New Members Round Table (NMRT) Handbook (under construction)

Handbook (under construction)

Need to review/removed from site:

Table of Contents

About NMRT

  • Goals
  • History

Division of Responsibilities & Past Officers

Constitution and Bylaws

Budget

  • Budget Overview
  • ALA Charged Expenses
  • Out-of-Pocket Expenses
  • Making Changes to the Budget

Policies, Procedures, Guidelines, and Forms

  • Forms
  • NMRT Candidate History
  • Policies and Guidelines
  • Reports to be Submitted by Board Members
  • Reports to be Submitted by Chairs
  • Reports to be Submitted by Liaisons

Board Members and Timetables of Activities

  • President
  • Vice-President/President-Elect
  • Treasurer
  • Secretary
  • Past President
  • Leadership Development Director
  • Member Services Director
  • Networking Director
  • Outreach Director
  • NMRT Councilor
  • Parliamentarian
  • Fundraising Coordinator (Disbanded)
     

 

About NMRT

Goals

  1. To structure formal opportunities for involvement and/or training for professional association committee experiences on the national, state, and local levels.
  2. To provide a wide variety of programs to assist, encourage, and educate people who are new to the Association and the profession.
  3. To offer a variety of leadership training and opportunities to help those approaching the end of their NMRT eligibility to make the transition to future positions in the Association and the profession; and
  4. To develop and implement ongoing programs for library school students that encourage professional involvement and networking.

Last Reviewed: March 2019; Last Revised October 2016

History

The New Members Round Table (NMRT) was established as the Junior Members Round Table (JMRT) in 1931 by an informal group meeting at the American Library Association (ALA) Annual Conference in New Haven, Connecticut. It became an official part of ALA in 1941 when its constitution and by-laws were adopted at the Boston conference. Maria Leavitt, Chair of the ALA Membership Committee, saw the need in 1931 for an organization within ALA for newcomers into the library profession. At that time, new members had little opportunity for activity in the work of the Association, so many young professionals were not joining ALA. JMRT was conceived as a training ground to promote a greater feeling of responsibility for the development of library service and librarianship. It was established as a discussion group to get the young librarians to join ALA and help orient them to their profession.

The new JMRT members were eager for involvement and immediately undertook two projects. The first was a compilation of a subject index to the literature of the library field to supplement "Cannon's Bibliography of Library Economy, 1876-1920." This project was published by ALA as Library Literature, 1921-1932. The second was a survey concerning the effectiveness of library education.

Members of JMRT also began to be published with the cooperation of the H. W. Wilson Company. A monthly department in the Wilson Bulletin, "Junior Librarians Section," started in February, 1936, with Round Table members submitting articles and news. Educational pamphlets were also prepared for Wilson, the first ones on periodical indexes in 1937, and later on the card catalog in 1946.

Some other projects JMRT was involved with over the years include essay contests, a duplicate magazine exchange program, a local indexes project to make a union list of indexes of all types in libraries in the United States, exchanges of librarians, a project to aid European libraries damaged in World War II, and professional development grants. During the last 60 years JMRT/NMRT has been an active campaigner to stimulate methods of continuing education in the library field.

JMRT was also involved in the early years with helping new librarians become introduced to the profession. The Staff Orientation Committee was created in 1940 to consider the problems of a young librarian entering their first job, and to recommend methods to make the transition easier.

Soon after JMRT was founded, it had nearly 200 members, but quickly grew to 1200 by 1939. This was not sustained, however, and membership fell during the 1950s. This occurred even with new attempts to involve young librarians in ALA, including the development of a placement service in 1952 that listed job openings and made them available to JMRT members. A newsletter was also published at this time, providing information on state and local chapters and ALA conferences.

Low membership totals continued into the 1960s, with less than 200 active members in 1961. These totals did begin to rise through the 1960s, with 300 members in 1966 and 500 by 1969. This was a trend shared by ALA as a whole, which had 23,000 members in 1959 and nearly 37,000 a decade later. In response to this increased membership, JMRT greatly expanded its number of organized committees. This allowed young professionals to have more opportunities for involvement in ALA and the library profession. Before 1970, JMRT members primarily had only ALA committees on which to serve, because of the lack of committees sponsored by the Round Table. This situation changed dramatically in 1971, when JMRT grew to a total of 17 committees. This number rose to 20 by 1981 and to 25 in 1991. Some of the committees founded during this twenty year period include the Committee on Governance (1971); Olofson Memorial Award (1972); Handbook (1975); Archives, Membership Meeting, and Midwinter Activities (1977); and Exhibitor Contact and Relations, President's Program, and Scholarship (1983).

By 1971 JMRT had grown larger not only in size, but also in the scope of its mission. In addition to its original goals, it now sought to actively assist in the recruitment of qualified persons for the library profession. By 1983, the growth of JMRT continued, with 850 members; by 1991, over 900 members had joined the newly renamed New Members Round Table.

During this time of growth, a newsletter was again being published to promote JMRT and keep its members informed on ALA activities. Newsnotes (1966-71) and its successor Footnotes(1971- ) are the newsletters that have been put out by JMRT/NMRT. A second publication, Cognotes, issued each year at the ALA Annual Conference since 1972, serves to inform people in attendance at the Annual and Midwinter conference about meetings, events, and program changes. This is another way in which NMRT contributes to ALA and assists their fellow librarians. Cognotes is no longer issued by NMRT, but the name remains: the “COG” in Cognotes is an acronym for the Committee on Governance of JMRT [16].

The sweeping technological changes that occurred in the first decade of the 21st century have transformed how NMRT members collaborate and participate within the organization. The NMRT-L discussion listserv has allowed members to communicate with one another through email since 1997 [2]. The NMRT Board members (NMRTBD) listserv facilitates communication amongst Board Members and Committee Chairs and allows them to take part in email-based NMRT Board Meetings [13]. Another helpful resource for those interested in gaining writing experience is the NMRT New Writers List, NMRT Writer, where calls for papers and other writing opportunities are posted and general discussions about writing take place [14]. By the fall of 2003, Footnotes began publishing their quarterly newsletter by way of email [3]. Since 2007, ALA Connect has provided NMRT members, and committee groups, a forum for online collaboration, discussion, and information sharing [4]. An official NMRT wiki was created in 2008 and NMRT Notes: Blog of the New Members Round Table of ALA began in June 2009 [5]. NMRT has also maintained a presence on popular social networking sites such as Facebook, Twitter, LinkedIn, and Flickr [6]. Most recently, Endnotes: The Journal of the New Members Round Table, an online journal, was launched in May 2010 to provide new librarians and members of the Round Table opportunities to publish scholarly work in a peer reviewed publication. Endnotes was realized through the efforts of the former NMRT Scholarship, Research, and Writing Committee which was created in 2006 [7].

In 2002, the Documents Digitization Taskforce committee, later renamed the Archives Committee, began to reflect on the importance of preserving the institutional history of NMRT and devised new policies to preserve its organizational memory. This committee digitized official NMRT records as far back as the 1970s, and adopted a forward-thinking approach to preserving “born digital” records such as emails, listservs, and online publications [1]. These records are now accessible to all members in the searchable Archives database on the NMRT Popular Resources web page [15].

The myriad new ways of collaborating on the aforementioned forums have fostered new programs in NMRT. Career and Conference Mentoring Programs, created in 2003, pair seasoned professionals with new librarians in a “learn and give” experience for both librarians to help new librarians learn how to build their careers and to make the most of their conference experience [8]. A Resume Review Service, which is also available year-round by email, provides a valuable service at ALA national conferences, in which seasoned professionals volunteer their time and offer invaluable advice to new librarians in scheduled one-on-one, in person meetings.

In the last decade, NMRT committees have worked diligently to offer a variety of social networking and learning opportunities at ALA conferences. Just a few of these events include socials, travel scholarships, a resume review service, and NMRT orientation sessions to help new members get the most out of national conferences. Since the 1970s, the NMRT Professional Development Grant and Shirley Olofson Memorial Award have aided new members to help defray the cost of attending a national conference [10]. The Student Chapter of the Year Award, also awards student chapters stipends to encourage student involvement in the organization, and to assist students financially with conference attendance [12]. The New Members Round Table celebrated its 75th anniversary in 2006 with a growth in membership which exceeded 1,800 members and an expansion to 28 committees [9]. Several new committees that have been created in the past decade, include: the Web Committee, Resume Review Service, Liaison Coordination and Support Committee (2003), Endnotes Committee (2005), Annual Program Committee (now called NMRT Online Programs Committee), Online Discussion Forum Committee, and the Membership, Promotion, Diversity & Recruitment Committee, Annual Conference Professional Development Attendance Award Committee (previously the Marshall Cavendish Award Committee), LLAMA/NMRT Joint Committee on Collaboration, and the Annual Social Committee [11].

