AkLA Handbook Section IV: 7, 8, 9, 10
Federal Relations Coordinator, Agent, Affiliations, Archives

Updated: Thursday, 18-May-2006 12:27:12 MDT

• Federal Relations Coordinator
• Alaska Library Association Agent
• Affiliations
• ALA Affiliation
• PNLA Affiliation
• Archives
• Back to Handbook

Section IV: 7 Federal Relations Coordinator

Each of the fifty state library associations appoints an individual to serve as that state's Federal Relations Coordinator (FRC). This person's role is to coordinate the promotion of federal legislation within the state based upon information and directions received from the ALA Washington Office. The FRC is a member of Executive Council. This individual may serve alone or may form a committee to perform these duties.

While many state associations have traditionally appointed a new FRC each year, the ALA Washington Office strongly urges that whenever possible the same person serve more than one year in this position because expertise at coordinating federal relations is increased significantly with experience.

Action on the legislative front is often needed urgently, with little time to spare. The ALA Washington Office alerts the FRC in a variety of ways. ALAWON, The ALA Washington Office’s electronic newsletter, is sent to the FRC who is expected to read it immediately and take action as needed. Upon notice from the ALA Washington Office, the FRC is to take the requisite action within Alaska, alerting key persons and providing prompt, clear instructions to members of the state's legislative network.

1. Receives communications from ALA Washington Office.
2. Must then activate the state's legislative network as appropriate.
3. Should receive at least minimum budget from association for communications facilities (telephone, postage, photocopy, space in statewide library publications.)
4. Must work closely with state library agency head, state school media coordinator, and all other library associations in state.

Section IV: 8 Alaska Library Association Agent

Under terms of incorporation an association is required to have a registered agent - someone who can be listed in the Association records as being a contact person for the Association, and who has a permanent address.

In filing the Biennial Report in even-numbered years, the current Treasurer becomes the Regis­tered Agent for the Association. The mailing address used by the Treasurer for the Association shall be the address on file with the Department of Commerce and Economic Development.

Section IV: Affiliations

Article VIII, Section 4 states that "application for affiliation with related organizations or associations shall be made when the Association members or the Executive Council, subject to the approval of the members at the next annual meeting, so votes."

Affiliation with other organizations can be voted on by the Executive Council, subject to membership approval. Sometimes decisions to join are needed when the annual meeting is several months away. However, such action still requires the approval of the membership at the annual meeting. Withdrawal from the affiliation would be required if the membership did not approve.

Chapters and Roundtables wishing to affiliate with other organizations must request approval from Executive Council, subject to membership approval.

The executive board, at the May 15, 1986 meeting, agreed that AkLA and its subunits will not endorse nor affiliate with any organization that is not library/education related.

ALA Affiliation

The Alaska Library Association was granted Chapter status in the American Library Association in July, 1965. The following is from ALA bylaws regarding chapters:

As a Chapter of ALA, AkLA pays yearly chapter dues. AkLA also elects a representative from AkLA to serve a three-year term as an ALA Councilor. This person must be a personal member of ALA and AkLA; the term of Councilor runs from the end of an annual ALA conference to the end of another, three years hence.

For further information on the responsibilities of the ALA Councilor please see the Handbook section Officers and Executive Board members duties and responsibilities.

PNLA Affiliation

At the 1969 annual conference “the membership authorized the executive officers to affiliate with the Pacific Northwest Library Association” (M. Harris, Decennial Year History of the Alaska Library Association); PNLA Board approved membership of the Alaska Chapter at their Sept.21, 1969 Board meeting, and in February 1970 AkLA election Margaret Leibowitz was elected to be the first AkLA representative to the PNLA Board.

As a chapter of PNLA, AkLA pays yearly dues, and elects one representative for a two-year term to serve on the PNLA Board of Directors. This representative must be a member of AkLA and PNLA. The term of the representative begins immediately following the PNLA annual confer­ence and continues until the end of the conference two years hence.

For further information on the responsibilities of AkLA’s Representative to PNLA, please see the section on “Officers and Executive Board members duties and responsibilities and responsibilities.”

Section IV:10 Archives

The official papers and records of the Alaska Library Association are located in:

Archives
Elmer E. Rasmuson Library
University of Alaska Fairbanks
P.O. Box 756800
Fairbanks, Alaska 99775-6800

Association members are encouraged to send appropriate materials to the AkLA Historian or the AkLA Executive Officer. (See Policy 92.) If you aren't sure what "appropriate" is, send it anyway and the AkLA Historian in consultation with the AkLA Executive Officer can determine its lasting value. Officers of the Association should read the Handbook section on File Maintenance for information on which official records should be deposited there.

When sending materials for the Archives, please label as thoroughly as possible so that the AkLA Historian or AkLA Executive Officer will know what it is. It is especially important to label pictures with information such as people, place, date, event, etc.

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