AkLA Policies Relating to Conference

Note: The number preceding the policy is the number from the AkLA Handbook, Section VIII. Policies can be listed in more than one section.

Policies with Specific Budgetary Impact:

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

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

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

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

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.

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

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

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

Financial Guidelines:

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

20. AkLA supports the concept of travel grants to conference. (see also Policy 15) - Minutes October 14, 1973, Executive Board meeting

23. All arrangements for conference, such as fees, shall be made in writing. - Minutes June 10, 1974, 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

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

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

72. The treasurer and conference chair will submit recommended balanced budgets to the Executive Council. - Minutes September 26-27, 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 to the next $5.00 (to AkLA). - Minutes, November 17, 1994, Executive Board meeting

80. Out of state PNLA members will be given member rates at AkLA Conferences. - Minutes Marc 13, 1997, 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

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

Exhibits:

23. All arrangements for conference, such as fees, shall be made in writing. - Minutes June 10, 1974, Executive Board 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

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

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

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

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

Other:

3. The new officers are installed after the annual business meeting. - Minutes October 16, 1966, Executive Board

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

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

41. Each conference shall be evaluated. - Minutes June 11, 1977, Executive Board meeting: Revised, September 26, 1999, 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

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