AkLA Handbook Section IV:6
Committees

Updated: Thursday, 18-May-2006 12:26:56 MDT

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Section IV: 6 Committees

The only standing committee specified in Article X, Section 1 is the Nominating Committee.

Article X, Section 2 provides that additional committees shall be determined by the Executive Council.

Other Committees active as of 2001:

• Circumpolar Committee
• Continuing Education Committee
• Governmental Relations Committee
• Intellectual Freedom Committee
• Membership Committee
• Publicity Committee

Ad hoc committees for special projects are established at various times.

Committee Terms

The Nominating Committee's terms run from March to March for a one-year period. The Circumpolar, Continuing Education, Intellectual Freedom, Membership and Publicity Committees’ terms are March to March for a two-year period, The Governmental Relations committee term is July to July for a two-year period.  

Committee members serve the same time period as AkLA officers (March to March) See Policy 3 with the exception of the Governmental Relations Committee. The in-coming President appoints the Committee chairs at the March annual conference and they are announced in the conference issue of Newspoke. (E-Board minutes 6/9/81). The incoming President solicits suggestions for committee membership and passes them on to committee chairs who select their committee members. Any person serving on an AkLA committee must be a personal member of the Association. See Policy 42. Article X, Section 3 specifies that the President of AkLA shall be an ex-officio member of all committees.  

Committee Representation

Some committees require statewide representation (Government Relations, Intellectual Freedom, Continuing Education, and Nominating.) Others can function with local concentration for ease of communication. The membership renewal form will continue to include sign-up for volunteers, and these names will be forwarded to the Committee Chairs by the Executive Officer on a regular basis. Finding other members will be the Chairs' responsibility, in cooperation with chapter Chairs.

Funding

Funds for committee projects are available from the AkLA budget. The budget for the coming year is established at the fall Executive Council meeting, and an amount set aside for committee projects; initially, the Executive Council can only determine an "average" amount. If committees have specific projects in mind for which funds are to be needed, they should draw up a project outline and tentative budget and submit it to the AkLA President prior to the fall board meeting. Then a specific amount can be approved and isolated for their use. If, however, com­mittees do not do this, they should feel free throughout the year to apply to the AkLA Treasurer or President for project funds from the "average" amount, outlining again the project and tenta­tive budget. Minutes in early 1973 indicate that the Treasurer can approve amounts up to $25.00; for larger amounts, submit Expense Claim Form (pdf) in Forms section listing expected receipts and expenditures to the President for approval by that office and by the Executive Council/Board. If the request is approved, the President should notify the Treasurer as to the project approval and the method of disbursement of funds (an advance or/and reimbursement.)

For any funded AkLA committee activity, the Chair shall prepare a narrative and financial report when the project is completed, and send it to the President with a copy to the Treasurer. In the event that the activity covers more than one fiscal year, a report should be sent at the end of each fiscal year.

Committee Meetings

It is up to the committee chair to initiate committee meetings. If a committee wants to schedule a meeting during the conference, the chair should make arrangements for a time with the conference program chair before December 1. The meeting time can then be printed in the program for the information of the general membership so that they can attend if they wish. Funding for teleconferences for committee meetings is a legitimate committee budget request.

Stationery

For official AkLA business requiring the use of letterhead stationery contact the AkLA Executive Officer for the official template. When writing letters on AkLA stationery, remember to keep a copy for the official files of the committee; also one copy should be sent to the AkLA President for informational purposes.

Communications

To further communications within the Association, committee members and Association officers are encouraged to utilize AkLA-L, the association’s listserv. Remember that one of the best vehicles of communication for AkLA is Newspoke. Since this is an official publication of AkLA, all significant work or activities of the Association, including committee work, should be re­ported to the editors. This is an excellent way for you to inform the entire membership of what you are doing, as well as to solicit ideas and opinions. In addition, coverage in Newspokeis critical to preserve the historical record of the activities of the association.

Committee Members Participation At AkLA Board Meetings

AkLA provides travel funds for committee chairs to attend the fall face-to-face Executive Council Meeting. Committee members, as are all AkLA members, are welcome to attend face-to-face Executive Council meetings, although no travel funds are budgeted for this purpose. If committee chairs have a report to present at any executive council meeting, they should post that report to the AkLA Executive Council Listserv prior to the meeting. The AkLA secretary will include it in the minutes of the meeting. The President may also call for the report to be given orally.  

