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AkLA Handbook Section IV:1-2
Organization, Officers, E-Board, E-Council

Updated: Thursday, 29-Jun-2006 19:39:50 MDT

up arrowSection IV : 1 Organization of AkLA

Article VI of the bylaws relates to the organization of AkLA. All references to articles and sections in the Handbook are to the Bylaws of the Alaska Library Association unless otherwise noted.

up arrowChapters, Geographical District (Contact Chapter Reps)
Article VI, Section 1 states that "in addition to membership, the Association shall be composed of geographical district chapters." The Alaska State Library Association was begun originally in 1960 with Southcentral and Northern Chapters. In March 1967 the Southeast group petitioned for chapter status and was accepted June 10, 1967. The Kodiak Chapter was accepted in to chapter status in October 1973, the Ketchikan-Metlakatla group in March 1975, the Kenai Peninsula Chapter in 1976, the Matanuska-Susitna Chapter in 1977 and the Sitka Chapter in 1978.

As the Association accepted new chapters who were located in the same geographical districts as the original three chapters, the need was felt for the chapters to reflect community names rather than district names. Hence, in 1976, the Southcentral Chapter changed to Anchorage Chapter and in 1977 the Southeast Chapter became the Juneau Chapter.

Article VI, Section 1 specifies that "chapters shall be established by vote of the Executive Council upon petition of at least ten (10) Association members residing in the geographical district." Article VI, Section 3 continues, "Each chapter shall form its own organization. It shall elect a Chair and a secretary to take office by March. It shall elect a representative to serve a one-year term on the Executive Council."

A group of at least ten (10) Association who decide they want to form a chapter of AkLA should:

  1. Elect a Chair, secretary and Executive Council representative.
  2. Write a letter of petition to the AkLA President, listing officers and members (at least ten of whom shall belong to AkLA)

The President of AkLA will bring the petition to the Executive Council who will vote upon the request.

up arrowMinichapters, Geographical District
The bylaws change of 3/27/82 made provision for the organization of geographical groups too small to carry out full chapter responsibilities.

Article VI, Section 5 specifies that minichapters "shall be established by vote of the Executive Council upon petition of at least seven Association members residing in a geographical district who choose to affiliate without full chapter status." Article VI, Section 7 states that "minichapters may form its own organization, and shall elect officers to assume office by March."

The Far Site Minichapter was established in ??? and is now inactive (2001).

A group of at least seven (7) Association members who decided they want to form a minichapters of AkLA should:

  1. Elect a Chair and officers.
  2. Write a letter of petition to the AkLA President, listing officers and members (at least seven (7) of whom shall belong to AkLA).

The AkLA President will bring the petition to the Executive Council who will vote upon the request.

The minichapters has a vote on the Executive Council. It shall be responsible for handling its own funds. It is not expected to undertake conferences or other major duties that chapters do. A minichapters is encouraged to send items of interest to the editors of the Association's publications.

up arrowRoundtables
The bylaw change of 3/7/82 changed Special Interest Groups to Roundtables since the older use was vague. Between 1966 and 1968 there was a School Librarians group but it did not petition the Executive Board. As of 2001 there are seven active roundtables: Academic Roundtable, Adult Readers Roundtable, Alaska Association of School Librarians, Authors to Alaska Roundtable, Documents Roundtable, Public Libraries Roundtable and Special Libraries Roundtable.

Article VI, Section 4 specifies that roundtables "shall be established by a vote of the Executive Council upon petition of at least seven AkLA members sharing a common interest in a type of library or a library service. At least 40% of the members of the roundtable must be members of AkLA." Article VI, Section 7 goes on to say roundtables "shall elect officers to assume office by March. Each shall assume responsibility for handling its own funds." At the March 2, 2000 Executive Council meeting Policy 100 was approved directing roundtables to "select a vice-chair/chair-elect at their annual meeting held during conference so the incoming Chair may plan to attend the AkLA Executive Council orientation at the next annual conference."

A group of at least seven (7) Association members who decided they want to form a roundtable of AkLA should:

  1. Elect a Chair and officers.
  2. Write a letter of petition to the AkLA President, listing officers and members (at least seven (7) of whom shall belong to AkLA).

The AkLA President will bring the petition to the Executive Council who will vote upon the request.

The roundtable has a vote on the Executive Council. It shall be responsible for handling its own funds. It must maintain a minimum of 40% of its membership as AkLA members. A roundtable is encouraged to send items of interest to the editors of the Association's publications.

up arrowSection IV : 2 Officers, Executive Board and Executive Council Members

up arrowOfficers
Article V describes the officers of AkLA and their responsibilities. Officers of the Association are the President, the Vice-President for Conference, the Vice-President for Roundtables and Committees, the Secretary and the Treasurer.

up arrowExecutive Board
Article VII, Section 3 states that "there shall be an Executive Board composed of the President, Vice-President for Conference, Vice-President for Roundtables and Committees, Secretary, Treasurer, Past President, ALA Councilor and PNLA Representative" and Article VII, Section 4 states that it "shall sit for the Association between Executive Council meetings." The Executive Officer is also expected to attend.

up arrowExecutive Council
Article VII, Section 1 describes the Executive Council of AkLA and its responsibilities. The Executive Council is made up of the Officers, the ALA Councilor, the PNLA representative, and elected representatives of each chapter, minichapters, roundtables, and committee chairs as voting members. The Executive Officer is also expected to attend. Committee Chairs and the AkLA Lobbyist are encouraged to attend when agenda items are pertinent to their responsibilities. The Council meetings regularly include the Ex-officio representatives from the Alaska State Library, the Newspoke editor, the AkLA Webmaster and the AkLA Historian. These positions are non-voting. Travel funds are available for the Newspoke editor and the AkLA Webmaster and the AkLA Historian. Any AkLA member is welcome to attend at their own cost.

