Duties of Committee Chairs and Members

Duties of Committee Chairs

  1. Plans and coordinates the committee's work for the year in accordance with the goals of ALA and LLAMA.
  2. Keeps committee members fully informed. In particular, committee members should be informed of the times of all meetings so that they can make plans to attend. An agenda should be sent out in advance, and minutes should be filed after the meeting.
  3. Replies promptly to all inquiries concerning problems related to the committee's work.
  4. Sends information copies of all correspondence to the LLAMA President, or to the chair of the section, and to the Executive Director of LLAMA.
  5. Schedules committee meetings at the Midwinter and Annual Conferences. The chair should consult with committee members about the best time to meet, in an effort to avoid conflicts. Obviously, units that have LLAMA Board members or members of section executive committees should not schedule meetings at times when the LLAMA Board or the section executive committee is meeting. Moreover, groups with similar interests or joint concerns should not schedule meetings at the same time. Instructions for reserving time and space, and the necessary forms, will be sent to committee chairs by the ALA Conference Services office. The completed Meeting Request Forms should be returned to the ALA Conference Services office, which will forward a copy to the LLAMA office.
  6. Returns post-conference reports and minutes to the LLAMA office as soon as possible after the Midwinter Meeting and the Annual Conference. Completes two mid-stream progress reports each year on forms that will be sent by the LLAMA office.
  7. Recommends reappointment of effective committee members to the LLAMA president-elect or the vice-chair of the section, as appropriate. Also suggests names of potential committee members.
  8. Asks the LLAMA President or the chair of the section to remove committee members who are not fulfilling their obligations (See the ALA Policy on Committee and Board Service).
  9. Keeps abreast of the actions of the LLAMA Board and attends Board meetings if possible. Appears before the LLAMA Board as needed, to report on committee activities or request Board action.
  10. Informs the President of LLAMA or the chair of the section, as appropriate, of changes in committee membership. Use the "Change in LLAMA Roster" form.
  11. Sends the records of the committee to the new chair when a new chair is appointed.
  12. Sends archival records to the LLAMA office.

Archives LLAMA's archives are maintained at the headquarters office under the custody of the Executive Director.

Officers of the Association and its sections, committee chairs, and chairs of discussion groups are responsible for all records which they receive or produce during their terms of service. At the conclusion of service, records should be handled as follows:

Materials to be forwarded to your successor:

  • All unfinished business.
  • Supplies of blank forms, printed or duplicated materials necessary to carry on unfinished business
  • Correspondence related to any pending business

Materials to be discarded:

  • All blank forms and printed or duplicated materials no longer current.
  • Letters of transmittal, except those of recent date where it may be necessary to trace the materials.
  • Requests for publications or information that lose their value after the request has been filled.
  • Letters of appointment (either original or copy) to committee chairs, providing that such letters do not contain additional useful information.
  • Memoranda, notices, correspondence relating to plans for meetings, programs, etc., and lists of persons attending.
  • All duplicate material (keep the original copy if available unless the copy contains annotations).
  • Papers, reports, etc., which have been published.
  • Unpublished papers, such as those written for presentation at meetings, descriptions of library procedures, etc.
  • Replies to questionnaires if the results are recorded and preserved either in the archives or in a published report.
  • Originals or copies of letters that have gone to the Executive Director, either as an original or as a copy.

Materials to be shipped to the LLAMA Executive Director:

  • Official records--one copy each of official publications, transcripts of meetings, and minutes.
  • Material relating to the history of LLAMA or its sections that has not been published (programs, reports, proceedings, proposed projects, decisions made, questionnaires, correspondence, etc.).
  • Letters defining policies, outlining committee duties, explaining procedures, etc. When duplicate information was sent to several persons, forward one copy annotated to show distribution.

Duties of Committee Members

The specific duties of committee members vary according to the committee. However, all members of LLAMA committees are expected to:

  1. Attend all meetings of the committee at the Midwinter Meeting and at the Annual Conference (See ALA Policy Manual, 4.5.).
  2. Complete all assignments made by the committee chair. Respond promptly to all correspondence from the committee or from the LLAMA office.
  3. Inform the chair of the committee and the LLAMA office immediately of any change in address or service on the committee, using the "Change in LLAMA Roster" form.
  4. Forward any unique committee material to the committee chair at the end of a committee assignment.