Over the last 75 years, NMRT has developed from a small discussion group of young professionals to a large organization with many state affiliate chapters and members who are participating in a vital, healthy, and active association. Since its formation, NMRT has been the key for many to first find a niche in the organization of ALA, a place where they can begin to develop a career through involvement and participation with their peers in the library profession. 

As in 1931, when Junior Members Round Table was first conceptualized, the goals remain the same: to provide new members opportunities for participation within ALA, a forum for discussion to orient new members to the profession, and to promote a greater feeling of responsibility for the development of librarianship.

References

[1] http://www.ala.org/ala/mgrps/rts/nmrt/news/footnotes/footnotes_august_2002/footnotes_aug2002.pdf

[2] http://lists.ala.org/wws/arc/nmrt-l

[3] http://lists.ala.org/wws/arc/nmrt-l/2003-08/msg00089.html

[4] http://www.ala.org/ala/mgrps/rts/nmrt/news/footnotes/february2007a/nmrtpresmessagefeb07.cfm

[5] http://wikis.ala.org/nmrt/index.php/Main_Page

[6] http://www.ala.org/ala/mgrps/rts/nmrt/socialnetworking/index.cfm  and http://www.nmrt.ala.org/notes/?m=200906

[7] http://www.ala.org/ala/mgrps/rts/nmrt/oversightgroups/comm/schres/endnotesvol1is1/editorialinfo.pdf

[8] http://www.ala.org/ala/mgrps/rts/nmrt/news/footnotes/footnotes_april_may_2003/NMRT_footnotes_apr03.pdf

[9] http://www.ala.org/ala/mgrps/rts/nmrt/news/footnotes/august2006ab/nmrtpresidentAug2006.cfm

[10] http://www.ala.org/ala/mgrps/rts/nmrt/initiatives/applyforfunds/3mawardinformation.cfm

[11] http://wikis.ala.org/nmrt/index.php/Section_4:_Committees

[12] http://wikis.ala.org/nmrt/index.php/Student_Chapter_of_the_Year_Award_Committee

[13] http://lists.ala.org/wws/info/nmrtbd

[14] http://lists.ala.org/wws/info/nmrtwriter

[15] http://www.ala.org/ala/mgrps/rts/nmrt/popularresources/index.cfm

[16] http://www.ala.org/conferencesevents/cognotes

Last Reviewed: March 2019; Last Revised: May 2011

Division of Responsibilities & Past Officers

Division of Responsibilities: Officers, Directors, Chairs, and Liaisons


President

  • Governance Committee
  • Liaison Coordination & Support
  • President's Program Committee

Vice-President/President Elect

  • Vice Presidential Planning Committee

Immediate Past President

  • Nominating Committee

Treasurer

  • NMRT Budget\
  • Assistant Treasurer
  • ALA Budget Analysis & Review Committee (BARC)
  • NMRT Hotel

Secretary

  • Archives Committee
  • Handbook Committee
  • Web Committee

Councilor

  • ALA Council

Member Services Director

  • Communications Committee
  • Footnotes Committee
  • Mentoring Committee
  • Resume Review Service Committee

Networking Director

  • Online Programs Committee
  • Annual Conference Local Information Committee
  • Midwinter Social Committee
  • Orientations Committee

Outreach Director

  • Membership Promotion, Diversity & Recruitment Committee / Liaison to ALA Diversity
  • Student and Student Chapter Outreach Committee (SASCO)
  • Student Chapter of the Year Award Committee (SCOTYA)

Leadership Development Director

  • Annual Conference Professional Development Attendance Award Committee
  • Annual Social Committee
  • Mango Languages/NMRT Professional Development Grant Committee (Note: Confirm each year that grant will be sponsored)
  • Online Discussion Forum Committee
  • Shirley Olofson Memorial Award Committee

Last Reviewed: March 2019; Last Revised: March 2019

 

Past NMRT Officers


Note: There was no councilor before 1999. The organizational structure was revamped in 1999-2000, so the names of the director positions are different. The Affiliate’s Council President was a voting member of the Executive Board until the Council was disbanded in 1997.

2021-2022

President: Dani Brecher Cook

Vice President: Annice Sevett

Treasurer: Ms. Cara Mia Calabrese

Secretary: Catherine G. Austin

Past-President: Jennifer Christine Wilhelm

Director: Lizzy Boden

Networking Director: Julie Gabb

Outreach Director: Veronica Leigh Milliner

Director: Mrs. Michelle Poston Osborne

NMRT Councilor: Ms. Christina Rodriques

ALA Executive Board Liaison: Dr. Karen G. Schneider
 

2020-2021

President: Jennifer Christine Wilhelm

Vice President: Dani Brecher Cook

Treasurer: Mr. Dylan Burns

Treasurer Assistant: Ms. Cara Mia Calabrese

Secretary: Ms. Deborah Dolores Allman

Past-President: Nicole LaMoreaux

Networking Director: Julie Gabb

Outreach Director: Veronica Leigh Milliner

Director: Arieh Down Ress

Leadership Development Director: Annice Sevett

Member Services Director: Ms. Madison Elizabeth Sullivan

NMRT Councilor: Ms. Christina Rodriques

Parliamentarian: Sara Jurek

ALA Executive Board Liaison: Dr. Karen G. Schneider
 

2019-2020

President: Nicole LaMoreaux

Vice President: Jennifer Christine Wilhelm

Treasurer: Mr. Dylan Burns

Secretary: Dr. Abigail Leigh Phillips

Past-President: Mrs. Nicole Spoor

Director: Dani Brecher Cook

Director: Arieh Down Ress

Leadership Development Director: Annice Sevett

Member Services Director: Ms. Madison Elizabeth Sullivan

NMRT Councilor: Ms. Christina Rodriques
 

2018-2019

President: Mrs. Nicole Spoor

Vice President: Nicole LaMoreaux

Treasurer: Mr. Dylan Burns

Secretary: Jennifer Christine Wilhelm

Past-President: Mandi Goodsett

Director: Dani Brecher Cook

Outreach Director: Veronica Leigh Milliner

Director: Ms. Christina Rodriques

Member Services Director: Ms. Madison Elizabeth Sullivan

NMRT Councilor: Mr. JP Porcaro

ALA Executive Board Liaison: Andrew K. Pace
 

2017-2018 

Vice-President: Nicole Spoor

Past-President: Kate Kosturski

President: Mandi Goodsett

Treasurer: Lesley Looper

Secretary: Melanie Kowalski

Leadership Development Director: Veronica Leigh Milliner

Member Services Director: Julia Frankosky

Networking Director: TJ Szafransky

Outreach Director: Ariana Santiago

Councilor: JP Pocaro

Parliamentarian: Kirsten Hostetler
 

2016-2017

President: Kate Kosturski

Past President: Kirby McCurtis

Vice-President/President Elect: Mandi Goodsett

Secretary: Nicole Lamoreaux

Treasurer: Easter DiGangi

Assistant Treasurer/Treasurer-Elect: Lesley Looper

Leadership Director: Nicole Spoor

Member Services Director: Julia Frankosky

Networking Director: T.J. Szafranski

Outreach Director: Ariana Santiago

Parliamentarian: Elizabeth A. M. Howard

Councilor: JP Porcaro
 

2015-2016

President: Kirby McCurtis

Past President: Megan Hodge

Vice-President/President Elect: Kate Kosturski

Secretary: Karen Doster-Greenleaf

Treasurer: Easter DiGangi

Assistant Treasurer/Treasurer-Elect:

