The Public Library Association enhances the development and effectiveness of public library staff and public library services. This mission positions PLA to:
To strengthen public libraries and their contribution to the communities they serve.
Approved by the PLA Board of Directors, ALA Annual Conference 2002, Atlanta, GA.
PLA GOVERNANCE
The Public Library Association has specific responsibility for:
Approved by the PLA Board of Directors, ALA Annual Conference 2002, Atlanta, GA
1. SERVICES TO MEMBERS
Support of officers, sections, and committees, and their programs. Includes awards, advisory services, and relationships with other ALA units. Primarily paid for by dues revenue.
2. PUBLIC LIBRARIES
The division's official publication, a bimonthly magazine. Kathleen Hughes of the PLA staff is Managing Editor. Policy is set by PLA Board of Directors upon recommendations from Public Libraries Advisory Board. Available as a benefit or by subscription. PLA Executive Director and staff are responsible for management decisions including timely production, monitoring advertising revenue, subscription promotion, and hiring and evaluating editors.
3. PUBLICATIONS
The Monographs Committee reviews publications in the public library field, especially those of the division, to ensure they are current and relevant to member needs; initiates and coordinates the publication of materials and the production of resources pertinent to the role of public library service; and prevents duplication of effort between and among PLA units in publication. Its PLA Monographs Subcommittee is responsible for soliciting, reviewing, and recommending manuscripts for publication. The PLA Executive Director and staff are responsible for production, marketing, distribution, and pricing. Financial goal is to show positive net revenues each year.
4. SPRING SYMPOSIUM WORKSHOPS
Concurrent workshops usually held in Chicago each year PLA does not hold a National Conference. PLA Executive Committee sits as advisory committee for this project. Workshop organizers/presenters may either volunteer or be invited to serve. PLA Executive Director and staff are responsible for local arrangements, contracts with presenters and organizers, promotion, registration, and financial management. Financial goal is to net 10% to cover upfront costs for succeeding sessions.
5. PRECONFERENCES
Held prior to ALA's Annual Conference or PLA's National Conference. PLA Executive Committee sits as advisory committee. Initiative for preconferences may come from members, through PLA units or individuals, or from the Executive Committee. PLA Executive Director and staff are responsible for local arrangements, contracts with presenters and organizers, promotion, registration, and financial management. Financial goal is to net 10% to cover upfront costs for succeeding sessions.
6. PLA NATIONAL CONFERENCE
Held every other year in sites that provide for geographic diversity. Special committee structure supports general coordination, exhibits, programs, and local arrangements. PLA Executive Director and staff are responsible for all contracts, publicity, programs, support, exhibit sales, and registration. Management plan and site selection must be approved by ALA Executive Board. Financial goal is sufficient net revenue to fund upfront costs of succeeding National Conference.
7. PUBLIC LIBRARY DATA SERVICE
Surveys participating libraries annually to gather financial staff, resource, community, and output data. The PLDS Statistical Report is published in time for ALA Annual Conference. Statistical Report Advisory Committee provides overall guidance for projects. PLA Executive Director and office staff are responsible for timely distribution of surveys and publication of report as well as its marketing and distribution. The contractor will maintain the database, produce camera-ready copy for the final report, and conduct custom searches. Financial goal is to generate positive net revenue.
8. PLA PARTNERS
Guided by a membership committee composed of public librarians and vendors, this program actively solicits vendor support for PLA and provides systematic recognition for such support. PLA staff provides coordination of support.
9. CERTIFIED PUBLIC LIBRARY ADMINISTRATOR PROGRAM (under development)
A planned series of substantive continuing education opportunities for librarians seeking to enhance their skills and move to a higher stage of practical and professional expertise. Post-MLS/post-MIS participants who complete an established curriculum of courses and demonstrate significant library experience and proof of related activities will receive the Certified Public Library Administrator designation. The program is overseen by a joint committee with representatives from PLA, LAMA, and ASCLA and will be offering courses and registering candidates in 2000. PLA staff is responsible for administering course offerings, contracts with presenters and organizers, promotion, registration, and financial management; certification records and awards will be administered by an authority separate from ALA.
COMMITTEE PARTICIPATION
Members can participate in PLA committees either in person or electronically. Typically, each committee has ten attending members and two additional electronic members. These electronic participants are not required to attend committee meetings; however, they are not prohibited from doing so should they so choose. Attending members are required to attend committee meetings, which occur at ALA's Midwinter Meeting and Annual Conference.
To facilitate working with electronic members, the committee chair should create an email group, or the PLA office (if requested) can create a discussion list for the committee. The committee chair can use the email group or list to facilitate the work of the committee by distributing agendas, posting notes from previous meetings, and suggesting issues for discussion regarding the work of the committee. By utilizing the discussion list, the attending and electronic members may fully participate in the work of the committee. For more information on working electronically see page 22.
Committee chairs may want to consider the following activities as opportunities for participation by the electronic members: conducting research, publicizing programs and activities, submitting material for the PLA electronic newsletter (created and distributed by the PLA Communications Manager, Kathleen Hughes), and handling survey work. This is not intended as an exhaustive list of activities for the electronic committee participants, merely food for thought regarding the assignment of committee work.
Each cluster committee is assigned a liaison from the Cluster Steering Committee. The liaison will contact each chair monthly (as needed) on an informal basis to discuss the committee's progress on executing their business plan. (See Cluster Steering Committee Business Plan - Appendix Page E.) The liaison will assist in the development of programs and products, help avoid duplication in committee work, and/or suggest ways to partner with other committees to maximize expertise and resources.
Each committee, whether Cluster Committee or PLA Business Committee, will submit to the PLA office, the committee's business plan. (See Committee Accountability Tracking Tool - Appendix Page F.) Business plans are due two weeks after the Midwinter Meeting. The PLA office will distribute the Cluster Committee Business Plans to the Cluster's Steering Committee Chair.
The products, programs, and services that PLA offers to its members are a direct result of the work of the committees. The PLA office staff is always available to provide guidance and advice to committee chairs regarding the work of the committee.
BUSINESS COMMITTEES
Standing, special, project, and joint committees may be authorized by the PLA Board of Directors and may be discontinued similarly. Special committees also may be authorized by the president to meet emergency needs. All committees shall report to the PLA Board of Directors. Typically, written reports are preferred.
Standing Committees are established to carry on the continuing work of the Association. Members shall be appointed and may be reappointed by the PLA vice-president for staggered terms not to exceed two years, but in no instance shall a person serve on the same committee for more than four consecutive years. Special Committees shall be appointed by the president or vice-president, depending on which officer initiated the establishment of the committee, to perform limited specific functions. The life of a special committee shall be one-year. The Board of Directors may at its discretion extend the term of such a committee by one additional year if necessary to complete its assignment.
Note the following:
Project Committees shall be appointed by the president or vice-president, depending on which officer initiated the establishment of the committee, to accomplish limited specific tasks. The life of a project committee shall not exceed four years. Committee members shall be appointed for the life of the project.
CLUSTER COMMITTEES
Cluster committees are created by the PLA Board and assigned to a particular cluster. Cluster committees report directly to the appropriate cluster steering committee. In general like the business committees, these committees are established to carry on the work of the cluster or are appointed to perform limited specific functions. See the PLA Bylaws (page 5) for the descriptions of PLA's three clusters. For budget information, see page 24.
According to the PLA bylaws, the PLA Board of Directors establishes clusters. Moreover, with the approval of the PLA Board of Directors, clusters may be dissolved and its committees distributed to other clusters. If an elected cluster steering committee member does not fulfill the responsibilities of the office to which that person is elected, the PLA Executive Committee shall have the authority to remove the officer from the office. PLA cannot violate or circumvent the ALA bylaws; likewise, no PLA cluster committee may violate or circumvent the PLA bylaws.
Each cluster steering committee has these rights:
DISCUSSION GROUPS
Discussion groups are formed by petition and approval by the PLA Bylaws and Organization Committee, whose chair or representative brings the petition to the PLA Board of Directors for approval. A division petition requires 25 signatures.
For more information on discussion groups, see PLA Bylaws on page 7.
Conferences
After considering recommendations from the ALA Conference Services, the ALA Executive Board approves locations for the Midwinter Meetings and Annual Conferences. Only business meetings may be held at the ALA Midwinter Meeting, which convenes Friday through Wednesday in January or February. Preconferences, programs, and business meetings are held at the ALA Annual Conference, which convenes from Thursday through Thursday in June and July. Preconferences are held only on Thursday and Friday.
MEETINGS
According to ALA policy 7.4.3, all meetings of the American Library Association and its units are open to all members and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions. For example, Nominating Committees and Award Committees hold closed meetings.
PLA BOARD AND EXECUTIVE COMMITTEE DOCUMENTS
In general, board documents address important PLA issues that both the PLA Board of Directors and the PLA Executive Committee discuss, and they may vote to approve or reject actions on these issues at their meetings. (The PLA Executive Committee meets eight times each year, twice in the spring and twice in the fall, and twice during each Midwinter Meeting and ALA Annual Conference. The PLA Board of Directors meets three times during each Midwinter Meeting and two times at Annual Conference.) Most issues of major importance to PLA are discussed and voted on by the entire Board of Directors.
Contact the PLA President or the PLA Executive Director to place an item on the Board's agenda. The usual deadline for a document or presentation to be approved for discussion by either the PLA Board of Directors or the PLA Executive Committee is three weeks prior to the meetings. Send all potential documents to Greta Southard, PLA Executive Director, 50 East Huron, Chicago, IL 60611; e-mail gsouthar@ala.org. Material may be submitted to the Executive Director at the Midwinter Meeting or the Annual Conference. The sooner the material is approved as an agenda item, the more likely it will be discussed.
POLICY ON THE NUMBER OF PROGRAMS THAT CAN BE PRESENTED AT ALA ANNUALCONFERENCE
POLICY- The total number of PLA programs that PLA will present at ALA Annual Conference will be based on the quality of Program Proposals received by the deadline, conference site, and whether it is a PLA National Conference Year.
CRITERIA FOR SELECTING PROGRAMS:
The Conference Program Coordinating Committee (CPCC) may use the following point process:
10 points = Clearly defined target audience
10 points = Program Objectives are clear and appropriate for the target audience
10 points = Program cosponsored by two or more PLA units
10 points = Relevance, timeliness, and usefulness to PLA membership
40 points total.
CPCC will carefully review all programs for duplication and committees will be encouraged to develop joint programs with other PLA clusters and committees. If a cluster or committee submits more than one Program Proposal each, they should prioritize the proposals.
Adopted by the PLA Board of Directors, June 1999.
Friday
Executive Committee I. Friday morning (usually from 11:00-11:30 a.m.), the Executive Committee meets.