A. Robert's Rules of Order governs procedures for the Association's meetings and activities.

B. Officers and Executive Council members are requested to read the section of the Handbook of Procedures and Policies on Committees for information on such items as annual reports, stationery, etc.

C. Newly elected officers assume their duties at the end of the annual business meeting.

D. Article V, Section 4 states: “A vacancy in any position on the Executive Board shall be filled through appointment by the Executive Council.” The position availability should be posted on the AkLA listserve as soon as it is know that there will be a vacancy. Nominations or applications to fill the vacancy should be made to members of the Executive Board who will establish a timeline for the review of the completed Candidate Biographical Data Information Forms. The Executive Board will make their recommendation to the full Executive Council for the final decision.

E. Each Executive Council/Board member, including Ex-officio members and shall receive a copy of The AkLAHandbook of Procedures and Policies.

F. Travel to the fall face-to-face meeting of the Executive Council is funded for the following offices: See Policy 66.

President  Immediate Past President
VP for Conference AkLA's Executive Officer
VP for Roundtables & Committees  Newspoke Editor (one co-editor)
Secretary  Committee Chairs
Treasurer  AkLA Webmaster
Chapter Representatives AkLA Historian
PNLA Representative Roundtable representatives
ALA Representative   

up arrowPresident

Article V, Section 1 describes the responsibilities of the President of AkLA. The President is elected for a one-year term and during the following year shall serve as the Immediate Past President.

In addition to these responsibilities are the following:

    1. Calls and coordinates Executive Council and Executive Board meetings and annual membership meetings.
    2. Develops and distributes the agendas for Executive Council, Executive Board and annual meetings to the full Executive Council, as well as other regular attendees. See Policy 74
    3. Requests that Executive Council members post their report of activities on the Executive Council Listserv so that they may be included in the official minutes prior to the scheduled meetings.
    4. Coordinates with the Vice-President for Conference on conference plans.
    5. Coordinates with the Vice-President for Roundtables and Committees.
    6. Serves as an officer of the Scholarship Fund and as a member of the Scholarship Committee.

The following is a tentative calendar for the President.

Transition duties:

January/February

  1. Coordinate with the current President on ongoing issues, the budget, legislative priorities, intellectual freedom concerns, etc.
  2. Solicit and recruit committee chairs in consultation with the current President and current Vice-President for Roundtables and Committees.
  3. The President shall identify and appoint a Parliamentarian for the organization. Attendance at the annual business meeting is expected and at any of the teleconference meetings, as needed.

March

  1. Attends the pre-conference Executive Council meeting with the other incoming officers.
  2. Assumes office of President after completion of the annual business meeting at conference. See Policy 3
  3. Conducts the Post-conference Executive Council Meeting. Appoints committee chairs, sets up a date and time for all the teleconferences and notifies all Executive Council members and regular attendees. Solicits their suggestions for agenda items. Asks all new board and council members to become familiar with the Handbook of Procedures and Policies, especially the duties and responsibilities of their position.
  4. The President sends letters to outgoing committee members expressing appreciation for their services.

April/May

  1. Sets and distributes the agenda for, then conducts May teleconference and reminds Executive Council/Board of next one.
  2. Prepares the President’s column for the next issue of The Newspoke.
  3. Coordinates with the Vice-President for Roundtables and Committees to fill out committee appointments.
  4. Works with host Chapter to secure a site with tentative dates for the annual conference beyond the next conference.
  5. Remind chapter chairs to survey their members regarding legislative priorities for the coming year.

June/July

  1. Prepares the President’s column for the next issue of The Newspoke in accordance with the editor’s deadline.
  2. Sets and distributes the agenda for, then conducts the July teleconference and reminds the Council of the dates fall face-to-face Executive Council meeting.
  3. The President adds to the July teleconference agenda an item to consider requests for additional funding of transportation costs for roundtable chairs, minichapters chairs, and committee chairs to the fall face-to-face Council meeting.

August/September

  1. Sets and distributes the agenda for, then conducts the fall face-to-face Executive Council meeting.
  2. In consultation with the treasurer helps prepare a proposed budget to present at the fall face-to-face meeting
  3. Reminds Council of the date and time for the November teleconference.
  4. Prepares the President’s column for the next issue of The Newspoke in accordance with the editor’s deadline.

October/November

  1. Writes the cover letter for the annual ballot. Follows up on the work of the nominating committee to select candidates.
  2. Sets and distributes the agenda for, then conducts the November teleconference.
  3. Reminds Council/Board of the date and time for the January teleconference.
  4. Schedules the Executive Council meetings at conference with the conference planners.
  5. Prepares the President’s column for the next issue of The Newspoke in accordance with the editor’s deadline.
  6. Coordinates with the Governmental Relations Committee an action plan for promoting AkLA’s legislative priorities.
  7. At this meeting request that the Council review unused grant funds which have a calendar year deadline and determine options.
  8. Writes letters of invitation to ALA and PNLA presidents to come to the AkLA annual conference.
  9. Checks status of conference plans with the Vice-President for Conferences.

December

  1. Writes the cover letter to be sent with the conference pre-registration packets.
  2. Prepares the President’s letter addressed to the State Legislators to be sent with the next issue of The Newspoke.
  3. Notifies all candidates (winners and losers) of election results.
  4. Checks status of conference plans with the Vice-President for Conferences.