Duties of Virtual Members

At the 1998 Midwinter Meeting in New Orleans, the LLAMA Virtual Membership Task Force recommended and the LLAMA Board of Directors approved a one-year pilot project to evaluate the viability and benefits of virtual membership. The project permits appointing officers to make no more than two virtual member appointments to any division or section committee that chooses to participate. The project was established to enable participation in LLAMA by members unable to attend conference because of staffing constraints, budgetary considerations, or physical challenges etc. Virtual membership is now possible because a significant amount of committee work can be conducted between conferences via e-mail, telephone, and fax.

Appointments are for standard two-year, full member terms of service. The LLAMA Virtual Membership Task Force, the virtual members, and the committees participating in the pilot will evaluate the process at the conclusion of the 1999 Annual Conference.

Virtual committee members:

  1. Must be members of ALA, LLAMA, and, if appropriate, the LLAMA section.
  2. Must be able to communicate electronically.
  3. Must be willing and able to work continuously throughout the year, reporting to the committee chair before the Midwinter Meeting and the Annual Conference.
  4. Must be willing to participate in the evaluation of the project.

  Committees:

  1. Must be willing to make a commitment to do a substantial amount of their work between meetings.
  2. Must be willing to structure activities in such a way as to permit the substantive contribution of a virtual member.
  3. Must be willing to participate in the evaluation of the project.

  Liaisons

From time to time the President or the Board may appoint representatives from LLAMA to other units of ALA. At its midwinter meeting January 25, l992 the Board endorsed the concept that LLAMA liaisons and representatives should be formally responsible to report to an official unit of LLAMA (Document 92.25).

LAMA Ethnic Affiliates Liaisons Program

Appointments' Process/Terms Ethnic Affiliates Liaisons to LLAMA Cultural Diversity Committee

The President of each of the Ethnic Affiliate groups (American Indian Library Association [AILA], Asian Pacific American Librarians Association [APALA], Black Caucus of ALA [BCALA], Chinese-American Librarian Association [CALA], REFORMA, [the National Association to Promote Library Services to the Spanish-Speaking]) will appoint an individual to serve as the group's liaison to LLAMA. The appointment shall be for a 2-year term. This appointment information is to be forwarded to the LLAMA office one month prior to annual conference, or as soon after as is possible.

Beginning 6/95, two of the ethnic affiliates shall appoint a liaison for a one- or three-year term. This will insure that there is not a complete turn-over of liaisons every two years. This staggering of terms will provide continuity in the same way that is achieved in the LLAMA Committee appointment process. The liaisons appointed will considered fully participating members of the LLAMA Cultural Diversity Committee.

The LLAMA Cultural Diversity Committee Chair will communicate to the Chair of an Ethnic Affiliate if an appointee is not fulfilling the commitment to this program, and recommend that an alternate be appointed to maintain the viability of the liaison program.

LAMA appointments of liaisons to the Ethnic Affiliates

The LLAMA Vice-President/President-Elect shall appoint a LLAMA liaison to each of the Ethnic Affiliates (AILA, APALA, BCALA, CALA, and REFORMA). This can be done in consultation with the Chair of the Cultural Diversity Committee, as needed. The process used will be the same as that used for all other appointments. The individual appointed will be considered a member of the LLAMA Cultural Diversity Committee.

Beginning 6/95, LLAMA appointees to two of the ethnic affiliates shall be appointed for a one or three year term. This will parallel the terms and the groups appointing liaisons to LLAMA--see A. 1 above. This will insure that three is not a complete turn-over of liaisons every two years. This staggering of terms will provide continuity in the same way that is achieved in the LLAMA Committee appointment process.

