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Chapter 5: Board of Directors and Executive Committee

5.1 Composition

5.1.1 Board
5.1.2 Executive Committee
5.1.3 Desired Board candidate qualities

5.2 Responsibilities

5.2.1 Board
5.2.2 Executive Committee

5.3 Responsibilities of officers

5.3.1 President
5.3.2 Vice-President/President-Elect
5.3.3 Immediate Past-President
5.3.4 Former Past-President
5.3.5 Budget and Finance Committee Chair
5.3.6 Councilor
5.3.7 Executive Director

5.4 Meetings

5.4.1 Meeting dates and schedules
5.4.2 Open sessions
5.4.3 Strategic planning and orientation session
5.4.4 Minutes/Action summaries
5.4.5 Rules and procedures for Board meetings
5.4.6 Closed sessions

5.5 Documents and agendas

5.5.1 Document distribution
5.5.2 Distribution list
5.5.3 Agendas

5.6 Voting

5.6.1 Voting at meetings
5.6.2 Motions
5.6.3 Voting between meetings
5.6.4 Procedures for voting by mail, telecommunications, or electronically

5.7 Reports to the Board

5.8 Activities of the Board

5.8.1 Midwinter Meeting
5.8.2 Annual Conference

5.9.1 Fall meeting
5.9.2 Spring meeting

5.10 Meeting commitments for officers

5.10.1 President
5.10.2 Vice-President/President-Elect
5.10.3 Past-President

5.11 Calendar of activities for officers

5.11.1 President
5.11.2 Vice-President/President-Elect
5.11.3 Past-President

5.12 Communication

5.12.1 Roster
5.12.2 Electronic Mail
5.12.3 Communication with members
5.12.4 Communication between Board and staff
5.12.5 Official functions/representing ACRL
5.12.6 Public relations
5.12.7 Board liaisons to sections
5.12.8 Use of ACRL’s name
5.12.9 Guidelines for external communication

5.13 Conflict of interest policy

5.14 Relationship with the Executive Director

5.15 Expenses of Board members

5.16 Board Recognition

5.1 Composition

5.1.1 Board

The composition and the duties of the Board of Directors are defined in Articles V-X of the ACRL Bylaws.

The Board consists of thirteen voting members: five ex officio members and eight elected directors-at-large. The president, vice-president/president-elect, past-president, chair of the Budget and Finance Committee, and ACRL divisional councilor are ex officio members. One member is elected at-large based on nominations from the University Libraries Section; one member is elected at-large based on nominations from the College Libraries Section; one member is elected at-large based on nominations from the Community and Junior College Libraries Section; two members are elected at-large based on nominations from the Chapters Council; two members are elected at-large based on nominations from the Sections Council and one member is elected at-large based on nominations from the ACRL Nominations Committee. The ACRL executive director is an ex officio member without vote.

5.1.2 Executive Committee

The Executive Committee consists of the president, the vice-president/president-elect, the past-president, the ACRL councilor, the chair of the Budget and Finance Committee, and the ACRL executive director (without vote).

5.1.3 Desired Board Candidate Qualities

The Board developed the following set of qualities to consider when choosing candidates for the ACRL Board of Directors.

Values

ACRL is committed to integrity and transparency and is dedicated to the values of higher education, to intellectual freedom, and to upholding "The Library Bill of Rights." We seek Board members who endorse and embody these values. More specifically, we seek Board members who will avoid even the appearance of a conflict of interest that would damage the image of the Association. We seek Board members who will not make, participate in, or attempt to influence any decision or other action of ACRL that could result in a direct or indirect benefit to the member, the Board, the member’s family, or any organization in which the Board member has a personal financial interest.

Collegiality

We are seeking individuals who can listen, analyze, think clearly and creatively, and work well with people individually and in a group. We seek individuals who can clearly articulate ideas, listen carefully to others, and synthesize discussions to make informed decisions.

Commitment to Board Service

Board candidates should understand the time commitment of the position and not over extend themselves so that they can give the position the attention it deserves. Board members should be willing to prepare for and attend Board meetings, ask questions, take responsibility, and follow through.

Pride in the Profession

We are looking for someone who is proud to be an academic or research librarian and who inspires pride in the profession.

Leadership

We seek Board members who can offer visionary leadership and a broad perspective on the issues and challenges of the profession. Members should be open to change, new ideas, and have global perspective. Board candidates should demonstrate a commitment to professional associations and to continuous learning. Connections to the broader information, technology, and higher education communities are helpful.

Professional Stature

We seek Board members who have demonstrated expertise in librarianship or related professional areas. Stature can be demonstrated through years of service, expert knowledge, or service in other non-profit organizations. It is helpful for Board members to have expertise in areas such as organizational and/or financial management; marketing and/or fundraising; strategic and/or long-range planning, professional development, staff training, and continuing education.

Commitment to ACRL

A Board member should have a strong interest in the present and future of ACRL. Board members should embrace the core purpose of ACRL and have enthusiasm for assisting the Association in establishing and realizing the goals and objectives to support the core purpose. Service on ACRL division-level committees, task forces, or discussion groups and/or section committees demonstrates interest in ACRL but is not a prerequisite for service on the Board. Board members should be willing to serve as ambassadors on behalf of ACRL to support the ACRL Chapter Speakers Bureau. Board members should be willing to provide financial support to the Friends of ACRL consistent with personal circumstances and to attend the ACRL National Conference (as circumstances allow).

5.2 Responsibilities

5.2.1 Board Responsibilities

The ACRL Board of Directors has general oversight and direction of the affairs of the association. It conducts all business pertaining to the association, and has authority to make decisions for the association during the periods between meetings.

Specific expectations:

1. Assume responsibility for implementing and advancing the strategic plan.
2. Review, assess, and oversee policies and actions taken by the association.
3. Adopt programs to carry out the association's mission.
4. Approve the budget.
5. Approve funding for new initiatives.
6. Support Board actions publicly even if they have reservations about the decision.
7. Employ a chief staff executive to carry out policy.
8. Provide the Executive Director with appropriate resources to carry out the programs adopted, and evaluate the Executive Director based upon performance.
9. Fulfill any assignments as committee members, board liaisons, or representatives of the association.
10. Attend all Board meetings in their entirety.
11. Evaluate and expeditiously follow up on actions taken at Board meetings.
12. Be available to members, individuals and groups for discussion and concerns.
13. Represent ACRL within ALA.
14. Assist in generating nominations for ACRL awards.

The Board of Directors must work toward the common good. In order to do so, the Board must operate as a whole and not as individuals. Each position is of equal importance to its success, and if one officer or Board member fails in doing the job, the working ability and effectiveness of the entire Board and organization is impacted. A Board must have mutual respect among its members. Free and open discussion is encouraged in meetings.

An effective ACRL Board member:

• Reads thoroughly: ACRL foundation documents, ACRL Guide to Policies & Procedures, ALA Handbook of Organization, ACRL Bylaws, the Board orientation manual, and other materials pertaining to the job.
• Asks questions for clarification before Board meeting as appropriate.
• Prepares for each Board meeting by carefully studying the agenda and supporting materials.
• Reads Board documents and budget reports to make careful, informed decisions on issues and the future of the association.
• Participates effectively in the Board meeting by voicing his or her opinions.
• Uses Board meeting time effectively (intelligently); brings all important matters before the Board; presents in writing any recommendations for action.
• Ensures that programs are responsive to ACRL membership needs and support the strategic plan.
• Studies ALA and ACRL program information to be a knowledgeable (intelligent) source of information for members and nonmembers.
• Listens to needs and interests of membership. Reports to President and Executive Director issues or concerns from members.
• Keeps abreast of ACRL activities and issues by reading meeting minutes and attending meetings to which he or she serves as a liaison (e.g., section executive committee meetings, coordinating committees, and sections council).
• Maintains constructive relationships within all units and divisions of the association.
• Sends copies of correspondence (or CCs on e-mail) to Executive Director, president, or other officers who need to be informed.

Financial Expectations

Board members are expected to fully support the association’s activities, including:

• Attending the ACRL National Conference and participating in ACRL’s Virtual Conferences.
• Joining Friends of ACRL.
• Recognizing the possibility that they may be called on to spend additional days at ALA and ACRL conferences for special Board work sessions.

5.2.2 Executive Committee

The Executive Committee has meetings during the year that are separate from the Board of Directors and are convened as needed by the president, typically in the fall and spring. The Executive Committee's actions are reported not later than the next meeting of the Board. The Executive Committee has the responsibility to:

(a) Act for the Board and make decisions on matters which:

1) require action before the next Board meeting;
2) have been specifically delegated by the Board to the Executive Committee; and
3) affect the budget and require immediate action.

