Duties and Responsibilities of Divisional Officers

DUTIES AND RESPONSIBILITIES


Duties and Responsibilities of Divisional Officers

Elected officers are expected to carry out the following duties and responsibilities. Should an elected officer be unable or unwilling to carry out these resposibilities, the LLAMA President may request resignation or refer the issue to the LLAMA Executive Committee for resolution. [LAMA Board Document #96.38, approved 1/23/96]


President

  1. Serves as a voting member of the LLAMA Board and Board Executive Committee.
  2. Serves as ex-officio member of the Budget and Finance Committee and the Program Committee.
  3. Plans and directs the objectives and activities of the Division.
  4. Provides communication and coordination for the Division.
  5. Attends or sends a delagate to the ALA Conference Program Committee meetings and ALA BARC Planning and Budget Assembly during Midwinter Meeting and Annual Conference. Votes as LLAMA's representative when appropriate.
  6. Presides at all LLAMA Board meetings and Board Executive Committee meetings.
  7. Keeps abreast of LLAMA activities by attending as many meetings as possible of the divisional committees, such as the LLAMA Budget and Finance Committee, and the sectional executive committees during the Midwinter Meeting and Annual Conference.
  8. Plans agendas for Board meetings in coordination with the LLAMA Executive Director and the LLAMA Executive Committee.
  9. Keeps the Board Executive Committee informed of all actions and activities.
  10. Prepares and submits an Annual Report to ALA Council.
  11. Insures that programs are responsive to LLAMA membership needs.
  12. Insures that the LLAMA Bylaws are observed and that the decisions of the Board of Directors and of the membership are carried out.
  13. Performs other duties as assigned by the Board of Directors.
  14. Consults with LLAMA Board of Directors and carries out LLAMA Executive Director's annual performance evaluation. Submits a written recommendation to ALA Deputy Executive Director.
  15. Plans annual President's program at ALA Annual Conference.

Vice-President/President-Elect

  1. Serves as a voting member of the LLAMA Board and the Executive Committee.
  2. Serves as ex officio member of the Budget and Finance Committee, the Program Committee, and the Continuing Education Committee.
  3. Plans agendas for Board meetings in coordination with the LLAMA Executive Director, and the Executive Committee.
  4. Plans the activities and programs to be emphasized during his/her term of office, in accordance with the needs of the Division.
  5. Presides at Board meetings and Executive Committee meetings in the absence of the President.
  6. Attends or sends a delagate to ALA Conference Program Committee meetings and ALA BARC Planning and Budget Assembly during Midwinter Meeting and Annual Conference. Votes as LLAMA's representative in the absence of the President.
  7. Keeps abreast of LLAMA activities by attending as many meetings as possible of the divisional committees, such as the LLAMA Budget and Finance Committee, and the sectional executive committees during Midwinter Meeting and Annual Conference.
  8. Attends all meetings of the LLAMA Board and the Executive Committee.
  9. Appoints the chairs of divisional committees and the members, coordinating this activity with the committee chairs whenever possible.
  10. Appoints the Nominating Committee for divisional offices.
  11. Performs other duties as assigned by the Board of Directors or the President

Past President

  1. Serves as a voting member of the LLAMA Board and the Executive Committee.
  2. Attends all meetings of the LLAMA Board of Directors and the Executive Committee.
  3. Provides information to the Board related to activities and experiences while serving as President and Vice-President.
  4. Performs duties as assigned by the Board of Directors or the President.

Duties and Responsibilities of the LLAMA Councilor

Councilor

  1. Serves as LLAMA's representative to the ALA Council.
  2. Serves as a voting member of the LLAMA Board of Directors and the Executive Committee.
  3. Attends all meetings of the LLAMA Board of Directors and the Executive Committee.
  4. Attends all meetings of the ALA Council. Represents LLAMA's viewpoint to Council; reports Council actions and activities to the LLAMA Board of Directors.