New Board Member Orientation. An orientation session for new PLA Board members, hosted by PLA Past-President. Held from 11:30 a.m.-12:30 p.m.
Board Luncheon. Immediately following the orientation session, the new Board members and returning Board members have a luncheon. Held from 12:30-2:00 p.m.
Board I. First Board meeting at Midwinter, held from 2:00-5:30 p.m.
Sunday
All Committee Meeting. On Sunday morning, all PLA committees meet in one location. Business committees meet from 8:00-9:30 a.m.; cluster committees meet from 9:30-11:00 a.m.; cluster steering committees meet with the chairs of their cluster from 11:00 a.m.-12:00 p.m.
Monday
PLA Past Presidents Breakfast. On Monday morning, from 7:30-9:00 a.m., the PLA Past Presidents and the PLA Executive Director meet for breakfast.
Board II. The PLA Board meets from 12:30-4:30 p.m. A box lunch for the Board is included.
Tuesday
Board III. The PLA Board meets from 12:30-4:00 p.m. A box lunch for the Board is included.
Executive Committee II. The Executive Committee meets for the second time from 4:00-5:00 p.m.
PLA AT ANNUAL CONFERENCE
Annual Conference Overview
Preconferences may be scheduled on Thursday and Friday; preregistration is required. PLA programs are held from Saturday through Tuesday.
Friday
Executive Committee I. On Friday morning, the PLA Executive Committee meets (usually from 11:00-12:00 a.m.).
Leadership Development. Held Friday afternoon (beginning at 4:00 p.m.), the Leadership Development program is followed by a light reception and is intended for all current and incoming committee members and chairs, the PLA Board of Directors, and interested member leaders.
PLA Board I. On Friday afternoon the PLA Board of Directors meets (usually from 2:00-5:00 P.M.). The newly elected Board members are invited to attend this and all subsequent PLA Board meetings at Annual Conference.
Saturday
President's Program and Membership Meeting. On Saturday afternoon from 2:00 to 4:00 P.M., the PLA President presides at the President's Program. The PLA President recognizes all current PLA Partners (vendors who provide support to PLA), introduces the PLA board of Directors, and reports on the state of the Association.
Sunday
Division President's Breakfast. On Sunday morning (Usually from 7:00 to 9:00 A.M.), Vice-presidents, newly elected Vice presidents, Presidents, and immediate Past Presidents of all divisions attend the Division President's Breakfast (sponsored by one of the divisions.) Organized by the ALA Member Programs and Services office.
All Committee Meeting. On Sunday morning, all PLA committees meet in one location. Business committees meet from 8:00-9:30 a.m.; cluster committees meet from 9:30-11:00 a.m.; cluster steering committees meet with the chairs of their cluster from 11:00 a.m.-12:00 p.m.
Monday
PLA Past President's Breakfast. On Monday morning, from 7:30-9:00 a.m., the PLA Past Presidents and the PLA Executive Director meet for breakfast.
President's Reception. Held on Monday evenings during Annual Conference. Time varies, but is usually 6:00 to 8:00 P.M. The reception is open to all PLA members. Invitations are mailed to award and grant recipients, the PLA Awards Committee members, award sponsors, all other PLA Partners, the current PLA Board of Directors, committee chairs, and PLA past presidents. The reception is held in a "destination" location to encourage maximum attendance.
Tuesday
PLA Board II. On Tuesday afternoon (usually from 12:00 to 4:00 p.m.), the Board of Directors meets for the final time at Annual Conference. A box lunch for the Board is included.
Executive Committee II. After the Tuesday board meeting, the PLA Executive Committee meets (usually from 4:00 to 5:00 p.m.). The current PLA Vice-President presides as the new PLA President, the newly elected PLA Vice-President takes office as Vice- President, and the former PLA President attends.
PLA NATIONAL CONFERENCES
Usually held in March, PLA's biannual National Conferences are major continuing education events. A PLA National Conference committee supports programs, exhibits, and local arrangements for each National Conference. The PLA Executive Director and staff are responsible for all contracts, publicity, program support, exhibit sales, and registration. The management plan for each PLA National Conference must be approved by the ALA Executive Board. The financial goal is to obtain sufficient net revenue to fund upfront costs of the succeeding National Conference.
PLA National Conference Committee
The PLA National Conference Committee consists of five members:
The staff liaisons to the committee are the PLA Meetings and Special Events Planner and Manager of Professional Development. The PLA Partners committee is asked to appoint a liaison to the National Conference Committee. The committee is charged to:
To work with PLA Executive Director and staff to plan and conduct a national conference; to oversee general planning for the conference; to make policy recommendations to the PLA Board regarding the conference; to assist in identifying potential major speakers for all conference events; to provide an evaluation report of the Conference to the PLA Board; to provide input to and review of the Conference budget; to identify areas for potential fundraising and contributions and to work with PLA Partners Committee in these efforts; to provide direction and coordination to local and program subcommittee and exhibits representative; to serve as advisors to the PLA Communications Manager for conference promotion; to assist in Conference events and activities as needed.
PLA National Conference Program Subcommittee and Programs, Preconferences
The subcommittee is charged to:
To work with National Conference Committee and PLA staff to develop the program for the National Conference; to identify and develop program themes and topics for the entire conference and pre- and post- conferences; to stimulate program development and implementation among member and membership units; to review and approve individual programs and program scheduling; to approve presenters and coodinators to individual programs; to recommend to the PLA Executive Committee for their approval of pre- and post- conferences; to coordinate schedule and program with PLA staff; to act as liaisons to program organizers to facilitate high quality presentations.
National Conference Local Arrangements Subcommittee and Local Arrangements
The subcommittee is charged to:
To work with National Conference Committee and PLA staff to promote the site of the National Conference as a desirable location and to suggest activities for conference attendees; to assist in the arrangements of the all-conference receptions, within the budget parameters set by the National Conference Committee; to suggest possible sites and venues to of interest to public librarians for local tours and events to PLA Conference Manager; to provide local information to PLA Communications Manager prior to conference for promotional materials and web page; to provide local information onsite to Conference attendees; to identify resources for attendees with special needs; to provide local information to exhibitors; to provide appropriate number of volunteers to staff local information counter, assist at events, and serve as resources.
HOUSING
All hotel reservations are handled by the Convention and Visitor's bureau of the city where the conference will be held, or by ALA's travel agency -- not by PLA staff.
PROGRAM ORGANIZER RESPONSIBILITIES -
FOR PROGRAMS AT PLA EVENTS
(See Educational Programming Timeline - Appendix Page R)
PLA relies on the expertise and volunteer energy of its members to develop and present educational programs at its National Conferences and at ALA Annual Conferences. These members are called "Program Organizers." Organizing a program is an excellent opportunity for PLA members to get involved on a national level, to share their knowledge and expertise, and to learn from the experience and from colleagues. PLA members who organize and present programs however, must commit to fulfilling the series of responsibilities described below.
Get an Idea
PLA presents programs that address cutting edge issues and hot topics in librarianship, provide hands-on opportunities for personal and professional growth, model successful and innovative strategies for librarians, and more. Before pursuing an idea for an educational program at a PLA conference, consider the following issues: Is it of interest to and appropriate for a wide variety of attendees, or will its appeal be limited? Are the lessons or strategies to be discussed in the program applicable to libraries nationwide? His a similar topic been presented too recently, or too frequently?
Develop and Submit a Proposal
(See Program Proposal Form - Appendix Page O.)
The Program Proposal Form also is available from the PLA office and on the PLA web site, www.pla.org. The form is used by program organizers to submit proposals for PLA National Conference or ALA Annual Conference. This form is used not only by PLA committees to evaluate the program but also throughout the entire process to develop promotional brochures, establish contracts with speakers, order audiovisual equipment, and more. Therefore, it is very important that this form is complete and that all proposed speakers are aware of their potential commitments. PLA staff members are available to answer any questions that arise while completing a proposal form. Important components of the form include:
Secure a Cosponsor or Enlist A Sponsoring Unit
(See Cosponsorship Form - Appendix Page L.)
If the program is being submitted for consideration at ALA Annual Conference, it must be submitted with the active involvement and support of a PLA cluster or committee. In addition, PLA programs are often cosponsored by other ALA units to further promote the session and increase attendance.
Serve as the Link Between PLA and Speakers
The most important role the program organizer plays concerns communicating with program speakers. The exchange between organizers and their speakers occurs at many stages: in developing the proposal, communicating proposal approval and any related conditions or changes, confirming information on "fact sheets" provided by the PLA staff, collecting necessary forms (permission to post handouts on the Internet and to audiotape the session, for example), preparing handouts, making travel arrangements, and facilitating the program onsite. Program organizers need to be familiar with many different PLA forms and policies in order to communicate with speakers, and they may need to be proactive when speakers are not responsive. PLA staff members and committee members are available to help program organizers with unusual speaker requests or situations.
Respond to Requests for Information
As noted above, PLA will request that program organizers confirm information on "fact sheets" including descriptions, necessary equipment, reimbursements, etc. PLA staff and committees rely on the program organizers to help make the arrangements that will lead to a successful conference.
Coordinate the Program Onsite
Program organizers should determine in advance, and facilitate onsite, a variety of issues, such as pre-session room inspection, program moderating, speaker introduction, the order of presentations, and time keeping. Program organizers also play "host" to their presenters, assisting if necessary with registration, slide preparation, introduction to others, and even social events.
PLA provides a handbook for its program organizers with detailed instructions, timelines and forms. Some key forms for program organizers are included in the appendix of this handbook:
PLA Governance
Charge from Council
Mission Statement
PLA Goals
Selected Policies
On library service to children
On managing growth
On PLA Partners
On provision of alcoholic beverages
On recognition of PLA leaders
On relations of PLA with other ALA units
On the use of PLA’s name
On website challenges
Clusters, Committees, and Discussion Groups
Committee Participation
Clusters
Business Committees
Cluster Committees
Discussion Groups
Committee Chair Responsibilities
Midwinter Meeting and Annual Conference
If Your Committee Wants to Change its Charge
If Your Committee or Cluster Needs More Money
Working Electronically
PLA Partners - Overview
Thanking the Partners
Policies Relating to Committee and Board Service
Member Service Policy
Requirements for Committee Service
Conflict of Interest
Policy on the Use of PLA Divisional Budgets
Policy on Working Papers and Final Products of Committees
ALA Midwinter Meeting and ALA Annual Conference
Meetings
PLA Board and Executive Committee Documents
PLA at Midwinter Meeting
PLA at Annual Conference
Calendar of Upcoming ALA Midwinter and Annual Conferences
Program Organizer Responsibilities at PLA Events
Policies Governing ALA Leaders and Division Conferences
Policies for PLA National Conferences
Policies Governing Preconferences at PLA National Conference
Policy on National Conference Site Selection
Policy on Vendor Participation in PLA Programs
Spring Symposium Policies and Practices
Policy on Sales of Pubs During Conferences, etc.