AkLA Handbook of Procedures and Policies

Each committee chair is given a copy of the AkLA Handbook of Procedures and Policies. At the time of appointment to a committee, pages from the Handbook relating to the specific committee and on file maintenance will be given to each committee member.

File Maintenance

At the conclusion of the chair's term of office, the President will send the name and address of the new committee chair to the outgoing committee chair. The committee's files and any project material should be gone through, arranged in good order, and sent to the new chair. Appropriate materials should be sent to AkLA Archives (See sections entitled File Maintenance and Archives.)

Annual Committee Report

Article X, Section 4 specifies that all committees shall submit a written annual report to the Executive Council prior to the annual meeting. In actual practice, the committee chair prepares the report and duplicates an appropriate number of copies for distribution at conference at the annual business meeting (Check for the number of copies to duplicate.) If funds are needed to cover cost of the duplication of the report, apply to the Treasurer. Reports can be taken to, or sent ahead to the conference registration people to place on the handout table for the business meeting.

Committee Chair's Responsibilities

Chairs are strongly encouraged to attend the orientation meeting at the annual conference, must read the AkLA Handbook of Procedures and Policies, and will be responsible for following AkLA's calendar for planning, budgeting, and procedures. 

Report When Paying a Fee or Honorarium

Any committee paying a fee or honorarium of $600.00 or more must obtain the following information from the recipient and fill out an IRS Form W-9:

First name, middle, & last
Address
Taxpayers Identification Number

This information, along with the amount paid, must be transmitted to the Treasurer immediately, along with the Financial Report, so that the IRS forms can be submitted by the deadline in February.

Conference Program Planning

Appropriate committees (such as Intellectual Freedom, Continuing Education, Governmental Relations, Public Relations, and Publications) will be involved in helping to plan and present programs at the annual conference.

AWARDS COMMITTEE

The Awards Committee was established in 1992 and its award-related activities revised in 1995.  

Charge

The charge of the committee is:

To review the awards currently given by the Association and its Divisions.

The committee will arrange for the presentation of awards to recipients at the annual conference, provide the editors of AkLA's publications with copy listing the awards, names and biographical information and arrange for pictures for publication. Copies of the award and supporting documents should be summitted to the Historian or the Executive Officer for inclusion in AkLA Archives.

Duties

1. In coordination with the granting unit establishes and publishes rules and procedures for granting each award.

AkLA awards include:

• Honorary life membership
• Outstanding Alaskana of the Year
• AkLA Scholarship
• AkLA Conference Attendance Award
• AkLA Advocacy Award,

Awards given by AkLA units:

• Public Library Roundtable Audrey P. Kolb Award
• Public Library Rountable Certificate of Recognition
• AkASL School Librarian of the Year
• AkASL Linda K. Barrett Service Award
• AkASL Pat-on-the-Back Award for School Administrators
• Anchorage Chapter Conference Travel Award

2. In coordination with the granting unit establishes and publishes rules and procedures for granting each award. To coordinate awards to be given during the AkLA annual conference.
3. To ensure appropriate plaques, certificates and honorary membership pins and gifts are prepared in time for conference.
4. To plan the Awards functions with the Conference Planner, to coordinate the announcement of award recipients with all award grantors, and to host the Awards function.

AkLA recognizes the right of every Chapter, Committee, and Roundtable to initiate and give awards and special recognition in their own group or meeting, but if the award is to be given by the Association as a whole, then it should be carefully coordinated with the Awards Committee.

Members

The Immediate Past President serves as Awards Committee Chair. The Chair can determine if it is necessary to form a committee. The role is to coordinate awards with the President, Scholarship Chair and appropriate Roundtable Chairs and other grantors and liaison with all groups giving awards so there is consistency in policies (e.g., announcement of awards, presentation, actual awards, and nominations for national awards). Nominations for Honorary Membership Awards are received by the Chair and voted on at the January Council Meeting.