(b) Act for the Board in the administration of established policies and programs, and make recommendations to the Board with respect to matters of policy and operations
(c) Review ACRL activities and programs and recommend priorities.

5.3 Responsibilities of officers

The elected officers of the division as defined by the bylaws are the president, the vice-president/president-elect, and the immediate past president. The Executive Director is the chief appointed officer for the association. Some of the duties of these officers are included in the bylaws, but many responsibilities are assigned by the Board of Directors as needs arise. The list that follows includes those duties mentioned in the bylaws and other responsibilities that are generally accepted as the function of the various officers.

5.3.1 President

Association Governance – board meetings, personnel committee, strategic planning

1. Serves as an officer of the division and presides at the membership meeting; includes planning optional annual President's Program and required membership meeting held at ALA Annual Conferences.
2. Plans Strategic Planning and Orientation Session for the Board (typically held in September or October).
3. Serves as a member of the division Board of Directors and presides at its meetings.
4. Serves as a member of the division Executive Committee and presides at its meetings.
5. Sees that the officers and members of the Board of Directors observe the bylaws, and that the orders of the Board of Directors and of the membership are carried out.
6. Plans and directs the activities and programs that have been approved by the Board.
7. Identifies actions in the best interest of the division and of the profession, and recommends such actions to the Board of Directors.
8. In consultation with the Executive Director, draws up agendas for Board, Executive Committee, and membership meetings.
9. Responsible for orientation and training of Board. Responsible for creating effective environment for Board to conduct its work. Conducts regular evaluations of Board effectiveness.
10. Mentors and advises vice president-president elect.
11. Provides the leadership for monitoring the division's strategic plan.
12. In consultation with the Executive Director, draws up agendas for and presides at the ACRL Leadership Council at Midwinter Meeting and Annual Conferences.
13. Consults with ACRL Board of Directors and Personnel Committee and carries out ACRL Executive Director's annual performance evaluation. Submits a written recommendation to ALA senior associate executive director for member and program services.
14. Makes interim appointments to fill committee vacancies, wherein the appointee serves until the expiration of the term of the member replaced.
15. Serves on Academic or Research Librarian of the Year Award and Excellence in Academic Libraries Nomination and Selection committees.
    
    Communication- about ACRL to its units and to ALA
16. Responsible for communicating Board actions, concerns, and issues as they arise.
17. Suggests agenda topics for Sections Council and Chapters Council to insure that important/broad ACRL issues are covered.
18. In consultation with the Chair of the Budget and Finance Committee, plans joint Board/Budget and Finance Committee Meeting at Midwinter and presides at meeting.
19. Keeps the Board and Executive Committee informed of all action and activities by forwarding copies of all documents.
20. Prepares and submits an Annual Report to ALA Council.
21. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in governance through attending meeting such as: ALA fall joint meeting of ALA Board and 11 Division Executive Committees, the ALA Planning and Budgeting Assembly, The joint meeting of ALA Budget Analysis and Review Committee (BARC) and the divisions, the Division Presidents’ Breakfast, and the ALA Presidents’ Luncheon.
22. Provides information to staff to create president’s Web site, including biographical information, message from president, schedule, special events, press box, reports, contact info, photo, C&RL News columns, etc.
23. Using the strategic plan, selects strategic direction to emphasize/highlight for year as president. This direction may inform President’s Program, monthly column in C&RL News, speaker talks, Web site etc.
24. Communicates activities and plans in reports for C&RL News, Board, and ACRL units.
25. Represents ACRL at chapter conferences by invitation.
26. Solicits donations to Friends Fund.
    
    Representation-external to Higher Ed org, media, vendors etc
27. Represents the division between meetings of the Board and Executive Committee.
28. Responds to requests from ALA Office of Public Information for interviews and information.
29. Attends liaison organization’s meetings as the ACRL representative.
    
    Ceremonial – awards, National Conference, receptions
30. May make nominations to the Board for a Special Presidential Recognition Award (see 11.2.6)
31. Attends Candidates Forum, Fellows gatherings, ACRL/Harvard Leadership Institute reunions, and the New Leader Orientation.
32. During an ACRL National Conference year, presides over opening ceremony; may introduce keynote speaker, preside over fellows gathering, and introduce speakers; welcomes new members and scholarship winners; hosts colleagues breakfast; participates in ribbon cutting; etc.
33. Presents Excellence Awards at on-campus ceremonies.
34. Prepares to "host" ACRL Legislative Day Lunch.
35. Attends invitational receptions at Midwinter and Annual Conference, as schedule permits, e.g., receptions for ALA officers, ALA president’s lunch, etc.
36. Thanks and appreciates members, leaders, and staff.

President’s Ex Officio and Liaison Responsibilities

• Academic/Research Librarian of the Year Award Committee
• ACRL Conference Program Planning Committee for conference in current year (serves as chair)
• Excellence in Academic Libraries Award Committee (Nominations)
• Excellence in Academic Libraries Award Committee (Selection)
• Chapters Council Board liaison
• ALA Planning and Budget Assembly
• Represent ACRL at Coalition for Networked Information (CNI) fall and spring Task Force meetings
• Represent ACRL at Association of Research Libraries (ARL) meetings
• Personnel Committee

5.3.2 Vice-President/President-Elect

Association Governance – Board meetings, Personnel Committee, strategic planning

1. Serves as an officer of the division and as a member of the Board of Directors, the Executive Committee and the Budget and Finance Committee.
2. In the absence of the president, presides at meetings of the Board, the Executive Committee, and at the membership meeting.
3. Appoints division-level committee members and chairpersons not otherwise appointed by a coordinating committee, coordinating this activity with the committee chairpersons whenever possible. Terms to begin in presidential year.
4. Appoints representatives to outside organizations and other ALA units as needed.
5. Performs such other duties as the Board of Directors or the president may assign.
6. Reaches out to defeated vice-president/president-elect candidates. Solicits interest in committees or projects that former candidates might wish to serve on.
7. Attends Budget and Finance Committee meetings both as Board liaison and as a way to be grounded in the financial operations of the association.
8. Chairs ACRL Conference Program Planning Committee for conference in presidential year. (structure currently under review)
9. Plans Strategic Planning and Orientation Session to be held early in presidential year.
10. As member of the Personnel Committee, advises president in ACRL Executive Director's annual performance evaluation.
    
    Communication- about ACRL to its units and to ALA
11. Plans the activities and programs to be emphasized during his/her term of office in accordance with the strategic plan and the needs of the division. This direction or theme may inform President’s Program, monthly column in C&RL News, speaker talks, web site etc. 
12. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in governance through attending meeting such as: ALA Fall Joint Meeting of ALA Board and 11 Division Executive Committees, the ALA Planning and Budgeting Assembly, the joint meeting of ALA Budget Analysis and Review Committee (BARC) and the divisions, the Division Presidents’ Breakfast, and the ALA Vice-Presidents’ Luncheon.
13. Represents the division on the ALA Committee on Appointments.
14. Provide information to staff to create vice-president’s Web site to include, biographical information, schedule, special events, press box, reports, contact info, photo, etc.
15. Communicates activities and plans in reports for C&RL News.
16. Represents ACRL at chapter conferences by invitation.
    
    Representation- external to media
17. Responds to requests from ALA Office of Public Information for interviews and information.
    
    Ceremonial – awards, National Conference
18. Attends Candidates Forum, Fellows gatherings, ACRL/Harvard Leadership Institute reunions, and the New Leader Orientation.
19. During ACRL National Conference year may preside or host an event.
20. Attends invitational receptions at Midwinter and Annual Conference, as schedule permits, e.g., receptions for ALA officers, ALA vice-president’s lunch, etc.

Vice-President/President Elect’s Ex Officio and Liaison Responsibilities

• Budget & Finance Committee
• ACRL Conference Program Planning Committee for conference in following year (serves as chair)
• ALA Appointments Committee
• ALA Planning and Budget Assembly
• Personnel Committee

5.3.3 Immediate Past-President

Association Governance – board meetings, Personnel Committee, strategic planning

1. Serves as a member of the ACRL Board of Directors and Executive Committee.
2. Supports president.
3. Works with staff to plan the New Leader Orientation session at Annual Conference and presides at that session.
4. As member of the Personnel Committee, advises president in ACRL Executive Director's annual performance evaluation.
5. Serves on ACRL Excellence in Academic Libraries Awards Committee.
6. Serve as Board liaison to publication activities of association. Attends Publications Coordinating Committee.
   