Leadership Director: Nicole Spoor

Member Services Director: Margaret Howard

Networking Director: Tinamarie Vella

Outreach Director: Kelly Trowbridge

Parliamentarian: Elizabeth Howard

Councilor: Rachael Altman
 

2014-2015

President: Megan Hodge

Past President: Emily Prather-Rodgers

Vice-President/President Elect: Kirby McCurtis

Secretary: Mandi Goodsett

Treasurer: Jonathan Lu

Assistant Treasurer/Treasurer-Elect: Easter DiGangi

Fundraising Coordinator: Cory Lampert

Leadership Director: Kate Kosturski

Member Services Director: Kari Weaver

Networking Director: Tinamarie Vella

Outreach Director: Kelly Trowbridge

Parliamentarian: Margaret Howard

Councilor: Rachael Altman
 

2013-2014

President: Emily Prather-Rodgers

Past President: Janel Kinlaw

Vice-President/President Elect: Megan Hodge

Secretary: Kirby McCurtis

Treasurer: Jonathan Lu

Fundraising Coordinator: Cory Lampert

Leadership Director: Kate Kosturski

Member Services Director: Kari Weaver

Networking Director: Barbara Lewis

Outreach Director: Bohyun Kim

Councilor: Susan Jennings
 

2012-2013

President: Janel Kinlaw

Past President:  Linda Crook

Vice-President/President Elect: Emily Prather-Rodgers

Secretary: Jessica Pryde

Treasurer: Jonathan Lu

Fundraising Coordinator: Curtis Brundy

Leadership Director: Megan Hodge

Member Services Director: Coral Sheldon-Hess

Networking Director: Barbara Lewis

Outreach Director: Bohyun Kim

Councilor: Susan Jennings
 

2011-2012

President: Linda Crook

Past President: Deana Groves

Vice-President/President Elect: Janel Kinlaw

Secretary: Rebecca K. Miller

Treasurer: Veronica L. C. Stevenson-Moudamane

Fundraising Coordinator: Curtis Brundy

Leadership Director: Megan Hodge

Member Services Director: Coral Sheldon-Hess

Networking Director: Julie Kane

Outreach Director: Cory Lampert

Councilor: Susan Jennings
 

2010-2011

President:  Deana Groves

Past President:  Courtney Young

VP/Pres. Elect:  Linda Crook

Secretary:  Janel White

Treasurer:  Nancy Snyder-Gibson

Assistant Treasurer: Veronica L.C. Stevenson-Moudamane

Fundraising Coordinator: Amanda Roberts

Leadership Director:  Amy Harmon

Member Services Director:  Emily Love

Networking Director:  Julie Kane

Outreach Director:  Cory Lampert

Councilor:  Jenny Emanuel
 

2009-2010

President:  Courtney Young

Past President:  Laurel Bliss

VP/Pres. Elect:  Deana Groves

Secretary:  Amanda Ros

Treasurer:  Nancy Snyder-Gibson

Fundraising Coordinator: Amanda Roberts

Leadership Director:  Amy Harmon

Member Services Director:  Emily Love

Networking Director:  Linda Crook

Outreach Director:  Erin Ellis

Councilor:  Jenny Emanuel
 

2008-2009

President:  Laurel Bliss

Past Pres.:  Nanette Donohue

VP/Pres. Elect:  Courtney Young

Secretary:  Maureen Barry

Treasurer:  Amy Gonzalez Ferguson

Assistant Treasurer:  Nancy Snyder-Gibson

Fundraising Coordinator:  TBA

Leadership Director:  Anne Robert

Member Services Director:  Dawn Lowe-Wincentsen

Networking Director:  Linda Shippert

Outreach Director:  Erin Ellis

Councilor:  Jenny Emanuel
 

2007-2008

President:  Nanette Donohue

VP/Pres. Elect:  Laurel Bliss

Past Pres.:  Amanda J. Roberts

Secretary:  Akeisha Heard

Treasurer:  Amy Gonzalez Ferguson

Councilor:  Courtney L. Young

Outreach Director:  Samantha Hines

Networking Services Director:  Sally Bickley

Member Services Director:  Dawn Lowe-Wincentsen

Leadership Development Director:  Anne Robert

Parliamentarian:  Alice Daugherty
 

2006-2007

President:  Amanda Roberts

VP/Pres. Elect:  Nanette Donohue

Past Pres.:  Nadine Flores

Secretary:  Kara Whatley

Treasurer:  Catherine Collins

Assistant Treasurer:  Amy Ferguson

Councilor:  Courtney L.Young

Networking Services Director:  Sally Bickley

Member Services Director:  Katie Dunneback
 

2005-2006

President:  Nadine Flores

VP/Pres. Elect:  Amanda Roberts

Past Pres.:  Sally Gibson

Secretary:  Jeannette Ho

Treasurer:  Catherine Collins

Councilor:  Courtney L.Young

Outreach Director:  Nanette Wargo Donohue

Networking Services Director:  Michelle S. Millet

Member Services Director:  Laurel Bliss

Leadership Development Director:  Laura Kortz

Parliamentarian:  Tanzi Sutton
 

2004-2005

President:  Sally Gibson

VP/Pres. Elect:  Nadine Flores

Past Pres.:  Beth Kraemer

Secretary:  Ihsia Hu

Treasurer:  Bill Jenkins

Assistant Treasurer:  Catherine Collins

Councilor:  Stacey Shoup

Leadership Director:  Shelly McCoy

Outreach Director:  Tanzi Merritt

Networking Services Director:  Laurel Bliss

Member Services Director:  Laura Kortz
 

2003-2004

President: Beth Kraemer

VP/Pres. Elect: Sally Gibson

Secretary: Chrissie Anderson Peters

Treasurer: William Jenkins

Councilor: Stacey Shoup

Outreach Director: Shelly McCoy

Networking Services Director: Nadine Flores

Member Services Director: Marilyn Ochoa

Leadership Development Director: Sara Morris
 

2002-2003

President: Joseph Yue

VP/Pres. Elect: Beth Kraemer

Secretary: William Armstrong

Treasurer: William Jenkins

Councilor: Stacey Shoup

Outreach Director: Nadine Flores

Networking Services Director: Shannon Tennant

Member Services Director: Sally Gibson

Leadership Development Director: Erik Drake *(Resigned. Recorded in  December 12, 2002 minutes.)
 

2001-2002

President: Dora Ho

VP/Pres Elect: Joseph Yue

Secretary: Sigrid Kelsey

Treasurer: Mary Anne Hansen

Councilor: Ann Snoeyenbos

Outreach Director: Shannon Tennant

Networking Director: Susanna Van Sant

Member Services Director: Ann Dykas

Leadership Development Director: Erik Drake
 

2000-2001

President: Christine Shupala

VP/Pres. Elect: Dora Ho

Secretary: Joseph Yue

Treasurer: Mary Ann Hansen

Councilor: Ann Snoeyenbos

Outreach Director: Alison Hopkins

Networking Director: Victor Schill

Member Services Director: Susanna Van Sant

Leadership Development Director: Ann Dykas
 

1999-2000

President: Priscilla Shontz

VP/Pres. Pres. Elect: Christine Shupula

Secretary: Dennis Wilson

Treasurer: Laura Lucio

Councilor: Ann Snoeyenbos

Outreach Director: Beth Jedlicka

Networking Director: Melissa Becher

Member Services Director: Jimmie Lundgren

Leadership Development Director: Dora Ho
 

1998-1999

President: Linda Golian

VP/Pres. Elect: Elect: Priscilla Shontz

Secretary: F. Ann Dykas

Treasurer: Laura Lucio

Director of Conference Arrangements: Alesia McManus

Director of Liaisons: Melissa Becher

Director for Membership, Awards, and Continuing Education (MACE): Paula Hering

Director for Publications and Public Relations: Chris Shupala
 

1997-1998

President: Ann Snoeyenbos

VP/Pres. Elect: Linda Golian

Secretary: Antoinette Nelson

Treasurer: Carol Ritzen Kem

Director for Conference Arrangements: Nancy George

Director for Liaisons: Beth Jedlicka

Director for Membership, Awards, and Continuing Education (MACE): Paula Hering

Director for Publications and Public Relations: Priscilla Shontz
 

1996-1997

President:   Laura Sill

VP/Pres. Elect: Ann Snoeyenbos

Secretary: Nancy George

Treasurer: Carol Ritzen Kem

Director for Conference Arrangements: Paula Hering

Director for Liaisons: Kimberley Robles

Director for Membership, Awards, and Continuing Education (MACE): Anne Greenspan

Director for Publications and Public Relations: Bob Wick

Affiliates Council President: Beth Jedlicka
 

1995-1996

President: Elaine Yontz

VP/Pres. Elect: Laura Sill

Secretary: Liz Brown

Treasurer: Mary Jo Howard

Director for Conference Arrangements: Michael Samson

Director for Liaisons: Kimberley Robles

Director for Membership, Awards, and Continuing Education (MACE): Suzanne Byron

Director for Publications and Public Relations: Bob Wick

Affiliates Council President: Jonathan Mamer
 

1994-1995

President: Elizabeth (Betsy) Fordon

VP/Pres. Elect: Elaine Yontz

Secretary: Angela Jones

Treasurer: Mary Jo Howard

Director for Conference Arrangements: Darlene Nichols

Director for Liaisons: Suzanne Byron

Director for Membership, Awards, and Continuing Education (MACE): Laura Sill

Director for Publications and Public Relations: Michael Coleman

Affiliates Council President: Ann Snoeyenbos

Last Reviewed: May 2017; Last Revised: May 2022

Constitution and Bylaws - Needs Review

Constitution & Bylaws of the New Members Round Table of the American Library Association

  • Adopted: June 21, 1941
  • Amended: 1960, 1966, 1970, 1971, 1973, 1974, 1975, 1976, 1977, 1978, 1980, 1981, 1982, 1983, 1984, 1985, 1990, 1998, 2000, 2003, 2005, 2014, 2015 

Last Reviewed: March 2019; Last Revised: July 2015

Budget - Needs Review

NMRT Budget


ALA Fiscal Year
 
The ALA fiscal year is September 1-August 31.
 
