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AkLA Handbook Section V: 5-7
Regular Budget Items, File Maintenance, Handbook

Updated: Friday, 07-Jul-2006 14:49:59 MDT

up arrowSection V:5 Regular Budget Items

The AkLA budget is formed on a calendar year basis. Unexpended funds do not carry over. (See Policy 61) A draft budget is prepared fall face-to-face Executive Council meeting and placed in the next issue of The Newspoke and posted of the AkLA-L listserve for review by the membership. Comments and input are reviewed at the November Executive Council meeting and the budget is finalized and approved to go into effect January 1.

Items regularly included in the budget include:

 
Income items:

  1. Membership dues.
  2. Donations.
  3. Conference revenue.
  4. Sales of Directories, pins, t-shirts, etc.
  5. Contributions from AkLA sub-units to assist in payment of specific expenditures on their behalf, i.e. lobbyist, web page access, etc.
  6. Interest from CDs, bank accounts.
  7. Fund raising activities.
  8. Miscellaneous

Grants and/or contract funds should be kept separate from the regular AkLA budget to avoid confusion on status and source and expenditures.

up arrow  Expense Items:

  1. Postage and supplies: for general association business, including bulk mail permits in communities as needed. For specific committee activities see the committee line item.
  2. Travel: This is for general association business. It includes travel for executive council members to fall face-to-face Executive Council meeting, and the President's travel when on association business. It may also include travel for the President to the annual conference. [See Policy 2]
  3. ALA Councilor/PNLA Representative: At a minimum AkLA will provide transportation for one trip each calendar year for the PNLA representative and the ALA Councilor. Traditionally AkLA has provided more. [See Policy 22] 
  4. Conference Attendance Award. [See Policy 15] and [Policy 20] and the Handbook Section on [Conference Attendance Award.]
  5. Scholarship award [Scholarship Fund Procedures] [See Policy 101]
  6. Newspoke: Expenses for preparation, printing and mailing. 
  7. Alaska Library Directory: Costs of updating and annual printing and distribution.
  8. Chapter dues to PNLA.
  9. Chapter dues to ALA and other ALA contributions
    1. Chapter dues - set by ALA for chapter membership.
    2. Other contributions to support any or all of the following ALA activities are optional and the amounts may be variable depending upon Executive Council priorities. Check the annual dues statement form from ALA to determine other possible contributions.
    3. ALA Washington Office - This is a contribution which helps defray cost of maintaining the Washington office. Does not appear on the annual Dues Statement. It must be sent as a separate check directly to the Washington Office. [See also no. 5 of ALA Chapter Councilor Responsibilities to AkLA.]
    4. Annual Legislative Day - Solely supported by contributions.
    5. Freedom to Read Foundation - Does not appear on the annual dues statement. It must be sent as a separate check to the Foundation.
    6. ALA Endowment Fund - supports general scholarships.
    7. Fund for America's Libraries - supports scholarships and other ALA initiatives.
    8. Spectrum Initiative - supports scholarships and recruitment of people of color into the profession.
    9. FTRF Donation for the CIPA Lawsuit - to fight the Child Internet Protection Act
  10. Accounting services: For preparation of the tax forms.
  11. Financial review: Whenever the treasurer changes.
  12. Conference Advance: For early conference expenses which may include deposits, advertising and promotion. May also include travel to conference site by the Vice-President for Conference. [See Policy 25].
  13. Contractual services
    1. Executive Officer
    2. AkLA Lobbyist
  14. Communications
    1. Teleconference costs
    2. Internet access fees
    3. Webmaster's Internet connection
    4. Long distance phone/fax expenses
  15. Credit card maintenance expenses
  16. Annual incorporation fees to the State of Alaska.
  17. Committee and Roundtable projects as requested yearly and approved by Executive Council: may include costs of presenters, postage, supplies, printing, telecommunication, etc.
  18. Awards: Plaques, certificates, pins, framing, printing, postage, etc.

up arrow  Section V: 6 File Maintenance of AkLA Official Records

The guidelines which follow for AkLA file maintenance were developed originally by the then AkLA president Mary Matthews and UA Archivist Paul McCarthy in the fall of 1971. They were slightly modified in 1977 when the Handbook was completed and were further modified in the spring of 2001 upon recommendations from Gretchen Lake, retired UAF Archivist.

In her accompanying letter to the Executive Board members, Mary Matthews said: "We are hopeful they will encourage officers in the Association to keep orderly files and to be more responsible about turning over files to succeeding officers or to the University of Alaska Archives. I suggest that this directive be kept with the current files of each office."

This problem of keeping records of the Association is also addressed by Margaret Harris in her preface to the Decennial Year History of the Alaska Library Association as she notes: "This brief history is necessarily sketchy. Despite the fact that the minutes of the annual meetings and the Newsletter are available, I was unable to establish some of the pertinent dates and facts. It is hoped that this sketch will promote the establishment of a more complete archival file of the Association's activities since it well points up the need for more information."

Guidelines for Organization and Maintenance

This list represents records to be kept by the office holders. Retired records should be sent to the AkLA Historian or the Executive Officer for forwarding to the archives.