January

  1. Sets and distributes the agenda for, then conducts the January teleconference. Notifies the Executive Council of the face-to-face meeting time at the upcoming annual conference.
  2. Checks status of conference plans with the Vice-President for Conferences.
  3. Participate on Conference Attendance Award Committee deliberations prior to the expiration of the early conference registration deadline.

February

  1. Reminds all Executive Council members of the need for a written report from them for distribution at the annual business meeting.
  2. Sets and distributes the agenda for Executive Council meetings at the conference. Invites the incoming Executive Council members to attend the meeting.
  3. Participates in the selection of the AkLA Scholarship recipient.
  4. Checks status of conference plans with the Vice-President for Conferences.

March

  1. Presides at the pre-conference Executive Council meeting.
  2. Schedules and conducts a meeting of the current and incoming Scholarship Fund officers to officially record the change of officers. Officers are the President, the Secretary, the Treasurer, the AkLA CE Committee Chair, and the State Library Coordinator doing CE.
  3. Prepares agenda for and presides at the annual business meeting. To facilitate resolutions and motions, the following phrase should be placed on the bottom of the annual business meeting agenda:

    4. “Please have all resolutions and motions ready in written form to be presented to the secretary at the time they are introduced from the floor. Please include the date, and the full name of the person introducing the motion or resolution and the intended recipient.”

  4. Arranges for Thank You Resolution to be presented at the annual business meeting.
  5. Presides at the opening reception and other appropriate conference sessions.
  6. Presents honorary memberships at conference.

After Conference

  1. Reviews President’s files, sending appropriate material to AkLA archives . See File Maintenance section of Handbook of Procedures and Policies) and the remainder to AkLA’s new president.
  2. After the conference works with the Secretary to see that resolutions passed at the annual meeting are distributed as appropriate. The President writes a cover letter to accompany each resolution. Writes a letter of congratulations to the persons who were granted honorary membership if they were not at conference to receive the award in person.

up arrowVice-President for Conference

Article V, Section 1 describes the responsibilities of the Vice-President for Conference of AkLA. 

  1. The main responsibility of the Vice-President is the planning of the annual conference. The Vice-President for Conference will be assisted by the Vice-President for Roundtables and Committees in the coordination of program content for the annual conference. The Vice-President for Conference will also coordinate other conference responsibilities with the Local Arrangements Committee. (See the Conference Planning Handbook for further information.)
  2. AkLA has conference planning handbooks; one for the Vice-President for Conference and one for the Local Arrangements Committee. Copies of both handbooks should accompany the files of the Vice-Presidential office and that of Local Arrangements Committee. In an effort to keep these conference planning handbooks up to date, the Vice-President for Conference should make written suggestions and ask the Local Arrangements Chair(s) to also make written suggestions, comments and recommendations immediately following the annual meeting. These should be put in the two copies of the handbook. These comments work out practically the charge of the 2/4/67 Executive Board meeting that: an oral report is made at the annual business meeting, including registration statistics and recommendations for future conferences.”
  3. Planning the annual conference is usually a yearlong task. During the summer immediately following the conference, the incoming Vice-President for Conference should lead an Executive Board discussion/evaluation of the past conference, and tentative thoughts for the upcoming one. At the Fall face-to-face Executive Council meeting, the Vice-President for Conference should give a rather detailed report including a draft to Executive Council on the progress of plans and solicit further in-put from the entire Council. At this meeting the Council should approve the conference fees including those for exhibitors.
  4. According to Policy 25 the conference will stand the Vice-President one round trip airfare to the conference site (if not in that person’s home town) to coordinate with the conference Local Arrangements committee. This trip should be early in the conference planning process; funds are not to be used for attendance at conference.
  5. After the conference review the Vice-President’s files, sending appropriate material to AkLA archives. See File Maintenance section of Handbook of Procedures and Policies and the remainder to AkLA’s new Vice-President for Conference.
  6. Perform the duties of the President in his or her absence.

up arrowVice-President for Roundtables and Committees

Article V, Section 1 describes the responsibilities of the Vice-President for Roundtable and Committees. This person is elected to a one-year term and during the following year shall serve as Vice-President for Conference.

  1. Works with the Roundtables and Committees in developing program sessions for the annual conference in conjunction with the Vice-President for Conference.
  2. Begins work on selection of conference theme, dates and site for the following annual conference.
  3. Assist Committee Chairs in soliciting suggestions for committee members from Chapter representatives.
  4. Checks with Executive Officer to make sure committee members being appointed are AkLA members.
  5. The Vice-President for Roundtables and Committees also advises the outgoing committee chairs of the address of the new committee chairs so that the committee’s files and the Handbook of Procedures and Policies can be sent to the new chair.
  6. Solicits from committee chairs information on money needs for roundtable and committee projects for the coming year for the next year’s budgetary planning process.
  7. Shall remind Roundtable and Committee chairs of the opportunity to request additional funding of transportation costs to the fall face-to-face Executive Council meeting.
  8. Notifies the Continuing Education Committee Chair about the money available for the travel grants and asks the committee to select the recipient.

up arrowSecretary
A Secretary is specified under Article V, Section 1. The Secretary is elected for a two-year term.

To amplify the responsibilities specified in the bylaws, the following is procedure.