Budget Overview
 
Files to the current and the past year's budget are attached below. A new NMRT Archives database is forthcoming. Prior years' budgets will be located there when it is completed.
2015-2016 NMRT Budget
2014-2015 NMRT Budget
2013-2014 NMRT Budget
2012-2013 NMRT Budget
2011-2012 NMRT Budget
2010-2011 NMRT Budget
2009-2010 NMRT Budget
2008-2009 NMRT Budget
2007-2008 NMRT Budget
2006-2007 NMRT Budget
2005-2006 NMRT Budget
2003-2004 NMRT Budget
Committee budgets are listed under the title of their Supervising Board Member.
 
ALA Charged Expenses
 
If your committee uses services provided by ALA, NMRT will be charged for the expenses. The following are some examples of ALA charged expenses.

  • Mailing
  • Printing
  • Conference Equipment
  • Catering for Conference Events
  • Grants/Scholarships/Awards

To arrange for ALA charged expenses, contact Kim Redd (klreed@ala.org), NMRT’s ALA Staff Liaison. Copy the NMRT Treasurer and your Supervising Board Member on all correspondence.
 
Out-of-Pocket Expenses

  • Get approval for the expense from the NMRT Treasurer and your supervising board member.
  • Save all receipts and make 2 copies.
  • Contact the NMRT Treasurer for the Account Number.
  • Complete the Reimbursement/Check Request form and the Non-Member Expense Form. The form must be submitted by August 1 for expenses incurred during the fiscal year.
  • Mail the original Non-Member Expense form and receipts to the following address.

 
Kimberly Redd
Program Officer
American Library Association
50 E. Huron St.
Chicago, IL 60611-2729

  • Email a copy of the form and receipts to the NMRT Treasurer at nmrt.treasurer@gmail.com
  • Keep 1 copy of the form and receipts for your own records.

Making Changes to the Budget
 
A draft NMRT budget is approved during Midwinter. Any major NMRT budget changes happen during Midwinter. Any Chair or Board member may request either an increase or decrease to their funding for the next year during that time. It is very important for the Chair or Board member to defend their proposed budgetary needs and participate in the budget consideration process to ensure the committee has funds in the future. Any proposals to change the budget are to be submitted to the Treasurer no later than two weeks prior to a conference.
 
Any proposals for minor changes to the NMRT draft budget are to be submitted to the Treasurer no later than two weeks prior to Annual. Again it is very important for Chair or Board members to defend their proposed funding needs and participate in the budget discussion process. The final budget is approved during Annual and is then presented to the membership at large.
 
It is very important for committee Chairs to participate in the budget process, as they are on the front lines in spending NMRT funds, knowing firsthand what funds are needed. Supervisory Board Members need to communicate very clearly in regards to what the Chairs’ financial needs are and be sure to defend their positions during conferences.
 
Last Reviewed: March 2019; Last Revised: February 2016

Policies, Procedures, Guidelines, and Forms - Needs Review

Forms
Forms listed below are attached except where indicated.

  • NMRT Board Proposal Template
  • NMRT Check Request Form
  • ALA Member/Non-staff Travel Expense Report
  • Publicity Request Form

NMRT Candidate History
Forms are attachments except where indicated.

  • Past Officers (Listed in previous section, remove?)
  • Candidate History

Policies and Guidelines
Forms are attachments except where indicated.

Reports to be Submitted by Board Members
Forms are attachments except where indicated.

  • Board Member Planning Report 
  • Board Member Progress Report 
  • Board Member Final Report 

Reports to be Submitted by Chairs
Forms are attachments except where indicated.

  • Committee Planning Report 
  • Committee Progress Report 
  • Committee Final Report 

Reports to be Submitted by Liaisons
Forms are attachments except where indicated.

  • NMRT Liaison Report

Last Reviewed: March 2019; Last Revision June 2015

Board Members and Timetables of Activities

Note: The Midwinter Meeting was retired in 2021.


President
 
Term of Office
Elected as Vice President/President-Elect, serving one year as President and one year as Past President.
 
Purpose
The purpose of the NMRT President is to oversee and coordinate all NMRT activities, dividing direct responsibility among all NMRT elected officers. The President is also the major NMRT advocate to groups within and outside ALA.
 
Officers and Committees President Supervises
Governance, Liaison Coordination & Support, President’s Program
 
President's Supervising Officer
None
 
Major Responsibilities
1.       Serve as presiding officer.
2.       Represent NMRT as its chief executive officer.
3.       Hold Executive Board meetings as needed through the year, but at least one at Midwinter and one at Annual. For the past few years there have also been Board meetings in the fall and spring, held virtually.
4.       Appoint committee chairs and members as needed or requested by the NMRT Executive Board.
5.       Coordinate all NMRT activities, ensuring that they are in line with the stated mission and goals of ALA/NMRT.
6.       Maintain close contact with the officers and ALA Staff Liaison and with NMRT chairs as appropriate.
7.       Read all correspondence concerning NMRT, delegating responsibility to the appropriate officer or committee chair.
 
Procedures Used to Accomplish Major Responsibilities
1.       Maintain individual files on all officers and committees including reports, correspondence, and telephone conversation summaries.
2.       Examine goals and objectives as reflected in reports from officers and chairs.
3.       Attend as many NMRT meetings/programs as possible during Midwinter and Annual Conferences.
4.       Acknowledge NMRT's corporate sponsors throughout the year in writing and through personal visits to exhibits.
5.       Throughout the year, send any updates in the committee rosters to the NMRT Staff Liaison, and Vice President, as well as supervising board members and committee chairs.
 
Contact People for Accomplishing Objectives
·         NMRT Vice President/President-Elect
·         NMRT Staff Liaison
·         NMRT Officers
·         NMRT Committee Chairs
·         ALA Executive Board Liaison
·         ALA Membership Committee
·         ALA Chapter Relations Office
 
Types of Recordkeeping
The President maintains print or electronic copies of all correspondence, time tables from the Conference Arrangements Office, files on committees, and their correspondence and reports.
 
Correspondence and Copies
·         NMRT Vice-President: Copies of everything.
·         NMRT Treasurer & Fundraiser: Copies of everything related to NMRT finances.
·         NMRT Officers: Copies of correspondence dealing with committees under their guidance.
·         NMRT Staff Liaison: Copies of selected correspondence; for example, letters sent to other units of ALA, all correspondence regarding NMRT finances.
 
Reports and Dates for Submitting Reports
The NMRT President prepares:
1.       Board Member Planning Report, Progress Report, and Final Report
2.       A President's column for each issue of Footnotes
3.       An annual report for the fiscal year
 
Reminders and Helpful Hints
·         Procedures for meeting above deadlines:
o    Refresh your memory of the NMRT Handbook, the NMRT Constitution and Bylaws, and the ALA Policy Manual.
o    Establish contact with the ALA Staff Liaison and call on them when questions arise.
o    Maintain a close working relationship with the Vice President.
o    Be careful to conform to all ALA deadlines, especially those for conference planning, budget submission, and elections.
o    Start work on Footnotes columns several weeks before they are due.
o    Keep up with correspondence as it comes in.
o    To ensure accuracy and completeness, prepare a written record of each phone conversation as soon as possible.
·         Budget: The President should display a great degree of fiscal responsibility and encourage others to do likewise. Encourage the NMRT Treasurer to provide you with a regular report broken down by committee.
·         Save email addresses of all officers and chairs in your electronic address book to save time. Create an email filing system that will allow you to easily find messages as needed.
·         Work closely with the Parliamentarian if you need assistance with Parliamentary Procedure. ALA uses Sturgis, which allows a lot of freedom to conduct business in a way that makes sense for the group.
·         Use the New Members Round Board Member and Committee Chairs Community on ALA Connect for chats and for posting minutes, reports, and other documents https://connect.ala.org/nmrt/communities/community-home?CommunityKey=bf0.... Resources should be made public as much as possible.
 