Refund Policy for PLA Workshops and Conferences
Publications Program
Policy on Content of PLA Publications
PublicationsPolicies and Practices
Public Library Data Service Overview
Electronic Communications Advisory Subcommittee
ALA, COUNCIL AND ALA EXECUTIVE BOARD
As ALA members, PLA members elect the ALA Council, who authorizes the Public Library Association and all other ALA divisions. The ALA Council also elects the ALA Executive Board, except those officers elected by ALA membership.
PLA BOARD OF DIRECTORS
PLA members also elect these voting members of the PLA Board of Directors: the PLA president; the PLA vice-president; the PLA past president; the six member Cluster Steering Committees (Issues and Concerns, Library Development, Library Services), and the PLA Councilor (who serves a three year term). Other voting members of the PLA Board of Directors include the Board Representative of the American Library Trustee Association (appointed by ALTA). The PLA Executive Director is an ex-officio and non-voting member of the PLA Board of Directors. The PLA Board of Directors meets three times during each Midwinter Meeting and meets twice at Annual Conference. There are 23 voting members on the Board, and a majority of these Board members shall constitute a quorum.
The PLA Board of Directors authorizes
PLA EXECUTIVE COMMITTEE
The PLA Executive Committee is composed of the president, the vice-president, the past president, and the chair of the Issues and Concerns Cluster, the chair of the Library Development Cluster, the chair of the Library Services Cluster, and the PLA Executive Director who is ex-officio and non-voting. The PLA Executive Committee is authorized by the PLA bylaws to act for the PLA Board of Directors between Board meetings. (Changes to the PLA bylaws are voted on by PLA members after proposed changes are authorized by the PLA Board of Directors to be placed on the PLA ballot.) Any four of the six voting members of the PLA Executive Committee shall constitute a quorum. The PLA Executive Committee meets four times each year: during the Fall Executive Committee meeting (held in Chicago); during the Midwinter Meeting; during the Spring Executive Committee meeting (held in Chicago or by conference call); and during the Annual Conference.
DIVISION COMMITTEES
The PLA president, during his or her term as vice president, appoints PLA business committee chairs and committee members. The PLA vice-president appoints the Leadership Development Committee, Conference Program Coordinating Committee, President's Events Committee, and the Nominating Committee chairs and members for the year his or her term begins as president.
CLUSTER STEERING COMMITTEES
Cluster steering committee chairs, during their terms as vice-chairs, appoint cluster committee chairs and committee members. Cluster steering committees self-select their own vice chair. At the first meeting of the Midwinter Meeting, the Cluster Steering Committee will select the vice chair for the succeeding term to begin after ALA's Annual Conference.
DIVISION DISCUSSION GROUPS
Authorized by the PLA Board of Directors, division discussion groups are formed by petition and elect their own chairs from among their own members at Annual Conference.
ARTICLE I. NAME
The name of the organization will be the Public Library Association, a division of the American Library Association.
ARTICLE II. MISSION
The Public Library Association enhances the development and effectiveness of public library staff and public library services. This mission positions PLA to:
ARTICLE III. MEMBERSHIP
Sec. 1.
The members of this Association will be those ALA members who designate this Association as specified in the ALA Bylaws.
Sec. 2.
Rights and Benefits of Membership
Sec. 3. Dues
ARTICLE IV. OFFICERS AND DUTIES
Sec.1.
The officers of this Association will be the immediate past-president, the president, the vice-president, who will be president-elect, and the executive director. The executive director will be chosen by the executive director of the American Library Association with the approval of the Board of Directors of the Public Library Association.
Sec. 2. Duties of the Officers
Sec. 3. The Executive Committee
The Executive Committee will consist of the president, vice-president, immediate past president, the chairs of the clusters, and the ALA division councilor of PLA. The Executive Director will serve as a non-voting member of the Executive Committee. The Executive Committee will have the authority to act for the Board of Directors between Board meetings.
ARTICLE V. DIRECTORS
Sec. 1.
The Board of Directors of the Association will consist of the following who have one vote: the Association's elected officers, one representative from the American Library Trustee Association (ALTA), the ALA division councilor of PLA, and the steering committee of each cluster. The PLA Executive Director will be a non-voting member of the Board.
Sec. 2.
The Board of Directors will manage the affairs of the Association under the policies adopted by the Association.
ARTICLE VI. TERMS OF OFFICE
Sec. 1.
The vice-president will be elected for a three-year term and serves one year of that term as vice-president, one year as president, and one year as immediate past president. The ALA division councilor of PLA will be elected for a term of three years. Members of the cluster steering committees will serve staggered terms of three years each.
Sec. 2.
No member will hold more than one position on the Board of Directors at a time. Election or appointment to a second position creates an immediate vacancy in the first.
Sec. 3.
If a member of the Board of Directors (other than the ALTA representative) is unable to or does not fulfill the responsibilities of his or her office as defined in the Association bylaws, or if a member of the Board of Directors is unable to serve his or her full term of office, that director's office may be declared vacant by majority vote of the Board of Directors.
Sec. 4.
If a member of the Board of Directors (other than the ALTA representative) fails to attend two consecutive conferences (e.g., an Annual Conference and the following Midwinter Meeting), that director's office may be declared vacant by majority vote of the Board of Directors.
Sec. 5.
The PLA Board of Directors will elect a person from among the membership of the Association to fill and complete the terms of vacated offices of elected directors, except that the ALA division councilor of PLA must be replaced in accordance with ALA bylaws.
ARTICLE VII. COMMITTEES
Sec. 1. Authorization
Standing, ad hoc (special and project) and joint committees are authorized by resolution of the Board of Directors and may be dissolved in the same manner. Special committees also may be authorized by the president to meet emergency needs. New committees can be recommended by the PLA Board of Directors, by clusters, or any PLA member.
Sec. 2. Standing Committees
Standing committees are established to carry on the continuing work of the Association, and may be either designated as business committees or assigned to clusters. "Business committees" are defined as those committees charged with overseeing and maintaining the ongoing operations of the Association, such as Awards, Bylaws and Organization, and Nominating. "Clusters" are defined as administrative units to bring together committees of similar focus.
Members of business committees are appointed by the vice-president for staggered terms not to exceed two years and may be reappointed. Members of standing committees assigned to clusters will be appointed by their steering committee chairs for staggered terms not to exceed two years and may be reappointed. In no instance will a person serve on the same committee for more than four consecutive years.
Chairs of standing committees are appointed by either the president or vice-president or the steering committee chairs to one-year terms, and may be reappointed.
Sec. 3. Ad Hoc Committees
There will be two types of ad hoc committees.
Sec. 4. Assignment of Committees
Committees are assigned to the clusters by resolution of the Board of Directors. As new committees are formed, they will be assigned to one of the clusters. Business committees will report to the Board of Directors and not be assigned to clusters. Standing committees assigned to clusters by the PLA Board will report directly to the appropriate steering committees.
ARTICLE VIII. CLUSTERS, STEERING COMMITTEES
Sec. 1. Establishment
The Board of Directors may establish clusters when the need for such groups arises. The initial clusters will be:
Sec. 3. Steering Committees
Each cluster will be managed by a steering committee consisting of six members. Two members of the steering committee will be elected each year for three-year terms.
The steering committees will be responsible for monitoring their committees to ensure that there is no redundancy in their work and that all appropriate and timely issues are being addressed. The steering committees may initiate and/or coordinate programming and publications across the lines of their committees.
a. Steering committee officers. Each steering committee will have a chair and a vice chair. Each officer will serve a one-year term, and no officer may succeed herself or himself. At its first meeting at the Midwinter Meeting, each steering committee will elect from its members a vice chair, who will assume the office of chair at the close of the following Annual Conference.
b. Steering committee chair. The steering committee chair will preside at steering committee meetings and will serve as the ex-officio member of all committees within its venue without the right to vote except in a tie. The chair of the steering committee will serve on the Executive Committee.
c. Steering committee vice chair. The steering committee vice chair will preside over steering committee meetings in the absence of the chair and appoint committees to assume office during his or her year as chair. If the steering committee chair is unable to attend an Executive Committee meeting, the vice chair may serve in his or her place with full voting privileges.
Sec. 4. Board Representation.
Each steering committee member also will serve on the Association's Board of Directors.
Sec. 5. Non-Performance of a Steering Committee Member
If a steering committee member is unable to or does not fulfill the responsibilities of the office to which that person is elected, as defined in the Association's bylaws, that member's office will be declared vacant and filled according to Article VI, Section 3 and Section 4.
Sec. 6. Dissolution
A cluster may be dissolved and its committees distributed to the remaining clusters with the approval of the Board of Directors.
ARTICLE IX. MEETINGS
Sec. 1. General Meetings.
There will be an annual business meeting of the PLA membership in connection with the annual conference of the ALA. Other meetings may be called at the discretion of the Board of Directors. One hundred and fifty members will constitute a quorum.
Sec. 2. Board of Directors Meetings.
Board of Directors meetings will be held in connection with the Midwinter Meeting and the Annual Conference of the ALA, and at other times on call of the president. A majority of the total number of elected officers and voting members of the Board will constitute a quorum.
Sec. 3. Executive Committee Meetings
Executive Committee meetings will be held in connection with the Midwinter Meeting and the Annual Conference of the ALA, and at other times on call of the president. The Executive Committee also meets twice each year, once during the spring and once during the fall. Two-thirds of the voting members of the Executive Committee will constitute a quorum.
Sec. 4. Steering Committee Meetings
Steering Committee meetings will be held in connection with the Midwinter Meeting and the Annual Conference of the ALA, and at other times on call of the president. Two-thirds of the members of a steering committee will constitute a quorum.
ARTICLE X. DISCUSSION GROUPS
Sec. 1. Establishment
Any group of 25 or more members of the Association interested in establishing communication or discussing common problems that fall within the mission of the Association may form a formal discussion group upon written petition from the group to the Bylaws and Organization Committee and approval by the Board of Directors.
Sec. 2. Operation
A discussion group will elect a chair who will keep a roster of members, be responsible for all communications, preside at meetings and make reports to the Board of Directors. A discussion group may incur no expenses except as authorized by the PLA Board of Directors and it may make no declaration of policy.
Sec. 3. Dissolution
A discussion group will continue in existence until inactive (no meetings or activities for two consecutive conferences [e.g., an Annual Conference and the following Midwinter Meeting]) or dissolved by action of the Board of Directors.