The Chair of an Ethnic Affiliate shall communicate to the LLAMA Cultural Diversity Committee Chair if a LLAMA appointed liaison is not fulfilling the commitment to this program. In consultation with the LLAMA President and the LLAMA office, a decision will be made as to whether a different appointment is needed to maintain the viability of the liaison program.

Responsibilities

Ethnic Affiliates Liaisons to LLAMA Cultural Diversity Committee The liaisons from the ethnic affiliates shall have the following responsibilities:

Attend meetings of the LLAMA Cultural Diversity Committee at Annual Conference and Midwinter. Arrange for a back-up to attend meetings if personally unavailable.

Report to the LLAMA Cultural Diversity Committee the plans and initiatives of the caucus she/he represents.

Specifically seek out opportunities for collaboration and cooperation in management and administration projects, relevant to the affiliate group she/he represents. Example: LLAMA sponsored programs to be presented at BCALA national conference.

Arrange for her/his affiliate groups' newsletter to be regularly sent to a designated LLAMA Cultural Diversity Committee members, and report selected news to this member, for inclusion in the LLAMA News section of LA&M and LEADS from LLAMA on a regular basis.

Maintain contact with the LLAMA Liaison to her/his affiliate group between ALA sessions.

Prepare an individual report or contribute to a group report by Ethnic Affiliates Liaisons to LLAMA at the end of each year, summarizing and critically analyzing progress on objectives, accomplishments, need for changes in structure, etc. This report will be submitted to the Chair of the LLAMA Cultural Diversity Committee, who will incorporate it into that Committee's annual report to the LLAMA Board. A copy will also go to the LLAMA Office, LLAMA Executive Board, and Chairs of the Ethnic Affiliates.

LAMA Liaisons to the Ethnic Affiliates

Attend at least one meeting of the assigned ethnic affiliate at Annual Conference and Midwinter. Arrange for a back-up to attend meetings if personally unavailable.

Attend meetings(s) of the LLAMA Cultural Diversity Committee at Annual Conference and Midwinter.

Report to the assigned ethnic affiliate the plans and initiatives of LLAMA and LLAMA's Cultural Diversity Committee.

Specifically seek out opportunities for collaboration and cooperation in management and administration projects, relevant to the affiliate group to which she/he is assigned. Example: distribute information on the LLAMA Diversity Fund

Working with the LLAMA office, arrange for a complimentary copy of LEADS from LLAMA, LA&M and other relevant LLAMA publications to be regularly sent to the Chair of the assigned affiliate group. Encourage the inclusion of LLAMA information in the group's newsletter.

Maintain contact with the LLAMA Liaison to her/his affiliate group between ALA sessions.

Prepare an individual report or contribute to a group report by LLAMA Liaisons to Ethnic Affiliates at the end of each year, summarizing and critically analyzing progress on objectives, accomplishments, need for changes in structure, etc. This report will be submitted to the Chair of the assigned Ethnic Affiliate group, with copies to the LLAMA Cultural Diversity Committee Chair, who will incorporate in into that Committee's annual report to the LLAMA Board. A copy will also go to the LLAMA Office, LLAMA Executive Board, and Chairs of the Ethnic Affiliates.

Interns

At its midwinter meeting January 22, 1986 the Board voted to establish a category for interns for LLAMA division-wide committees. At the 1994 midwinter Board of Directors meeting the intern policy was extended to include all committees.

Purpose: An internship provides new LLAMA members and members who have never been appointed to any LLAMA committee with a closer introduction to LLAMA committees and organization. An intern participates as a non-voting member in the work of the committee. This program provides new members an opportunity to become involved in the work of LLAMA and also provides future appointing officers a pool of potentially good candidates to be considered for regular committee slots.

Appointments: Not more than two interns may be appointed to any one committee in a given year. The interns are extra committee membership slots in addition to any number that may be specified. Each intern shall serve for a period of one year beginning at the conclusion of an annual conference. Appointment as an intern will not affect length of service as a regular committee appointee. A LLAMA member may serve only one internship.

Mentoring

The LLAMA mentor program was discontinued by action of the LLAMA Board of Directors at the 1994 Midwinter Meeting.