   Communication- about ACRL to its units and to ALA
7. Plans for and convenes the ACRL Fellows Group at Annual and shares information from this group with the ACRL Board.
8. Develops questions to ask ALA Presidential candidates for C&RL News article (December).
9. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in governance through attending meeting such as: ALA Fall Joint Meeting of ALA Board and 11 Division Executive Committees, the ALA Planning and Budgeting Assembly, the joint meeting of ALA Budget Analysis and Review Committee (BARC) and the divisions, and the Division Presidents’ Breakfast.
10. Writes Annual Report for C&RL News.
11. Represents ACRL at chapter conferences by invitation.
    
    Representation- external to media
12. Responds to requests from ALA Office of Public Information for interviews and information.
    
    Ceremonial
13. Attends Candidates Forum, Fellows gatherings, ACRL/Harvard Leadership Institute reunions, and New Leader Orientations.
14. Attend invitational receptions at Midwinter and Annual Conference, as schedule permits, e.g., receptions for ALA officers, etc.

Immediate Past-President’s Ex Officio and Liaison Responsibilities

• Excellence in Academic Libraries Award Committee (Selection)
• New Leader Orientation - planning responsibility with staff
• Personnel Committee
• Publications Coordinating Committee
• ACRL Blog Advisory Board
• CHOICE Editorial Board
• C&RL Editorial Board
• C&RL News Editorial Board
• New Publications Advisory Board
• Publications in Librarianship Editorial Board
• RBM Editorial Board
• Resources for College Libraries Editorial Board

5.3.4 Past-President, Once-Removed’s Ex Officio and Liaison Responsibilities

• Serves as chair of the Excellence in Academic Libraries Award Committee (Selection).

5.3.5 Budget and Finance Committee Chair

1. Shares information on financial picture of association. Represents budget and finance perspective in Board discussions. Advises Board on appropriate process to vet programs from a financial perspective.
2. Attends ALA Budget Analysis and Review Committee (BARC) Planning and Budget Assembly during Midwinter Meetings and Annual Conferences. Votes as ACRL representative when appropriate.
3. In consultation with president, plans joint Board/Budget and Finance Committee meeting at Midwinter.
4. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in governance through attending meeting such as: ALA Fall Joint Meeting of ALA Board and 11 Division Executive Committees, the ALA Planning and Budgeting Assembly, the joint meeting of ALA Budget Analysis and Review Committee (BARC) and the divisions

Budget and Finance Committee Chair’s Ex Officio and Liaison Responsibilities

• ALA Planning and Budget Assembly
• Joint meeting of ALA Budget Analysis and Review Committee (BARC) and the divisions

5.3.6 Councilor

1. Attends ALA Council meetings.
2. Serves as a member of the ACRL Board of Directors.
3. Serves as a member of the ACRL Executive Committee.
4. Stays informed on academic and research library and information issues, ALA and ACRL issues and trends, and ACRL membership needs.
5. Informs the ACRL Board on ALA trends, issues, interests, and actions that have implications for academic and research librarians and libraries.
6. Represents the position of the Board of Directors to the ALA Council on matters before it, and votes on behalf of the division if so directed by the ACRL Board.
7. Informs the Board of the potential its members have for action such as lobbying for their opinion or mobilizing support.
8. Convenes the Academic Caucus of Council and identifies issues that need to be addressed.
9. Attends ACRL membership meetings.
10. Keeps ACRL leadership informed of pertinent Council discussions by forwarding appropriate messages from the ALA Council discussion list to ACRLeads.
11. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in ALA Fall Executive Committee.

5.3.7 Executive Director

1. Informs the Board of Directors, Executive Committee, members, and others on the conditions of the association and all important factors influencing it.
2. Plans, formulates, and recommends for the approval of the Board of Directors basic policies and programs that will further the organization's objectives.
3. Executes all decisions of the Board of Directors except when other assignments are specifically made by the Board.
4. Attends all the meetings of the Board of Directors and Executive Committee. In consultation with president, prepares Board and Executive Committee meeting agendas. Is responsible for Board and Executive Committee meeting records, and annual report for the membership, in addition to regular reports to the Board of Directors.
5. Refers all issues, problems, financial questions, operations matters, or ancillary considerations that may arise exceeding defined level of authority to the Executive Committee and Board.
6. In cooperation with the Budget and Finance Committee, develops, recommends, and, upon approval, operates within an annual budget. Ensures that all funds, physical assets, and other property of the association are appropriately safeguarded and administered, and is responsible for financial management, including planning, purchases, receipts, disbursement, reports, and analysis.
7. Provides the necessary liaison and staff support to the Board and committees to enable them to properly perform their functions. Sees that committees’ decisions and recommendations are submitted to the Board of Directors.
8. Develops, for purposes of day-to-day administration, specific policies, procedures, and programs to effectively and efficiently implement the general policies established by the Board of Directors.
9. Executes such contracts and commitments as may be authorized by the Board of Directors for approval.
10. Represents the association by establishing and maintaining effective relationships with other organizations external to ALA—both public and private—and sees that the positions of the association are enhanced in accordance with the policies and objectives of each organization.
11. Recruits, hires, trains, and motivates association staff personnel, and is responsible for all promotions and terminations.
12. Obtains maximum utilization of staff by clearly defining their duties, establishing performance standards, conducting performance reviews, and encouraging ALA to maintain a competitive compensation structure.
13. Carries out such other general responsibilities as may be delegated by the officers and the Board of Directors.
14. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in governance through attending meeting such as: ALA Fall Joint Meeting of ALA Board and 11 Division Executive Committees, the ALA Planning and Budgeting Assembly, The joint meeting of ALA Budget Analysis and Review Committee (BARC) and the divisions.

Executive Director’s Ex Officio and Liaison Responsibilities

• Academic/Research Librarian of the Year Award Committee
• ACRL/Harvard Leadership Institute Advisory Committee
• Budget & Finance Committee
• Council of Liaisons
• Excellence in Academic Libraries Award Committee (Nominations)
• Excellence in Academic Libraries Award Committee (Selection)
• Information Literacy Advisory Committee
• National Conference Executive Committee
• Publications Coordinating Committee
• ACRL Blog Advisory Board
• CHOICE Editorial Board
• C&RL Editorial Board
• C&RL News Editorial Board
• New Publications Advisory Board
• Publications in Librarianship Editorial Board
• RBM Editorial Board
• Resources for College Libraries Editorial Board
• National Forum on Information Literacy

5.4 Meetings

5.4.1 Meeting Dates and Schedules

The Board meets two times a year during the Midwinter Meeting and the Annual Conference. Typically, two formal board meetings are scheduled during each as well as one or two informal meetings for updates, document checking, and training. The Board sometimes decides to come in a day early and meet on the Thursday before conference when additional work is needed on strategic planning or other projects.

The Executive Committee meets twice a year, in the spring, usually during the first week in May in Washington, D.C. to coincide with ALA’s National Library Legislative Day, and in the fall during September or October in Chicago along with other ALA divisions and the ALA Executive Board.

5.4.2 Open Sessions

All meetings of the Board are open except when discussions affecting the privacy of individuals, institutions, or the association are held. Seats are provided for observers at open meetings. The first 30 minutes of the first Board meeting is set aside for an "open microphone" session when any ACRL member may address the Board.

Special meetings and conference calls may be arranged at the discretion of the Board. Any Board member may request a special meeting or conference call. The final decision about whether to hold special meetings or conference calls rests with the president.

5.4.3 Strategic Planning and Orientation Meeting

Each year, usually in the fall, the Board holds a strategic planning and orientation session. In some years, the strategic planning and orientation session has been held in conjunction with the fall Executive Committee meeting. At other times, the strategic planning and orientation session is held over a weekend in the fall, but on different dates and at a different location than the fall meeting.

The general purposes of Board strategic planning and orientation sessions are:

1. to provide orientation for newly elected Board members;
2. to provide an opportunity for the Board to discuss overall association goals, plans, and strategies for the next fiscal year;
3. to consider "mega-issues" that the association and Board should be addressing/monitoring;
4. to review action plans that will affect development of the next budget;
5. to provide an opportunity for informal communication among Board members in order to produce more effective and productive decisions; and
6. to build a sense of teamwork among Board members.

5.4.4 Minutes/Action summaries

Staff takes minutes of the ACRL Board meetings. Following each Board meeting, a brief summary listing actions taken by the Board is distributed to Board members and others as appropriate.

Minutes of each Board meeting are prepared, approved by the Board, and distributed to the Board, staff, ACRL Leaders, and to other members of the association. The minutes of the meetings are also posted in a section of the ACRL web site. Typographical errors and non-substantive corrections may be reported directly to the ACRL staff, which will make the appropriate changes. Substantive corrections should be brought to the Board’s attention at the following Board meeting when the minutes are approved so that the correction(s) may be approved and included in the revised minutes.