ARTICLE XI. NOMINATIONS, ELECTIONS, AND APPOINTMENTS
Sec. 1. The Nominating Committee
The vice-president will appoint a Nominating Committee that will include a diverse representation from the PLA membership to nominate candidates for the annual mail vote. This representation shall include both diversity of size of library and geographic distribution.
Sec. 2. Nominations
The Nominating Committee will present the names of at least two candidates for each vacancy on the Board of Directors. The nominating committee will, as far as possible, represent the various groups and interests of the Association in its slate of candidates. The Nominating Committee will file its report with the Association's executive director who will arrange for publication and distribution of the official ballot in cooperation with ALA. All PLA members will have the opportunity to vote for all candidates running for offices on the Board of Directors.
Sec. 3. Petition Nominations
Additional nominations may be made by petitions signed by not fewer than twenty-five members of the Association. These petitions must be filed with the executive director not less than four months before the annual conference of ALA. No person may be nominated by the committee or by petition who is not a member of the Association and whose written consent has not been filed with the Nominating Committee.
Sec. 4. Election
The election will be held by mail vote in accordance with ALA procedure. A plurality of all votes cast will be necessary to constitute an election. In case of a tie vote, the successful candidate will be determined by lot. All elections will be certified by the ALA Elections Committee.
Sec. 5. Appointments
No person will hold more than three concurrent positions (appointed or elected) within PLA. The PLA office will be instructed to ensure compliance with this section.
ARTICLE XII. AMENDMENTS AND IMPLEMENTATION
Sec. 1.
These Bylaws may be amended by a two-thirds vote of the members participating in the voting to amend. The vote may be taken either at a business meeting of the Association, or by mail, and, if by mail, preferably as a part of the annual mail vote for election of vice-president, ALA councilor of PLA (when necessary), and two members of each cluster steering committee.
Sec. 2.
Before any proposed amendment may be submitted for vote, it must first have the written recommendation of the Bylaws and Organization Committee and the approval of the Board of Directors, or it must have originated by written petition of not less than 100 members of the Association, and, in either instance, notice of the proposed amendment must have been given to the membership not less than one month before such vote. Said notice may be given by publication in the official organ of the Association, or may, if necessary, be given by direct mail.
Sec. 3. Implementation
These bylaws will take full effect at the close of the 1998 American Library Association Annual Conference. In the interim, the President, in consultation with the Board of Directors, is empowered to appoint such committees and promulgate such rules as are necessary to effect this implementation.
ARTICLE XIII. RULES OF ORDER
The rules contained in the latest edition of The Standard Code of Parliamentary Procedure by Alice Sturgis will govern this Association in all instances to which they are applicable in which they are not inconsistent with the Constitution and Bylaws of this Association or of the American Library Association.
Adopted June 1951; Amended June of 1962, 1972, 1978, 1979, 1980; July 1981; June of 1985, 1986, 1987, 1988, 1989, 1991, 1992, 1993, 1994, 1996 special ballot. Last revised 11.26.97
POLICY ON LIBRARY SERVICE TO CHILDREN
The American Library Association recognizes that the future of libraries and of society itself depends upon the preparedness of youth to carry adult responsibilities for business, government, parenthood, and other leadership. Children and young adults cannot fulfill their potential or that of society without high quality library opportunities through both public and school libraries. ALA is committed to the support and development of resources and services for children and young adults through both school and public libraries.1
PLA members are encouraged to use this statement to develop local policy for library service to children.
1ALA Policy Statement #52.5.1 Youth Services
Adopted by the PLA Board of Directors, February 1994
POLICY ON MANAGING GROWTH
Public libraries are facing unprecedented challenges in many areas such as access, intellectual freedom, resource allocation and management, and communication with the public. It is PLA's responsibility to empower our members to effectively meet these challenges. Therefore, we will actively pursue appropriate programs and activities unless specifically prohibited by the ALA Constitution, Bylaws or Council action. PLA seeks to work cooperatively with other units of ALA for the improvement of public library service and for the common good whenever such cooperation is the most effective and efficient method to meet members' needs.
Adopted by the PLA Board of Directors, January, 1992
POLICY ON PLA PARTNERS
PLA will create four categories of PLA Partners Membership, with associated recognition for each category. These are:
Bronze Partner - Up to $1,000
Bronze partner ribbons, certificate for exhibit booth, recognition ads in American Libraries and Public Libraries, and recognition at conferences
Silver Partner - $ 1,000 to $5,000
All of the above, silver partner ribbons and invitations to PLA Leadership and VIP receptions
Gold Partner - $5,000 and up
All of the above, gold partner ribbons, profile in PLA publications. Partner year will begin at the conclusion of the annual conference.
Platinum Partner - for outstanding circumstances
PLA Partners will be thanked by using a large sign on billboard, very visible, naming each current PLA Partner (vendor) at the following major PLA events: PLA Leadership Development, the Spring Symposium, PLA President's Program, President's Reception, and National Conference Reception.
Adopted by the PLA Board of Directors, January 1991 and January 1992. Revised 1998 to include Platinum Partner status.
POLICY ON PROVISION OF ALCOHOLIC BEVERAGES
Alcoholic beverages will be provided at open receptions of the Public Library Association and its units only through the use of the Cash Bar. No PLA funds or gifts to PLA will be used for the purpose of serving alcoholic beverages at such occasions.
Adopted by the PLA Board of Directors, June, 1990
POLICY ON RECOGNITION OF PLA LEADERS
Midwinter Meeting
At Board Meeting 1, when the new members of the PLA Board of Directors formally begin their work, the President will introduce them.
PLA Partners will be thanked by using a large sign on billboard, very visible, naming each current PLA Partner (vendor) at the PLA Leadership Development Program.
The immediate Past President (whose term on the board ended at the previous Annual Conference) will organize a breakfast for PLA Past Presidents. PLA will pay for the meals and will provide the room booking. The immediate Past President will organize the agenda and PLA staff will issue invitations.
Changed by the PLA Executive Committee, 1996.
Spring Symposium
When negotiations with conference hotels allow it, the President will be provided a suite during the Spring Symposium.
PLA Partners will be thanked by using a large and very visible sign on billboard naming each current PLA Partner (Vendor) at the Spring Symposium Opening Session.
National Conference
When negotiations with conference hotels allow it, the President will be provided a suite during the National Conference.
PLA Partners will be thanked by using a large and very visible sign naming each current PLA Partner (vendor) at the National Conference Reception.
At the National Conference, PLA will provide a room for the chair of the National Conference Committee. A memento -- reasonable in cost and varying from time to time -- will be given to the National Conference Committee, which is comprised of a chair, the chairs of the subcommittees, and a Board representative.
The National Conference Chair, Sub-Committee Chairs, and committee members will be honored at the National Conference through invitations to special receptions and meal functions and through introductions and podium seating. Arrangements for such recognition will vary from conference to conference depending on the schedule of events. Office staff will work with the President to arrange appropriate recognition opportunities.
Annual Conference
The immediate Past President (whose term ended on the Board at the previous Annual Conference) will organize a breakfast for PLA Past Presidents. PLA will pay for the meals and will provide the room booking. The immediate Past President will organize the agenda and issue invitations.
Changed by the PLA Executive Committee, 1996.
The following PLA leaders will be invited to the President's Program and President's Reception:
a. PLA Board of Directors, who will be recognized during the program
b. The PLA Past Presidents
c. All division and cluster committee chairs and elected officers
d. Planners of the PLA Spring Symposium
e. Planners of the National Conference programs and preconferences
f. Planners of preconferences at Annual Conference
g. The PLA Partners, who will be recognized by the President during the program and reception.
PLA Partners will be thanked by using a large and very visible sign naming each current PLA Partner (vendor) at the PLA President's Program.
A memento will be provided to the President and to Board members whose terms are ending. In addition, a distinctive PLA lapel pin and an appropriate gift in a price range set by the Executive Committee will be given to the President.
With the assistance of PLA staff, the President will write letters of thanks to outgoing Board members, division committee chairs, division discussion group chairs, representatives, and liaisons. In addition, Board members, section officers, and division committee chairs will receive a certificate of appreciation.
Each year after Annual Conference, chairs of PLA committees will be expected as part of their duties to write letters of appreciation to members of their committees.
Adopted by the PLA Board of Directors, January 1993.
POLICY ON RELATIONS OF PLA WITH OTHER ALA UNITS
There are several formal relationship options for PLA and other units within ALA. The following criteria are proposed to ensure effectiveness and consistency in establishing and maintaining such relationships.
Liaison Either PLA or another ALA unit may initiate the appointment of a formal liaison. Such a relationship will be considered formal when:
Interdivisional Committees (Special)
Either PLA or another ALA unit may initiate the establishment of a special joint or interdivisional committee. Such a committee may be considered appropriate when:
Joint Sponsorships
Cosponsorships of programs in name only is already covered in PLA policy and is delegated to the PLA office staff. If shared costs are proposed, the request for cosponsorship is reviewed by the PLA Conference Program Coordinating Committee, which recommends action to the PLA Board. PLA units may invite cosponsorships as a marketing strategy or when the program addresses interests and concerns of other units as well as PLA. (See Cosponsorship Form - Appendix Page L.)
Joint Projects
Proposals for joint projects may be initiated by PLA or by other ALA units. In either initiating or responding to such a proposal, PLA will consider the resource requirements of the project, the financial risk to PLA, and the importance of the project to PLA. No joint project will be approved without a management plan.
Adopted by the PLA Board of Directors, June, 1991.
POLICY ON THE USE OF PLA'S NAME
The Public Library Association is empowered by ALA's bylaws "to act for the ALA as a whole on any matter determined by Council to be the responsibility of the division." (ALA Bylaws, Article VI, Section 2b). The authority for acting on behalf of PLA rests with the PLA Board of Directors. This includes but is not limited to the issuing of public statements on behalf of PLA or public libraries, entering into a commitment with financial liability, and endorsing or supporting projects or policies of other institutions or organizations.
All PLA units are responsible to the PLA Board of Directors which determines policies. The Board's actions, however, may be overset by the membership. Therefore, ultimately the responsibility for the use of the Public Library Association name rests with the aggregate membership. In practice, the Board of Directors acts on its behalf. The Executive Committee acts for the Board between meetings. Units do not have the authority to speak for the Association unless this authority has been specifically delegated to the unit by the Board of Directors. Units, of course, have the authority to speak on behalf of the unit when communicating to members about association issues and activities.
Adopted by the PLA Board of Directors, June, 1991.
POLICY ON WEBSITE CHALLENGES
That in the face of a challenge to the PLA website, the PLA Executive Director contacts the PLA President and PLA Executive Committee for review and determination of a response within a space of three days.
Adopted by the PLA Board of Directors, June, 1999.