Criteria for the form of the Award

1. Because the purpose of the Awards function is to recognize awardees, not necessarily to present awards, each award may be awarded at the individual body meeting before or during Conference, or in the case of the scholarship, awarded by letter before Conference.
2. All awards should be announced at the Awards function, in two ways: via a brochure and via reading the names and asking the honorees to stand and be recognized. Copies of the Awards Announcement brochure should be collected by the Awards committee for the AkLA Archives.
3. The award for the AkLA scholarship should consist of a letter from the AkLA President.
4. Honorary Members will receive a framed certificate, a copy of the nomination resolution or letter and a commemorative pin If the honorees are not present at the conference the AkLA President will send a letter to them with the certificate, resolution, letter and pin.
5. The recepient of the Alaskana Award will receive a framed certificate and a letter drafted by the Alaskana Award Committee Chair, and signed by the President.
6. The Conference Attendance Award recipients will receive a letter from the committee chair and a check from the AkLA Treasurer at the conference.
7. The AkLA Library Advocacy Award recipients with be presented with a framed certificate and a gift. The award also includes the funding to bring the recipients to the conference to receive their award in person.
8. The Public Library Roundtable awards will take the form of a framed certificate.(Check for past practice)
9. AkASL is responsible for obtaining, and presenting their awards.

Criteria for Recognition of AkLA Executive Council Service

All AkLA Executive Council members should be recognized for their service by a personalized certificate. The Awards Chair is responsible for the production of these certificates in coordination with the AkLA President.

Awards Function

There should be an Awards function at the annual Conference. The format for this function may vary from year to year and should be coordinated with the conference planners.

CONTINUING EDUCATION COMMITTEE

The Continuing Education Committee was established in October 1971 under the name Personnel Committee. Its name was changed in October 1976 to Continuing Education.

Charge

To suggest and implement opportunities for library education training activities and continuing education for library personnel, including library boards, throughout the State.

Duties

1. Revises as necessary AkLA's continuing education plan for approval by AkLA Executive Council.
2. Publicizes, coordinates, and designs continuing education activities.
3. Works with the continuing education representative from the Alaska State Library and advises the Alaska State Library on continuing education issues.
4. Coordinates the AkLA Conference Attendance Award.
5. Administers the Continuing Education Fund established in 2001.

Chair

In addition to initiating and chairing committee meetings, the Continuing Education Committee Chair serves as an officer of the Scholarship Fund and as a member of the Scholarship Committee.

Members

Members of the Committee Education Committee shall be recruited from the general membership of AkLA. The committee shall seek to represent geographical diversity, various types of libraries, and the urban/rural balance.

Committee term

The term of office is for two years running from March to March. One half of the membership is appointed in alternate years. The chair will serve a one-year term with the vice-chair becoming chair in the second year. The chair and members may be appointed.  

Projects

Since its inception, the committee has been involved in a number of activities over the years such as:

1. Serving as evaluators at training institutes held in Alaska.
2. Exploring delivery methods of library training packages - especially unipacs.
3. Conducting a statewide survey of library personnel during Fall 1976 to determine continuing education needs/desires; this project was part of an effort to begin formulation of a definite continuing education program.
4. Establishing the concept of personnel exchanges within the State.
5. Administrating continuing education grants to local chapters.
6. Developing a Statewide plan for continuing library education. This plan was completed and adopted by the Alaska Library Association Executive Board in September 1985.

GOVERNMENT RELATIONS COMMITTEE

The Governmental Relations Committee (formerly known as the Legislative and Library Development Committee) is usually based in Juneau because its principle responsibility is to monitor legislative activities of interest to the Alaska library community. The committee is composed of a chair, who serves at the pleasure of the President, and a contact person in each AkLA chapter around the state. The local contact people will be selected before the fall executive council meeting by the respective chapters in a manner of their choosing.

The line of communication for instructing the chair of the committee regarding the desires of the Association in the area of legislative matters is from the President of the Association to the Committee chair; then from the Committee chair to the chapter contact person to the chapter members. Copies of all action alerts and other pertinent committee information will also be sent to the AkLA Executive Board members and the Governor's Advisory Council on Libraries.

Charge

1. To inform the AkLA membership of Alaska State Legislature activities of interest to the library community.
2. To act as liaison between the AkLA membership and the Governor's office and the Legislature.
3. To act as liaison with the AkLA Lobbyist.

Committee Term

The term of office is for two years running from July to July to coincide with the legislative session. One half of the membership is appointed in alternate years. The chair will serve a one-year term with the vice-chair becoming chair in the second year. Chair and members may be appointed.

Legislative Goals and Priorities

These are generated by the AkLA Executive Council at their fall face-to-face meeting.

Tax Exempt Status and Legislative Activity

The Committee should be aware that the tax exempt status (Section 501 (c)(3) allows for contributions toward legislative affairs if kept to a small percentage of the total AkLA expenditures.