Note that the Board approves minutes of the Board’s meetings and the Executive Committee approves minutes of the Executive Committee’s meetings. To illustrate, the Fall Executive Committee minutes will be shared with the full Board but the approval of the minutes will take place at the Spring Executive Committee.

5.4.5 Rules and procedures for Board Meetings

During its meetings, the official parliamentary authority of the Association guides the Board, which is currently the Sturgis Standard Code of Parliamentary Procedure. However, because the Board is a small group and its meetings tend to be more informal, strict adherence to parliamentary procedure is not always necessary. Board meetings do not include a parliamentarian. In the case of a procedural question, the rules of Sturgis prevail.

5.4.6 Closed Sessions

Closed sessions are used only to discuss matters affecting the privacy of individuals, institutions, and the association. The presiding officer reports out following each closed session in order to summarize the discussion and/or note any formal actions taken by the Board. Actions taken in closed session are announced, and votes are confirmed in an open session.

Closed sessions are noted on the agenda. Individual Board members may request a closed session if they feel an issue warrants one. The Board may also decide to go into closed session during a meeting if the item under discussion affects the privacy of an individual, an institution, ALA, or ACRL.

The Board is bound by ethics and common sense in observing rules of confidentiality and silence regarding discussions in closed session. In general, if public awareness of the issue will violate the privacy of an individual or institution, the session should be closed. Board members should not reveal the elements or substance of the discussion. If Board members are uncertain what they may reveal, this should be discussed during the closed session.

5.5 Documents and Agendas

5.5.1 Document Distribution

Board documents include a variety of document types: committee reports, staff reports, agendas, calendars, informational items, confidential items, and miscellaneous communication. Communications and documents for the Board are posted to the ACRL members-only Web site. ACRL staff will e-mail the Board as documents become available. Generally, documents are posted two weeks before the meeting. However, late documents will continue to be posted up to the travel day before the meeting.

The ACRL staff maintains a file of all documents distributed to the Board during the year.

5.5.2 Distribution List

ALA’s open meetings policy requires that all official Board documentation, unless confidential, be publicly available. A documents distribution list is maintained by ACRL and includes all current members of the Board, newly elected but not yet seated Board members, ACRL staff, and candidates for the offices of ACRL president-elect and councilor. Board documents may also be distributed to other parties on an as-needed basis.

5.5.3 Agendas

Officially, a docket is the list of items to be discussed at a meeting, and an agenda is the order in which they are discussed. These terms tend to be used interchangeably. However, the commonly used term in ACRL is agenda.

The president has responsibility for setting the agenda of the Board for each meeting. Approximately 4 weeks prior to each regularly scheduled Board meeting, the president sets the agenda. The agenda and a schedule of all Board meetings, including social events, and receptions are distributed to Board members as far ahead of the Board meeting as possible.

Agenda items are solicited from all Board members, staff, committee chairs, and section chairs approximately 6-8 weeks prior to each Board meeting. Board members may ask that items be placed on the agenda for discussion during either open or closed session. Copies of any supporting documents that will be needed during the discussion should be sent to the staff for numbering and posting to the Web at least four weeks before the meeting.

5.6 Voting

5.6.1 Voting at meetings

The Board makes its decisions through the voting process. At Board meetings, a majority vote rules. During meetings, Board members indicate their vote by raising their hand and/or by saying "aye", "no", or "abstain" as requested by the chair. The chair notes the outcome of a vote orally, i.e., saying, "the vote passes," "the vote is unanimous’, "the vote fails." The chair may report the "ayes" and "nays".

Votes taken in closed session must be reported out, with the vote confirmed in open session.

5.6.2 Motions

Motions are made in writing on official Board motion forms, which are available at each Board meeting. Motions must be signed. A second is required except in the case of motions presented by the chair of a Board committee as part of the report of that committee. The written motions are used as a formal record of the Board’s actions; therefore, it is important that both the mover and the seconder complete the written motion form fully, accurately, and legibly.

5.6.3 Voting between meetings

On occasion, the Board may need to conduct business or take votes outside of its regular meetings. This may occur for the following reasons:

At a regularly schedule Board meeting, the Board decides it needs additional information or staff work before voting and agrees to vote later;

A decision needs to be made immediately, an opportunity arises, or a crisis develops that requires Board action between regularly scheduled meetings of the Board.

5.6.4 Procedures for Voting by Mail, Telecommunications, or Electronically.

Voting between meetings is provided for by the ACRL Bylaws, Article XX, Sections 1, 2, and 3. If a conference call is held and votes are taken, or votes are taken through e-mail or regular U.S. mail, Board members are asked to confirm their vote in open session at the next regularly schedule Board meeting.

5.7 Reports to the Board

All units of the Association are required to make written reports annually of their activities and to submit them to the ACRL office for distribution to the Board and for inclusion in the Annual Report of Association activities. In making the report, unit leaders should be careful to point out how the activities support the Strategic Plan.

Annually the Board undertakes a self-assessment in an effort to determine where it needs to give more attention in the association and to fine-tune policies and practices. The Board also completes an assessment of the effectiveness of its meetings at the close of the Midwinter Meeting and the Annual Conference.

5.7.1 Submitting and Preparing Action and Information Reports for Board of Directors

Submitting Items to the Board for information, discussion, or action

An announcement soliciting agenda items is sent to all Board members, staff, and committee and section chairs approximately 6-8 weeks prior to the Board’s Midwinter and Annual Conference meetings as well as prior to the spring and fall executive committee meetings. Section leaders may ask that items be placed on the agenda for discussion during either open or closed session. Copies of any supporting documents that will be needed during the discussion should be sent to the staff for numbering and posting on the Web at least four weeks before the meeting following the instructions below.

1. Electronic copy: Send one electronic copy of the report to the attention of the Executive Director at the Association Office. (If original signatures are part of the document, e.g., signatures on a petition, the original paper documents should be sent to the ACRL office.)
2. Format: All reports should attach a Board action form that briefly notes the background, the action requested, the strategic initiative it addresses, and the staff and financial impact of the item. Blank Board of Directors Action forms can be found on the forms page of the Web site. Reports should be keyed on 8 ½ X 11 paper. The name of the persons/unit making the report should appear on each page. The name of members should appear at the end of each committee report.
3. Date: Date each page of the report.
4. Executive Summary: An executive summary containing a brief background of the issue or topic, the recommendations and the articulation of the discussions for and against the recommendations, and the unit’s reasons for the recommendations should be included in the executive summary and will make it easier for the Board of Directors to make its decisions.Recommendations: When recommendations are included, they must be summarized and presented at the beginning of the report in an executive summary.
5. Deadlines. Reports must be received at the Association Office according to established deadlines, announced typically eight weeks before the Board’s meeting, with a deadline of four weeks before the meeting.
6. Financial Impact Statement: In June 1995 the Board of Directors approved a motion requesting the inclusion of a budget and staffing impact statement in all recommendations being considered for action. The executive director prepares the impact statement.

5.8 Activities of the Board

5.8.1 Midwinter Meeting

• Special ACRL Board of Directors work session (Occasional, Thursday all-day)
• ACRL Board of Directors update (typically, Friday, 8:30-11:00 a.m.)
• ACRL Leadership Council (Friday afternoon, 2:00-4:00 p.m.). Includes all committee and section chairs; section vice-chairs; Chapters Council officers, Board members, Budget & Finance Committee members, and candidates for ACRL's section vice-chairs and ACRL Board seats. The ACRL president chairs this event.
• Sections Council (Friday, 4:30-5:30 p.m. following the Leadership Council). Includes representatives of all of ACRL’s 17 sections. ACRL officers are required to attend; other Board members are also encouraged to attend.
• Board Meeting I (Saturday afternoon). Includes open microphone session where ACRL members are encouraged to share ideas with the Board or call attention to issues of concern during the first 30 minutes of the meeting.
• Joint Board of Directors and Budget & Finance Committee meeting (Monday, 8:00 a.m.-9:30 a.m.). Any ACRL member may attend this open meeting.
• ACRL Board luncheon (Tuesday lunch). Board members meet informally, usually in the ACRL suite.
• Board Meeting II (Tuesday, mid-day or afternoon). This is the final meeting for the conference.