HOW TO ESTABLISH A NEW COMMITTEE
To request the establishment of a new committee, please submit a request for Board Action form (Appendix - Page A) and attach a New Committee Fact Sheet form (Appendix - Page D).
(See Committee Chair Checklist for Success)
MIDWINTER MEETING AND ANNUAL CONFERENCE
IF YOUR COMMITTEE WANTS TO CHANGE ITS CHARGE
The PLA Board of Directors approves charges for all PLA division committees. To change the charge of your committee, you must do the following:
IF YOUR COMMITTEE OR CLUSTER NEEDS MORE MONEY
All committees have a $50 budget. Each cluster has an additional budget of $500. Requests for use of monies should be submitted to the cluster steering committee chair or to the PLA Executive Director. (See "Policy on the Use of PLA Divisional Committee Budgets" on page 24.) If your committee or cluster needs more money, you have these choices:
WORKING ELECTRONICALLY
Since much communication is done by electronic mail it is imperative that each committee chair has access to email. The PLA office can set up "discussion lists" if the committee chair requests. Discussion lists are provided as a service of the Public Library Association/American Library Association (PLA/ALA). Here are some basic rules for use of PLA/ALA committee electronic discussion lists.
PLA does not generally monitor discussion lists for inappropriate postings, and does not on its own undertake editorial control of postings. However, in the event that any inappropriate posting is brought to PLA's attention, PLA will take all appropriate action. PLA reserves the right to terminate any user who does not abide by these guidelines.
Electronic discussion list "good manners" (from the L- Soft discussion list at University of South Carolina 10/l/98): · Remember to include a subject line.
Since being established in 1988, the PLA Partners Program has enabled PLA to reach out to its members to provide training workshops, preconferences, special member services, and assist in improving public library service. There are three categories of Partners:
PLA Partners help underwrite all PLA events, either directly or indirectly. Providing honoraria for speakers, supporting the Spring Symposium and National Conference workshops and programs, and providing speakers at major programs are just a few of the activities and projects supported by PLA Partners. WITHOUT PARTNER SUPPORT, MUCH OF WHAT PLA PROVIDES ITS MEMBERS WOULD NOT BE POSSIBLE. Please remember to personally thank our Partners if you have the opportunity.
THANKING THE PLA PARTNERS
To show its appreciation, PLA provides broad visibility for donor companies, including acknowledgements in American Libraries and Public Libraries, and verbal recognition at conference programs (see "Policy on PLA Partners" on page 13). Moreover, the PLA Board of Directors has made it Board policy to have a sign listing the current PLA Partners displayed at every major PLA event, not only for the PLA Partners' benefit, but also so PLA members can know which vendors to thank for being our Partners. Being thanked directly is much more effective and personal than being thanked in an advertisement.
As you can see, PLA believes it is important to thank the vendors at every opportunity for their generous support. At conferences, PLA Partners are given ribbons designating their Partner status. Please make a point of thanking those vendors wearing PLA Partner ribbons. If you know a vendor who would like to be a PLA Partner, please call Barb Macikas, PLA Deputy Director at 800-545-2433, ext. 5025, e-mail: bmacikas@ala.org or the chair of the PLA Partners Committee. See appendix for current chair.
MEMBER SERVICE POLICY (ALA POLICY MANUAL, 4.4, REV. FEBRUARY 1995).
No person shall concurrently serve in more than three separate positions. Governing board, committee, liaison, subcommittee, and other responsibilities that require service in another position (e.g., service on a committee that entails assembly representation) are not in conflict with this policy. Appointment procedures and forms used at all stages of the appointment process shall remind members of their responsibility to adhere to this policy.
REQUIREMENTS FOR COMMITTEE SERVICE (ALA POLICY MANUAL 4.5)
Members of all ALA and unit committees are expected to attend all meetings. Failure to attend two consecutive meetings or groups of meetings (defined as meetings of a committee that take place at one Midwinter Meeting or Annual Conference) without an acceptable explanation constitutes grounds for removal upon request by the chair to and approval of the appropriate appointing official or governing board.
CONFLICT OF INTEREST
When any such interest become relevant to any subject requiring action by the Board of Directors or any of its committees, the board member having a conflict shall call it to the attention of the Board or committee, and the Board member shall not vote on the subject in which the member has a conflict of interest, shall not use personal influence, and in those cases where the quorum of the meeting is called for the purpose of voting on the subject has not been established, the Board member shall not be counted.
If excluded from voting because of a conflict of interest, a Board member will be required to briefly state the nature of the conflict, and may be requested to answer pertinent questions of other board members when that Board member's knowledge of the subject will assist the Board or any of its committees. The Board may request that a Board member thus excluded from voting on a subject leave the meeting temporarily while the subject is debated and voted upon. The minutes of the meeting shall reflect that a disclosure was made, that the Board member who stated a conflict of interest did abstain from voting, and, in those cases where the quorum was not already established, that the Board member was not counted in determining the quorum.
In addition, if any Board member, who by reason of his or her institutional affiliation or any other pertinent matter, anticipates that in the future certain issues to be placed before the board may place him or her in a position of conflict of interest, the Board member shall disclose such conflict in writing to the Board and make it a matter of record.
Adopted by the PLA Board of Directors, January, 1991.
POLICY ON THE USE OF PLA DIVISIONAL COMMITTEE BUDGETS
Each PLA divisional committee (including cluster committees) is allocated a budget to enable it to pursue its charge. Those funds are usually expended for reimbursement to members for expenses such as photocopying postage, long distance phone calls, and office supplies. Other expenses that facilitate the work of the committee are also appropriate. However, budgeted funds will not be expended to provide refreshments during committee meetings. Committee chairs are responsible for assuring that the committee does not overspend its budget.
Adopted by the PLA Board of Directors, January, 1992.
POLICY ON WORKING PAPERS AND FINAL PRODUCTS OF COMMITTEES
All working papers and final products of any PLA committee are the sole property of PLA and are not to be used for any personal publications unless written permission has been obtained from the PLA Executive Director or PLA Executive Committee.
Adopted by the PLA Board of Directors, January, 1997.
CALENDAR ** ALA MIDWINTER & ANNUAL CONFERENCES 2003 to 2005
2003
Midwinter - January 24-29; Philadelphia, PA
Annual Conference - June 19-June 25; Toronto, Canada
2004
Midwinter - January 9-14; San Diego, CA
Annual Conference - June 24-30; Orlando, FL
2005
Midwinter - January 14-19; Boston, MA
Annual Conference - June 23-29; Chicago, IL
Spring Symposium, March 6-8, 2003, Chicago, IL
Concurrent workshops held in Chicago each year that PLA does not hold a National Conference. The PLA Executive Committee sits as advisory committee for this project. Workshop organizers/presenters may either volunteer or be invited to serve. PLA Executive Director and staff are responsible for local arrangements, contracts with presenters and organizers, promotion, registration, and financial management. Financial goal is to net 10% to cover upfront costs for succeeding sessions. If you have suggestions for programs at the Spring Symposium, please contact Linda Bostrom, PLA Education Director, 800-545-2433, x5027.
PLA 2004 National Conference, February 24-28, 2004, Seattle, WA.
PLA's 10th National Conference
2004 National Conference Chair, Clara Bohrer
Program Subcommittee Chair, Neel Parikh
Exhibitor Representative, Judy Nelson
Local Arrangements Subcommittee Chair, Nancy Pearl
PLA Board Liaison, Luis Herrera
POLICIES GOVERNING ALA LEADERS AND DIVISION NATIONAL CONFERENCES
The PLA Executive Director and other division Executive Directors met in 1990 to share their time, experience, and thoughtful attention to help develop some shared understandings about how divisions can help ALA leaders get their message out and how to provide visible opportunities at division national conferences for association as well as division leaderships. At the meeting PLA and other divisions agreed:
Adopted by the PLA Board of Directors, January 1991.
POLICIES FOR PLA NATIONAL CONFERENCES
ALA General Policies
1. No business meeting may be held during the conference.
2. PLA may contract with other ALA units for specific services.
3. PLA will pay overhead charges to ALA based on gross revenue.
Fiscal Policies
4. The conference is budgeted to be self-supporting and to provide sufficient net revenue to fund upfront costs of the succeeding National Conference.
5. All fiscal responsibility is held by PLA.
6. All contracts must be reviewed and approved by the PLA Executive Director or designee and signed by an ALA Department Head, per ALA operational practice.
7. The conference budget must be reviewed by PLA staff and approved by the PLA Board.
8. Representatives for PLA may not solicit donations of money, services, equipment, books, etc., without the review of the PLA staff, the National Conference Committee, and PLA Partners, and the approval of the PLA Executive Director, the PLA Executive Committee, and the PLA Partners Committee.
9. All employers must register for the conference in order to use the Placement Center. A fixed rate, to be established by the National Conference Committee, will be charged for employers who want a permanent interview table at the Placement Center. A listing fee for employers not using permanent tables will be charged at a rate of $10.00 per position not to exceed $150.00.
10. Job seekers may submit resumes to the Placement Center electronically and are not required to attend the Conference. Job seekers who use the Placement Center at the conference are not required to pay registration fees; however, they must register for the conference if they plan to attend any programs.
Policies Governing Exhibits
11. ALA units will receive a 50% discount on exhibit space fees. Decisions about anyone else who requests a discount will be made by the PLA Executive Director on a case-by-case basis.
12. "Exhibits only" passes may be purchased onsite. The fee will be the same as that charged by ALA for similar admission.
13. All personnel working the exhibits area must register as exhibitors for the conference.
14. Admission to the exhibits is by conference badge or exhibit pass only. Policies Governing Registration
15. Admission to the programs is by official conference badge only.
16. All attendees must register for the conference. Exceptions:
17. There will be a preferential registration fee for ALA members and an additional preferential fee for PLA members. A preferential registration fee may be extended to other groups with the approval of the PLA Board.
18. Volunteers, including committee members, are expected to pay the regular registration fees to attend the conference. There are no special discounts or perquisites for committee members.
19. A discounted fee for all categories of registrants will be offered to individuals who preregister.
20. Nonprofit organizations may submit materials for the Literature Distribution area. The conference manager must approve these materials in advance. No commercial firms may use this area.
Policies Governing Speakers (see below)
21. In accordance with ALA practice, PLA or ALA members will not receive honoraria nor have expenses reimbursed for presenting regular conference programs.
22. Public library staff who are not members of PLA or ALA will receive a one-day waiver of the registration fee for the day they are speaking. They will not receive honoraria nor have expenses reimbursed for presenting regular conference programs.
23. Librarians who are not members of PLA or ALA and who do not work in public libraries will receive a one-day waiver of the registration fee for the day they are speaking. They can have expenses reimbursed for presenting regular conference programs but will receive no honoraria.
