plan, lead and provide an agenda
for regular audio
conference Association
meetings and activities.
5. provide leadership for the growth and
development of the school library
professional and library
media programs in the schools of Alaska.
6. establish and maintain communications in
cooperation with other state
and national
professional organizations.
7. be a member of all special committees.
8. establish and maintain effective working
relationships with the
President-Elect and the
Executive Board to assure the continuity of
organization leadership.
9.
supervise balloting for
amendments and/or changes to the Constitution in the manner specified in the
Constitution.
10. establish and/or implement long-range plans for
the Association.
11. serve as Association representative to the annual
Affiliate Assembly of the American Association of School Librarians at ALA, or
appoint a designee to so serve if possible.
12. serve as the main Association representative of the
AkLA Executive Board along with the President Elect.
13. appoint an editor/publisher for the Puffin, a
Membership Coordinator, Online Communications Coordinator, Chair(s) for the
Battle of the Books and Award Committee, and a representative to the GovernorŐs
Advisory Council on Libraries.
14. write a report of AkASL activities to be distributed
at the spring membership meeting and to be included in the AkLA Executive Board
reports.
15. establish and maintain a working relationship with the
State School Library Media Coordinator.
16. be a liaison between AkASL and other organizations for
the planning of joint conferences and present a tentative schedule to the Board
prior to conference. Maintain a
conference notebook if necessary.
The PRESIDENT-ELECT shall:
1.
perform the duties of
the President in his/her absence.
2.
perform such duties as
the President may assign.
3.
attend joint meetings of
AkLA along with the AkASL President to learn how the AkLA Executive Council
operates, to meet the officers of AkLA, and to advise the AkASL President at
his/her request. AkASL will pay for the travel expenses for the President Elect
to attend the AkLA fall meeting.
4.
advise and counsel the
President.
5.
assist the President in
promoting continuing education activities which reflect the goals of the
Association.
6.
assist the President in
determining the educational needs and desires of the membership and assist in
actively seeking ways to meet those needs.
The IMMEDIATE PAST PRESIDENT shall:
1.
serve as parliamentarian
at all Association and Executive Board meetings.
2.
serve as a political
advocate for the organization
3.
perform such duties as
the President may assign.
4.
advise and counsel the
President.
5.
be responsible for
maintaining and reviewing the AkASL Policy Manual; changes and additions to be
approved by the Executive Board.
6.
be responsible for
updating and revising the Constitution, subject to the approval of the
membership.
7.
along with the
President, encourage/recruit potential candidates to run for Executive Board
offices and keep a list of possible candidates throughout the year. Provide the
Secretary with the names and biographical data of candidates for all elected
positions.
8.
welcome each new and
returning Executive Board member including giving or sending each member their
part of the policy manual which states what their duties are. Provide Executive
Board with a copy of the current Constitution and/or other documents or
information necessary for the performance of their duties and responsibilities.
9.
along with the
membership chair, keep the official Executive Board name and address list and
see that it gets published correctly on the website, the Puffin, and elsewhere
as needed.
The SECRETARY shall:
1.
record the minutes
and/or proceedings of all Association and Executive Board meetings.
2.
submit an abridged
version of the minutes for inclusion in the Association publications such as
Puffin and/or the AkASL Web page.
3.
maintain a permanent
file of minutes, proceedings, correspondence and send older records to an
archival site.
The
TREASURER shall:
1. maintain a
checking account in the name of the Association and
other accounts as necessary Đwrite checks, deposit monies, receive
monthly bank statements, balance the checkbook.
2.
maintain an accurate ledger (checkbook voucher system) of all money
received and paid,
including original copies of all bills presented, and
checks and stubs for bills
paid.
3. be responsible for receiving and
depositing monies collected by
AkASL, its committees or workgroups:
a.
work with the AkASL
Membership Coordinator, receive membership deposit slips and keep membership
books.
b.
record the AkASL/Battle
of the Book registrations and purchase orders from school districts and issue
invoices as necessary.
c.
send out receipts and
welcome notices to newly registered districts via contact person.
d.
send completed
registration forms and budget information to AkASL/Battle of the Books
Chairperson(s), and keep books of AkASL/Battle of the Books program.
e.
work with AkASL/Awards
Chair, receive bills and deposits, and keep books of Awards business.
4.
pay all bills within the
authorized budget, and as authorized by the President and/or Board chairs.
5.
secure the authorization
of the Executive Board to pay bills not
provided for in
the budget.
6. submit a financial transaction report
to the President one week before
each board meeting
and report on the current financial statement at
each Executive Board
meeting.
7. submit to the Executive Board at the
fall face-to-face meeting: a
budget worksheet with the previous fiscal yearŐs
actual income and
expenditures, the
current budget, and a draft budget proposal for the
next fiscal year.
8.
revise the draft budget proposal for the next fiscal year with the advice
and recommendations of the
Board and submit the finalized version to
the Executive Board for approval.
9.
distribute an annual report of the financial status of the Association for
the previous fiscal
year to the general membership at the spring
conference. Submit the budget proposal for the next
fiscal year to the
general membership for approval.
10.
submit a copy of the budget and financial statement to the AkLA
Treasurer after the spring membership meeting.
