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1.1 Introduction
This manual is intended to serve the organization officers and chairs as a working guide to the policies and procedures of the organization.
Each year, outgoing officers and chairs pass on their copies of the manual to incoming officers and chairs succeeding them. Changes may be suggested at any time. If a change is approved by the Executive Committee, the Secretary is responsible for updating affected pages of the manual and distributing them to all officers and chairs to replace outdated pages in their copies of the manual. Each Secretary passes a disk with the manual to the incoming Secretary so that changes can easily be made.
2.1 Calendar
| Date | Who Is Responsible | Action |
| November 1 | Officers / Chairs / Newsletter Committee | Send news and reports to Newsletter Editor |
| | President | Sends column to Newsletter Editor |
| | Chairs | Send calendars to committee members and ask for input on objectives |
| November 15 | Secretary | Sends minutes to officers and chairs |
| December 1 | Officers / Chairs | Send objectives to President |
| | Newsletter Editor | Mails out newsletter |
| | President | Requests time slot and room for next SCC annual meeting |
| January 15 | Program / CE Chairs | Plan annual meeting: site, speaker/teacher, date, registration, costs, food, publicity |
| February 1 | Officers / Chairs / Newsletter Committee | Send news and reports to Newsletter Editor |
| | President | Sends column to Newsletter Editor |
| March 1 | Newsletter Editor | Mails out newsletter |
| March/April/May | Officers / Chairs | Host Spring meeting for membership |
| April/May/June | Secretary | Sends minutes to officers and chairs withing 30 days after Spring meeting |
| July 1 | Nominating Committee | Prepares slate of officers |
| July 15 | President | Submits request for set up of room and refreshments for SCC meeting |
| August 1 | Officers / Chairs / Newsletter Committee | Send news and reports to Newsletter Editor |
| | Nominating Committee | Mails ballots [guideline date; in actuality, must be at least 30 days prior to Annual Fall Meeting] |
| September 1 | Newsletter Editor | Mails out newsletter |
| September 15 | Nominating Committee | Notifies officers and candidates of election results [depends on date ballots actually mailed and ballot deadline set by committee] |
| Fall | Officers / Chairs | Conduct HSLAL meeting at SCC Annual Meeting |
| | Officers / Chairs | Give manuals to successors |
3.1 Bylaws
When bylaws revisions are passed, the newly revised bylaws may be inserted here.
4.A President
Presides at meetings of the association and Executive Committee
Represents the association at meetings of other professional organizations
Serves as ex-officio member of all committees of the association
Writes column for each issue of the association newsletter
Makes arrangements to have a meeting for members of the association at the Annual Meeting of the South Central Chapter of the Medical Library Association
Calls meetings of the Executive Committee, as needed, between general association meetings
Works with Treasurer in administering the association budget
Appoints ad hoc committees as deemed necessary
4.B Vice President
Assumes duties of President in his/her absence
Represents the association at meetings of other professional organizations
Serves as Chair of the Program Committee [see Program Committee]
Serves on the Executive Committee
Appoints new committee members and committee chairs prior to taking office as President
Makes reports to President, as requested
Submits appropriate material to the association newsletter
Sends a copy of the program from the Spring General Membership Meeting to the HSLAL Archives
4.C Secretary
Records and distributes minutes of Executive Committee meetings and association meetings [Note: The outgoing Secretary remains in office until the conclusion of the SCC meeting; therefore, the outgoing Secretary is the one who takes minutes at the HSLAL meeting which is held in conjunction with the SCC meeting.]