5.8.2 Annual Conference

1. Special ACRL Board of Directors work session (Occasional, Thursday all-day)
2. ACRL Board of Directors update (typically Friday, 8:30-11:00 a.m.). Includes current Board members and newly elected individuals.
3. ACRL New Leader Orientation (Friday, 11:30 a.m.-1:30 p.m.). Newly elected and appointed officers, Chapters Council officers, section chairs and vice-chairs, committee chairs, and Board members are invited to attend. The past president chairs this.
4. ACRL Leadership Council (Friday afternoon, 2:00-4:00 p.m.). Newly elected and continuing appointed officers, section chairs and vice-chairs, Board members, Budget and Finance Committee members, Committee chairs, and Chapters Council officers are invited to attend. The ACRL President chairs this session.
5. Board Meeting I (Saturday afternoon). Open microphone session. ACRL members are encouraged to share ideas with the Board or call attention to issues of concern during the first 30 minutes of the meeting. For the last half hour of the meeting the Board goes into Executive Session to review the performance of the Executive Director.
6. ACRL Membership Meeting (prior to Board I on Saturday or the first half hour of the President’s Program). Highlight key accomplishments; recognize Board members and newly elected officers.
7. ACRL President's Program (Monday, 2:00-4:00 p.m.). Recognize all ACRL colleagues (vendors who provide support to ACRL), keynote speaker. All ACRL award recipients announced. Present division-level awards except Academic/Research Librarian of the Year Award.
8. A reception for the Academic/Research Librarian of the Year Award has typically been held following the President’s Program. In 2007 this award will be presented at a keynote session of the ACRL National Conference, but for now that is a one-time exception. Academic/Research Librarian recognized and award presented (sponsored by YBP Library Services).
9. ACRL Board luncheon (Tuesday lunch). Board members meet informally, typically in the ACRL suite.
10. ACRL Board Meeting II (Tuesday, mid-day or afternoon). This is the final meeting of the conference. The gavel is passed to the vice-president/President-elect. Outgoing Board members are recognized.
11. ALA Inaugural Banquet (Tuesday, 7:00-11:00 p.m.). ACRL’s vice-president is inaugurated at this dinner/dance. ACRL typically fills 2-3 tables with Board members, guests, and staff. The cost of the ticket is the responsibility of each individual attending. ACRL staff collects the ticket money and reserves the tables so Board members can be seated together.

5.9 Activities of the executive committee

5.9.1 Fall meeting

This is usually a concurrent meeting with other ALA divisions, and recently the ALA Executive Board, held in Chicago during September or October.

Members may submit items that they wish to have the committee's advice or opinion on, or items for action that because of timing cannot wait until the next meeting of the full Board.

5.9.2 Spring Executive Committee meeting

This meeting is held in Washington, D.C. to coincide with the ALA Library Legislative Day. This is typically a one-day meeting.

Members may submit items that they wish to have the committee's advice or opinion on, or items for action that because of timing cannot be held until the next meeting of the full Board.

5.10 Meeting commitments for officers

5.10.1 President

The ACRL president attends the Midwinter Meeting, Annual Conference, spring and fall Executive Committee meetings, Board Retreat, and other meeting commitments.

In addition to those duties specified in the ACRL Bylaws and those listed under the roles and responsibilities for the position, the ACRL president has several meeting commitments at the ALA Midwinter Meetings and ALA Annual Conferences, along with a variety of others occurring at various times during the year. Meeting commitments fall into three categories: ALA, ACRL, and external organizations. Following are the meeting commitments for this position.

ALA Meetings
ALA meetings are scheduled by the ALA president working with the ALA Executive Office. Communication about the time, agenda, and any supporting documents comes from the ALA Executive Office.

1. The ACRL president, along with other ACRL leaders, has an opportunity at both the Midwinter Meeting and Annual Conference to meet with members of the Budget Analysis and Review Committee to discuss issues of concern and share ideas.
2. The ACRL president, with the ACRL vice-president and past-president, meets with other division officers at the Midwinter Meeting and Annual Conference (always on Sunday, 7:00-9:00 a.m.) in an informal setting to discuss issues of mutual concern and share ideas and interests.

ACRL Meetings

1. The president works with ACRL staff to develop the agenda and presides during the ACRL Board of Directors meetings at both the Midwinter Meeting and Annual Conference (Saturdays and Tuesdays).
2. The president works with staff to prepare the agenda and presides at the ACRL Executive Committee meetings twice a year, fall and spring, usually held in Chicago and Washington D.C. respectively. The fall meeting is typically scheduled for one-and-a-half days; the spring meeting for one day immediately preceding or following the ALA Legislative Day. The fall meeting is often a concurrent meeting with other ALA divisions and the ALA Executive Board.
3. The president works with staff to select a Board Strategic Planning and Orientation Session location, set purpose/outcomes for the session, select facilities, and develop the agenda for the session. The president presides over the session.
4. The president presides over the ACRL Membership Meeting (Saturday from 1:30 to 2:00 p.m., preceding Board I) and the Award Ceremony during Annual Conference at the opening of the President's Program on Monday from 1:30 to 4:00 p.m. Also, presides at the reception for the Academic/Research Librarian of the Year, which follows the President's Program from 4:00 to 5:30 p.m.
5. A New Leader Orientation session is held during each Annual Conference for newly elected and appointed officers. The president may be a presenter for this session. The topic for the presentation varies from session to session. The orientation session is held on Fridays, between 11:30 a.m. and 1:30 p.m.
6. In consultation with Executive Director, plans agenda for and presides over the Leadership Council session, that is held on Fridays, between 2:00 and 4:00 p.m.
7. The ACRL sections are represented through the Sections Council. This group meets at both Midwinter Meetings and Annual Conferences on Fridays, 4:30-5:30 p.m. The president is expected to participate in these meetings.
8. The president is expected to meet with the Chapters Council during the Midwinter Meeting and Annual Conference. Chapters Council meets on Sundays, 8:00 a.m.-noon.
9. The president serves as an ex officio member of the Academic/Research Librarian of the Year Award Committee and the Excellence in Academic Libraries Award Nominations Committees.
10. ACRL provides opportunities for its officers to visit the local chapters. The president may be invited to visit a chapter as a speaker to share information about ACRL programs, services, and activities. The president should confirm availability with the chapter and ask that they contact the ACRL office about further details.
11. The president convenes the Personnel Committee—made up of division officers—at both the Midwinter Meeting and Annual Conference. At the Midwinter Meeting, the Executive Director is invited to discuss goals for the year.

Other meetings
The ACRL president is invited to attend the Association of Research Libraries' (ARL) fall and spring meetings. If the president is not an ARL director, funds in the ACRL Board budget may be used to support this activity. The president may also attend the Coalition for Networked Information fall and spring meetings as an ACRL representative.

5.10.2 Vice-President/President-Elect

The ACRL vice-president/president-elect attends the Midwinter Meeting, Annual Conference, spring and fall Executive Committee meetings, Board retreat, and other meeting commitments.

In addition to those duties specified in the ACRL Bylaws and those listed under the roles and responsibilities for the position, the ACRL vice-president/president-elect has several meeting commitments at the ALA Midwinter Meetings and ALA Annual Conferences, along with a variety of others occurring at various times during the year. Meeting commitments fall into three categories: ALA, ACRL, and external organizations.

Following are the meeting commitments for this position.

ALA Meetings
ALA meetings are scheduled by the ALA vice-president working with the ALA Executive Office. Communication about the time, agenda, and any supporting documents comes from the ALA Executive Office.

1. The ACRL vice-president is a member of the ALA Appointments Committee. Work with the Appointments Committee ends with the year as vice-president. The Appointments Committee works virtually and also meets at Midwinter, usually for a two-hour meeting on Saturday.
2. As a member of the Appointments Committee, the vice-president will be asked to recommend members to serve on ALA-wide committees. Vice-presidents should start making a list of people to serve in various capacities as soon as they are elected and talk to other division vice-presidents about supporting their choices very early.
3. The ACRL vice-president represents the division at the ALA Planning and Budgeting Assembly along with the chair of the ACRL Budget and Finance Committee. The Assembly convenes at the Midwinter Meeting and at the Annual Conference on Sundays from 1:00-2:30 p.m.
4. The ALA Budget Analysis and Review Committee (BARC) and division leaders meet to discuss issues of concern and share ideas at the Midwinter Meeting and at the Annual Conference on Sundays from 2:30-3:30 p.m..
5. The ACRL vice-president, with the ACRL president and past-president, meets with other division officers at the Midwinter Meeting and Annual Conference (always on Sunday, 7:00-9:00 a.m.) in an informal setting to discuss issues of mutual concern and share ideas and interests.
6. An ALA Division Leadership Training Session is usually held in the fall for vice-presidents/presidents-elect. The purposes of this all-day session are to provide information on how the association works, share information about division programs, and get acquainted with colleagues in other divisions. This session typically precedes the Fall Executive Committee meeting.