Duties and Responsibilities of the Officers of Sections

Section Chair

  1. Coordinates the plans, activities and programs of the section, assuring that they are responsive to the needs of members and consistent with LLAMA procedures.
  2. Sits as a voting member of the LLAMA Board. Must attend all LLAMA Board meetings.
  3. Presents section action items to the Board for approval.
  4. Plans and presides over the annual membership meeting of the section, if one is held.
  5. Verifies that annual budget requests and program budget requests from all section committees have been planned and submitted to the LLAMA Budget and Finance Committee.
  6. Verifies that a Nominating Committee has been selected.
  7. Verifies that section and committee minutes and reports are prepared and submitted.
  8. Attends as many meetings as possible of the section's committees during the Midwinter Meeting and the Annual Conference.
  9. Appoints committees as needed for section or joint programs.
  10. Reports to the LLAMA Board the activities, programs, publications, workshops, institutes, etc. of the section, and makes recommendations regarding them.
  11. Schedules executive committee meetings, notifies committee members well in advance of the time, date and place of meetings, prepares the agenda, and presides over meetings.
  12. Submits expenses and invoices to the LLAMA Executive Director by August 1 so that all expenses can be paid from the current year's budget.
  13. Keeps the vice-chair informed of all actions and activities.

Section Vice-chair

  1. Appoints section committee members and chairs, coordinating this activity with the current section and committee chairpersons whenever possible.
  2. Appoints a nominating committee for the section.
  3. Sits as a non-voting member of the LLAMA Board and votes in the absence of the section chair. May attend all LLAMA Board meetings.
  4. Attends as many meetings as possible of the section's committees during the Midwinter Meeting and Annual Conference to assist in planning activities and to become better informed.
  5. Assesses the needs of the section and plans the activities and programs to be emphasized during his/her term of office.
  6. Draws up the agenda for meetings of the section executive committee in the absence of the chair.
  7. Presides at meetings of the section executive committee in the absence of the chair.
  8. Performs such other duties as the chair or the executive committee may assign.


Section Secretary

  1. Attends all meetings of the section executive committee.
  2. Takes attendance and records minutes at section executive meetings and submits the minutes to members of the executive committee and the LLAMA Executive Director.
  3. Maintains records and makes them available to successor after leaving office.
  4. Tallies votes as needed.
  5. Performs such other duties as the section chair and the section executive committee as a whole direct.


Reporting Responsibilities of Officers

Annual Reports

The president of LLAMA is required to submit a written annual report of the division's activities to the ALA Council. This report should be forwarded to the Executive Director of LLAMA by May 1, or the deadline set by the ALA Executive Office.

At the 1996 Midwinter meeting the LLAMA Board of Directors voted to discontinue the requirement for written annual reports from section and committee chairs. For reporting requirements, see "Reporting Midwinter and Annual Conference Meetings" below.

Correspondence

The work of the Association progresses more smoothly when key officers and staff are kept informed of ongoing activities. The following guidelines should be observed:


The president sends copies of official correspondence to the vice-president/ president-elect and the LLAMA Executive Director. Copies of correspondence relating to a committee or section are sent to the chair involved.

The vice-president/president-elect sends copies of official correspondence to the president and the LLAMA Executive Director. Copies of correspondence relating to a committee or section are sent to the chair involved.

The chair of a section sends copies of official correspondence to the vice-chair of the section and to the LLAMA Executive Director. Whenever policy matters are involved, copies are also sent to the LLAMA President and Vice-President/ President-Elect.

Committee, task force, and discussion group chairs send copies of official correspondence to the president or section chair, as appropriate, and to the LLAMA Executive Director.

Reporting Midwinter and Annual Conference Meetings

All committees (including section executive committees), task forces, and discussion groups must submit post-conference reports of their meetings. These reports are the official record of the meeting and should be submitted immediately following the Midwinter Meeting and Annual Conference to the LLAMA Executive Director and the LLAMA President (division committees, task forces and discussion groups) or to the LLAMA Executive Director and Section Chair (section committees, task forces and discussion groups). The chair is responsible for the reports, except that the secretary of each section is responsible for the reports of meetings of the executive committee of the section. Formal committee minutes may be filed instead of the post-meeting reports, provided they are filed promptly.


All reports may be submitted in writing or electronically. All reports should include these topics: Post Conference Reports -- Outstanding Happenings, Actions Taken, Decisions Made, and Plans for Future Projects; Mid-Sream Reports -- Current Objectives, Goals or Issues to be Discussed at Next Meeting (or meeting agenda), and Recommendations or Issues for Action by the Board of Directors.

Reporting to the magazine of the Association

All division and section chairs should report Midwinter Meeting and Annual Conference announcements, news and any relevant nonconference activities of that group to the associate editor of LA&M for possible publication in the Association magazine. Note that the LLAMA Office will facilitate this news coverage by copying post-conference updates and passing them along to the associate editor. Deadlines for submission of news items are listed in the Calendar.