President's Timetable of Activities
July
·         Continue making committee appointments if committees are not filled when Presidential term starts on 7/1
·         Request Meeting/Program Request Form from Staff Liaison. Complete forms for all NMRT conference events for both Midwinter and Annual; the Staff Liaison can share previous years' forms with you in order to determine usual days and times. Midwinter requests are due 8/1, and Annual requests due 10/1. Ask the Staff Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list.
·         Email officers to remind them to contact their chairs or liaisons and to stay in regular touch.
·         Update the NMRT Welcome to ALA letter and send to the Staff Liaison. This is sent to all new members of ALA who are not NMRT members within the first 6 weeks of their membership.
·         Update the welcome information on the NMRT “About” web page.
·         Send any updates in the committee roster to the NMRT Staff Liaison, Vice President, and chair of Web Committee for the roster.
·         Write “Notes from the President” blog introducing yourself and presidential theme. 
·         Email Secretary, Vice President, Treasurer, and Assistant Treasurer a list of all committee chairs, co-chairs, and assistant chairs, and their email addresses
·         Create email distribution list with all committee chairs' email addresses
 
August
·         Conduct New Board Member and New Committee Chair Orientations. Remind committee chairs to request vendor support through Fundraising Coordinator.
·         Review and update the “Hints and Tips for Committee Chairs” document on the wiki at http://wikis.ala.org/nmrt/index.php/Hints_and_Tips_for_Committee_Chairs
·         Submit final Midwinter and preliminary Annual program/meeting information to the ALA Staff Liaison, including room setup, number of chairs, and equipment requests (e.g. microphones, WIFI).
·         If the NMRT sponsored one or more Emerging Leader projects the previous year, reach out to those Emerging Leaders and ask them for their feedback about the program, NMRT's support, etc.
·         Consult with NMRT Board about whether they have any ideas for Emerging Leader projects to put forward. Good places to look are the previous year's committee/officer final reports (each officer can be delegated to look at the reports of the committees they oversee) and recommendations from previous NMRT Emerging Leader projects' final reports. A proposal form and project mentor must be completed/found for each submitted project. The project submission deadline varies, but generally falls around 10/1.
 
September
·         Review planning reports, examining goals and objectives for the year.
·         Review handbook entries of committees supervised by President (Governance, Liaison Coordination & Support, President’s Program)
·         Hold Special Executive Board Meeting for approval of slate of candidates (must happen before 10/1); Review and Submit final Annual Conference program to Staff Liaison.
 
October
·         Submit project ideas for the Emerging Leaders program.
·         Contact officers to discuss planning reports for their areas of supervision.
·         Distribute schedule of NMRT Midwinter meetings.
·         Remind committee chairs to submit planning reports if they have not done so.
·         Write “Notes from the President” blog post.
·         Hold electronic board meeting. Ask officers and chairs to submit board agenda items. Request slate of candidates running for NMRT Board positions from Nominating Committee for approval during e-meeting, if not approved previously. Set an agenda for the meeting and publicize. Hold meeting.
 
November
·         Monitor work of committees. Make suggestions through supervising officers.
·         Discuss with Treasurer, Vice-President, and ALA Staff Liaison any needed adjustments to the current budget and to create a preliminary budget for the next fiscal year.
 
December
·         Contact all chairs either personally or through their supervising officers to check on progress and answer questions.
·         Send out call for agenda items for Midwinter Executive Board meeting. Check with Staff liaison to find out if any visitors are planning to attend.
·         Distribute agendas for Midwinter Executive Board meetings. Request officers and committee chairs to submit reports for Midwinter, as needed.
·         Invite ALA Staff Liaison to appropriate Midwinter meetings.
·         Email committee chairs and officers and strongly encourage them to attend the Membership, Networking, and Committee Interest Meeting and to stop by the Exhibit Hall booths of any vendors who are currently sponsoring NMRT awards to thank them.
·         Contact Staff Liaison to be sure ballot has been prepared and mailed to ALA.
·         If NMRT has had a project accepted for the Emerging Leaders Program, email the participants who will be working on the project to welcome them and ask whether any of the Emerging Leaders would like to have a conference mentor. Invite them to attend the Executive Board Meeting, tell them they'll be expected to present their team findings at the Annual Executive Board Meeting.
·         Work with NMRT Board, past NMRT Emerging Leaders, and Mentoring Committee (if necessary) to find Midwinter conference mentors for NMRT Emerging Leaders who have requested them.
·         Invite candidates running for NMRT office to attend NMRT events at Midwinter, especially Executive Board meeting.
·         Request the ALA-APA Salaries and Status of Library Workers Committee chair or designee to provide a brief (~5 minute) update on SSLW news relevant to NMRT interests.
·         Invite NMRT Councilor to give report at Executive Board meeting
 
Midwinter
·         Preside at Executive Board meetings.
·         Speak at Midwinter Orientation; attend NMRT Midwinter Social and other NMRT events as schedule allows.
·         Make contact with vendors who sponsor NMRT programs and giveaways.
·         Serve as one of NMRT's representatives at ALA meetings (RTCA, ALA Finance Best Practices, BARC, etc.).
·         Visit all the library school booths to drop off NMRT promotional materials for them to take back to their students
 
Post Midwinter
·         Follow up on tasks or decisions that came out of Midwinter meetings.
·         Write “Notes from the President” blog post.
 
February
·         Write and submit Officer Progress Report.
 
March
·         Remind everyone of upcoming deadlines.
·         Contact officers to discuss activities for their areas of supervision.
·         Begin discussions with Vice-President and Staff Liaison to get Committee form open for committee appointments for coming year. 
April
·         Continue to monitor committees. Watch for areas needing special support.
·         Work closely with President-Elect to ensure a smooth transition.
·         Hold electronic board meeting if necessary.
·         Write “Notes from the President” blog post.
·         Request plaque for NMRT Past President from Staff Liaison (must be requested before 6/1, otherwise it will need to be paid for out of pocket instead of through President's budget line).
 
May
·         Write congratulatory letters to recipients of NMRT grants and scholarships
·         Invite NMRT Councilor to give report a Membership meeting
·         Stay in contact with officers and chairs to be sure all committees have finalized conference plans.
·         The NMRT Staff Liaison will contact all candidates of their election results. After all candidates have been contacted, notify the NMRT membership of the election results.
·         Offer candidates who stood for election but did not win a position as a committee chair for the coming year.
·         Send out call for agenda items for the NMRT Executive Board and Membership Meeting at Annual Conference. Check with Staff Liaison to find out if any visitors are planning to attend.
·         Publicize information about upcoming Membership Meeting at Annual Conference (if meeting is taking place) and what time the Q& A virtual chat will be.
·         Request the ALA-APA Salaries and Status of Library Workers Committee chair or designee to provide a brief (~5 minute) update on SSLW news relevant to NMRT interests.
·         Request collated report from the Liaison Coordination & Support Committee chair(s).
 
June
·         Write “Notes from the President” blog post previewing NMRT events at ALA Annual.
·         Distribute a preliminary Executive Board Meeting agenda and remind everyone of deadlines and reports needed.
·         Encourage officers to stop by the Exhibit Hall booths of any vendors who are currently sponsoring NMRT awards to thank them.
·         If NMRT has had an Emerging Leader project accepted, email Emerging Leaders to check in and remind them that they'll be expected to present their final projects at the Executive Board meeting at Annual.
·         Write officer final report
·         Invite incoming officers to attend the Board Meeting and other events at Annual.
·         Prepare files (both print and electronic) for transfer to President-Elect.
·         Mail a letter to each vendor's NMRT representative to thank them on behalf of the NMRT Executive Board as well.
 
Annual
·         Speak at NMRT Conference Orientation.
·         Preside at Executive Board meeting.
·         Attend all NMRT functions as schedule allows.
·         Serve as NMRT's representative at ALA functions (RTCA, TOLD, BARC, etc).
·         Remind everyone to submit receipts for reimbursements within two weeks of Annual Conferece.
·         Meet with the President-Elect to discuss any upcoming issues or concerns.
·         Visit all the library school booths to drop off NMRT promotional materials for them to take back to their students
 
Post-Conference
·         Write thank-you notes to exhibitors, officers, liaisons, chairs and others who have helped you throughout the year. Especially thank chairs who did not get re-appointed to a chair position for the next year. These addresses can be obtained from the Staff Liaison.
·         Transfer files (print and electronic) to President-Elect.
·         Update Handbook entry as needed.
·         Write final “Notes from the President” blog post introducing new NMRT President.

Last Reviewed March 2019; Last Revised: May 2017
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 


 
 
 
 
 

Vice-President/President-Elect
 
General Description
The NMRT Vice-President/President-Elect assists the President in performing those duties the President assigns and prepares for their Presidential term the following year. The Vice-President/President-Elect works closely with the President and other officers and monitors committee activity as needed. The Vice-President/President-Elect handles committee appointments and acts as a representative of NMRT.
 
Term of Office
Elected as Vice President/President-Elect, serving one year as Vice President, one year as President, and one year as Past President.
 
Committees Vice President Supervises
Vice Presidential Planning
 
Vice President's Supervisor
President
 
Major Responsibilities
·         Assist the President in accomplishing the purposes and goals of NMRT.
·         Perform those duties assigned by the NMRT President.
·         Represent NMRT as an elected officer.
·         Maintain close contact with the NMRT President and other officers.
·         Prepare for the following year as NMRT President.
·         Serve as presiding officer in the absence of the President.
·         Appoint committee chairs and committee members for the following term.
 