Represents the association at meetings of other professional organizations
Revises the manual as changes are approved and distributes copies of changed pages to officer and committee chairs
Serves on the Executive Committee
Makes reports to President, as requested
Submits appropriate material to the association newsletter
Sends a copy of the minutes of each meeting to the HSLAL Archives
4.D Treasurer
Maintains accurate record of financial affairs of the association
Keeps official record of current membership
Receives dues payments and promptly deposits funds
Disburses payments for association expenses
Represents the association at meetings of other professional organizations
Serves on the Executive Committee
Makes reports to President, as requested
Submits appropriate material to the association newsletter
Sends an annual membership list to the HSLAL Archives
4.E Archivist
Collects, sorts, and organizes official papers and photographs of the association
Places materials appropriate for permanent retention in the association archives housed at the Archivist’s Library
5.A Executive Committee
| Composition: |
President, Vice President, Secretary, Treasurer, Immediate Past President, Newsletter Editor (ex-officio) |
| Term: |
Each member of the committee serves for the period of time that he or she is an officer. The President serves as Chair of this committee. |
| Duties |
Supervises affairs of the association between its meetings
Determines dates of the Spring General Membership Meeting
Adopts the association's budget
Makes recommendations to the association |
5.B Continuing Education Committee
| Composition: |
The committee is composed of at least three members in addition to the Chair. The President is an ex-officio member. |
| Term: |
The members serve staggered terms of two years each. |
| Duties |
Coordinates with the Program Committee to plan professional development activities or continuing education courses for the membership at the Spring General Membership Meeting and/or at other times during the year
Works with the Executive Committee to secure financial support for continuing education by raising funds and/or setting registration fees
Submits news, reports, and/or publicity to the association newsletter by deadlines |
5.C Membership Committee
| Composition: |
The Committee is composed of at least three members, in addition to the Chair. The President is an ex-officio member. |
| Term: |
The members serve staggered terms of two years each. |
| Duties |
Actively promotes membership in the association
Seeks opportunities for various forms of promotion
Submits news, reports, or publicity to the association newsletter by deadlines |
5.D Newsletter Committee
| Composition: |
The committee is composed of at least four members in addition to the Editor who serves as Chair of the committee. The President is an ex-officio member. |
| Term: |
The members serve staggered terms of two years each. The Editor's term may be more than one year as Editor/Chair. |
| Duties |
Solicits news from around the state about members and their libraries
Selects a library to be profiled in each issue and invites someone to write the profile
Writes informational articles of possible interest to the membership
Maintains a current mailing list
Reminds officers and chairs to submit news and/or reports about their activities on behalf of the association
Reports on meetings of the association
Publicizes information about upcoming meetings of the association
Reports election results |
5.E Nominating Committee
| Composition: |
The committee is composed of at least three members in addition to the Chair. The President is an ex-officio member. |
| Term: |
The members serve staggered terms of two years each. |
| Duties |
Annually prepares a slate of at least two nominees for each office [Treasurer is elected every other year.]
Prepares a ballot to be mailed to the membership
Accurately records results of election
Reports election results immediately to officers and candidates; reports results to membership at the meeting of SCC and in the association newsletter |
5.F Program Committee
| Composition: |
The committee is composed of at least four members in addition to the Vice President, who chairs the committee. The President is an ex-officio member. |
| Term: |
The Vice President serves one year as Chair. The other members serve staggered terms of two years each. |
| Duties |
Plans a program to be presented as part of the Spring General Membership Meeting, including making site arrangements, setting a date, organizing registration, and publicizing the meeting
Works with the Continuing Education Committee to present professional development or continuing education opportunities at the Spring General Membership Meeting and/or at other times during the year
Submits news, publicity, and/or reports to the association newsletter by deadlines |
5.G Ad Hoc Bylaws Committee
(appointed: 1992 / 1993)
| Composition: |
The committee is composed of four members, including the Chair. The President is an ex-officio member. |
| Term: |
The President may terminate the committee when he or she, in consultation with the Bylaws Committee and Executive Committee, think that its work has been accomplished, as listed in the duties below. |
| Duties |
Recommends changes on how to deal with ties in elections
Reviews the bylaws to identify any further changes that might be recommended, such as making committee composition more flexible
Formally incorporates into the bylaws the change passed in 1992 to make the Treasurer's term a two-year term
Presents recommendations to the Executive Committee who considers them for presentation to the membership |
6.1 Newsletter Deadlines and Contents (December Newsletter)
| November 1 |
Deadline for submissions to Newsletter Editor |
| December 1 |
Editor mails newsletter to membership |
Contents of December newsletter:
- Announcement of election results
- Membership renewal form
- Announcement of bylaws changes, if any
- Action taken by HSLAL at SCC Annual Meeting
- Library profile
- President's column
- Officers/Committee reports
- News about members and/or their libraries (including personal news, grants received, vacancies, etc.)
- Lists of officers and new members
- Any informational articles approved by the Newsletter Committee
6.2 Newsletter Deadlines and Contents (March Newsletter)
| February 1 |
Deadline for submissions to Newsletter Editor |
| March 1 |
Editor mails newsletter to membership |
Contents of December newsletter:
- Library profile
- President's column
- Officers/Committee reports
- News about members and/or their libraries (including personal news, grants received, vacancies, etc.)
- Lists of officers and new members
- Information about the Spring General Membership Meeting
- Any informational articles approved by the Newsletter Committee
6.3 Newsletter Deadlines and Contents (September Newsletter)
| August 1 |
Deadline for submissions to Newsletter Editor |
| September 1 |
Editor mails newsletter to membership |
Contents of December newsletter:
- Library Profile
- President's column
- Officers/Committee reports
- News about members and/or their libraries (including personal news, grants received, vacancies, etc.)
- Lists of officers and new members
- Report on Spring meeting
- Any informational articles approved by the Newsletter Committee
- Information about the South Central Chapter meeting
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