ACRL meetings

1. The vice-president attends the ACRL Board of Directors meetings at both the Midwinter Meeting and Annual Conference (Saturdays and Tuesdays).
2. The vice-president attends the ACRL Executive Committee meetings twice a year, fall and spring, usually held in Chicago and Washington D.C. respectively. The fall meeting is typically scheduled for one-and-a-half days; the spring meeting for one day immediately preceding or following the ALA Legislative Day. The fall meeting is often a concurrent meeting with other ALA divisions.
3. The vice-president attends the ACRL Board Strategic Planning and Orientation Session, typically held in September or October.
4. The vice-president is an ex officio member of the ACRL Budget and Finance Committee. The committee meets three times during Midwinter Meetings and Annual Conferences (usually Saturday, Sunday, and Monday 8:00 a.m-noon).
5. The ACRL vice-president chairs the ACRL Conference Program Planning Committee. The committee consists of section and committee chairs or their designees who plan to sponsor a program at the Annual Conference during the vice-president's year of presidency. The Committee meets once during the Midwinter Meeting and Annual Conference. The conference program planning committee chairs for each of the units meet during the Midwinter Meeting and the vice-president sets the agenda for the meetings. The ACRL Conference Program Planning Committee is a component of the new ACRL Professional Development Coordinating Committee and will meet concurrently with the other constituent groups.
6. A New Leader Orientation session is held during each Annual Conference for newly elected and appointed officers.
7. The Leadership Council is held on Fridays, between 2:00 and 4:00 p.m.
8. The ACRL sections are represented through the Sections Council. This group meets at both Midwinter Meetings, and Annual Conferences on Fridays, 4:30-5:30 p.m. The vice-president is expected to participate in these meetings.
9. The vice-president is expected to meet with the Chapters Council during the Midwinter Meeting and Annual Conference. Chapters Council meets on Sundays, 8:00 a.m.-noon
10. ACRL provides opportunities for its officers to visit the local chapters. The vice-president may be invited to visit a chapter as a speaker to share information about ACRL’s programs, services, and activities. The vice-president should confirm availability with the chapter and ask that they contact the ACRL office about further details.
11. The president convenes the Personnel Committee, made up of division officers, at both the Midwinter Meeting and Annual Conference. At the Midwinter Meeting the Executive Director is invited to discuss goals for the year.

5.10.3 Past-President

ALA Meetings
ALA meetings are scheduled by the ALA president working with the ALA Executive Office. Communication about the time, agenda, and any supporting documents comes from the ALA Executive Office.

1. The ACRL past-president, along with other ACRL leaders, has an opportunity at both the Midwinter Meeting and Annual Conference to meet with members of Budget Analysis and Review Committee to discuss issues of concern and share ideas on Sundays from 2:30-3:30 p.m.
2. The ACRL president, with the ACRL vice-president and past-president, meets with other division officers at the Midwinter Meeting and Annual Conference (always on Sunday, 7:00-9:00 a.m.) in an informal setting to discuss issues of mutual concern and share ideas and interests.
3. The ACRL vice-president represents the division at the ALA Planning and Budgeting Assembly along with the chair of the ACRL Budget and Finance Committee. The Assembly convenes at the Midwinter Meeting and at the Annual Conference on Sundays from 1:00-2:30 p.m.

ACRL Meetings

1. The past-president attends the ACRL Board of Directors meetings at both the Midwinter Meeting and Annual Conference (Saturdays and Tuesdays).
2. The past-president attends the ACRL Executive Committee meetings twice a year, fall and spring, usually held in Chicago and Washington D.C. respectively. The fall meeting is typically scheduled for one-and-a-half days; the spring meeting for one day immediately preceding or following the ALA Legislative Day. The fall meeting is often a concurrent meeting with other ALA divisions.
3. The past-president attends the ACRL Board Strategic Planning and Orientation Session, typically held in September or October.
4. The past-president plans the New Leader Orientation session in conjunction with ACRL staff. The orientation is held during each Annual Conference for newly elected and appointed officers.
5. The past-president attends the Leadership Council that is held on Fridays, between 2:00 and 4:00 p.m.
6. The ACRL sections are represented through the Sections Council. This group meets at both Midwinter Meetings and Annual Conferences on Fridays, 4:30-5:30 p.m. The past-president is expected to participate in these meetings.
7. ACRL provides opportunities for its officers to visit the local chapters. The past-president may be invited to visit a chapter as a speaker to share information about ACRL’s programs, services, and activities. The past-president should confirm availability with the chapter and ask that they contact the ACRL office about further details.
8. The president convenes the Personnel Committee, made up of division officers, at both the Midwinter Meeting and Annual Conference. At the Midwinter Meeting the Executive Director is invited to discuss goals for the year.

5.11 Calendar of Activities for Officers

5.11.1 President

AUGUST

• Presidential theme article for September issue of C&RL News due August 1.

SEPTEMBER

• Start writing message for Annual Report covering period ending with previous Annual Conference (your vice-presidential year), published in the December issue of C&RL News. 300-500 words, due October 15.
• Work with Executive Director on agenda for Fall Executive Committee meeting.
• Finish any remaining committee and task force appointments.
• Start preparing President’s Report for Fall Executive Committee meeting.
• Encourage ACRL Board/others to nominate individuals for ACRL awards.
• Finalize any last minute details and attend the ACRL Board strategic planning and orientation session (usually in September or October).

OCTOBER

• Finish message for Annual Report covering period ending with previous Annual Conference (your vice-presidential year), published in the December issue of C&RL News. 300-500 words, due October 15.
• Plan ACRL Leadership Council activities.
• In even years only, appoint chair of ACRL National Conference Executive Committee (This is a separate process than regular divisional appointments - you’ll get a mailing detailing the process).
• Attend ACRL Executive Committee meeting and joint meeting with ALA Board at ALA Headquarters.
• If planning a President’s Program, check in with President's Program Committee re: arrangements/publicity for MW discussion group and plans for summer conference, providing assistance as needed.
• Attend the ACRL Board strategic planning and orientation session (usually in September or October).
• Ensure that at the Board Planning session the Board has selected topic for mega-issues discussion at Midwinter Board meeting.
• Attend ARL (typically late October).

NOVEMBER

• Begin developing a brief written report for ACRL Leaders at Leadership Council and Board report at Midwinter.
• Attend CNI (typically late November, early December).

DECEMBER

• Prepare agenda for Midwinter Meeting with Executive Director.
• Identify topics for Board update session.
• Contact any task force and/or committee chairs for progress reports, if desired.

JANUARY

• Prepare written President’s Report to the Board.
• Prepare presentation for ACRL Leadership Council.
• Prepare for Midwinter Meeting.

Midwinter

• Preside at the ACRL Board Update session or Board Effectiveness Training Seminar (Friday morning).
• Preside at the ACRL Leadership Council (Friday 2:00-4:00 p.m.).
• Preside at ACRL Board meetings.
• Attend ALA Planning and Budget Assembly.
• Attend Academic/Research Librarian of the Year Award Committee meeting.
• Attend division officers' breakfast. (typically Sunday, 7:00 a.m.).
• Attend Sections Council (Friday 4:30-5:30 p.m.).
• Attend Chapters Council & Candidate’s Forum (typically Sunday morning and Sunday lunch).
• Attend Academic/Research Librarian of the Year Award Selection Committee.
• Attend joint meeting of Board and Budget & Finance Committee.
• Meet with Personnel Committee and Executive Director on Executive Director’s goals for the year.
• Attend joint meeting of BARC and divisions.
• Host Fellows event.
• Conduct Board effectiveness assessment.
• Attend invitational lunch for all presidents within ALA, hosted by the ALA president.

MARCH

• Prepare for Excellence Award presentations.
• Prepare for ACRL National Conference presentations (in odd-numbered years).
• Give quote to staff for Friends promotion.

APRIL

• Present Excellence Awards on campus (typically scheduled in spring).
• Attend ACRL National Conference (in odd-numbered years).
• Attend CNI meeting.
• Prepare for spring Executive Committee meeting.
• Prepare to host ACRL Legislative Day lunch.
• Finalize thank you letters to non-reappointed committee chairs, members, and interns.

MAY

• Announcement of election results. (Also published on ACRL homepage and in June issue of C&RL News.)
• Attend ARL (typically late May).
• Attend ACRL Executive Committee meeting and ALA Legislative Day in Washington, D.C.
• Review and finalize ACRL President’s Report to Council (ACRL staff will draft and send you a copy to review and edit).
• Work with Executive Director on agenda for Annual Conference Board meeting.
• Prepare written President's Report for Annual Conference Board meetings. Selections may be shared orally with the Leadership Council.
• Prepare thank you statements for outgoing Board members to deliver at final Board meeting when presenting ACRL gift. These typically highlight their contributions to the Board.
• Collect data from the Board for Executive Director’s performance review using the ALA assessment form.