Procedures Used to Accomplish Major Responsibilities
·         Keep in close contact with the President, asking questions and soliciting opinions, ideas, and suggestions. Clarify any procedures at this time.
·         Attend as many NMRT programs and meetings as possible during midwinter meeting and annual conference.
·         Request from current committee chairs recommendations for possible persons to fill their positions next year. Inquire of directors and other officers if they have recommendations to make.
·         Supervise Vice-Presidential Planning Committee.
·         Be cc'd on all committee emails.
 
Contact People for Accomplishing Objectives
·         NMRT President
·         NMRT Officers
·         NMRT Staff Liaison
 
Types of Record-Keeping
·         Copies of all NMRT correspondence
·         Files on committees, their correspondence and reports
·         Records of grant and reward recipients
 
Correspondence and Copies
·         NMRT President: Copies of everything
·         NMRT Officers: Copies as it deals with their areas of responsibilities
·         NMRT Staff Liaison: Copy as it deals with ALA rules and regulations and other ALA units
 
Reports and Dates for Submitting Reports
The Vice-President/President-Elect submits planning, progress, and final reports to the Executive Board.
 
Timetable for Activities
 
July
·         Establish close working relationship with the President. Ask advice, determine the President's goals and priorities for the year, and be supportive; you can hash out differences in private.
·         Create email distribution list with all committee chair, co-chair, and assistant chair names and addresses using the contact information provided by the President.
 
August/September
·         Begin planning for year as President. Make notes of ideas as they occur and keep a special file. Refer to the file often, to add, omit, or revise plans.
·         Write and submit Officer Planning Report.
·         Begin to work with Vice-Presidential Planning Committee on agenda for the coming year.
 
October/November
·         Keep up with the activities of committees, correspondence and planning.
·         Participate in any Executive Board e-meeting.
 
December
·         Prepare for Midwinter. Touch base with areas under your supervision, if applicable, to determine last-minute needs or problems for Midwinter.
·         Check meeting times and plan to attend all NMRT programs.
·         Contact the NMRT President to see where you might be of special assistance at Midwinter.
·         Prepare proposals that would affect your presidential budget for submission to the Board at Midwinter.
 

Midwinter
·         Attend Executive Board meeting, NMRT Orientation and Social, and as many other scheduled NMRT committee meetings as possible.
·         Make yourself available to membership. Meet the people who have volunteered but are unknown to you and determine the committee or chair for which they are best suited.
·         Attend Round Table Coordinating Assembly meeting.
·         Check in regularly with Vice-Presidential Planning Committee.
·         Attend ALA Membership Task Force meeting(s).
·         Attend BARC meeting(s). (optional)
 
February
·         Ensure that the committee volunteer form is posted by mid month.
·         Call for volunteers via NMRT-L and other NMRT communication methods. Remind existing committee members that they need to submit a form as well if they want to continue on their same committees.
·         Email all chairs requesting recommendations for their positions next year and contact officers for their input.
·         Keep in close contact with the President.
·         Write and submit Officer Progress Report.
 
March
·         Keep in close contact with the President.
·         Make sure online committee volunteer form is up to date.
·         Ensure that the committee volunteer form is posted by mid-month
 
April
·         Begin making Committee appointments.
·         Participate in any Executive Board e-meeting.
 
May/June
·         Assist President in last-minute preparations for Annual.
·         Work with those NMRT candidates who were not elected to see if they would like to be chair of a committee for the following year.
·         All chairs and committee members should be appointed.
·         Continue to make appointments of committee members.
·         Write and submit Final Officer Report.
·         Using Vice President's budget, request that pins be purchased for outgoing Board members. The pins must be requested from the ALA Staff Liaison by 6/1, otherwise funds must be paid out-of-pocket instead of out of the Vice President's budget.
 
Annual
·         Assist the President as needed.
·         Attend Orientation and as many NMRT programs and meetings as possible.
·         Attend Round Table Coordinating Assembly Meeting.
·         Present pins to outgoing Board members at Executive Board meeting.
·         Attend ALA Membership Task Force meeting(s).
·         Attend BARC meeting(s). (optional)
 
Post Annual
·         Begin planning calendar, new board orientation, and any final plans for transition.
·         Finalized list of committee appointments needs to be sent to ALA Staff Liaison by 7/15.
·         Send letters to all current chairs, telling them who their successor is and strongly encouraging their attendance at the New Board/New Chair Orientation to transfer materials and/or communicate with the new chair about the committee. Urge them to write their successors in advance, and to evaluate the committee's activities over the past year (what went well, what could have gone better, committee size recommendations, and how to better evaluate in the future).
·         Send letters to the new chairs about the New Board/New Chair Orientation, noting time and location and the changes for their committees. Also, include the names of those committee members who have accepted to date.
·         Verify the contact information of officers, chairs, and liaisons for the directory listings.
·         Prepare orientation notes for the New Board/New Chair Orientation.
 
Last reviewed: March 2019; Last revised: June 2015
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
  

 Treasurer
 
(Authorized by the NMRT Constitution)
 
General Description
 
The NMRT Treasurer is elected to a three-year term. In the first year, (s)he serves as Assistant Treasurer/Treasurer-Elect, a nonvoting board position that primarily involves training under the Treasurer. During the second and third years, (s)he serves as a voting member of the NMRT Executive Board. The Treasurer serves as fiscal officer for NMRT, channeling the funds of the Round Table as needed; serves as the financial clearinghouse for NMRT funds including coordinating the payment of bills and monitoring funds spent and encumbered so that the NMRT budget is followed; reserves the NMRT hotel blocks at the Midwinter and Annual Conferences according to NMRT needs; trains the Assistant Treasurer/Treasurer-Elect in the third year of her/his term. Being NMRT Treasurer offers one a chance to gain solid experience in fiscal management and budgeting for a sizable organization, in forecasting, and in working with other units within ALA.
 
Term of Office
The NMRT Treasurer is elected to the NMRT Executive Board for a three-year period.
 
Purpose
The purpose of the Treasurer is to serve as fiscal officer for NMRT, channeling the funds of the Round Table as needed.
 
Major Responsibilities
1.       To serve as the financial clearinghouse for NMRT funds including payment of bills and receipts of contributions before transmission to ALA headquarters for actual deposit and disbursement.
2.       To monitor funds spent and encumbered so that the NMRT budget is followed.
3.       Participate in the ALA Planning and Budget Assembly (PBA).
 
Procedures Used to Accomplish Major Responsibilities
1.       Maintain a filing system regarding moneys received and disbursements requested.
2.       Submit all requests for payment, etc. to ALA headquarters as rapidly as possible.
3.       Join the ALA Connect group for PBA and contact the ALA Finance Office to ensure that you will be included on PBA correspondence.
 
Contact People for Accomplishing Objectives
·         NMRT President
·         NMRT Staff Liaison
·         NMRT Vice-President
·         NMRT Councilor
·         Other members of the NMRT Executive Board
·         ALA Budget Analysis and Review Committee Chair
·         ALA Finance & Accounting Department
 
Types of Record-Keeping
·         Carbons of all correspondence
·         Contributions and dues revenue to NMRT
·         Requests for payment
·         Quarterly printouts from ALA
 
Correspondence and Carbon Correspondence
·         NMRT President
·         NMRT Vice-President
·         NMRT Staff Liaison: receives all contributions and request for payment, and correspondence on major questions.
 
Reports and Dates of Submitting Reports
·         Midwinter: Report on the state of NMRT finances
·         Immediately following Midwinter: A revised report from the previous
·         Annual: Report on the state of NMRT finances
·         Early fall (following the close of ALA's fiscal year): Final report on NMRT finances
·         Other reports as requested
 
Timetable for Activities
 
 Last Reviewed: March 2019; Last Revised: June 2015
 

 
Month/Date
Assistant Treasurer
Year 1 of 1
Treasurer
Year 1 of 2
Treasurer
Year 2 of 2
Annual Conference
(after being voted in)
Optional Attendance:
·         NMRT Board mtg(s) as a non-voting, optional attendee [trad. Sat. am]
·         BARC PBA (Planning & Budget Assembly) [trad. Sun. pm]
·         Membership, Networking, and Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]
 
 
All Year
Ask questions. Save emails for future reference.
·         Be in contact with your predecessor regarding problems and other matters.
·         Answer questions from committee chairs, board members, and ALA Staff Liaison
·         Answer questions from committee chairs, board members, ad ALA Staff Liaison
·         Copy Assistant Treasurer on communications and communicate decision making and thought processes to Assistant Treasurer
July
Required attendance:
·         Attend online NMRT Chair and Board Orientations [late July/early August]
*Update newly approved budget and forward to ALA Staff Liaison
·         Attend online NMRT Chair and Board Orientations [late July/early August].
·         Create an email distribution list of committee chairs.
*Update newly approved budget and forward to ALA Staff Liaison
·         Attend online NMRT Chair and Board Orientations [late July/early August].
·         Create an email distribution list of committee chairs.


