AkLA Handbook Section VIII:1
Policies
Updated: Monday, 08-May-2006 18:17:40 MDT
Revised July, 2001
1. Only members in good standing shall receive ballots or be allowed to vote.
Minutes April 7, 1962, Annual meeting
2. The travel expenses of the AkLA President to the annual conference may be paid by the Association from the statewide travel funds.
Minutes April 27, 1963, Annual meeting: Revised September 26, 1999, Executive Council meeting
3. The new officers are installed after the annual business meeting.
Minutes October 16, 1966, Executive Board meeting
4. AkLA endorses the ALA Bill of Rights.
Minutes March 19, 1966, Annual meeting
5. The local arrangements committee for conference makes a written report, including registration statistics and recommendations for further conferences to the Executive Council at the meeting following conference.
Minutes February 4, 1967, Executive Board meeting
6. It is resolved that AkLA, representing public, special, college and university, and school librarians, endorses the budgets requested by local boards of education for the maintenance and further development of school library programs within their districts.
Minutes March 18, 1967, Annual meeting
7. Conference sites are rotated among Anchorage, Fairbanks and Juneau, and that the conference shall be held every fourth year at a community other than these three.
Adopted after Whitehorse, Annual conference 1972
8. The acronym AkLA shall be used for the Alaska Library Association.
Minutes March 9, 1969, Executive Board meeting
9. The Public Relations Committee is responsible for handling the arrangements and publicity for National Library Week.
Minutes June 20, 1970, Executive Board meeting: Revised September 2000.
10. The Alaska Interlibrary Loan Code is adopted.
Minutes March 20, 1971, Annual meeting
11. The immediate Past President of AkLA shall be its representative on the Governor's Advisory Council on Libraries. If the immediate Past President is unable to attend, the current President will attend in his/her place.
Minutes March 1987, Annual meeting: Revised September 21-22, 1990 Executive Council meeting
12. Those who submit pre-registration monies for the annual conference and are unable to attend, shall be responsible for applying for reimbursement. The conference committee must be notified by the first day of the conference. Any requests for refunds without the prior notification shall be decided by the conference chairperson.
Minutes May 22, 1972, Executive Board meeting: Minutes February 14, 1973, Executive Board meeting
13. A file is maintained at the State Library of library workshop material (including audiovisuals) for statewide use, and chapter presidents and workshop coordinators are to send copies of their material to the State Library for inclusion in that file.
Minutes May 22, 1972, Executive Board meeting
14. The Association to endorses the concept behind statewide newspaper indexing.
Minutes November 17, 1972, Executive Board meeting
15. Conference Attendance Awards shall be given to rural library staff or volunteers to attend AkLA's annual conferences, and the funds available shall be used by librarians in the region the conference is being held. Determination of the recipient is delegated to the Continuing Education Committee. The Conference Attendance Award is an honor with registration fee waived and a grant awarded for travel and housing. (Formerly Policy 49)
Minutes November 17, 1972, Executive Board meeting: Merged September 26, 1999, Executive Council meeting
16. The travel portion of the budget shall be delineated into general categories.
Minutes February 14, 1973, Executive Board meeting
17. If AkLA wants to initiate legislation it shall be done through the Executive Council. Committees wishing to initiate legislation shall submit their request to the Council.
Minutes May 29, 1973, Executive Board meeting: Revised September 26, 1999, Executive Council meeting
18. No grant proposals may be entered into without the permission of the Executive Board (see also Policy 64)
Minutes June 11, 1973, Executive Board meeting
19. Dues for new members paid after September 1 shall be good for the coming calendar year.
Minutes October 14, 1973, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
20. AkLA supports the concept of travel grants to conference. (see also Policy 15)
Minutes October 14, 1973, Executive Board meeting
21. AkLA endorses the statewide use of the Alaska Interlibrary loan manual which embodies the intent of the State Code.
Minutes March 8, 1974, Annual meeting
22. AkLA shall furnish at least the airfare for one trip by the PNLA Representative and one trip by the ALA Representative per calendar year to participate in the Association meetings.
Minutes June 10, 1974, Executive Board meeting
23. All arrangements for conference, such as fees, shall be made in writing.
Minutes June 10, 1974, Executive Board meeting
24. The term of office shall be spelled out on the election ballot.
Minutes June 10, 1974, Executive Board meeting
25. The Vice-President shall be given travel expenses to visit the conference site in advance of the conference from the conference balance.
Minutes September 27, 1974, Executive Board meeting: Minutes March 2, 1975, Executive Board meeting: Revised September 26, 1999, Executive Council meeting
26. The number one priority for The Sourdough shall be to report on current news of the Association of interest to individuals in the state, including but not limited to programs in progress, new publications, etc.
