ALCTS Committee Chairs’ Calendar

  • Communicate with the ALCTS Staff as often as needed.
  • Communicate with the ALCTS President or Section chair and the ALCTS Executive Director as needed.
  • Read the ALCTS Newsletter Online ( ANO).
  • Be aware of and meet deadlines established by ALCTS for the submission of reports, etc.

June: Annual Conference prior to beginning term of service.

Attend the meeting of the committee on which you will be serving.

Attend Sunday morning ALCTS New Leaders Orientation. The session includes new division and section committee chairs, new division and section committee members, new discussion group and interest group chairs, and newly elected section members-at-large and secretaries.

Attend if possible, one meeting of the ALCTS Board of Directors or the meeting of the section Executive Committee.

July: Term of service begins.

Chairs must familiarize themselves with the ALCTS Strategic Plan initiatives that directly affect their committees. Chairs are responsible for formulating new initiatives that are consistent with the Strategic Plan.

Upon notification that rosters have been updated on the web site by the ALCTS office, the chair contacts all members and verifies the roster information. Corrections must be submitted to the ALCTS office no later than July 15th for inclusion in the ALA Handbook of Organization.

In between conferences chairs should communicate with committee members at least once a month. The time between conferences is critical for planning programs or other work the committee will be doing. Committee members should be strongly encouraged to provide regular feedback and updates to the chair. The ALCTS Office will establish an e-mail list for the committee. Messages will be archived. Committees are strongly encouraged to use Online Communities to conduct their business.

Committee chairs must provide the ALCTS Board of Directors or their section Executive Committee with quarterly progress reports. At Midwinter and Annual conferences, the report may be made in person or in writing. In the fall and in the spring of each year, a written report should be provided in advance of the ALCTS Board of Directors meetings.

September

Schedule committee meeting(s) for Midwinter Meeting. Consult with the committee members if necessary to identify a time that is satisfactory for all members.

A written quarterly progress report, submitted to the ALCTS President and ALCTS Executive Director, should be provided to the ALCTS Board in preparation for its board meeting.

October

Schedule committee meeting(s) for Annual Conference. Consult with committee members if necessary to identify a time that is satisfactory for all members.

November

Nominating Committee presents slate of candidates to the ALCTS Executive Director.

Issue call to committee members for topics, ideas, etc. to develop the committee’s agenda for the Midwinter Meeting.

December

Room assignments are announced. Communicate time and place of meeting(s) to members in advance of the Midwinter Meeting.

Develop agenda for the Midwinter Meeting and share with members of the committee. This may be an iterative process as topics are suggested and added or subtracted from consideration.

January: Midwinter Meeting during term of service.

Chair committee meeting(s). Handle introductions and ask for a volunteer to take the minutes.

Division committee chairs attend the Division Committee Chairs meeting held at the same time and place as the ALCTS All Sections Executive Committee session on Sunday morning. Section committee chairs make every effort to attend their Executive Committee meeting

Division chairs of the Budget and Finance, Organization and Bylaws, and Planning Committees are voting members of the ALCTS Board of Directors and, therefore, attend all meetings of the Board. All other division chairs are encouraged to attend as many Board meetings as possible especially if they have actions items.

Division chairs are responsible for presenting action items to the Board. If a motion is needed chairs are encouraged to develop the language of the motion in advance if at all possible. Chairs should contact the ALCTS Executive Director to be placed on the Board agenda. Motions from committees need no second.

The process for section committee chairs is similar. Action items should be brought to the attention of the relevant section executive committee.

A quarterly progress report should be provided to the ALCTS Board. At Midwinter, the report may be made in person or in writing. Written reports report should be submitted to the ALCTS President and ALCTS Executive Director before leaving Midwinter or immediately after Midwinter.

In addition, a written report summarizing the committee’s activities must be submitted before leaving Midwinter or immediately after Midwinter for publication in the ALCTS Newsletter Online ( ANO). Reports can be submitted electronically using the ALCTS Web site. The report is sent to the ALCTS Executive Director, the ALCTS President or Section chair and to the Editor of ANO.

Minutes—in draft form initially—should be distributed as soon as possible after Midwinter to committee members. Once the minutes have been finalized a copy should be sent to the ALCTS office for posting on the committee’s Web page only if the committee does not have a member authorized to post to the ALCTS web site. The minutes of the meeting should not be confused with the official committee report. Both documents are required.

March

Committee chairs may be asked by appointing officers for recommendations on appointments to committees. It is very important to be honest in evaluating the performance. Committee members who have not attended meetings (unexcused absences) or who have not contributed to the work of the committee should not be automatically reappointed.

A written quarterly progress report, submitted to the ALCTS President and ALCTS Executive Director, should be provided to the ALCTS Board in preparation for its board meeting.

April

Issue call to members for topics, ideas, etc. to develop the committee’s agenda for the Annual Conference.

Room assignments for Annual Conference are announced. Communicate time and place of meeting(s) to members in advance of the Annual Conference.

May

Develop agenda for the Midwinter Meeting and share with members of the committee. This may be an iterative process as topics are suggested and added or subtracted from consideration.

June: Annual Conference during term of service.

Chair committee meeting(s). Handle introductions and ask for a volunteer to take the minutes.

Division committee chairs attend the Division Committee Chairs meeting held at the same time and place as the ALCTS All Sections Executive Committee session on Sunday morning. Section committee chairs make every effort to attend their Executive Committee meeting.

Division chairs of the Budget and Finance, Organization and Bylaws, and Planning Committees are voting members of the ALCTS Board of Directors and, therefore, attend all meetings of the Board. All other division chairs are encouraged to attend as many Board meetings as possible especially if they have actions items.

Division chairs are responsible for presenting action items to the Board. If a motion is needed chairs are encouraged to develop the language of the motion in advance if at all possible. Chairs should contact the ALCTS Executive Director to be placed on the Board agenda. Motions from committees need no second.

The process for section committee chairs is similar. Action items should be brought to the attention of the relevant section executive committee.

A quarterly progress report should be provided to the ALCTS Board. At Annual, the report may be made in person or in writing. Written reports report should be submitted to the ALCTS President and ALCTS Executive Director before leaving Annual or immediately after Annual.

In addition, a written report summarizing the committee’s activities must be submitted before leaving Midwinter or immediately after Midwinter for publication in the ANO. Reports can be submitted electronically using the ALCTS Web site. The report is sent to the ALCTS Executive Director, the ALCTS President or Section chair and to the ANO Editor.

Minutes—in draft form initially—should be distributed as soon as possible after Annual to committee members. Once the minutes have been finalized a copy should be sent to the ALCTS office for posting on the committee’s Web page only if the committee does not have a member authorized to post to the ALCTS web site. The minutes of the meeting should not be confused with the official committee report. Both documents are required.

July: Term of service ends.

Committee chair sends committee members a thank you message

At the conclusion of the chair’s term, the chair should send records of the committee’s work to the new chair. Archival records (excluding minutes, rosters, memos, etc.) should be sent to the ALCTS Office, if not needed by the incoming chair

—Compiled by the ALCTS Leadership Development Committee

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