The following document serves to elaborate on officers and leaders duties as codified in the Chapter bylaws. As such, it is meant to be an instrument to assist officers and leaders with a fuller understanding of typical operational duties not explicitly expressed in the Bylaws. Terms for officers are stated under Bylaws.
Responsible for communicating with Chapter about annual Chapter business, chairing the annual meeting planning committee, holding two business meetings per year – one in the spring at the ARLIS/NA annual conference and in the fall at the Chapter annual meeting.
- In January, sends updated Chapter officers list to the ARLIS/NA Chapter Liaison and the ARLIS/NA Webmaster
- Holds the less formal meeting in spring, which is usually without a quorum of members
- Reserve a meeting space at the ARLIS/NA conference
- Create a meeting agenda and preside over meeting
- Attend Leadership Breakfast and Chapters Chairs Meeting at ARLIS/NA conference
- Contributes the President’s Column to each issue of The Medium
- Chairs annual meeting planning committee
- Convene and meet with the committee in the spring
- Create a planning schedule of venues and events with annual planning committee
- Organize and complete some of the tasks for planning annual meeting
- Create business meeting agenda and preside over business meeting
- Write thank you letters on behalf of the Chapter to guest speakers and any other members or persons who made significant contributions to the Chapter over the course of a year
- Communicates with ARLIS/NA Chapter Liaison
- Submits annual chapter report to ARLIS/NA – normally due in March of the following year
- Promotes membership
- Sends renewal reminders to Chapter
- When sending registration reminders for chapter meeting
- Immediately after chapter meeting for those who didn’t attend
- In mid-February
- In early March (two weeks later), send targeted individuals based on list provided by treasurer of former members that have not renewed
- Emails ARLIS/NA members whom have expressed interest in the chapter – the ARLIS/NA membership committee will forward their contact information
- Welcomes new members to the chapter and, when appropriate, thanks the member for contributions to the LSJ award fund – the treasurer will inform the president when new members join
- Sends renewal reminders to Chapter
- Promotes membership
The Medium editor
- Produced twice a year:
- Spring issue – after ARLIS/NA annual conference
- Fall issue – after chapter annual meeting
- A week before the conference or annual meeting, send a reminder to the Chapter listserv about upcoming call for submissions after the event.
- At the business meeting, announce the deadline for submissions (10-15 days away). Some members will sign up to submit articles at this point.
- After the event, send call for submissions (with deadline) to the Chapter listserv and the ARLIS/NA Chapter Liaison.
- Send a reminder to the listserv 2-3 days before submissions are due. Include which submissions have been received.
- Edit and enter submissions, including meeting minutes, to the website.
- Once the issue has been published, send announcement to the ARLIS/NA and the ARLIS/NA Texas-Mexico listservs.
- Questions regarding editing a new issue may be submitted to the chapter website administrator.
Primarily responsible for keeping the minutes of all meetings of the Chapter.
- About 1 month before the Annual Meeting, send to the Board a copy (as a Word document) of the minutes from last year’s Annual Meeting (found in The Medium), asking for any corrections/revisions. Request any agenda items for the upcoming Chapter meeting.
- Use the Board’s input as well as last year’s minutes to create an agenda. Send the agenda to the Chapter President for approval.
- Make corrections based on Board feedback to last year’s minutes in the Word document and send these to all Chapter members via the Chapter listserv, asking for corrections/revisions.
- Make corrections based on Chapter members’ feedback to last year’s minutes in the Word document.
- On the Monday prior to the Annual Meeting, send the final agenda to all members via the Chapter listserv.
- Obtain a list from the Chapter Treasurer of those registered for the meeting. This will help with recording those in attendance and determining how many copies to bring.
- Make copies of the previous year’s minutes and the agenda to bring to the Annual Meeting.
- Take minutes at the Annual Meeting. After the meeting, forward these to the Board for corrections/revisions and once these have been made, submit the minutes to The Medium.
- Once the new edition of The Medium has been published, add the corrected minutes from last year by following the “Procedure for Posting Revised Annual Meeting Minutes” available on the style guide page.
Responsible for the financial affairs of the Chapter.
- Receives all membership renewals, registration fees, donations, and other expenses, and creates receipts for members needing reimbursement.
- Verifies the membership status of members as requested.
- Makes deposits and maintains the Chapter’s bank account.
- Sees that all accounts receivable are paid in a timely fashion.
- Makes recommendations to the Chapter members on financial matters.
- Reviews and completes the Chapter’s annual federal and state tax returns, if applicable.
- Annually files form 990N, which is an e-postcard for non-profits; questions can be directed to the chapter liaison
- Reports to the membership at the annual Chapter meeting and presents financial reports to the membership.
- Undertakes correspondence and special assignments as needed.
- Communicates with ARLIS/NA to see what image archiving resources they have access to from which we could benefit.
- Selects a suitable platform for organizing and serving up images related to the history of the chapter and for ongoing activities (including conferences, meetings, special events, The Medium, etc.) The platform should ideally be low- to no-cost, easily accessed, secure, searchable, and easy to update by individuals rather than a coordinator.
- Establishes a template or structure for the files so that members can easily populate these areas as is appropriate.
- Establishes guidelines for importing and exporting images, as well as for metadata.
- Establishes a usage policy for the images.
- Manages and organizes the content chronologically, thematically, or via other means as necessary
- Advises the Executive Committee as to when it might be advisable to shift platforms to keep up with functionality and obtain new services.