Minutes October 6, 1975, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
27. AkLA endorses the statement of purpose drawn up for the Association's journal.
Minutes October 6, 1975, Executive Board meeting: Retired September 26,1999, Executive Council meeting
28. The Membership Committee shall recruit exhibitors on the annual conference mailing list to become commercial members of AkLA.
Minutes October 6, 1975, Executive Board meeting
29. The Treasurer is authorized to use the Treasurer's discretion to place funds in either an interest bearing account or a certificate of deposit.
Minutes June 5, 1976, Executive Board meeting
30. The Director of State Libraries or the Director's representative shall be invited to attend all Executive Council meetings.
Minutes June 5, 1976, Executive Board meeting: Revised September 26, 1999, Executive Council meeting
31. The nominating committee must have at least one person from each geographic area.
Minutes June 5, 1976, Executive Board meeting
32. Both the President and the Treasurer shall sign any contracts entered into by the Association.
Minutes October 9, 1976, Executive Board meeting
33. The Executive Board shall set exhibitors' fees for the coming conference no later than the Fall face-to-face meeting.
Minutes April 4, 1977, Executive Board meeting: Revised September 26, 1999, Executive Council meeting
34. The Association endorses the Joint Statement on Faculty Status of College and University Librarians.
Minutes April 6, 1977, Annual meeting
35. Library displays at conference shall not be charged an exhibitors' fee. (Subject to space available according to Policy 59).
Minutes June 11, 1977, Executive Board meeting
36. Any list of names developed within AkLA shall be available to members of the library profession.
Minutes June 11, 1977, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
37. Each chapter shall take a turn at updating the annual Alaska Library Directory.
Minutes June 11, 1977, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
38. AkLA opposes any charges for use of films or other library materials in our library network.
Minutes March 10, 1974, Annual meeting: Retired September 26, 1999, Executive Council meeting
39. The January issue of The Sourdough shall be sent to each State Legislator and to the Alaska representatives to the U. S. Congress.
Minutes September 27, 1974, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
40. The permanent address of the Association shall be a post office box in Fairbanks.
Minutes May 25, 1971, Executive Board meeting: Revised, September 2000
41. Each conference shall be evaluated.
Minutes June 11, 1977, Executive Board meeting: Revised, September 26, 1999, Executive Council meeting
42. All persons appointed to AkLA statewide committees must be members of the state association.
Minutes October 8, 1977, Executive Board meeting
43. AkLA endorses the Handbook of Procedures and Policies.
Minutes October 8, 1977, Executive Board meeting
44. AkLA endorses the Library/Information Literacy Standards published in: Alaska Standards: Content and Performance Standards for Alaska Students, which was adopted by reference into the Alaska Administrative Code in December 1999.
Minutes March 22, 1978, Annual meeting: Revised, September 2000
45. Exhibits at library conferences of AkLA are limited to those directly library related.
Minutes June 3, 1978, Executive Board meeting
46. A copy of the new Alaska Library Directory shall be distributed to exhibitors at the annual conference.
Minutes June 2, 1979, Executive Board meeting: Retired, September 26, 1999, Executive Council meeting
47. The Executive Council sets legislative priorities.
Minutes October 9, 1980, Executive Board meeting: Revised, September 26, 1999, Executive Council meeting
48. The Association supports Authors to Alaska.
Minutes August 18, 1981, Executive Board meeting
49. The Conference Attendance Award is an honor with registration fee waived and a grant awarded for travel and housing.
Minutes October 17-18, 1981, Executive Board meeting: Merged with Policy 15, September 26, 1999, Executive Council meeting
50. AkLA's membership mailing labels shall not be sold.
Minutes August 18, 1982, Executive Board meeting
51. The Alaska Library Directory can be sold.
Minutes August 18, 1982, Executive Board meeting
52. AkLA shall pay the transportation to the AkLA Annual conference for the Newspoke editor and waive the registration fee.
Minutes October 2, 1982, Executive Board meeting
53. The mileage rate to attend E-Council meetings shall be set by the Executive Council. Mileage rates or mileage for transportation shall be paid at the state government rate not to exceed the best available advance purchase fare.
