The Board of Directors meets two times a year at the Midwinter Meeting and Annual Conference of the American Library Association. The Board also conducts business as needed between conferences via conference call or email exchange (through the Board discussion list). All action taken between conferences is re-confirmed on the Consent Agenda during the next meeting.
Meeting Times and Location
The Board meets at the same designated time at the Midwinter Meeting and Annual Conference of the American Library Association according to the following schedule:
- Saturday of Conference: 2:00 p.m. - 5:00 p.m.
- Monday of Conference: 2:00 p.m. - 5:00 p.m.
- Tuesday of Conference: 12:00 p.m. - 2:00 p.m.
- Specific locations of the meetings are announced in advance.
The Board meeting agenda is developed by the President and Executive Director with advice from the President-Elect and the Past-President. The Agenda is sent to all Board members in advance of the first meeting of the Board at the conference for which the agenda is to be adopted. Items may be added to the agenda by contacting the Executive Director or the ALCTS President.
Documents, which support the Board agenda, are posted to the Board agenda web page prior to the Board meeting. Other documents may be emailed as an attachment for ease of handling or if for some reason they cannot be posted to the web page. The documents become public information at the beginning of the Board meeting and are posted to the Board web page after the meeting has concluded. Documents that are part of an Executive Session are not made public (see Executive Session).
Documents for the Board whether for information, for discussion, or to support an action should be forwarded to the Executive Director no less than two weeks prior to the meeting at which the document is needed. The office staff will copy it, number it, add the topic to the agenda, and provide copies to the Board before conference.
During the Midwinter Meeting and the Annual Conference, committees and sections develop information documents and action items for the Board. These documents must be submitted to the ALCTS conference office no less two hours prior to the Board meetings at which they will be discussed. ALCTS staff will provide the document number, log it into the official docket, and make copies for distribution to the Board. Do not bring unnumbered documents to the Board meetings for distribution.
Executive Sessions of the Board are convened to discuss matters that require confidentiality, such as a personnel matter. The Executive Session appears on the agenda and at the appointed time, the President will convene the session. Voting members of the Board are required to stay for the session, but all other in attendance must leave until the session is adjourned. Voting members of the Board may excuse themselves if the discussion to take place presents a real or potential conflict of interest for any member. The final result of the discussion, if it is a motion, will be reported out to the Board; the content of the discussion remains confidential.
In order to streamline business, the Board uses a consent agenda for a number of agenda items that: confirm actions taken by electronic vote; vote concurrence with an Executive Committee action taken on behalf of the Board; or to expedite routine actions not likely to be controversial or require discussion. Any voting member may ask that actions on the consent agenda be removed for separate consideration before the vote is taken. Actions removed from the consent agenda are treated separately, with opportunity for full discussion and separate vote.
All votes taken outside the Board meetings no matter voted upon, mail, electronic, or by phone, must be confirmed in public session. This confirmation is typically completed as part of the consent agenda and serves to make the action fully public.
Board Member Responsibilities during the Board Meeting
- Members have an obligation to arrive at meetings promptly and stay through their conclusion.
- Voting members are expected to vote on issues that come before the Board.
- Voting members may bring motions, either on their own behalf or for another ALCTS unit or member who does not have this privilege.
- Voting members may second motions.
- If the Board goes into executive session, voting members must stay (if they have a vested interest in the outcome of the discussion, they may expect to be excused, unless the Board requires that person's presence).
- All members may be expected to report on activities with which they are connected: section or committee work, assigned projects, etc.
- Members are expected to speak to the issues during debate and to provide viewpoints and advice.
- The President may assign tasks to Board members.
- Non-voting members serve on the Board in an advisory capacity. They cannot vote or second motions, but they can ask voting members to propose a motion to the Board.
- Mail distribution bins for Board members are located in the ALCTS office area. Board members can drop or receive messages to and from other officers and members.
- Board members should check at the ALCTS office area daily for new documents and action items prior to Board consideration.