24. Speakers who are not covered by policies 21, 22, and 23 will receive a one-day waiver of the registration fee for the day they are speaking. They are eligible to receive honoraria, fee to be established on a case-by-case basis, and to be reimbursed for expenses.1
25. All speakers may be reimbursed for the duplication costs of hand-outs to be distributed to program attendees with the prior approval of PLA staff (maximum $50 per program).
26. Honoraria and expenses for eligible speakers (see #24) will be negotiated by PLA staff in consultation with the Conference Committee.
27. Requests for equipment to be used by speakers must he submitted to Division staff for review within a time frame established by the staff in consultation with the Conference Committee.
28. Decisions concerning the taping of program sessions will be made by PLA staff. A release form signed by the speaker must be on file before a conference program may be taped.
1Reimbursable expenses to include: a pre-established per diem, travel expenses and hotel costs at the conference hotel.
Adopted by the PLA Board of Directors, January 1991; revised July 1996.
POLICIES GOVERNING PRECONFERENCE MANAGEMENT AT PLA NATIONAL CONFERENCES
One of the responsibilities of the National Conference Program Committee is to identify and develop programs for the entire conference, including pre- and postconferences. This was set as policy so that we would be assured of the coordination of conference programs with pre- and postconference programs.
Speakers at Pre-and Postconference Workshops at PLA National Conferences
1. Each workshop will have one designated workshop organizer who will manage the workshop and work directly with PLA staff in all phases of workshop coordination. These are to include, but not be limited to: selection of speakers, content, expenses, copy for promotional pieces, general organization of the workshop.
2. A set expense figure will be given to workshop organizers to allocate to participants in whatever ways they determine will produce the best possible workshop. Item #3 below gives recommended guidelines for the allocation of monies.
3. PLA members, as well as other speakers who are not PLA members, may receive an expense allotment if they present programs at pre-or postconferences for which additional registration fees are charged. The expense allotment will cover:
a. A reasonable per diem -- to be established by PLA staff.
b. Hotel costs, single rate, at a conference hotel. Length of stay to be negotiated between workshop organizer and PLA staff.
c. Registration waiver to the pre- or postconference.
d. A budgeted amount for direct costs for photocopies and audiovisual equipment
e. No travel for PLA members, since the workshop will be connected to the National
f. Conference.
g. PLA's basic commitment is to keep costs low and yet provide an equitable expense allotment. We will pay an expense allotment if the library where the speaker is employed cannot afford to pay expenses as a contribution to staff development.
4. Other ALA divisions will be given the opportunity to plan, manage, and offer postconferences as long as they do not conflict with PLA programs. PLA staff responsibility will be solely to select hotel/workshop sites. Decisions about future national conferences will be made based on costs and space availability.
5. It is understood that the National Conference Program Committee will have the right of final approval for pre- and postconferences with the approval of the PLA Executive Committee and will serve in an advisory capacity to program organizers.
Adopted by the PLA Board of Directors, January 1991.
POLICY ON NATIONAL CONFERENCE SITE SELECTION
In reviewing possible sites for PLA National Conferences or other major events, PLA will consider the following factors:
Final selection of a National Conference site shall be made in conformity with Section VIII of the ALA Policy Manual, "Division National Conferences, Preconferences, and Related Activities."
Adopted by the PLA Board of Directors, June 1991; Revised February 1995.
POLICY ON VENDOR PARTICIPATION IN PLA-SPONSORED PROGRAMS
Speakers/Panelists
PLA unit program planners may ask vendors to serve as speakers and/or panelists for PLA-sponsored programs under the following conditions:
1. The vendors have information to give to the program participants that is not readily available from a nonvendor.
2. The vendors are aware that they can discuss their products generally, but are not to use the program as an opportunity for sales talk.
3. The program planner is fair and impartial when selecting vendor participants, and makes a reasonable effort to involve representatives from a variety of companies.
Display/Exhibits
Some PLA program planners wish to arrange for special product displays or exhibits as a part of their Annual Conference programs. Such displays or exhibits can be requested under the following conditions:
1. The program planner submits a written request to have a display/exhibit along with the program proposal form to the appropriate committee (Annual Conference: Conference Program Coordinating Committee; National Conference: Program Committee; Spring Symposium: PLA Office). The request should include:
a. The reason for the exhibit/display.
b. A list of vendors to be invited to participate in the exhibit or display. This list should include all appropriate vendors for the most recent ALA exhibitors lists and the most recent PLA exhibitors lists, as well as any other vendors identified by the program planners.
2. The program planner cannot invite vendors to participate in the display/exhibit until formal approval has been given by the appropriate committee and the PLA Board of Directors.
3. When permission has been received, the program planner will be responsible for making all arrangements with the participating vendors. However, copies of all correspondence between the program planner and vendors must be approved by PLA staff before being sent to the vendors.
Sponsors
PLA has a limited amount of money available for programming. Occasionally a program planner decides to go outside of PLA to arrange for vendor sponsorship for a program. The following procedures apply:
1. The program planner submits a written plan for raising the needed money along with the proposal form to the appropriate committee (Annual Conference: Conference Program Coordinating Committee; National Conference: Program Committee; Spring Symposium: PLA Office). The request should include:
a. An itemized budget.
b. The proposed vendor(s) from whom the money will be requested and the reason those vendors were selected.
2. The program planner cannot invite vendors to donate money for the program until formal approval has been given by the appropriate committee and the PLA Board of Directors.
3. When permission has been received, PLA staff will work with the program planner to determine who will be responsible for making all arrangements with the participating vendors. All such requests will be referred to the PLA Partners Committee for review.
Vendor-Initiated Programs
1. Vendors who wish to initiate planning a program in conjunction with PLA, or a unit of PLA, should be members of ALA and PLA. To initiate planning, vendors should contact the PLA office. Such programming should conform to the policies detailed above.
Definition.
1. A vendor, under this policy is any person or company selling goods or services to libraries.
Adopted by the PLA Board of Directors, June, 1991.
SPRING SYMPOSIUM POLICIES AND PRACTICES
Programmatic Goal and Guidance for the Spring Symposium
To provide sustained learning experiences in areas of professional interest for experienced as well as new public librarians. The PLA Executive Committee will serve as advisory committee for topics and financial management. Any unit of PLA or individuals may propose a Spring Symposium workshop.
Financial Goals of the Spring Symposium
To realize a 10% net on the Spring Symposium as a single financial unit. PLA staff time is to be included as an expense.
To keep prices as low as possible for members by efficient management and corporate support.
Management Practices
Cosponsorship with other units of ALA will be encouraged whenever appropriate, but will be in name only. Members of cosponsoring units will be entitled to register at PLA member prices.
Officers of PLA will not be charged a registration fee. If their home institution is unwilling or unable to cover their travel and per diem expenses, PLA will do this from the Spring Symposium budget.
A set expense figure will be given to workshop organizers to allocate to participants in whatever ways they determine will produce the best possible workshop. It is suggested that travel not be reimbursed unless a presenter is utilized at least two hours during the workshop, but specific decisions are left to the discretion of the organizer. Spring Symposium registration fees are waived for all speakers.
Adopted by the PLA Executive Committee, April, 1989.
POLICY ON SALE OF PUBLICATIONS DURING CONFERENCES, ETC.
Sales of publications during PLA sponsored or co-sponsored programs (ALA Conference, National Conference, Spring Symposium) Items published by PLA or any of its units should be sold at the ALA store during the conference. Speakers may mention and show publications as part of their presentations. When a PLA program has been designed to highlight or showcase the contents and existence of a major PLA publication, copies of the publication may be sold at the beginning and/or end of the program if advance approval has been obtained from the PLA Executive Director. In most cases, the program planners will be expected to provide sufficient volunteers to handle the sales table as well as obtaining/returning copies of the publication in accordance with established procedures.
Items published by libraries, library associations, or other noncommercial publishers might be eligible for sale in the ALA store if they've been selected as a PLA select publication. These items may also be sold at the beginning and/or end of the program if individuals from the library, library association, or other publishing entity assume complete logistical and financial responsibility for the sale of the items. This responsibility should not be assumed by the PLA unit sponsoring the program. Items published by commercial publishers should be sold in the exhibit area. These items may also be sold at the beginning and/or end of the program if the publisher assumes complete logistical and financial responsibility for the sale of the items. When a program event has speakers representing a variety of publishers, the PLA program planners can request authorization from the PLA Executive Director to contract with a local bookstore to handle the sale of the items at the beginning and/or end of the program.
Authority to interpret and implement these policies, as well as to make exceptions when it would be in the best interests of the association and its members, is delegated to the PLA Executive Director.
Adopted by the PLA Board of Directors, June, 1991.
REFUND POLICY FOR PLA WORKSHOPS AND CONFERENCES
Written cancellations and changes will be accepted until three weeks before events and are subject to a $20 handling fee. Cancellations will be processed after the conference. All meals (or tours when applicable) are preregistered. Refunds for meal (or tour) events will be given up to two weeks before the event.
Adopted by the PLA Board of Directors, June, 1991.
The PLA Publications Program represents your membership dollars at work! One of our goals is bringing members the best resources for continuing education. Offering you a price break on top-quality publications is one of the ways we achieve this goal.
PLA currently offers approximately thirty titles and more than ninety conference program tapes. An updated Publications Catalog is included in the annual PLA Membership Benefits Booklet.
For additional information, please feel free to call:
Staff Liaison to the Monographs Committee:
Kathleen Hughes, PLA/ALA
50 E. Huron St.,
Chicago, IL 60611 800-545-2433, ext. 4028 fax: 312-280-5029
email: khughes@ala.org
Chair of the PLA Monographs Committee:
Larry Neal
Clinton-Macomb Public Library
16800 24 Mile Road, Ste. 2
Macomb, MI 48042-2990
586-226-5011
larry@cmpl.org
POLICY ON CONTENT OF PLA PUBLICATIONS
That consistent with ALA's and PLA's dedication to the freedom of expression, free flow of ideas, and policies on intellectual freedom, PLA endorses and applies the principles of freedom of the press in its publications program. It is the understanding of the PLA Monographs Committee that the contents of ALA publications, unless they are official association statements, do not need to be consistent with ALA policies. Thus, the PLA Board approves a policy that unless a PLA publication is an official statement from the association and is labeled as such, its contents need not conform to ALA and PLA policies.
Adopted by the PLA Board of Directors, June, 1992.
PUBLICATION POLICIES AND PRACTICES
revised 6/13/94
The Public Library Association engages in an active program of publishing materials of interest to the public library community. The following statement sets forth the association's policies on what subjects the association will consider, how materials are selected for publication, the formats in which those materials will be published, guidelines for authors submitting materials, and preparation, promotion, and publicity for the publications.