Minutes October 2, 1982, Executive Board meeting: Minutes October 12, 1988, Executive Council meeting: Revised, September 26, 1999, Executive Council meeting
54. Newspoke shall be mailed to all libraries in Alaska in the fall and it shall include membership information.
Minutes March 15, 1983, Executive Board meeting: Retired September 2000
55. The President shall maintain a master calendar of E-Council, committee meeting and roundtable teleconferences.
Minutes March 15, 1983, Executive Board meeting: Revised, September 26, 1999, Executive Council Meeting
56. Newspoke shall come out every other month even if it might be quite short.
Minutes November 12, 1983, Executive Board meeting
57. Excerpts from E-Board minutes shall be included in The Sourdough.
Minutes November 12, 1983, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
58. E-Board shall appoint the editors of all AkLA publications.
Minutes September 29, 1984, Executive Board meeting
59. AkLA shall allow library-related, nonprofit organizations to have displays at the annual conference on a space available basis. (see also Policy 35)
Minutes November 14, 1985, Executive Board meeting
60. If an educational institution should submit a camera-ready announcement of its program or course offerings for publication in The Sourdough, the full ad rate shall be charged. If edited and included at the editor's discretion as a news article, there shall be no charge.
Minutes, November 14, 1985, Executive Board meeting: Retired September 26, 1999, Executive Council meeting
61. Budget line items shall not be carried over from year to year, except for grants, which are a form of contract.
Minutes March 10, 1986, Executive Board meeting
62. AkLA shall not endorse nor affiliate with any organization that is not library/education related.
Minutes May 15, 1986, Executive Board meeting
63. Money, other than grants, may be carried over from one budget to another only for a specific purpose and by the specific action of the Executive Board.
(Note: From the AkLA Implementation Task Force Report): Minutes Feb. 10, 1987, Executive Board meeting
64. Before any money can be accepted in AkLA's name by any member or unit of AkLA, it must be approved by the Executive Board.
(Note: From the AkLA Implementation Task Force Report) (see also Policy 18) : Minutes Feb. 10, 1987, Executive Board meeting
65. Local chapters shall check with the President and the chair of the Governmental Relations Committee before assuming an official position on pending legislation that has not been addressed in the Association's adopted legislative priorities. This policy shall not prevent any individual from assuming such a position.
Minutes November 19, 1987, Executive Board meeting
66. AkLA will pay 100% of transportation costs for members of the Executive Board, all Chapter, Roundtable and Committee Chairs, and ex-officio members (except the State Library representative) who offer full participation to attend the face-to-face fall council meeting. Executive Council members who cannot attend should send substitutes.
Minutes November 19, 1987, Executive Board meeting: Updated May 17, 2001, Executive Council meeting
67. The PNLA Representative and the ALA Chapter Councilor shall serve no more than two terms.
Minutes March 5, 1988, Executive Council meeting
68. Fifty per cent of the transportation cost for public, academic, school and special roundtable representatives (and only these roundtables) to attend the face-to-face fall council meeting shall be funded by AkLA.
Minutes October 12, 1988, Executive Council meeting: Minutes September 21-22, 1991, Executive Council meeting: Retired May 17, 2001, Executive Council Meeting
69. The Association will encourage vendors and commercial members to attend conference activities and to present/participate in workshops at the request of the program chairperson. Single vendor or product workshops and training sessions are more appropriate for post- or pre- conference sessions and shall be the responsibility of the vendor.
Minutes January 1990, Executive Board meeting
70. When possible conference will be a revenue generating activity.
Minutes September 21-22, 1991, Executive Council meeting: Revised Minutes May 5, 1993, Executive Council meeting
71. If either a chapter or mini chapter fails to send its membership list, conference report, and annual financial report to the AkLA treasurer by Feb. 15th, it should be given inactive status and lose its position on E-Council. The Chapter would have to formally apply to E-Council for reinstatement showing that it once again meets the requirements of the organization for chapter or mini-chapter affiliation to be reinstated.
Minutes September 21-22, 1991, Executive Council meeting
72. The treasurer and conference chair will submit recommended balanced budgets to the Executive Council.
Minutes September 26-27, 1993, Executive Council meeting
73. Each member of AkLA will receive a copy of the directory. Additional copies will be sold to members at $10 each. The directory will be sold to non-members for $20.
Minutes May 5, 1993, Executive Board meeting: Revised September 26, 1999, Executive Council meeting
74. All copies of agendas and minutes are sent to the full ExecutiveCouncil, plus the State Librarian and the Historian. The purpose is topromote better communication between the Executive Board and the Chapters, Roundtables and Committees.
Minutes May 5, 1993, Executive Board meeting
75. All groups and individuals in the Association who requests funds for projects to benefit AkLA members must submit their expected receipts and expenditures on the Financial Report Form. This policy will be effective starting in 1994.
Minutes September 25-26, {1993}, Executive Council meeting
76. Use the following formula for determining the cost per student for the UAA sponsored AkLA conference audit course: 1/2 of the current UAA one-credit tuition for the recording fee (to UAA), plus an amount for the grading fee (to the instructor), plus an amount for profit or rounded up tothe next $5.00 (to AkLA).
Minutes, November 17, 1994, Executive Board meeting
77. All AkLA Committees, Roundtables, and positions must prepare an annual (January-December) report and send them in by February 1st to the AkLA President.