August
FY end 8/31
 
·         Post new budget to NMRT and NMRT Board ALA Connect spaces.
·         Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
·         Once housing opens and the block has been chosen, announce the hotel block for Midwinter on NMRT-L.
·         Send Midwinter hotel information to Footnotes for inclusion in next issue.
·         If known, forward dates/times for BARC Financial Planning Seminar at Midwinter and BARC PBA at both Midwinter and Annual to the President, Vice President, and Assistant Treasurer so they can plan their personal travel and NMRT meetings.
·         Post new budget to NMRT and NMRT Board ALA Connect spaces.
·         Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
·         Once housing opens and the block has been chosen, announce the hotel block for Midwinter on NMRT-L.
·         Send Midwinter hotel information to Footnotes for inclusion in next issue.
·         If known, forward dates/times for BARC Financial Planning Seminar at Midwinter and BARC PBA at both Midwinter and Annual to the President, Vice President, and Assistant Treasurer so they can plan their personal travel and NMRT meetings.
September
FY begins 9/1
 
·         Prepare a plan of action for the NMRT President.
·         Obtain the Treasurer's files by the end of September.
·         Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.
·         Send reminder to NMRTBD outlining NMRT finances and how it works. Include new budgets and the Check Request Form (update with your name and contact information) as attachments and remind them that the budget is in ALA Connect.
·         Prepare a plan of action for the NMRT President.
·         Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.
·         Send reminder to NMRTBD outlining NMRT finances and how it works. Include new budgets and the Check Request Form (update with your name and contact information) as attachments and remind them that the budget is in ALA Connect.
October
Dues must be paid by Midwinter for members to be able to vote.
""
""
November
Participate in any Board E-meeting prior to Midwinter as a non-voting attendee.
·         If rooms are still available, send reminder to NMRT-L re: Midwinter hotel block. Consider sending details to Student and Student Chapter Outreach to forward on to chapters if the block is slow to fill.
·         Post message on NMRT-L offering to answer any questions for potential Treasurer candidates.
·         Participate in any Board E-meeting prior to Midwinter.
·         If rooms are still available, send reminder to NMRT-L re: Midwinter hotel block. Consider sending details to Student and Student Chapter Outreach to forward on to chapters if the block is slow to fill.
·         Participate in any Board E-meeting prior to Midwinter.
December
RSVP for Financial Training session once invitation is received from Treasurer (or BARC or ALA Staff Liaison)
·         Begin preparing draft budget with NMRT President for Midwinter presentation.
·         Ask Committee Chairs and Board Members for feedback on their current budget allocations and apply that feedback to draft budget as appropriate
·         Release any extra rooms in Midwinter hotel block to general ALA block slightly before housing closes. (This has not happened in the last 7 years.)
·         Forward invitation to BARC Financial Training session to President and Vice President once invitation is received from BARC or ALA Staff Liaison.
·         RSVP for Financial Training session.
·         Receive ALA budget worksheets from ALA Staff Liaison.
HOTEL:
·         Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
·         Once housing opens and the block has been chosen, announce the hotel block for Annual on NMRT-L.
·         Send Annual hotel information to Footnotes for inclusion in next issue.
·         Begin preparing draft budget with NMRT President for Midwinter presentation.
·         Ask Committee Chairs and Board Members for feedback on their current budget allocations and apply that feedback to draft budget as appropriate
·         Release any extra rooms in Midwinter hotel block to general ALA block slightly before housing closes. (This has not happened in the last 7 years.)
·         Forward invitation to BARC Financial Training session to Assistant Treasurer, President and Vice President once invitation is received from BARC or ALA Staff Liaison.
·         RSVP for Financial Training session.
·         Receive ALA budget worksheets from ALA Staff Liaison.
HOTEL:
·         Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
·         Once housing opens and the block has been chosen, announce the hotel block for Annual on NMRT-L.
·         Send Annual hotel information to Footnotes for inclusion in next issue.
January
 
Finalize draft budget for presentation at Midwinter.
Finalize draft budget for presentation at Midwinter.
Midwinter Meeting
Obligations usually run between Fri. afternoon and Sun. afternoon
Attend:
·         BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]
·         NMRT Board Meeting as a non-voting attendee [trad. Sat. am]
·         BARC PBA [trad. Sun. pm]
·         Meet with Treasurer at some point during meeting
Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]
Attend:
·         BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]
·         NMRT Board Meeting. Report on current financial status and hotel block. Present draft budget for discussion. [trad. Sat. am]
·         BARC PBA [trad. Sun. pm]
Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]
Attend:
·         BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]
·         NMRT Board Meeting. Report on current financial status and hotel block. Present draft budget for discussion. [trad. Sat. am]
·         BARC PBA [trad. Sun. pm]
·         Meet with Assistant Treasurer at some point during meeting
Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]
Post-Midwinter Meeting
 
Transfer draft budget from NMRT spreadsheet/format to ALA spreadsheet/format for BARC review. ALA Staff Liaison will provide you with spreadsheets (Note: Due date for this varies each year, and this may be due before Midwinter).
Transfer draft budget from NMRT spreadsheet/format to ALA spreadsheet/format for BARC review. ALA Staff Liaison will provide you with spreadsheets (Note: Due date for this varies each year, and this may be due before Midwinter).
February
 
·         Prepare revised budget to be sent out to Executive Board.
·         Write and submit Officer Progress Report.
·         Prepare,revised budget to be sent out to Executive Board.
·         Write and submit Officer Progress Report
March
 
·         If rooms are still available, send reminder to NMRT-L re: Annual hotel block.
·         If Annual hotel block is slow to fill and nearing cutoff date, send details to Student and Student Chapter Outreach and request they send it to chapters.
·         If rooms are still available, send reminder to NMRT-L re: Annual hotel block.
·         If Annual hotel block is slow to fill and nearing cutoff date, send details to Student and Student Chapter Outreach and request they send it to chapters.
April
Participate in any Board E-meeting prior to Annual as a non-voting attendee.
""
""
May
 
Release any extra rooms in Annual hotel block back to general ALA block slightly before housing closes. (This hasn't happened in the past 7 years.)
Release any extra rooms in Annual hotel block back to general ALA block slightly before housing closes. (This hasn't happened in the past 7 years.)
June
 
Prepare budget report for the Annual Conference.
Prepare budget report for the Annual Conference
Annual Conference
Obligations usually run between Fri. morning & Sun. afternoon. At least one person attends RTCA (President/Vice President/Treasurer)
Attend:
·         RTCA [trad. Fri. am]
·         NMRT Board Meeting as a non-voting attendee [trad. Sat. am]
·         Meet with Treasurer at some point during Meeting
·         BARC PBA [trad. Sun. pm]
Attend:
·         RTCA [trad. Fri. am]
·         NMRT Board Meeting. Report on current financial status. Present budget for approval vote. [trad. Sat. am]
·         BARC PBA [trad. Sun. pm]
Attend:
·         RTCA [trad. Fri. am]
·         NMRT Board Meeting. Report on current financial status. Present budget for approval vote. [trad. Sat. am]
·         Meet with Assistant Treasurer at some point during conference.
·         BARC PBA [trad. Sun. pm]
July
Attend:
·         NMRT Chair and Board online Orientations. [late July/early Aug]
·         NMRT Chair and Board Orientations. Provide overview of NMRT and ALA budget process, as well as general financial information. [late July/early Aug]
·         NMRT Chair and Board Orientations. Provide overview of NMRT and ALA budget process, as well as general financial information. [late July/early Aug]
·         Update newly approved budget and forward to ALA Staff Liaison.
August
End of FY on 8/31
 
Prepare final report on previous year to be sent to the Executive Board
·         Remain responsible for NMRT finances until conclusion of fiscal year
·         Prepare final report on previous year to be sent to the Executive Board
·         Forward files to new Treasurer after 8/31

 

 


Secretary
 
(authorized by the NMRT Constitution)
 
General Description
The purpose of the Secretary is to perform the duties of Secretary as outlined in the Sturgis Standard Code of Parliamentary Procedure and act as Secretary to the Executive Board by recording and documenting the decisions and discussions of the Board. The Secretary attends all NMRT Board Meetings, either in person or online, and is a voting member of the Board. The Secretary requests reports of Board members and committee chairs throughout the year. NMRT Secretary also coordinates NMRT social networking presence on the appropriate tools. Being NMRT Secretary offers a great opportunity to gain a thorough understanding of how the round table works.
 
Term of Office
·         The NMRT secretary is elected for a one-year term.
 
Purpose
·         To perform the duties of Secretary as outlined in Sturgis Standard Code of Parliamentary Procedure.
·         Act as Secretary to the Executive Board by recording and documenting the decisions and discussions of the Board.
 