  1. The Secretary arranges to have a tape recorder and tapes available at all Executive Council/Board and annual meetings. After the tapes have been used to prepare the minutes, they should be sent to the AkLA archives on an annual. The Secretary can request funds from the Treasurer to buy tapes.
  2. The Secretary in preparing the minutes following each Executive Council meeting shall highlight policies decisions for inclusion in the list of official policies of the Association. The Secretary sends a copy of the minutes to the members of the Executive Council on the Executive Council Listserv. The minutes shall be approved at the following meeting. After approval of the minutes which will include all reports posted by Executive council members prior to the meeting will be posted on the AkLA website. A paper copy would also be printed for the Secretary’s official files.
  3. The Secretary sends all resolutions (See Sample Resolution Form in the Forms section of the Handbook of Procedures and Policies) passed at AkLA meetings to the appropriate persons to whom they are addressed, with one copy to the AkLA President and one copy to the AkLA archives. The resolutions should be accompanied by a cover letter from the AkLA President.
  4. Under Elections in the Handbook of Procedures and Policies read about the Secretary’s responsibilities.
  5. If it is the year when a new Secretary is elected, the outgoing Secretary does the minutes of the annual meeting and the Executive Council meetings. A template for stationery is available from the Executive Officer for official correspondence.
  6. At the end of a the term, reviews the Secretary’s files, sending appropriate material to AkLA archives (See File Maintenance section of Handbook of Procedures and Policies) and the remainder to AkLA’s new Secretary.
  7. The Secretary also serves as an officer of the Scholarship Fund.
  8. The Secretary coordinates handbook changes with the Executive Officer who does the actual editing and distribution. Most changes come from decisions reported in the minutes and policies passed by the Board.

up arrowTreasurer
A treasurer is specified in Article V, Section 1. The treasurer is elected to a two- year term. The following are the responsibilities and procedural routines of the Treasurer:

  1. The Treasurer is responsible for tracking all finances of the projects of the Association. This includes grant and contract monies for projects being managed by designated AkLA members.
  2. The Treasurer is authorized to use his/her discretion dependent upon the cash flow needs of the Association to place funds in either an interest bearing account or certificate of deposit. See Policy 29.
  3. The Treasurer collects dues and sends out the membership receipt letter. The Treasurer forwards new membership and renewal information to the Executive Officer to be included in the official membership files. It is the Treasurer’s responsibility to make sure all signature cards for the AkLA bank accounts are current.
  4. The Treasurer prepares the Association’s financial reports for each Executive Council meeting.
  5. Earned interest on the times deposit should be put regularly into the budget as income when it becomes available, with the exception of the interest from the Scholarship Fund which is disbursed as part of the annual Scholarship Award.
  6. Unprecedented requests for payment from ALA should be discussed with the ALA representative. (Executive Board meeting minutes, Sept. 21, 1986)
  7. The Treasurer also serves as an officer of the Scholarship Fund.

Calendar (Treasurer)

January

  1. Prepare a final copy of the new budget that reflects all projected expenditures, payments, interest earned, and the actual carry forward amount. The budget for the calendar year will be officially adopted at the first teleconference of the Executive Council for the year.
  2. Request from all Chapter, Roundtable, and Committee chairs their Financial Reports for the previous year. See Financial Form section of the Handbook of Procedures and Policies.

February

  1. File Form 1096 and 1099-MISC with the IRS by the last day of the month.
  2. Follow up on Chapter, Roundtable, and Committee financial reports not received.

March

  1. The Treasurer prepares an annual Treasurer’s report for the membership and provides sufficient copies for conference attendees. The report for the annual business meeting should contain the budget for the past full fiscal year (January 1 through December 31 before the annual meeting) as well as the current budget and its status for the fiscal year in which the conference is held.
  2. During the annual conference the Treasurer makes arrangements to accept dues, usually by personnel at the registration desk.
  3. The IRS Return of Organization Exempt from Income Tax Form 990 must be filed by May 15 of each year if the gross receipts exceeded $25,000. Four copies are needed. The original is sent to the IRS, one copy is sent to the state office listed above, one copy is kept in the Treasurer’s file and one copy is sent to the AkLA President.

April/May

  1. The deadline for the IRS report is May 15. If not filed prior to this date, daily fines are imposed.
  2. At the May teleconference reports on any unused State Library Grants funds and asks the Executive Council to determine an appropriate course of action. This may be direct the appropriate person to write to the State Library for permission to extend the deadline or reallocate the funds, if needed.

June

  1. The Nonprofit Biennial Report form for the State of Alaska must be completed and mailed to the Department of Commerce and Economic Development in even numbered years for the Association, and in odd numbered years for the Scholarship Fund. This report is required of all nonprofit corporations and covers the period ending June 30.

    2. Biennial reports are due by July 2 and are delinquent August 1.

  2. The forms are mailed from the state to the last “registered agent”, which may be the previous Treasurer. Copies of the form can be obtained by calling the above office.

August/September

The Treasurer, in consultation with the President prepares a Proposed Budget for the fall face-to-face meeting. When the draft budget has been approved by the Executive Council, it is published in the next issue of the Newspoke. It will be posted on the AkLA website and announced on AkLA-L.

November

At the November teleconference, the Treasurer reports on unspent grant funds that have a calendar year deadline and asks the Executive Council to determine options.

At the End of the Treasurer's Term

  1. If the Treasurer’s financial records have not been reviewed annually by an auditor, in January before the end of the Treasurer’s term the Executive Council will request a Financial Review of the records and direct the Treasurer to have this accomplished prior to transferring the records to the new Treasurer immediately after conference.
  2. After the conference (when the outgoing Treasurer’s term has expired), the outgoing Treasurer sorts the files and determines which files should be sent to the new Treasurer and which files can be sent to the AkLA archives.

Reports to the Internal Revenue Service

Copies of any needed IRS forms may be obtained by calling 1 800-TAX-FORM (1-800-829-3676). Forms for nonprofit corporations are not distributed to public libraries, as are forms for personal use. Also, since these are multi-part forms they cannot be downloaded from the IRS Web Site.