Duties of the Chair

1. Conducts a session at conference for members with the AkLA Lobbyist to review needs, progress, action, etc.
2. Fosters active participation of chapters, encouraging them to maintain contact with legislators, fund AkLA memberships for local legislators/assembly members, etc., and maintain close communication during the session.
3. Coordinates candidate surveys, local and statewide.
4. Provides background information/papers on legislative priorities.
5. Requires a quarterly report from the AkLA lobbyist. From this report, completes and files the quarterly report with the Alaska Public Offices Commission (APOC) or ensures that the AkLA lobbyist files this report. This report must be filed in a timely manner to avoid penalty.
6. In consultation with the AkLA President negotiates the AkLA Lobbyist contract. This is done prior to the fall face-to-face budget discussion.

AkLA Lobbyist

Over the years Association members have felt the need for an AkLA Lobbyist in Juneau. At the Executive Board Meeting November 12, 1983 the first AkLA lobbyist was authorized. This lobbyist was charged with the following tasks:

Identifies friends and advocates of libraries in the legislature, help with the timing of presentations and personal contacts, keeps AkLA informed about pertinent hearings and meetings, assists the Governmental Relations Committee in monitoring legislation, assists AkLA members in preparing and presenting testimony at hearings, meets with AkLA representatives who come to meet with legislators.

It is the responsibility of the AkLA Lobbyist to follow the priorities as adopted by the AkLA Executive Council at their fall face-to-face meeting.

The lines of authority between the lobbyist and AkLA are as follows: from AkLA Executive Council through the chair of the Governmental Relations Commit tee to the AkLA Lobbyist and from the AkLA Lobbyist to the chair of the Governmental Relations Committee who then conveys information to the chapter governmental relations representatives and the AkLA Executive Council.

The AkLA Executive Council would like the AkLA lobbyist to meet with the Governmental Relations chair at least every other week during the Legislative session or oftener if necessary.

Prior to January 1987, the lobbyist was referred to as an educational consultant.

INTELLECTUAL FREEDOM COMMITTEE

Charge

To promote intellectual freedom in Alaska:

1. Keeps abreast of national and state developments, particularly legislation affecting intellectual freedom.
2. Alerts the AkLA membership on proposed legislation infringing on intellectual freedom.
3. Educates the membership on the importance of promoting and protecting freedom of inquiry.
4. Coordinates response to intellectual freedom problems reported by librarians and educators.
5. Manages and promotes the Community Education Packet of intellectual freedom materials throughout the state.
6. Acts as liaison between AkLA and ALA's Office for Intellectual Freedom by disseminating information on national Intellectual Freedom issues as well as the monthly OIF Memorandum.

Committee Term

The term of office is for two years running from March to March. One half of the membership is appointed in alternate years. The chair will serve a one-year term with the vice-chair becoming chair in the second year. Chair and members may be appointed.

Committee Representation

The committee has co-chairs from each of the three major geographical districts. Membership should reflect wide geographical distribution throughout the state. Each chapter may have a member on the committee or the chair can serve as the contact.

MEMBERSHIP COMMITTEE

Charge

To promote and develop membership in the Association by direct contact, through the local chapters, by direct invitation by mail and through AkLA publications.

Committee Term

March to March for two years. Committee chair and members may be reappointed. The majority of the committee members might be centered in one chapter. However, it is advisable to have a contact person in each chapter who can suggest names and addresses of possible members in' their area.

Solicitation of Members
The Membership Committee is responsible for soliciting new members - individual, commercial, and institutional.

Suggested Procedures

The main membership drive should be conducted in early fall, after the schools are in session in order to attract new school librarians. Membership dues paid by new members from September through December in one year are good for membership in the entire year following.

Prospective membership brochures are a method of attracting new member. They should give information about the Association which will not be quickly outdated; a current membership form should be included with the bro­chure. See AkLA Membership Form

When the new chair takes over the committee, the outgoing one will send any remaining brochures and forms to the new chair. The brochures should be used up; if necessary, additional ones can be printed up in the same design or with a new design made up by the committee

Acquiring Names of Possible Members

1. Solicits suggestions from contact people in the chapters.
2. Compares the list of current members against such lists as the Alaska Library Directory, last conference attendees, local chapter memberships, exhibitors at the last conference (See Policy 28), and the Department of Education directory of personnel.
3. Remembers that all libraries in the State are potential institutional members.
4. Checks Newspoke and the Friday Bulletin from the Alaska State Library for mention of new librarians in the state.
5. Contacts Executive Officer for names of non-current members. They might still be in the State and interested in rejoining.