1. Publications of interest to the Public Library Association
A. Content. The highest priority subjects for PLA Publications are:
- Practical information related to public library operations (such as manuals, cost studies, training guides, etc.)
- Issues/Hot Topics
- Applied research useful to library management and staff
- Recognition of the importance of all library staff in providing quality public library service
- Recruitment, education, training and compensation of public librarians
- Effective use of technology
- Intellectual freedom
- Improved access to library resources
- Effective communication with the non-library world
- Subject matter must be timely and focus primarily on public libraries.
- Topics having the lowest priority are historical and theoretical works.
B. Audience. Public library staff, managers and other library personnel comprise the primary target audience for PLA publications.
C. Format. The PLA Publications Program includes materials in a variety of formats: monographs, videocassettes, and audiocassettes. However, the program's main focus is on manuscripts with sufficient numbers of pages to constitute a "book." Works of fewer pages may be more appropriate for Public Libraries, the division journal, and can be sent directly to the appropriate Public Libraries editor for consideration.
2. Sources of Publications
PLA accepts original, never before published material, as well as publications that have been written or produced for another audience but would be of interest to the broader PLA membership. There are currently three categories of PLA Publications:
A. PLA Unit-Generated Titles. These include, but are not limited to, publications produced by a PLA unit, in addition to manuscripts related to unit programs given at conferences and workshops.
WHEN A UNIT IS CONSIDERING A PUBLICATION, IT IS ESSENTIAL THAT THE CHAIR CONTACT THE PLA MONOGRAPHS COMMITTEE CHAIR.
To expedite the coordination of activities on publications, the unit originating the publication shall identify an author and a promotion person for each title. (These may be the same person.)
- The author prepares the text and the camera-ready copy and will be the person the PLA office staff will contact concerning the publication.
- The promotion person will handle correspondence to selected audiences and identified markets, such as literacy groups that might receive a mailing about a PLA publication on that topic.
PLA can only publish materials that require minimal resources for production. Camera-ready copy is a must.
For purposes of this program, "camera-ready" means that the document can go directly to a printer once it is received by the PLA office. No additional work is required by the PLA staff to get the document ready for printing. Thus, the author must supply a clean, black and white layout suitable for reproduction, with all art work, supplementary pages, (such as table of contents), text, and cover in place. Documents not received in this manner will be returned.
Funding Unit-Generated Titles.
The following two lines have been established in the PLA budget to assist in publication activities:
- The "prepublication" fund line has been established to assist in getting materials ready to publish, when necessary. While this does not lessen the responsibility of the author and/or committee to deliver camera-ready copy, the funds in this line will be used to underwrite copy editing, cover preparation, and other expenses for selected publications at the discretion of the PLA Executive Director with advice from the Publications Committee.
- The "Promotion" fund line has been established to allow the originating committee of the publication to market its availability to relevant organizations. (For example, it may be useful for the committee that originates a publication on literacy to contact national or regional literacy organizations to tell them about a PLA book on this subject.) These funds can be used to defray the costs of postage, photocopying letters and flyers, and related expenses. Requests for these funds, not to exceed $100 per title, should be sent to the PLA Executive Director. Extensive promotion of unit-generated publications, beyond what is discussed in section 5 below, will continue to be the responsibility of the originating committee.
Neither of these lines will be available for use by publications that are funded through a Challenge Grant, the application for which should include funds to cover these expenses.
B. Solicited Manuscripts. These are original manuscripts with "hot topic" contents as identified by members of the Publications Committee. The Committee also solicits authors to write such titles. The finished manuscript must be submitted in camera-ready format.
C. PLA Select Publications. These include, but are not limited to, publications produced by or for libraries - usually in-house documents intended for local decision-making or publications of other library groups, such as state associations. This category constitutes a distribution network of already-existing titles.
3. Rights of First Refusal
PLA has the right of first refusal for the work of any PLA unit. This means that potential publications must be offered to PLA first; if turned down by PLA, then they must be offered to ALA. If turned down by ALA, outside Publishers may be sought. If an outside publisher accepts the material, the PLA office will work with the publisher and the committee to see the manuscript through to completion. Please see "Policy on Working Papers and Final Products of Committees" on page 28. PLA retains ownership of committee work product.
This right of first refusal extends to information presented at PLA-sponsored programs. If the presenter has not been contacted by a PLA representative by the end of the 30 days immediately following such a program, the information may be released to another publisher.
4. Role of the PLA Monographs Committee
To initiate and coordinate the publication of books and pamphlets pertinent to the role of public library service; to work with PLA sections and committees to evaluate the need for revision of published materials; to aid in originating new publications, and in defining the purpose, audience, and scope of each publication.
The Monographs Committee is free to pursue Select titles in a broad range of areas. For its Solicited Manuscripts the group seeks to avoid projects that are clearly part of another divisions' or units' subject specialty or will consider inviting said divisions or units to participate in a jointly published project.
Publications distributed by PLA are reviewed by the Monographs Committee. The committee looks at subject matter, intended audience, format, author/scholarship credibility, and presentation. The content of each publication is the work and responsibility of its authors.
5. Role of the PLA Office
The PLA office manages the publications program. This work includes facilitation of the acquisition process, oversight of the editorial and production process, inventory control, and warehouse/distribution and financial management. The PLA office provides a limited amount of basic promotion for new titles, according to the outline found in this document. The office also sends a staff liaison to the all of the following meetings:
Electronic Communications Advisory, Monographs, Public Libraries and Public Library Data Service committee meetings.
6. Guidelines for Evaluating Potential Publications
The following criteria are general in nature and will guide the Publications Committee in its assessment of manuscripts/media submitted. These should also be kept in mind as unit-generated publications/solicited manuscripts are developed.
A. Subject.
- Is the topic clearly defined?
- Is the conclusion clear?
- Is the subject of current interest?
- Is the subject addressed significant to public libraries?
- Does the manuscript provide new information or insights?
- Does it build on previous work?
- Does it duplicate existing works?
- Does the purpose of the manuscript, i.e., historical, reference, etc., fit within the PLA publication priorities as defined in this document?
B. Audience.
- Is the manuscript clearly directed toward a specific audience?
- Who is this audience?
- What is the size of the potential audience?
- Is the audience clearly identified in the work?
C. Scholarship/Credibility.
- What are the author's/editor's/compiler's qualifications to write on this topic?
- If the work suggests a thesis or argument, does the evidence presented support it?
- If the tone of the work is scholarly, do the points made in the manuscript have supporting documentation such as footnotes, statistics, references, etc.?
- Is the methodology described clearly? Is it appropriate to the topic?
D. Organization and Written Expression.
- Does the treatment of the material suit the intended audience?
- Is the work well organized and coherent? Does it have, for example, an introduction, helpful breaks (chapters, subsections, paragraphs), and a conclusion?
- Is it clear, logical and interesting?
E. Format/Presentation.
- What is the most appropriate format for this work? Monograph, journal article, booklet, AV, other?
- What is the current format for this work?
- Is the material camera-ready or will camera-ready material be available?
- Does the manuscript follow conventional rules for spelling, punctuation, hyphenation, and footnote style?
- Are tables, graphs, and illustrations effectively used and adequately explained? · What is the size and physical complexity of the manuscript?
- What resources are needed for publication?
F. Bibliographies as separate publications
- Is the objective of the bibliography clearly stated?
- Is the basis of selection stated and adhered to?
- Is the format consistent and easy to understand?
- If annotated, are the annotations in a consistent style and format?
Adopted by the PLA Board of Directors, February 1994; Updated July 1995 and October 2001 to reflect new committee structure.
PLA is always on the lookout for titles published by local libraries that would be appropriate for national distribution through our PLA Select Publications program. Libraries whose publications are part of our distribution network receive - directly and indirectly - nationwide exposure through our promotion and through the sales themselves. In addition, your staff will have the satisfaction of knowing they've made a lasting contribution to the profession.
Potential titles are brought to the Monographs committee's attention in several different ways: reviews or notices in the library media; conferences, workshops, site visits; and review copies. Sometimes the committee initiates the review process, sometimes the office, and sometimes the author. Regardless of how it began, if you agree to have your manuscript evaluated, three copies will need to be sent to the PLA office. Two copies are forwarded to two members of the Monographs committee for review; the other copy is kept on file in the PLA office.
Once the review process is completed, the Monographs Committee chair will notify you of the result. If your book is selected, you will then work with the PLA office on production. There are a number of questions we'll need to work through, including:
Inventory. Based on your title's sales record, if available, plus our current sales history for similar titles, we'll work together to determine an appropriate number for our initial inventory.
Print or purchase. Depending on the format of the book in question, some libraries prefer to print the agreed upon inventory for us; others have stock on hand; some supply camera-ready copy from which we can print in-house.
Price. As mentioned above, some libraries supply camera-ready copy so that there is no cost to the association other than production of the inventory; other libraries must charge cost plus shipping for stock they already have on hand; some ask for reimbursement if they will be handling the printing for PLA. PLA prices each publication based on production cost plus the cost of distribution and promotion. Overhead is paid to ALA on gross sales revenue and must be included in figuring publication prices. Revenues generated from the publications program are used to support member services.
With each title, these production questions will be answered differently. Potential titles need to be evaluated on a case-by-case basis due to the number of variables involved. Once the production phase is completed, titles will be entered into the ALA Books Order Department computer system, processed for inclusion in the ALA Library and Research Center where they will be available for inter-library loan, entered into the ALA/PLA Standing Order Plan and promoted nationwide.
Thank you for considering the PLA Select Publications Program. Please feel free to call the PLA office with any questions you may have, 1-800-545-2433, ext. 5PLA, or check out the PLA web page, www.pla.org, for more publications information.
PUBLIC LIBRARY DATA SERVICE OVERVIEW
Overview of the PLDS Statistical Report.
The Statistical Report Advisory Committee is charged with providing timely, reliable, useful statistical and descriptive information about public library resources, services, and performance in library-specific formats. This information serves as a management tool for planning, policy formation, evaluation, comparative analysis, and resource management.
To that end, each year data is collected from more than 700 public libraries in the U.S. and Canada, in areas including finance, library resources and annual usage figures. This information is used to create the Public Library Data Service Statistical Report. The annual publication is designed to help library managers identify top-performing libraries, compare service levels and provide documentation for funding requests. Categories include financial information, library resources and community measures, annual usage figures, output measures, and role selection. Library identification information also is provided. If you would like to be a participant in the 2000 PLDS Statistical Report, please contact the PLA office at 800-545-2433, ext. 5PLA.
The 2001 PLDS Statistical Report (ISBN 0-8389-8135-6) is $75 with discounts available for ALA and PLA members. It is available from the ALA Order Department, 1-800-545-2433, press 7.