Chapters, Roundtables, and Committees are included in AkLA’s “group return.” AkASL has its own nonprofit Taxpayer Identification Number and does not need to transmit a Financial Report to the AkLA Treasurer, and are not included on Form 990.

Form 1099-MISC

The Form 1099-MISC reports "payments for services performed for a trade or business by people not treated as employees, e.g. fees to subcontractors ..."

Form 1099-MISC, Statement for Recipients of Miscellaneous Income, must be filed by the last day of February with IRS if any unit of AkLA made payments of $600 or more for fees, commissions, or other forms of compensation to persons not treated as AkLA employees for services rendered in "your trade or business;" Nonemployee compensation is a fee paid to a nonemployee and travel reimbursement for which the nonemployee did not account to the payer, if the fee and reimbursement aggregate at least $600. 

Example: a corporation paid Dr. Williams, who is not an employee of the corporation $500 to give a speech on alcoholism to the corporation's employees. The corporation also gave Dr. Williams reimbursement of $150 for travel expenses. Dr. Williams did not account to the corporation for the traveling expenses. The corporation must report $650 on Form 1099-MISC.
(If Dr. Williams had accounted to the corporation for his traveling expenses, Form 1099-MISC would not be required.)

Required format:

  • Do not cut or separate the forms that are three to a page.
  • No photocopies are allowable.
  • Do not fold, staple, tear, or tape any of the forms.
  • The Social Security Number or Taxpayer Identification Number must be included on the form or the recipient is subject to a 20% withholding on the payments.

Form 1099-MISC is completed in triplicate:

  1. Copy A is sent to the IRS, along with Form 1096. Three copies of Form 1099-MISC are on a single sheet so that as many as three payments may be recorded of the top copy.
  2. Copy B is sent to the recipient of the funds by the AkLA Treasurer. 
  3. Copy C is retained in the Treasurer's files. 

Form 1096

Form 1096 is used to transmit Form 1099 to the IRS. Reported on this form:

  1. The number of 1099 reports being transmitted.
  2. The total amount of payments reported on the 1099-MISC forms.
  3. Address of the Association, Federal Employer Identification Number, etc.

Form 990

Form 990 is used by tax-exempt organizations ... File Form 990 by the 15th day of the 5th month after your accounting period ends, i.e. May 15th.

Other IRS Information

A 501 (c) (3) organization "is not required to file Schedule A if its gross receipts are normally $25,000 or less."

"You should have only Federal Employer Identification Number", AkLA's number is available from the AkLA Executive Officer. It is used by AkLA chapters, roundtables that establish separate bank accounts under the nonprofit status of the Association.

up arrowALA Representative

The ALA Chapter Councilor is a liaison person between AkLA and ALA – and serves as an ALA Councilor. Article VIII, Section 1 describes this position. Election of the ALA Chapter Councilor is described under Elections. An ALA Chapter Councilor may serve no more than two terms according to Policy 67. Each term is for three years.

ALA Chapter Councilor responsibilities to AkLA:

  1. Attends ALA Midwinter meeting and ALA Summer Conference, representing AkLA at the ALA Council meetings.
  2. Prepares an annual report of ALA activities for the AkLA annual conference.
  3. At end of term, send appropriate materials in ALA Chapter Councilor’s files to the next Councilor and to the AkLA archives.
  4. Attends ALA conference sessions appropriate to AkLA’s interests, such as Chapter Caucus, Chapter Relations Committee, state association directors, membership and legislation committee meetings. This might vary from year to year. For example, AkLA might have a need for information on copyright and newspaper indexing one year and on continuing education the following year. Participates actively in the Chapter Caucus.
  5. During ALA Council meetings, an agenda item is the report of ALA Legislation Committee. At this time chapters can present the checks from their state associations in support of the ALA Washington Office. The AkLA Treasurer normally sends this check directly to Washington. However, the ALA Councilor could make arrangements to present the donation orally if they wanted to by telling the AkLA Treasurer.

ALA Chapter Councilor responsibilities to ALA:

  1. Represents ALA by sitting on the AkLA Executive Council and Executive Board, attending council and board meetings and reporting at each council and board meeting about ALA activities.
  2. Promotes and disseminates information throughout the year about ALA activities appropriate to the State and Association. This includes:
    a. Workshops and training sessions.
    b. Assists ALA membership Chair in ALA membership mail-outs and displays.
    c. Acts as state correspondence for the annual ALAYearbook, or arranges for a correspondent.
  3. Notifies the ALA Chapter Relations Office each year of the names of the new AkLA Officers.

Travel expenses for ALA Chapter Councilor to attend ALA Meetings.

  1. For attendance at ALA Midwinter and summer meetings, AkLA budgets an amount yearly for the travel of the ALA Chapter Councilor. This amount may vary depending on AkLA’s budget. The ALA Chapter Councilor must follow AkLA policy of using advance purchase airfare at lowest cost. Any extra travel costs must be carried by the Councilor. See Policy 22
  2. The AkLA budget year is based on the calendar year, while the ALA Chapter Councilor term is July-July.

Attendance at the AkLA Council/Board meetings in the election year summer

  1. With AkLA elections in the spring and the term of office for the ALA Chapter Councilor beginning immediately following the annual ALA conference, there will be AkLA Executive Council/Board meetings between the term of office for AkLA and the time the incoming ALA Chapter Councilor is actually seated at ALA midwinter conference. Although the incoming Councilor should be encouraged to attend as many AkLA Executive/Board meetings as possible following the election, these would be as an observer and at the incoming Councilor’s own expense.
  2. The incoming ALA Chapter Councilor is officially seated on the AkLA Executive Council and Executive Board at the first meeting following the annual ALA summer Conference.