Before sending out invitations to join to names acquired from lists, etc., the names should be double checked against the list of current members to avoid duplication. The list of current members is available from the Executive Officer.

Types of Membership

The types of membership are outlined in Article III and are as follows:

1. Individual
2. Institutional
3. Commercial
4. Honorary

NOMINATING COMMITTEE

The Nominating committee is the only standing committee of AkLA. Article X, Section 1.

The Committee is appointed by the Executive Council and is chaired by the Immediate Past President of AkLA. Membership should consist of at least four members, including one representative from each geographic district.

Charge

The committee shall prepare a slate of at least one nominee for each office.

Suggested procedure for formulating a slate is as follows:

1. By May 1 the chair sends committee members the pages of the Handbook of Procedures and Policies on Committees, Nominating Committee, Elections, and File Maintenance.
2. By August 15 the chair determines, in consultation with the AkLA President, which offices are to be filled by this election.
3. Chair corresponds with other membership committee members regarding the following:
• Verifies that committee members have received the pages of the AkLA Handbook on Committees, Nominating Committee, Elections and File Maintenance. Chair sends above to committee members if they have not received them.
• Notifies them of the offices to be filled.
• Asks them to be considering AkLA members in their area who might be qualified for an office and interested in running (and suggests that the Nominating Committee member tentatively check with these people to see if they would run if nominated.) Committee members should stress in this initial contact that it is only a question - not an official request to run.
4. By September 1 the chair arranges the teleconference meeting and notifies committee members of the date, time, and bridge number.
5. Initial teleconference: Initial discussion on candidates and a tentative drawing up of the slate, establish a deadline by which the committee members will have completed responsibilities outlined in 5 below - and sets the time for the next teleconference if necessary.
6. The nominations committee member from the area where a person has been suggested as a candidate officially contacts that person to see if their AkLA membership is current and if they will agree to have their name placed on the AkLA ballot.
7. By October 1 determine the final slate.
8. The chair will send each candidate a copy of the Candidate for Office Biographical Data Form to be returned by October 15.
9. The chair will request the AkLA President to prepare a cover letter to be sent out with the ballot and send it to the AkLA Secretary by October 20.
10. If the election slate includes the ALA Councilor slot, the Executive Office should write ALA for the (form still? or letter) to certify the election of the ALA representative.
11. The Chair should send ballot information including biographical sketches to the AkLA Secretary by October 20. A sample ballot and sheet of biographical sketches are in the Forms section.
12. The AkLA Secretary will prepare the AkLA ballot containing: Name of office, names of candidates, length of term and inclusive dates of term. The reverse side of the ballot should be formatted with the AkLA Secretary’s address with postage affixed to facilitate voting by the members.
13. The ballot mailing which includes the cover letter from the AkLA President, the candidates biographical information and statement of philosophy and the ballot will be sent out by November 1. Ballots should be returned by December 1.

1. Rotating nominees for office among the various geographical areas.
2. Possibility of the President having at least one other officer in the same community.
3. The candidates nominated for President must be someone who has served on the Executive Council quite recently.
4. The candidates for Treasurer should be someone who has some knowledge of fiscal matters since financial responsibilities become more and more complex as the Association grows.
5. There has been some complaint among the membership when only one person is offered on the ballot as a candidate for an office. This needs to be considered; however, it is better to run one good candidate eager for the position, than several indifferent candidates solely for the sake of having additional choices. Consideration can be given to a comment on the ballot regarding the correctness of write-in candidates.

PUBLIC RELATIONS COMMITTEE

Charge

To plan, develop and promote programs of public relations and public information for libraries and the Alaska Library Association including professional events such as National Library Week, Children’ Book Week, etc.

Committee term

The term of office is for two years running from March to March. One half of the membership is appointed in alternate years. The chair will serve a one-year term with the vice-chair becoming chair in the second year. Chair and members may be appointed.

Duties

1. Maintains calendar of library and general events with PR tie-ins for libraries.
2. Information about National Library Week should be sent to Newspoke for inclusion in the January issue. In furnishing ideas for and information about National Library Week activities, it is suggested that a committee member or designated representative attend the planning meetings for NLW at the summer ALA meetings.
3. Coordinates with the Intellectual Freedom Committee to publicize Banned Books week.
4. Maintains handbook or collection of public relations ideas for libraries, including television and radio spots, newspaper ads, etc. and ideas for their use.
5. Sponsors a public relations swap spot or program at conference.
6. Coordinates promotional materials-pins, posters, etc. for Alaska Library activities.
   

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