PLDS and Management Dynamics
The data compiled annually in the PLDS report is now available electronically on Bibliostat Connect, a powerful software tool produced by Management Dynamics. Bibliostat Connect allows users to quickly locate peer libraries based on criteria that they define and to do peer comparisons on any output measure to assist in funding, budgeting, annual reports, bench marking, and other management decisions. Additionally, the software creates charts that are ready to be printed or exported into a word processor, spreadsheet, or presentation package. For more information about the Bibliostat Connect product call Management Dynamics at 800-427-0028.
The PLDS Custom Search
In addition to the bound volume and the availability of the product on Bibliostat Connect, customized searches of the PLDS database are now available. The custom search service builds on the information in the database to find the answers you need to specific questions. All information currently in the database (1988-2000) is available to you. The Library Research Center, University of Illinois (501 E. Daniel Street, Champaign, IL 61820) currently is contracted to prepare the questionnaire, compile the annual Statistical Report, and perform the PLDS Custom Searches. Please contact Diane LaBarbera at the University of Illinois, at 217-333-1980, for more information.
PUBLIC LIBRARIES
Public Libraries, published six times a year, is the official journal of the Public Library Association, a division of the American Library Association.
Public Libraries is a great vehicle for communicating both within your unit and with PLA members as a whole. Send your news in a press release to Public Libraries' managing editor. Keep in mind that most committee information is used as filler, so your best bet is to keep items short. Submissions Public Libraries, the official journal of the Public Library Association, is always eager to publish quality work of interest to public librarians. The following are options available to prospective authors:
Please follow the procedures outlined below when preparing manuscripts to be submitted to Public Libraries.
Managing Editor
Kathleen M. Hughes, PLA/ALA
50 East Huron Street
Chicago, IL 60611
312-280-4028; fax: 312-280-5029
e-mail: khughes@ala.org
Policy on Public Libraries
1. Public Libraries is not a journal of record.
2. PLA units are welcome and encouraged to submit materials for publication; however, they must follow standard editorial procedures, submitting potential articles to the feature editor, all other materials for consideration to the managing editor, or are free to contact the chair of the PLA Monographs Committee.
3. It is recommended that the PLA office announce in the PLA News section of Public Libraries the availability of reports from PLA units deemed unsuitable for publication in the journal or through the PLA Monographs Committee. The announcement would state that photocopies of such reports would be available upon request through the PLA office.
Adopted by the PLA Board of Directors, January 1992.
Public Libraries Editorial and Management Policy
Purpose. Public Libraries is an official publication of the Public Library Association, a division of the American Library Association. It serves as a vehicle for communication and continuing education for librarians, library trustees, and others who are interested in public library service and development.
Frequency/Availability. The publication is issued bimonthly. It is a perquisite of personal and institutional membership in the Public Library Association and is available to others by subscription. The subscription price is equal to or greater than the cost of the Division annual dues and shall reflect market conditions.
Editorial Content/Scope. The publication includes but is not necessarily limited to the following:
Publication Rights. Public Libraries is afforded first right of refusal for publications of all speeches/papers presented at all PLA preconference and program meetings held during annual conferences and midwinter meetings, as well as any other PLA conferences, workshops, or program activities.
Copyright. All material in Public Libraries is subject to copyright by ALA or the author in accord with ALA policy. The material copyrighted by ALA may be photocopied for the noncommercial purpose of scientific or educational advancement in accord with ALA policy. The decisions and conditions of permission to reprint are managed by the PLA Executive Director, in consultation with the ALA Office of Rights and Permissions.
Feature Editor/Editorial Responsibility. The Feature Editor is hired by the PLA Executive Director, with advice from representatives of the Public Libraries Committee and the PLA Board of Directors. The Feature Editor's contract is renewable annually. An annual performance review is conducted by the PLA Executive Director with advice from the Public Libraries Advisory Subcommittee and the PLA Board of Directors.
The Feature Editor has the final responsibility for the editorial content of sections he or she oversees, within the parameters of ALA and PLA policies. Because Public Libraries is an official publication of PLA, the Feature Editor has a particular responsibility to support the general activities, purposes, and goals of the Division in setting priorities for editorial content. The Feature Editor accepts the obligation to represent the best interests of the Division as fairly and fully as possible with due regard to the need to produce a readable publication representing a variety of viewpoints.
Advertising. Advertising is accepted and encouraged as a vehicle to inform readers of products and services and to provide product communication between vendor and potential buyer. Acceptance does not constitute endorsement by PLA.
Public Libraries will adhere to all ethical and commonly accepted advertising practices and every effort will be made to insure that its practices in relation to advertising are consistent with those of the other ALA publications. PLA reserves the right to reject any advertisement deemed not relevant or consistent with the above statement or with the aims and policies of the American Library Association. The advertiser and advertising agency assume liability for all content (including text representation and illustrations) of any advertisement printed, and also assume responsibility for any claims resulting from them against the publisher.
An 80/20 percent ration of content to advertising is expected as a minimum goal. When advertising reaches a 70/30 ratio on an ongoing basis, additional content pages will be factored into budget planning.
Management. The PLA Executive Director has overall responsibility for the management of Public Libraries, including budget, production, advertising, and subscriptions. The Public Libraries Advisory Committee is responsible for publication development, developing editorial policy, evaluating the publication and its responsiveness to audience interests, and advising the Executive Director in the selection and evaluation of the Feature Editor. In all matters, the Board reports directly to the PLA Board of Directors.
Adopted by the PLA Board of Directors, January, 1989
ELECTRONIC COMMUNICATIONS ADVISORY SUBCOMMITTEE
The Electronic Communications Advisory Subcommittee was formed at the 1997 Annual Conference to guide the organization as electronic communication becomes more important to the public library and the world. Its charge is to participate in the development of the PLA web page and other related issues.
PLA currently administers six awards and two grants.
GENERAL PROCEDURES FOR PROPOSING A NEW AWARD / CHANGING AWARD CRITERIA
Anyone may originate a request for a new award or for changes in criteria of an existing award. All requests must be written and submitted to the PLA office and to the chair of the PLA Awards Committee. The chair will put this information on the committee's next agenda. At times the PLA Awards Committee also may write criteria for new or existing awards, seeking input from relevant parties as appropriate.
If suggested changes to an existing award's criteria originate from outside that existing award's jury, the PLA Awards Committee will solicit that award's jury's input on whether the proposed changes are acceptable.
After considering the proposal, the PLA Awards Committee may elect to take action on the idea by recommending it to the PLA Board of Directors and copying relevant parties on the Board's decision.
The PLA Awards Committee recommends new awards and substantial changes to the criteria of existing awards to the PLA Board of Directors.
All PLA awards may have the name of only an individual or the donor in the title of the award. The PLA Awards Committee always has the authority, working with the PLA office, to determine the final name for the award.
If the award or criteria changes are approved by the PLA Board of Directors, the document may then need to be directed to the PLA Bylaws and Organization Committee. These changes also may have to go through the ALA Awards process. To receive applications, complete the "I Want to Nominate a Star" form and send it to the PLA office, or e-mail nwheatley@ala.org. Contact the staff liaison for additional information or with comments or questions regarding the PLA awards program.
PLA Awards
50 E. Huron St.
Chicago, IL 60611
800-545-2433, ext. 5026
fax: 312-280-5029
nwheatley@ala.org
AWARD PROGRAM POLICIES/PRACTICES
Award Names
All PLA awards may have the name of only an individual or the donor in the title of the award. The PLA Awards Committee always has the authority, working with the PLA, to determine the final name for the award.
The Role of the PLA Awards Committee
The PLA Awards Committee is not directly involved in the selection of any award recipients. Award juries are appointed by the PLA President during their term as Vice-President. The Awards Committee concentrates on the administration, promotion, and development of awards; evaluates each award every three years; and approves and recommends to the PLA Board of Directors all new awards.
The Role of Individual Award Juries
Each PLA award has its own jury. The juries' main responsibilities are to promote its award; to solicit applications; and to choose a winner annually at the Midwinter Meeting. Each jury also monitors the criteria for its award and can recommend changes to the PLA Awards Committee, which then go to the PLA Board for final approval, being routed through the PLA Bylaws and Organization process if necessary.
The Role of the PLA Office in the Awards Program
The PLA office manages the awards program by sending a staff liaison to the PLA Awards Committee; working with vendor award sponsors; and managing the financial aspects of the awards program.
Additionally, the office provides administration for all awards and organizes and promotes the President's Reception and corresponding Awards presentations that take place during the Annual Conference.
Publicity for the Awards Program
The PLA office provides a limited amount of basic promotion regarding the availability of applications according to a specific promotions calendar. The office can provide only the promotion assistance on this calendar; further promotion is the responsibility of the Awards Committee and each award jury. The jury's promotion of its award is crucial to obtaining an adequate pool of candidates. The PLA Awards Committee concentrates on the administration, promotion, and development of awards.
Adopted by the PLA Board of Directors, June 1993; rev. Feb. 1995; rev. Feb 1996
PROCEDURES FOR DISTRIBUTION OF CONFIDENTIAL COMMITTEE DOCUMENTS AND ANNOUNCEMENT OF AWARD RECIPIENTS
During the Midwinter Meeting, all individual award juries meet to select recipients for their awards. For the individual juries it may be advisable to select an alternate if the first-choice candidate declines. The award jury chairs should remind their jury members that the name of the recipient is confidential until he or she has been contacted and has agreed to accept the award.
Each award jury chair informs the Awards Committee chair whether an award recipient has been chosen. Each jury chair provides the Award Committee chair with the recipient's application, and the Awards Committee chair gives those applications to the PLA Staff Liaison. Once each recipient has agreed to accept the award, the award jury chairs will notify the PLA President (or PLA staff) and a public announcement will be made.
Should any of the chosen candidates decline, the jury will need to be prepared to start the notification process again with its alternate. The jury's other option is to recommend that no award be presented that year. Before the end of the Midwinter Meeting, the chair of the Awards Committee and the chair of each section award jury should turn in all jury paperwork to the PLA office.
Chairs are asked to separate the original winning application and put it in the staff liaison's file folder at the PLA tables in the ALA office area, along with the completed media profile form they received from the PLA office. The PLA office will send a congratulatory letter to each winner and notification letters to each non-selected applicant and nominator; then, for reasons of confidentiality, all non-selected applications will be destroyed. The winning applicants' forms are used to prepare publicity pieces and then are kept on file in the PLA office.
Compiled from actions adopted by the PLA Board of Directors, June 1991, Feb. 1995, and Feb. 1996, and based on additional Board and Executive Committee policy, and PLA office procedures.