FVLC FVLC General and Scheduled Activities
FVLC home

Membership

Services and Programs

Schedule of Events

Current Officers and Committee Chairs

Library Advocacy Resources

FVLC Documents

Links

  President | Vice-President, President-Elect
Secretary | Treasurer | Directors at large
Education Committee Chair | Resource Sharing Committee Chair

    President

    General Activities

    1. President serves as President of the executive board.
    2. Convene and conduct general membership meetings in accordance with the bylaws.
    3. Prepare the agendas for general membership meetings and forward a copy to the business office for distribution to membership.
    4. Keep the membership apprised of legislative issues through regular reports at Council meetings and through direct communication when necessary.
    5. Make recommendations to the Council regarding appropriate courses of action pertaining to legislative issues.
    6. Appoint standing committee chairs annually and make ad hoc appointments as necessary.
    7. Convene and conduct executive board meetings when needed, typically prior to each general membership meeting.
    8. Represent and speak for the organization to other organizations and to the public.
    9. Sign letters or documents necessary to carry out the will of the organization.
    10. Supervise execution of all directives of the Council delegating those to specific committees or other officers when appropriate.
    11. Welcome all new members and offer assistance.


    Scheduled Activities

    ANNUAL - BOARD MEETING
    • President submits budget request to Treasurer before the annual meeting
    • President appoints a nominating committee chair prior to the annual meeting.

    Vice-President, President-Elect

    General Activities

    1. Vice-President serves as member of the executive board.
    2. Assume the duties of the president when necessary.
    3. Clarify questions of parliamentary procedure during meetings.
    4. Coordinates all planning activities for the coming year.


    Scheduled Activities

    ANNUAL (MAY) - GENERAL MEETING
    • Vice-President provides a list of standing committee chairs for the coming term for Council approval at the last meeting of the fiscal year.
    • Vice-President presents annual plan for approval.

    Secretary

    General Activities

    1. Secretary serves as member of the executive board.
    2. Attend all meetings or make arrangements with president if unable to attend.
    3. Prepare the official minutes for distribution to the entire membership, arranging for all relevant supplementary materials (meeting handouts, etc.) to be distributed or filed.
    4. Send minutes to webmaster for posting on website promptly after each meeting.
    5. Record the proceedings of the general membership and executive board meetings.
    6. Authenticate official documents by signature when necessary.
    7. Bring to each meeting all official documents to which reference might be made.
    8. Preserve all records, reports and official documents of the organization except those specifically assigned to the custody of others, by sending records, etc. to the business office.
    9. Search the minutes for information requested by officers or members.

    Treasurer

    General Activities

    1. Treasurer serves as member of the executive board.
    2. Maintain financial records such as Corporation Annual Report and bank account information.
    3. Coordinate banking and investments with business office.
    4. Pay bills promptly.
    5. Recommend dues, budget, and budget revisions.
    6. Seek approval of the executive board for expenses in excess of budgeted amounts or for items not previously authorized.


    Scheduled Activities

    FALL - BOARD MEETING
    • Treasurer arranges for business office to issue invoices for members' dues by mid-September.
    SPRING - BOARD MEETING
    • Treasurer completes all required government forms e.g., Certificate of Exempt Status, Wisconsin Non- stock Corporation
    • Treasurer prepares and presents dues structure for the next year
    • Treasurer prepares and presents recommended budget
    ANNUAL (MAY) - GENERAL MEETING
    • Treasurer prepares and presents dues structure for the next year at the annual meeting.
    • Treasurer prepares and presents recommended budget at annual meeting.
    • Treasurer prepares a written and oral report for each general membership meeting.
    • Treasurer provides for records to be reviewed after close of fiscal year.

    Directors at Large (3)

    General Activities

    1. Directors at Large serve as members of the executive board.
    2. The responsibilities of the Directors at Large shall include but not be limited to:
      • Interpreting by-laws when called on to do so.
      • Preparing any by-laws revision as directed by Board or council motion.
      • Keeping the membership current about intellectual freedom issues through regular reports at Council meetings and through direct communication as necessary.
      • Making recommendations to the Council regarding appropriate courses of action on intellectual freedom matters.
      • Soliciting new members (i.e. personal visits, telephone calls, mailings).
      • Looking for other opportunities to publicize the Council or libraries in general.

    Scheduled Activities

    FALL - BOARD MEETING
    • Area of concentration of each Director at Large will be determined by consensus of the board.

     

    Education Committee Chair

    General Activities

    1. The Committee Chair appoints members of the committee, and in conjunction with that committee:
      • Solicits program suggestions from the membership.
      • Plans, initiates, and coordinates educational programs for the library staff of member institutions to inform them of recent developments in the field or to foster professional advancement
      • Prepares copy for each program announcement, sends to the business office for printing and mailing, and sends to the webmaster for posting on the website. Program announcements should also be sent to the FVLC email list.
      • Makes all program arrangements including registration, refreshments, speaker introductions, evaluations, and notes of thanks.
      • Meets as needed to carry out the responsibilities of the committee.
    2. In conjunction with the FVLC president, Committee Chair approves or denies Education grant applications based upon the guidelines and the amount of funds available.
    3. Committee Chair thanks members for serving on committee.
    4. Committee Chair reports at board meetings on Education Grants awarded and the amount of funds still available.
    5. Committee Chair reports activities at general membership meetings when appropriate, informing president in advance for placement of action items on the agenda.


    Scheduled Activities

    SUMMER
    • Education Committee Chair recruits members to respective committee, selecting them from various types and sizes of libraries and provides the secretary and president with a list of their names prior to the first meeting of the term.
    • Education Committee forwards Annual Report of Education grant recipients to incoming Education Committee Chair.
    • Education Committee Chair announces committee members.
    FALL - BOARD MEETING
    • Education Committee Chair provides a summary at the September meeting of all Education Grants awarded in the previous fiscal year.
    ANNUAL MEETING
    • Education Committee Chair submits budget request to Treasurer before the annual meeting.
    • Education Committee Chair makes arrangements for distribution of Education Grant forms to membership

    Resource Sharing Committee Chair

    General Activities

    1. The Committee chair appoints members of the committee, and in conjunction with that committee:
      • Coordinates FVLC resource sharing activities with other agencies.
      • Annually reviews, revises, and recommends interloan policies and procedures.
      • Meets as needed to carry out the responsibilities of the committee.
      • Coordinates other appropriate resource sharing activities.
    2. Committee Chair reports activities at general membership meetings when appropriate informing president in advance for placement of action items on the agenda.
    3. Committee Chair thanks members for serving on committee.


    Scheduled Activities

    SUMMER
    • Resource Sharing Committee Chair recruits members to committee selecting them from various types and sizes of libraries and provides the secretary and president with a list of their names prior to the first meeting of the term.
    FALL - GENERAL MEETING
    • Resource Sharing Committee chair announces committee members
    ANNUAL - BOARD MEETING
    • Resource Sharing Committee submits budget request to Treasurer before the annual meeting.

     

    FVLC Handbook

    FVLC Homepage | FOCOL Homepage

    Copyright 1999-2003, Fox Valley Library Council