Further information

Please refer to the Handbook of Procedures and Policies section on Affiliations for more information of AkLA’s chapter status and affiliation with ALA. A sample job description found at www.ala.org/cro/state_samplejob_main.html for ALA Chapter Councilor was approved by the ALA Chapter Relations Committee in January 2000. This gives more detailed information regarding ALA’s expectations for the position.

up arrowPNLA Representative

Article VIII, Section 2 states the responsibilities of the PNLA representative. The PNLA Representative may serve no more than two terms according to Policy 67. The term of office is two years.

PNLA Representative responsibilities to AkLA

  1. Represents AkLA by sitting on the PNLA Board of Directors, attending Board meetings and being the liaison person between the two Associations.
  2. Notifies the PNLA Treasurer of change of address of AkLA Treasurer at election time. (The name of the AkLA Treasurer is included in the Association’s name in the PNLA membership list.)
  3. Carries nominations from AkLA Executive Council to PNLA Board for honorary life members in PNLA.
  4. Prepares an annual report for AkLA membership at time of annual conference. One copy of this report should be sent to the PNLA President.
  5. At end of term sends appropriate materials in PNLA Representative’s files to the next representative and to the AkLA archives.
PNLA Representative responsibilities to PNLA
  1. Represents PNLA by sitting on the AkLA Executive Council and Executive Board, attending council and board meetings, and reporting a t each council and board meeting about PNLA activities.
  2. Notifies Newspoke editor of changes in office of PNLA President and the PNLA Quarterly editor. Both of these people receive complimentary copies of Newspoke.
  3. Suggest Alaskan candidates for various PNLA committees (such as nominating and bibliographic) when requested to do so by PNLA.
  4. Acts as membership committee for PNLA in Alaska. The list of current members of PNLA in Alaska is available from the PNLA Treasurer/membership Chair, and also appears in the winter issue of PNLA Quarterly. Membership brochures are also available from the PNLA Treasurer. This person can also inform the AkLA representative of delinquent dues paying members.
  5. Prepares a yearly report of AkLA Chapter activities for inclusion in the conference issue of PNLA Quarterly. Additionally, one copy each should be sent to the AkLA President and to the AkLA archives.
  6. Prepares a written report of AkLA activities for each PNLA Board meeting to give to the PNLA Secretary. The PNLA Representative will then be asked to summarize verbally or comment upon the highlights of reports submitted to the PNLA Board during AkLA council and board meetings.
  7. Contribute Alaska news items for each PNLA Quarterly issue.

Attendance at the AkLA Board/Council Meeting in the election year summer

With AkLA elections in the spring and the PNLA Representative term beginning in August there will usually be one AkLA Board/Council meeting between the annual conference and the time the new representative begins to serve as the PNLA Representative and on the AkLA Council/Board. The incoming PNLA Representative should be encouraged and invited to attend that summer Council/Board meeting of AkLA, since the newly elected representative does not officially sit on the AkLA Executive Council/Board until August.

Travel expenses for PNLA Representative to Meetings
  1. As a member of the AkLA Executive Council/Board, travel expenses are covered for the PNLA Representative as it is for other Council/Board members.
  2. AkLA budgets an amount yearly for the travel of the PNLA representative to PNLA Board meetings and the annual PNLA conference. The amount budgeted may vary from year to year. The representative must carry any extra travel costs not covered by AkLA or PNLA. See Policy 22.
  3. The AkLA budget year is based on the calendar, while the PNLA representative term in August-August. The AkLA monies for PNLA travel should be used in the election year by the representative who serves from January to August.

Further information:

Please refer to the Handbook of Procedures and Policies section on Affiliations for more information of AkLA’s chapter status and affiliation with PNLA.

up arrowChapter Representatives to Executive Council (Contact Chapter Reps)

Article VI, Section 3 states that each chapter “shall elect a representative to serve a one-year term on the Executive Council.” That person must be a personal member of AkLA and is often, but not necessarily always, the Chapter Chair.

The role of the chapter representative to the Executive Council is a vital one, because this person provides the official link from the chapter to the state Association and from the state Association to the chapter.

New Chapter representatives will receive orientation to Executive Council responsibilities and activities at the annual AkLA Conference.

Responsibilities of the Representative

  1. Represent the chapter at Executive Council meetings that are held at the annual conference in March and in Anchorage in the fall. Travel to the fall meeting is funded in AkLA’s budget for those who attend the entire meeting. A substitute may be sent if the chapter representative cannot attend the meeting. Chapter representatives should also attend the Executive Council teleconferences.
  2. Forward Financial reports including photocopies of both sides of the December bank statement to the AkLA Treasurer by January 20 to be included in the annual report to the IRS. If the chapter pays someone over $600 for a service, the representative must also submit an IRS W-9 form to the AkLA Treasurer IMMEDIATELY.
  3. Post to the AkLA Executive Board Listserv a report of chapters activities and plans since the last Executive Council meeting. The President may call for this report to be given orally at Council meetings. The Secretary will include it in the minutes of the meeting.
  4. In March, at conference, the representative should be prepared to recommend names of chapter members to serve on state committees.
  5. Maintain chapter business files and deposit the non-current ones in either the AkLA archives or a local repository on a regular basis.
  6. Report in some detail to the chapter members at the meeting following an Executive Council meeting so that chapter members will be well informed on state activities.
  7. Promote AkLA membership in the Chapter in cooperation with the State Association’s membership committee. Chapter members are not required to belong to AkLA, but should be encouraged to do so for a stronger Association.
  8. Coordinate AkLA projects being worked on in the representative’s chapter.
  9. Assure that the chapter’s written annual report is presented at the Conference Executive Council meeting and at the Conference business meeting.

up arrowMinichapters Representative to Executive Council (Contact Minichapter Reps)

Article VI, Sections 5 provides for minichapters. These chapters can be formed by seven members but do not have full chapter status.