Minutes September 24, 1995, Executive Council meeting
78. The Executive Council may communicate and conduct business via e-mail.
September 1996, Revised September 2000, Executive Council meeting
79. Newspoke is to be distributed to all members of AkLA, all Alaska Libraries and all U.S. state libraries. Subscriptions are available upon payment of the annual subscription fee.
September 1996: Retired September 26, 1999, Executive Council meeting
80. Out of state PNLA members will be given member rates at AkLA Conferences.
Minutes Marc 13, 1997, Executive Council meeting
81. Each roundtable will choose a representative to work with the President-Elect to help plan the conference program.
Minutes April 11, 1997, Executive Council meeting
82. AkLA will provide mailing labels for free to non-profit agencies that are shipping free library materials to libraries.
Minutes May 8, 1997, Executive Council meeting: See also Policy 50 and Policy 51
83. The Alaska Library Directory will include employees of Alaskan libraries and library trustees.
Minutes June 19, 1997, Executive Council meeting
84. If members do not choose a Type of Library Roundtable on their membership form, The Executive Officer shall assign them to the appropriate roundtable, for purposes of selecting nominees to the Governor's Advisory Council.
Minutes September 20-21, 1997, Executive Council meeting
85. Membership shall be renewed on a rolling year basis.
86. The Webmaster, Newspoke editor, historian, lobbyist, executive officer and state librarian are ex-officio members of Executive Council. As ex-officio members they do not have a vote on the Executive Council.Minutes September 20-21, 1997, Executive Council meeting
Minutes Jan. 15, 1998, Executive Council meeting: Revised July 19, 2001
87. E-council will review the dues structure on an annual basis.
Minutes March 8, 1998, Annual meeting
88. The Alaska Library Directory will include only current members as of January 1, of that year.
Minutes March 8, 1998, Annual meeting
89. The Executive Officer will contact all Honorary members annually, to keep membership information current for the mailing lists.
Minutes June 18, 1998, Executive Council meeting
90. Scholarship, grant, conference and operating accounts shall be reported separately on AkLA's financial report.
Minutes September 19, 1998, Executive Council meeting
91. Newspoke shall be mailed only to AkLA members. The Newspoke editor will use his/her discretion about allowing inserts to be mailed with Newspoke.
Minutes March 18, 1999, Executive Council meeting
92. The AkLA Historian and the Executive Officer will coordinate the transfer of the statewide Association materials to AkLA Archives at the Rasmuson Library, UAF.
Minutes March 18, 1999, Executive Council meeting
93. AkLA adopts ALA's statement: Libraries: An American Value.
Minutes, March 20, 1999, Annual meeting
94. If the Internal Revenue Service charges statewide AkLA fines or penalties due to non-compliance with IRS requirements by committees, chapters, or roundtables, the AkLA treasurer is empowered to charge the IRS fine to that committee, chapter, or roundtable.
Minutes March 21, 1999, Executive Council meeting
95. Since AkLA-L is an un-moderated electronic discussion forum, commercial members may use it for advertising purposes.
Minutes March 21, 1999, Executive Council meeting
96. The Executive Council endorses the concept of a statewide reciprocal-borrowing program, as outlined in the concept paper written by the Statewide Library Card Ad Hoc Committee.
Minutes September 25, 1999, Executive Council meeting
97. The position of Executive Secretary is renamed Executive Officer.
Minutes Nov, 18, 1999, Executive Council meeting
98. The Executive Officer, a contractual service with AkLA, shall be reimbursed for the actual cost of travel, lodging, meals, and incidentals for the annual conference and the Face-to-Face meeting.
Minutes November 18, 1999, Executive Council meeting
99. A local chapter of the association may choose to deposit its records in a local repository, with a copy of the inventory to be filed with the State association papers at the Rasmuson Library, UAF.
Minutes Jan. 27, 2000, Executive Council meeting
100. The AkLA Roundtables shall 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.
Minutes March 2, 2000, Executive Council meeting
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101. The scholarship amount each year will henceforth include the interest accrued on the scholarship fund for the preceding year.
Minutes January 18, 2001, Executive Council meeting
102. The proceeds from the annual AkLA auction are to be divided between the newly established continuing education fund, the scholarship endowment fund which is no longer capped at $50,000, and the Alaska Library Advocacy Award fund.
Minutes January 18, 2001, Executive Council meeting
103. Roundtables and Chapters that want to have a link to the AkLA Web Page will pay an annual fee to the Association.
Minutes March 8, 2001, Executive Council meeting
104. When the Executive Council or the Executive Board considers taking an action which affects a member library, that library should be contacted for input.
Minutes July 19, 2001, Executive Council Meeting
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