JUNE or JULY
Annual Conference

• Preside at ACRL Board meetings.
• Preside at ACRL membership and president's program meeting.
• Attend the Leadership Council (Friday, 2:00-4:00 p.m.).
• Attend Sections Council (Friday, 4:30 p.m.-5:30 p.m.).
• Attend ALA Planning and Budget Assembly (Sunday afternoon).
• Attend ACRL President’s Program and awards reception.
• Attend division officers' breakfast (typically Sunday, 7:00-9:00 a.m.).
• Attend invitational lunch for all presidents within ALA, hosted by the ALA president (often Saturday lunch).
• Convene Personnel Committee to prepare performance review with Executive Director.
• Meet with Executive Director to review performance. Prepare written statement for ALA senior executive director for programs and services.
• Meet with incoming vice-president and other ACRL officers to discuss work and direction of the association.
• Arrange to send appropriate files to incoming president.
• Conduct Board effectiveness assessment.
• Make presentations to outgoing Board members at final Board meeting.
• Hand gavel to incoming president at final Board meeting.
• Attend ALA Inaugural Banquet.

JULY/AUGUST Post Conference

• Prepare written statement reviewing the ACRL Executive Director’s performance for the ALA Senior Associate Executive Director for Member Programs and Services.
• Write thank you notes to Board, staff, etc.
• Assist incoming president with transition.

5.11.2 Vice-President/President-Elect

MAY

• Immediately upon election provide quotes for press release and C&RL News election article (published in June).
• Appoint ACRL representative to the ALA Conference Coordinating Committee for the conference to be held in your presidential year.

JUNE
Annual Conference

• Attend ACRL membership meeting for introduction to members.
• Attend ACRL Leadership Council.
• Attend New Leader Orientation.
• Attend ACRL Board meetings and Budget and Finance Committee meetings.
• Meet with Executive Director and other ACRL officers to discuss the work and direction of the association. Arrange with the president to receive appropriate files.
• Attend ALA Inaugural Banquet.
• Appoint President's Program Committee.
• Appoint Appointments and Leadership Recruitment and Nomination Committee chairs and committee members.

AUGUST

• Begin to plan for association's projects and programs for year as president.
• Turn in action plan form, complete with budget request.

SEPTEMBER

• Communicate to the President's Program Committee chair and members the nature of program for the year and expectations of them.
• Finish remaining appointments to President’s Program, Leadership Recruitment and Nomination, and Appointments Committees.
• Prepare goals for appointments process that your committee will use to guide them in recommending appointments.
• Communicate to the chairs of Appointments and Leadership Recruitment and Nomination Committees goals for filling vacant positions. Both of these committees will be receiving official instructions from the ACRL office later this month (with a cc: to you).
• Start preparing Vice President’s Report for Fall Executive Committee meeting.
• Plan for association's projects and programs as they carry out the new strategic plan for your presidential year. In the past this has been discussed at the Fall Executive Committee meeting and a written statement from the vice-president has been reviewed detailing the necessary steps to carry out the strategic plan.
• Attend ASAE CEO symposium (Date to be determined; usually in September or November)
• Attend the ACRL Board Strategic Planning and Orientation Session (usually in September or October)

OCTOBER

• Begin thinking about any special budget needs for upcoming fiscal year and inform the Executive Director so that they can be incorporated into the first draft of the budget.
• Check in with committees appointed (appointments, nominations, president’s program) as needed to assist with overview/direction, etc
• Attend the Division Leadership Program at ALA Headquarters.
• Attend ACRL Executive Committee meeting at ALA Headquarters.
• Attend the ACRL Board Strategic Planning and Orientation Session (usually in September or October). Begin thinking about the ACRL Board Strategic Planning and Orientation Session that vice-president will plan.

NOVEMBER

• Finish goals for appointment process.
• Advise Appointments Committee as needed.
• Begin developing written update about plans for ACRL Leadership Council at Midwinter (if time is allocated for this).
• Let staff know of any location preferences for Board Strategic Planning and Orientation Session so that appropriate travel research can be done. Select dates.
• Think about goals/outcomes for the Board Strategic Planning and Orientation Session.

DECEMBER

• Consider whether any initiatives will require special task forces and if so prepare request for Board action.

JANUARY

• Check in with Appointments, Leadership Recruitment and Nomination, and President’s Program Planning Committees as needed to see that all is going smoothly.
• Finalize Board Strategic Planning and Orientation Session dates and location.

Midwinter

• Attend ACRL Board Update session (Friday morning)
• Attend ACRL Board meetings.
• Attend Professional Development Coordinating Committee.
• Chair ACRL Conference Program Planning Committee meetings.
• Represent ACRL on the ALA Committee on Appointments.
• Attend ALA joint BARC and division meeting.
• Attend ALA Planning and Budget Assembly.
• Attend meetings of ACRL Budget and Finance Committee for review of budget requests for next fiscal year.
• Attend division officers' breakfast (typically 7:00 a.m. Sunday).
• Attend joint meeting of Board and Budget & Finance Committee
• Represent ACRL on ALA Committee on Appointments.
• Attend Leadership Council with Board and other ACRL appointed and elected leaders. (Friday, 2:00-4:00 p.m.)
• Meet with Personnel Committee and Executive Director on Executive Director’s goals for the year.
• Attend invitational lunch with ALA vice-president and divisions.

FEBRUARY

• Recommendations from Appointments and Leadership Recruitment and Nomination Committees due to vice-president.
• Continue planning content of Board Strategic Planning and Orientation Session.

MARCH

• Send names of chairs and appointees to committees to ACRL office.
• Prepare for ACRL National Conference presentations/functions (typically introductions, welcomes, etc.) (odd-numbered years).
• Finalize appointments letter so it can be sent to new appointees.

APRIL

• Attend ACRL National Conference (in odd-numbered years).
• Prepare for Spring Executive Committee meeting.
• Prepare Vice President's Report for Spring Executive Committee meeting.
• Monitor appointments with help of staff; work with Appointments Committee to make additional appointments that come up when members decline.
• Make the appointments that are filled without the Appointments Committee:
  • Excellence in Academic Libraries Award Nomination Committee
  • Excellence in Academic Libraries Award Selection Committee
  • ACRL/Harvard Leadership Institute Advisory Committee
  • Institute for Information Literacy Executive Committee (in consultation with the chair of IIL)
  • Information Literacy Advisory Committee
  • ACRL rep to the Atkinson Award Committee (every 4 years)
  • Various representatives to ALA committees

MAY

• Attend ACRL Executive Committee meeting and ALA Legislative Day in Washington, D.C.
• Monitor appointments with help of staff; work with Appointments Committee to make additional appointments that come up when members decline.
• Prepare Vice President's Report for Annual Conference (this will be a Board document; selections may also be highlighted orally at the Leadership Council).
• Provide quotes about upcoming presidential year for C&RL News election article (published in June).

JUNE

• Continue working on topics/authors for C&RL News column.
• Annual Conference.
• Attend ACRL Board meetings and updates.
• Attend ACRL Leadership Council. (Friday, 2:00-4:00 p.m.)
• Attend New Leader Orientation. (Friday 11:30 a.m.-1:30 p.m.)
• Attend Sections Council. (Friday 4:30-5:30 p.m.)
• Attend Chapters Council. (Sunday morning)
• Attend invitational lunch for all vice-presidents within ALA. (usually Saturday)
• Attend ACRL Board meetings and Budget and Finance Committee meetings.
• Attend ACRL membership meeting.
• Attend ACRL President’s Program and awards reception.
• Attend Planning and Budget Assembly. (Sunday afternoon)
• Attend division officers' breakfast. (Sunday, 7:00-9:00 a.m.)
• Attend ALA joint BARC and division meeting.
• Attend Personnel Committee meeting.
• Meet with incoming vice-president and other ACRL officers to discuss the work and direction of the association.
• Arrange with the president to receive appropriate files and arrange to send appropriate files to incoming vice-president.
• Receive passing-of-the-gavel at final Board meeting and conduct the closing portion of the meeting with newly-elected Board members.
• Attend ALA Inaugural Banquet.

JULY

• Write inaugural column for C&RL News. If a presidential column is planned, it is due July 30 for September issue.
• Plan orientation with Executive Director for Board Strategic Planning and Orientation Session. Finalize content with facilitator, etc.

5.11.3 Past-President

SEPTEMBER

• Start writing message for Annual Report covering period ending with previous Annual Conference (your presidential year), published in the December issue of C&RL News. 300-500 words, due October 15.
• Attend ACRL Executive Committee meeting at ALA Headquarters (or October).
• Attend ACRL Board Strategic Planning and Orientation Session (or October).

OCTOBER

Finish message for Annual Report covering period ending with previous Annual Conference (your presidential year), published in the December issue of C&RL News. 300-500 words, due October 15.