  1. President's files
    1. Complete file of minutes of annual meetings and Executive Council/Board Meetings for the previous 5 years
    2. Current correspondence (include correspondence of the President in office and previous President)
    3. Files of active programs and projects
    4. Reports of roundtable and committee chairs, reports of Treasurer, representatives to ALA and PNLA and the Executive Officer
    5. Complete file of Newspoke
    6. Two years of tax report form copies
    7. Conference Handbook
    8. Handbook of Procedures and Policies
  2. Vice-President for Conference files
    1. Complete file of current minutes of annual meeting and Executive Council/Board meetings
    2. Conference files
      1. Correspondence and other materials pertaining to planning of current conference
      2. Correspondence and other material pertaining to planning of previous conference
    3. Conference Handbook
    4. Handbook of Procedures and Policies
  3. Vice-President for Roundtables and Committees files
    1. Complete file of current minutes of annual meeting and Executive Council/Board meetings
    2. Correspondence and reports from Roundtables and Committees
    3. Handbook of Procedures and Policies
  4. Secretary's files
    1. File of minutes of the annual meetings and Executive Council/Board meetings for the past three years. These minutes should include all reports submitted as part of the official business of the organization. Copies of the audio cassette tapes from the meetings should be retained for one year before being deposited with the AkLA Archives.
    2. Current correspondence handled by the Secretary
    3. File on current AkLA election
    4. Handbook of Procedures and Policies
  5. Treasurer's files
    1. All financial records of essentially transactional nature for the past seven years. Transactional records older than seven years may be destroyed.
    2. Detailed financial report of the Association for the past three years.
    3. Complete file of IRS tax reports for seven years
    4. Handbook of Procedures and Policies
  6. Committee files
    1. Reports of past chairs
    2. Files of current committee business
    3. Handbook of Procedures and Policies
    4. Dormant committees should forward all files to the AkLA Historian or Executive Officer in a timely manner
  7. ALA and PNLA Representatives' files
    1. Reports of the representative
    2. Current correspondence and and material relating to the position
    3. Handbook of Procedures and Policies
  8. Roundtable, Chapter and Minichapter files
    1. All reports
    2. Financial records
    3. Files of current correspondence and programs
    4. Membership lists
    5. Executive Council/Board and annual AkLA business meeting minutes for the past three (3) years
    6. Handbook of Procedures and Policies
    7. Dormant subunits should forward all files to the AkLA Historian or Executive Officer in a timely manner
  9. Executive Officer files
    1. Complete file of current minutes of annual meeting and Executive Council/Board meetings
    2. All reports
    3. Database of current and non-current membership
    4. Database of Alaskan Libraries
    5. Correspondence files
    6. Master copies of forms, brochures, and other print materials
    7. Master of the AkLA Handbook of Procedures and Policies
    8. Master of the Alaska Library Directory
    9. Working copy of Handbook of Procedures and Policies
  10. Files for the AkLA Archives, located at Rasmuson Library, University of Alaska
    Fairbanks, AK 99775

    11. For the state organization and for local organizations that do not have a local repository for their records these files should include:

    1. Correspondence two (2) years old or more
    2. Complete file of reports, minutes, meetings and other records pertinent to the organization
    3. Committee files and conference files two (2) years old or more
    4. Financial Reports
    5. Tapes, photos, award scrolls, etc.
    6. Complete file of the Association's publications
      (The Sourdough, Newspoke, AlaskaLibrary Directory)
    7. Handbook of Procedures and Policies

It is important to remember that files of any one office or committee are to be kept with that office or committee. It is the responsibility of the officer or committee chair to see that these files are turned over to the successor in good order as soon as possible after the position has been assumed. Every effort should be made to keep records and files relating to one's personal membership in AkLA separate from office or committee files. Also it is the responsibility of the incoming officer or committee chair to review the files passed along, and to be sure that there is a complete file as described above. All files which are non-current two (2) years old or more should be forwarded to the AkLA Historian or Executive Officer for deposit in the AkLA Archives. See[Archives Section.]

up arrow  Section V - 7 Handbook of Procedures and Policies

The handbook became necessary as AkLA grew from a small organization of a few members into a larger, more complex one. It was written by Nancy Lesh in 1977 and revised by her in 1979. An updating, revision and reprinting was done by Kari Mohn in 1984, and in 1989 another complete revision was done. In 1995 Bob Anderl, as the new Executive Secretary took on the responsibility of producing and distributing updates. In 2001 a committee composed of Mary Jennings, Nancy Lesh and Bill Smith took on the task of completely revising the handbook and preparing the text for posting on the AkLA Website by the 2000 –2001 AkLA Webmaster, Judith Terpstra.

The Web version of the Handbook of Procedures and Policies permits everyone to have access to AkLA’s organizational and procedural information. Because of budgetary limitations hardcopies are not available. Anyone is welcome to download all or part of the Handbook of Procedures and Policies. (check with the current Webmaster Elise Tomlinson for download instructions for all or part of the handbook) The handbook contains most of the information needed to carry out the official business of the organization.

up arrow  Distribution
The following individuals should use the Handbook of Procedures and Policies to identify the specific duties and responsibilities of the offices they hold:

President
Immediate Past President
Vice-President for Conferences
Vice-President for Roundtables and Committees
Secretary
Treasurer
PNLA Representative
ALA Councilor
Each Chapter Chair
Each Minichapter Chair
Each Roundtable Chair
Each Committee Chair
Newspoke Editor
Executive Officer
Director of the Alaska State Library
AkLA Historian
Webmaster
AkLA Archives

When new chapters, minichapters, roundtables or committees are formed it is the Executive Officer's responsibility to see that the chair receives the Handbook of Procedures and Policies. The Executive Officer will also remind outgoing Executive Council members to forward their Handbook of Procedures and Policies to their successors. 

Updating

Each member of the Executive Council is responsible for making sure sections of the Handbook of Procedures and Policies dealing with their office are accurate and up to date.

The Executive Officer maintains the master of the Handbook of Procedures and Policies and is responsible for its editing and publication. Suggestions for additions, amplification, etc. should be given to the Executive Officer at any time.

The print version of the Handbook of Procedures and Policies is updated annually in August.

The Web version of the Handbook of Procedures and Policies is updated throughout the year as needed. Notification of major changes between annual printings will be announced on AkLA-L.

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