Responsibilities of the Representative

  1. Represent the minichapters at Executive Council meetings. Travel to the fall meeting is funded in AkLA’s budget for those who attend the entire meeting. A substitute may be sent if the minichapter representative cannot attend the meeting. Minichapter representatives should also attend the Executive Council teleconferences.
  2. Forward Financial reports including photocopies of both sides of the December bank statement to the AkLA Treasurer by January 20 to be included in the annual report to the IRS. If the minichapters pays someone over $600 for a service, the representative must also submit an IRS W-9 form to the AkLA Treasurer IMMEDIATELY.
  3. Post to the AkLA Executive Board Listserv a report of minichapters activities and plans since the last Executive Council meeting. The President may call for this report to be given orally at Council meetings. The Secretary will include it in the minutes of the meeting.
  4. In March, at conference, the representative should be prepared to recommend names of minichapters members willing to serve on state committees.
  5. Maintain minichapters business files and deposit the non-current ones in either the AkLA archives or a local repository on a regular basis.
  6. Report in some detail to the minichapters members at the meeting following an Executive Council meeting so that minichapters members will be well informed on state activities.
  7. Promote AkLA membership in the minichapters in cooperation with the State Association’s membership committee. Minichapters members are not required to belong to AkLA, but should be encouraged to do so for a stronger Association.
  8. Coordinate AkLA projects being worked on in the representative’s minichapters.
  9. Assure that the minichapter’s written annual report is presented at the Conference Executive Council meeting and at the Conference business meeting.

up arrowRoundtable Representative to Executive Council (Contact Roundtable Reps)

Article VI, Section 4 states that “The Association may recognize roundtables, which shall be established by vote of the Executive Council upon petition of at least seven AkLA members sharing a common interest in type of library or library service. At least 40% of the members of the roundtable must be members of AkLA.”

Responsibilities of the Representative

  1. Represent the roundtable at Executive Council meetings. Travel to the fall meeting is funded in AkLA’s budget for those who attend the entire meeting. A substitute may be sent if the roundtable representative cannot attend the meeting. Roundtable representatives should also attend the Executive Council teleconferences.
  2. Forward Financial reports including photocopies of both sides of the December bank statement to the AkLA Treasurer by January 20 to be included in the annual report to the IRS. If the roundtable pays someone over $600 for a service, the representative must also submit an IRS W-9 form to the AkLA Treasurer IMMEDIATELY.
  3. Post to the AkLA Executive Board Listserv a report of minichapters activities and plans since the last Executive Council meeting. The President may call for this report to be given orally at Council meetings. The Secretary will include it in the minutes of the meeting.
  4. Maintain roundtable business files and deposit the non-current ones in the AkLA archives on a regular basis.
  5. Report in some detail to the roundtable members at the meeting following an Executive Council meeting so that roundtable members will be well informed on state activities.
  6. Coordinate those AkLA projects that would interest roundtable members.
  7. Request a list of librarians working in the state that are eligible to be in the roundtable from the Executive Officer. Use the list to help monitor and promote state AkLA membership among the group.
  8. Assure that the roundtable’s written annual report is presented at the Conference Executive Council meeting and at the Conference business meeting.

up arrowEx-Officio Members of the Executive Council (Contact Ex-Officio Members )

Immediate Past President

The one-year term for the Immediate Past President commences after the business meeting at the March conference and continues until the following March.

Responsibilities of the Immediate Past President

  1. Represents AkLA on the Governor’s Advisory Council on Libraries. The Immediate Past President should give an oral report on AkLA activities at each meeting of the Council. (Minutes 5/25/71 and 6/11/77). See Policy 11.
  2. Serves as an ex-officio members of the Executive Council. The position is one of advising about what has gone on before, providing coordination for the activities of the new Council/Board, and providing continuity into the next year.
  3. Serves as Awards Committee Chair for the following conference. Plans and designs distribution of awards at the Conference; chooses and obtains the actual awards (letter, certificate or a gift, honorary membership pin) which are paid from the AkLA Committee budget. Currently the awards committee covers: honorary memberships, outgoing officers, scholarship recipients, the Audrey P. Kolb Public Library award, the library advocacy award, the Alaskana award and the travel grant awards. The Past President, however, is not involved in choosing the recipients of the awards.
  4. Serves as Chair, Nominating Committee.

Calendar (Immediate Past President)

Generally: attends meetings of and participates in the Governors Advisory Committee on Libraries, attends meetings of and participates in AkLA Executive Council.

[Timetable for nominating committee activities needs to be incorporated]

March

  1. Assumes office of Past President from the Presidency after completion of General Membership Meeting at Annual Conference.

August

  1. Coordinate with the Conference Planner regarding the timing of presentation of awards at conference.
  2. Submits to AkLA Treasurer the budget request for funds for the various Awards.

October/November

  1. Contacts all awards grantors regarding their awards, to begin coordinating the presentation or recognition of award winners at the conference.
  2. Initiates requests through E-Council for nominees for Honorary Membership.

December/January

  1. Continues coordination with award grantors.
  2. Initiates vote on honorary membership at January AkLA E-Board meeting.
  3. Orders pins to be presented to the new honorary members.

February

  1. Prepares brochure of awards and awardees for distribution at conference.
  2. Purchases a gift for the Conference Chair.
  3. Prepares the certificates for Board/Council members.