NOVEMBER

Draft questions and poll ACRL Board for input on questions to be posed to the candidates for ALA president for the C&RL News article

DECEMBER

• Complete questions for ALA presidential candidates and forward to editor of C&RL News.

JANUARY
Midwinter

• Attend ACRL Board meetings.
• Attend editorial board meetings.
• Attend ACRL Excellence in Academic Libraries Award Selection Committee meeting.
• Preside at ACRL Fellows gathering.
• Meet with Personnel Committee and Executive Director on Executive Director’s goals for the year.

APRIL

• Prepare for ACRL National Conference presentations/functions (typically introductions, welcomes, etc.) (odd-numbered years).

MAY

• Work with associate director to plan New Leader Orientation at Annual Conference.
• Attend ACRL Executive Committee meeting (typically held in Washington, D.C. in conjunction with ALA National Library Legislative Day).

JUNE
Annual Conference

• Attend ACRL Board meetings.
• Attend ACRL President’s Program and awards reception.
• Attend editorial board meetings (or Publications Coordinating Committee meeting).
• Presides over New Leader Orientation
• Meet with incoming vice-president and other ACRL officers to discuss work and direction of the association.
• Arrange to send appropriate files to incoming past-president.
• Preside at ACRL Fellows gathering.
• Attend Personnel Committee meeting.

5.12 Communications

Board members communicate with each other, headquarters, and members using a variety of methods, including U.S. mail, telephone, fax, and electronic mail.

5.12.1 Roster

Upon election, each Board member is asked for home and business address, home and business telephone number, fax number(s) and e-mail address. This information is included on a Board roster that is distributed to the Board and to staff. A second roster containing only the Board members’ institutional information (or other desired contact information) is prepared for "public" distribution: posting on the ACRL Web site, members of the library press, ACRL members, and others as requested. The rosters are revised as needed throughout the year. Board members should advise the staff immediately of any changes in the roster information.

5.12.2 Electronic Mail

Since the Board often communicates by electronic mail, it is imperative that each Board member has access to e-mail. The Board has its own private electronic discussion list, which is used for information, communication, and the exchange of ideas. All members of the Board are also subscribed to the ACRL discussion list "ACRLeads".

5.12.3 Communication with Members

When issues of key importance to members, committees, or units arise, Board members are often lobbied through letters, e-mail, or telephone calls. In all cases, it is important for the Board members to discuss such issues ahead of time if possible. A consistent response that reflects the Association’s viewpoint, contains the correct information, and includes the main reasons for the Board’s/Association’s position is key. Board members are certainly free to express their own personal points of view, but because it is sometimes difficult for members to separate "personal" from "Board" responses, care must be taken to make this distinction clear. In cases where Board members have questions about a particular issue or are uncertain about how to respond, posting to the Board listserv, a call to the president, and/or a call to the executive director may be necessary.

5.12.4 Communication between Board and Staff

In order to assure the flow of communication and orderly conduct of the business of the Board, these procedural guidelines for communications to and from ACRL staff are helpful:

Staff Communication to the Board

Official written communications addressed to the full Board from the ACRL staff, whether for action or for information, are transmitted to the Board through the executive director. The executive director and the appropriate staff manager should be informed of and copied on all routine informational mailings to Board members.

By virtue of their specific responsibilities, some members of the staff communicate verbally on a regular basis with individual officers and Board members. In such cases, the executive director is kept informed about such communications on an ongoing basis. Staff members should consult with the executive director or their supervisor before bringing non-routine matters directly to individual officers or members of the Board.

It is not the intention of these guidelines to delay or inhibit communication in either direction; rather, the guidelines have been implemented to ensure that misunderstandings and inconsistencies do not occur.

Board Communication with the Staff

Formal communications between the Board and the staff as a whole are transmitted to the staff through the executive director. The executive director is responsible for directing the work of all ACRL staff. Therefore, although individual officers and Board members may have occasion to communicate directly with members of the staff to request information or assistance, in instances where it is not clear who might be the most appropriate staff member to respond or where a response may involve several staff members or require significant staff time or effort, requests should be directed to the executive director.

5.12.5 Official Functions/Representing ACRL

From time to time, members of the Board may be asked to represent the Association in an official capacity. Examples include representing the Association at a conference or a state, regional, or international meeting, or as the official delegate to a special event, such as an ALA ceremony or the anniversary of an institution or the dedication of a building. When the president chooses not to attend, he/she may designate another Board member to represent ACRL. During the Midwinter Meeting and the Annual Conference, Board members may be asked to speak at programs or meetings of ACRL units. These engagements should be accepted only if they do not interfere with Board members’ responsibilities for attending Board meetings and other official Board functions.

5.12.6 Public Relations

At times the Board may have to make decisions that are not popular with one or more segments of the association. It is critical to the ongoing health of the association that clear, consistent, factual, and, for the most part, written rationales be used to convey such decisions.

Board members may be asked questions by the press and should be aware that when Board members express their views, the audience may assume that the Board member is speaking for the Board and thus for the Association. Board members should be aware of this phenomenon and should clearly state when they are speaking for ACRL and when they are speaking as personal members. When responding to questions from the press, Board members are encouraged to quote from the official record, i.e., the minutes and other documentation.

ALA often provides officers media training so that they can respond to the press and media effectively and with poise. Board members are encouraged to take advantage of these opportunities.

5.12.7 Board Liaisons to Sections

Directors-at-large are assigned liaison responsibility to sections. The Board liaison is a representative to a section for the purpose of facilitating communications between the Board and the section. The liaison receives copies of all agendas, minutes, reports, and other documentation from section, but Board members are not expected to attend all meetings of the section. It is helpful for the liaison to maintain close communication with the section chair and to attend a least one Executive Committee meeting during the Annual Conference and Midwinter.

5.12.8 Use of ACRL’s Name

NOTE: The Board of Directors is the voice for the association. Sections, committees, and other established units are not authorized to speak for the association except through the Board. This is to say that unit leaders should refrain from issuing statements, taking positions, or endorsing any statements or positions except with Board approval.

5.12.9 Guidelines for External Communication

Periodically the Association needs to communicate with external audiences on policies and issues relating to ACRL’s core purpose. In determining when to communicate and who shall represent ACRL the following factors should be considered:

• Urgency of need to communicate
• Significance of issue
• Scope and impact of issue on ACRL and its members
• Need for consistent relationship
• Established policy on the issue

If the association has established a position on an issue, the Executive Director and President are each authorized to communicate the association’s viewpoint to the outside world. Subsequently, the Executive Director and President will report such communications to the Board in a timely manner. When deciding who shall represent ACRL, the factors listed above shall be used to make the determination.

If the association has not established an official position on an issue and an external communication is needed without the delay caused by referral of the matter to the Board, the Executive Director and President are each authorized to send such communication, making the decision on who will represent ACRL on a case-by-case basis using the factors above. Subsequently, the Executive Director and President will report such communications to the Board in a timely manner.

When urgency is not an issue and the issue is significant, the full Board may be consulted. Alternatively, as per Article X, Section 2 of the ACRL bylaws, the Executive Committee may act in place and stead of the Board of Directors between Board meetings and may act for the Board and make decisions on matters which require action before the next Board meeting.

Source: ACRL Board, June 2005

5.13 Conflict of Interest Policy

Certain activities sponsored by the ACRL may pose a potential conflict of interest between a member's business or personal affiliations and his or her participation in the division. Such activities include, but are not limited to, selection of recipients of awards or of outstanding publications, and formal evaluation of specific nonprint databases and media or of specific vendor services. ACRL members asked to serve on committees should be conscious of real or apparent conflicts of interest and the possible effect of such conflicts on the credibility of the division and should act with professional ethical judgment to avoid such situations.

No members should make, participate in making, or use their ACRL position to influence the making of any committee or division decision in which the member has a direct or indirect financial or business interest.

If a member determines that he or she should not participate in a divisional decision because of a personal conflict of interest, the determination not to act should be accompanied by a public disclosure of that interest. In the case of a voting body, this determination and disclosure should be made part of the official record of the body, and the member should abstain from action on the matter(s) in conflict. In the case of a committee appointment, the disclosure should be made in writing to the appropriate appointing officer. A candidate for elective office should include a disclosure of any potential conflict of interest in the biographic statement submitted for the ballot.

Any member who is unsure of his or her responsibilities in this area may request assistance from the ACRL executive committee of the section or division, as appropriate.

If a member fails to identify a conflict of interest which may reflect negatively on the actions of ACRL, this Executive Committee may, by a majority decision, remove conflicting duties from the member's charge.

Source: ACRL Board, June 1995

5.14 Relationship with the Executive Director

The Board establishes a close relationship with the executive director. The executive director and staff provide infor