11.
send any leftover grant monies, in the form of checks, back to the
State of Alaska
at the end of each grant year.
THE REGIONAL REPRESENTATIVES
shall:
1.
obtain information from
and disseminate association related information to all of the AkASL members in
his/her region.
2.
assist in regional
membership drives.
3.
ask the school librarians
within each district to appoint a liaison for contact with the Regional
Representative.
4.
communicate with all of
the AkASL members in their region at least once a year by e-mail, fax, or
letter.
5.
solicit ideas for the
Puffin before each issue is produced.
Write an article for the issue which includes the ideas which have been
submitted.
6.
be assigned tasks and
other duties as the Executive Board determines necessary.
7.
write a report of
regional and other activities to be distributed at the spring general membership
meeting.
8.
advise the Board of
issues that affect their areaŐs school libraries.
9. attend AkASL Board meetings.
THE MEMBERSHIP COORDINATOR
shall:
1.
promote new and renewed
memberships.
2.
create, provide and
distribute membership registration forms as needed.
3.
maintain database of
AkASL members and provide a membership count at Executive Board meetings.
4.
provide to members a
welcome letter and a membership card.
5.
coordinate dues payments
with AkASL Treasurer.
6.
provide membership
mailing labels and/or lists as needed.
BATTLE OF THE BOOKS CHAIR(S)
shall:
1.
Promote and organize the
state-wide AkASL Battle of the Books reading program.
2.
appoint grade level
chairs to give input into the lists and to write questions as indicated in the
AkASL Battle of the Books Handbook.
3.
oversee the following
duties:
a.
prepare official book lists annually
b.
coordinate collection and distribution of questions
c. set up
the intrastate Battle schedule
d. locate
moderators for state battles
e. secure
and distribute prizes and awards
f.
collect photos and articles from participating sites
g. write
articles for state and national library and educational
magazines, etc.
h. keep
all district coordinators informed of Battle of the Books
activities
i. write informative articles about Battle of the Books for each issue of the Puffin
4.
revise and distribute
updated handbooks annually to all registered district coordinators.
5.
conduct a
workshop/meeting during an annual conference.
6.
conduct an evaluation of
the program and make recommendations to the Board for improvement or change for
the following year.
7.
recommend a
co-chair/elect who will, with Board approval, assume the chair at some future
time.
8.
maintain a calendar
noting all Battle of the Books program responsibilities and deadlines to be
passed along to new chair(s).
9.
propose a budget and
authorize expenditures of monies from the committee budget.
10.
maintain correspondence
and mailing records for the Battle of the Books program.
11.
be responsible for
validating that the format and medium for old Battle questions are valid for
another year. If not or if itŐs
questionable, will make arrangements for conversion to a new medium and/or
format with board approval.
The AWARDS CHAIR shall:
1.
be appointed by the
President, with the current School Librarian of the Year being given the first
opportunity to accept or reject the position. The Awards Chair will serve a one-year term on the Board
starting at the end of one conference and lasting to the end of the next yearŐs
conference when a new chair will be named.
2.
organize and actively
publicize the nomination procedures for the following awards:
a. School Librarian of the Year
b.
Linda K Barrett Service Award
c. Pat on the Back Award to school administrators
d. Honorary Memberships
3.
appoint a committee to determine
the Award recipients, members to include the President, Immediate
Past-President, and up to 5 previous award winners.
4.
maintain criteria for
determining award winners.
5.
prepare and deliver
awards to recipients at an annual conference.
6.
publish and distribute a
list of all award recipients at an annual conference, to be used by members as
local public relations information.
7.
publicize the names of
award recipients in local, state, and national library publications and
appropriate local and regional newspapers.
GOVERNORŐS ADVISORY COUNCIL
REPRESENTATIVE
The GovernorŐs Advisory
Council Representative is not a representative of the Alaska Association of
School Librarians as an organization, but is an AkLA member who represents
school libraries. The President of
AkASL will submit a nomineeŐs name to the GovernorŐs Office. The representative shall serve a
three-year term.
This representative shall:
1.
attend all meetings of
the GovernorŐs Advisory Council.
2.
attend all AkASL
Executive Board meetings.
3.
report events of
significance to the Board and to members via the Puffin.
The Puffin newsletter serves
as the official publication of pertinent AkASL business, news, and information,
as well as to be a news and information source for AlaskaŐs school librarians.
The PUFFIN EDITOR/PUBLISHER
shall:
1.
attend all Executive
Board teleconferences/meetings and solicit write-ups of pertinent association
business and information.
2.
proactively organize the
collection of articles and information as well as solicit writing on topics of
interest for the Puffin throughout the year, especially at conferences.
3.
publish one volume of at
least three issues each budgetary (school) year. These are traditionally named and due: FALL, due by October 30th; WINTER, due
by February 1st; and SPRING, due by May 1st.
4.
publish a document of at
least 10 electronic pages which follows the same format as that already online.
The ONLINE COMMUNICATION
COORDINATOR shall:
1.
update and maintain the
AkASL web page.
2.
work with the AkASL
Executive Board and membership to post and provide links to appropriate AkASL
business and information on the Internet.
3.
direct mail received
through the website to the correct AkASL Board member.
4.
serve as a link to the
AkLA webmaster.