March

  1. Distributes brochure of awards and award recipients at the Awards function.
  2. Hosts Awards function and announces names of award recipients.
  3. Provides the editor of Newspoke with copy listing the awards, names and biographical information and arrange for pictures for publication.
  4. Turns over any pertinent folders to new Immediate Past President.


AkLA Historian, AKLA Webmaster, Newspoke Editor

Since The AkLA Historian, the AkLA Webmaster and the Newspoke Editor have the responsibility of interpreting the AkLA actions and activities for the present and for the future via the association’s publications, they are invited to participate in all of the Executive Council meetings and should receive copies of all Executive Council documents. These Ex-officio members shall be able to submit items for all Executive Council meetings. Travel funds will be provided for their attendance at the fall Face-to-Face Executive Council meeting.

up arrowExecutive Officer

In January 1990 AkLA Executive Council approved the job description and contracted for the services of an Executive Secretary. The Executive Secretary attends all Board and Council meetings. In November 1999 the AkLA Executive Council approved a new job description and a change in the name from Executive Secretary to Executive Officer.

The Executive Officer is responsible to the President and to the Executive Board of the Alaska Library Association for activities in the areas listed.

The Executive Officer shall receive an honorarium, which shall be paid in regular installments, the amount and frequency to be determined annually by the Executive Council and the Executive Officer.

Supplies, communication, and travel costs for the Executive Officer shall be included in the Association budget.

Reimbursement of expenses for Association related travel shall be at actual cost for transportation, meals, lodging, and registration fees.

General Responsibilities

  1. Attends all meetings of the Executive Board and the Executive Council as a non-voting member. Voting rights are retained for all issues determined by the general membership.
  2. Maintains the permanent address for the Association, with the exception of the Treasurer, and route materials to the appropriate officers and members.
  3. Provides orientation to the Association for new Executive Board and Executive Council members on a regular basis, and other mentoring as requested.
  4. Maintains the AkLA-L electronic discussion list.
  5. Represents the Association at meetings of related organizations as directed by the Executive board.
  6. In conjunction with the AkLA Historian acts as Liaison for AkLA in the deposit of Association records in the University Archives, Rasmuson Library, University of Alaska Fairbanks.
  7. May maintain a Petty Cash fund with appropriate documentation and provide the Treasurer with an accounting at the end of the fiscal year and whenever requesting additional funds.

Secretarial Responsibilities

  1. Maintains and updates, with the Secretary and the Webmaster, the Handbook of Procedures and Policies, and the bylaws on tools provided by the Association. Monitors and identifies new policies from the minutes. Therefore, the online version of the handbook should be current at all times during the year.
  2. Obtains the names of Chapter officers, committee members and maintain these in a database.
  3. Notifies American Library Association headquarters of the name of the newly elected or appointed ALA Councilor.
  4. Notifies professional journals and appropriate web sites of the dates, location and name of the Local Arrangements Chair for the annual conference.
Membership Responsibilities
  1. Maintains current membership records, including categories of members.
  2. Annually deposits a membership list and a summary of number of members in each category and Chapter in the archives.
  3. Sends out the annual membership renewal forms.
  4. Provides mailing labels, as needed, to Committees, Chapters, Roundtables, the Executive Council, the State Library, and to the Conference Committee.
  5. Provides membership lists based on the areas of interest filled out by members on their annual membership forms to the appropriate Committee, Chapter, Roundtable Chairs and the AkLA Executive Board on a regular basis.
  6. Send to the Local Arrangements Chair a list of Individual, Institutional, and Commercial members. Current members of the Association receive a discount on their registration fee for the annual conference. The list of Individual and Institutional members is to be given to the Registration Chair. The list of Commercial members is given to the Exhibits Chair.
  7. Annually request membership lists from ALA and PNLA of those members living within Alaska. Copies will then be forwarded to the Conference Planners, the Membership Committee and the ALA and PNLA representatives.

Publication Respoinsibilities

  1. Edits, publishes, and distributes the Alaska Library Directory annually.
  2. Collects receipts and mails the Alaska Library Directory to non-members.
  3. If a person joins AkLA after the annual mailing of the Alaska Library Directory the Executive Officer will send a copy of the Directory and a new member packet to the new member.
  4. Provides paper copies of the Handbook of Procedures and Policies to all members of the Executive Council even if they have access to the AkLA Website.
  5. Annually send two paper copies of the Handbook of Procedures and Policies to the Elmer E. Rasmuson Library, University of Alaska Fairbanks. One copy to the Bibliographic Access Management Dept. for inclusion in the collection as a circulating copy and the other copy to The Archives as part of the AkLA Archives.

Annual Conference Responsibilities

  1. Attends the annual conference and assist the officers and members as needed.
  2. Organizes in conjunction with the incoming AkLA President, an orientation session, at the end of the conference, for the new officers and members of the Executive Council.
  3. Immediately after the annual meeting, prepares a list of the current year Executive Council members and ex-officio members which includes their name, address, work and home phone numbers and position with the Association. Note that the PNLA and ALA representatives have term expirations other than the AkLA annual membership meeting.

up arrow Regularly Invited Guest to Executive Council/Board Meetings

State Library Director

The cooperation with and coordination between the State Library and AkLA is a vital one for the wise and well-planned development of support for Alaskan librarians and libraries. It is most advantageous to have the State Librarian, or a designated representative, attend the Executive Council/Board meetings to facilitate this coordination.

Notices of scheduled Executive Council/Board meetings, and any background papers being distributed to Executive Council/Board members, should also be sent to the State Librarian. That person should also have an opportunity to make agenda items; the State Librarian will also give a report at the meeting on happenings at the State Library. See Policy 30.

up arrow Back to Top

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