Officers and Committees Secretary Supervises
·         Handbook Committee
·         Archives Committee
·         Web Committee
 
Major Responsibilities
1.       Provide accurate and thorough meeting minutes for all Executive Board meetings.
2.       Represent NMRT as an elected officer.
3.       Represent the interests of NMRT members as a voting member of the NMRT Executive Board.
4.       Perform such duties as assigned by the NMRT President.
5.       Summarize Executive Board discussions (held in any medium) for the Board and distribute them to Board members before scheduled meetings.
6.       Coordinates NMRT social networking presence on the appropriate tools.
Procedures Used to Accomplish Major Responsibilities
1.       Take, distribute, revise, and re-distribute minutes for all Executive Board meetings according to the Secretary's Timetable. Outgoing Secretary takes minutes at all Annual Conference Board meetings.
2.       Turn over handbook and other pertinent files to successor within a month of Annual Conference.
3.       Ensure that all Executive Board members and Committee Chairs submit reports according to their timetables.
4.       Assist NMRT members requesting publicity for their events (Publicity Request Form) using social media platforms and the NMRT list-serv.
5.       Coordinate the NMRT Member of the Week program and other contributions to the NMRT blog.
 
Contact People for Accomplishing Objective
·         NMRT President
·         NMRT Immediate Past Secretary
·         NMRT Vice-President
 
Types of Record-Keeping
·         Maintain files on all NMRT correspondence and telephone calls which fall within the Secretary's responsibilities.
·         Copies of minutes shall be maintained for the terms of the two previous Secretaries.
·         Earlier copies of minutes shall be forwarded to the NMRT Archives Committee Chair.
Correspondence and Carbon Correspondence
·         NMRT President: cc on everything
·         NMRT Officers and Directors: cc on matters which deal with their areas of responsibility.
·         NMRT Archive Committee Chair: cc of minutes, amendments and action items for archival purposes.
 
Reports and Dates for Submitting Reports
·         NMRT Secretary submits Board Officer planning, progress, and final reports on the same schedule as other Board Officers.
 
Timetable of Activities
 
August/September
·         Create email distribution list with committee chairs' email information, which will come from President.
·         Send message asking Board members and Committee Chairs to post planning reports to ALA Connect.
·         Change NMRT Notes password (per Kim's 9/13/14 email)
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.
 
October/November
·         Follow up with Board Members & Committee Chairs that might not posted their reports to the listserv.
·         Request approval of minutes from Annual Conference as corrected.
·         Take minutes at the Fall E-Board Meeting and post to NMRT Board space on ALA Connect for review.
·         Post approved minutes from Annual Conference to NMRT space on ALA Connect and send to NMRT Archives Committee Chair & NMRT Web Committee to put on Board website.
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.
 
December
·         Receive and make corrections to minutes from Fall E-Board Meeting
·         Submit final draft of Fall E-Board Meeting minutes to Executive Officers and Committee Chairs to NMRT Board space on ALA Connect prior to the Midwinter Conference.
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.

Midwinter
·         Take minutes at all Executive Board meetings.
·         Request approval of Fall E-Board Meeting as corrected.
February
·         Post approved Fall E-Board Meeting minutes to NMRT Board space on ALA Connect and send to NMRT Archives Committee Chair & NMRT Web Committee to put on Board website.
·         Send message asking for Board Members and Committee Chairs to post progress reports to ALA Connect. (Deadline: middle to end of February.)
·         Post draft of minutes of Midwinter Board Meeting to NMRT Board space on ALA Connect.
·         Receive and make corrections to minutes from Midwinter Meeting.
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.
 
March/April
·         Follow up with Board Members & Committee Chairs that might not posted their reports to the listserv.
·         Request approval of minutes from Midwinter Meeting at Spring E-Board Meeting as corrected.
·         Take minutes at the Spring E-Board Meeting and post to NMRT Board space on ALA Connect for review.
·         Post approved minutes from Midwinter Meeting to NMRT space on ALA Connect and send to NMRT Archives Committee Chair & NMRT Web Committee to put on Board website.
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.
 
May/June
·         Receive and make corrections to minutes from Spring E-Board Meeting.
·         Post final draft of Spring E-Board Meeting minutes to NMRT Board space on ALA Connect for review.
·         Send message asking Board Members and Committee Chairs post final reports to ALA Connect. (Deadline: end of June, directly after the Annual Conference.)
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.
 
Annual
·         Request approval of minutes from Spring E-Board Meeting as corrected.
·         Outgoing Secretary takes minutes at the Executive Board meetings at Annual Conference.
 
July/August
·         Post approved Spring E-Board Meeting minutes to NMRT Space on ALA Connect and send to NMRT Archives Committee Chair and Web Committee to put on Board website.
·         Send rough draft of minutes from Annual Conference Board meeting to NMRT Board Space on ALA Connect.
·         Outgoing secretary passes on files to incoming secretary a month after ALA Annual
·         Solicit nominations for NMRT Member of the Week and add new member spotlight post(s) to NMRT Notes blog.
 
Last Reviewed: March 2019; Last Revised: June 2015


Past President
 
Term of Office
 
The Past President will serve as a voting member of the NMRT Executive Board for one year immediately following his/her term as President.
 
Purpose
The purpose of the Past President is to advise the Executive Board, to serve as a consultant to the President, and to perform such duties as assigned by the President. These duties may include supervision of selected committees and participation in the recommendation of NMRT members for service on ALA and divisional committees.
 
Committees Supervised
·         Nominating Committee
 
Past President's Supervising Officer
·         President
 
Major Responsibilities
1.       Assist the President in accomplishing the purposes and goals of NMRT.
2.       Perform such duties as assigned by the President.
3.       Represent NMRT as an elected officer.
 
Procedures Used to Accomplish Major Responsibilities
1.       Share with President special concerns and challenges of your term and make positive suggestions.
2.       Maintain a file of all correspondence.
3.       Supervise the Nominating Committee, Alumni & Friends Committee, & LLAMA/NMRT Joint Committee on Collaboration, when chaired by an NMRT member (in alternate years)
4.       Coordinate selection of the NMRT Sponsored Emerging Leader
5.       Attend all NMRT Executive Board meetings and electronic NMRT Executive Board meetings
 
Contact People for Accomplishing Objectives
·         NMRT President
·         NMRT Nominating Committee Chairs
·         NMRT Alumni & Friends Committee Chairs
·         LLAMA/NMRT Joint Committee chair, when chaired by an NMRT member (in alternate years)
·         NMRT committee chairs and liaisons (as appropriate)
 

Types of Record-Keeping
·         The Past President maintains copies of all correspondence, mailings, reports, minutes, and files as assigned by the President.
 
Correspondence
·         NMRT President: copies of everything
·         NMRT Vice-President: copies of everything
·         NMRT Staff Liaison: copies of selected correspondence
 
Reports and Dates of Submitting Reports
·         The Past President presents a planning report, a progress report, and a final report, as requested by the NMRT Secretary.
 
Timetable for Activities
 
July
·         Review files from predecessors.
·         Introduce yourself to committee chairs under your supervision.
·         Create Emerging Leader Selection Committee, including a few Board members not applying for the program and the previous year's emerging leader.
 
August
·         Prepare Officer Planning Report.
·         Coordinate selection of the NMRT Emerging Leader.
 
September - November
·         Support the Nominating Committee as they gather candidates for the ballot. Solicit candidates as needed.
·         Support the Alumni & Friends Committee as they start to plan their activities for the year.
·         Liaison with the Governance Committee to gather any bylaw and/or constitution changes needed to be added to the NMRT Ballot
·         Participate in any Executive Board e-meeting.
 
December
·         Support the Nominating Committee & ALA staff liaison as they draft the NMRT Ballot.
 
Midwinter
·         Attend all meetings of the NMRT Executive Board.
·         Attend, as possible, all events organized by NMRT.
 
February
·         Write and submit Officer Progress Report.
·         Review final NMRT ballot as prepared by ALA staff prior to the ballot cutoff date (confirm date with ALA staff).
·         Continue to Support the Alumni & Friends Committee with their activities for the year.
 
March
·         Coordinate with the Nominating Committee communication to all NMRT members about the upcoming election.
o    Participate in any Executive Board e-meeting.
 
Annual
·         Attend all meetings of the NMRT Executive Board.
·         Attend, as possible, all events organized by NMRT.
July
·         Forward Past President's files to your successor.
 
Last Reviewed: March 2019; Last Revised: June 2015
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Leadership Development Director
 
Term of Office
Directors are elected for two-year terms.
 
Purpose
The Leadership Director oversees activities intended to give NMRT members experience in professional leadership.
 
Major Responsibilities
Oversee the activities of the following committees: NMRT Professional Development Grant, Annual Conference Professional Development Attendance Award, Online Discussion Forum, Shirley Olofson Memorial Award, Annual Social, and providing assistance, advice and support as needed.
 
Procedures Used to Accomplish Major Responsibilities
·         Keep in contact with the chairs of the committees, advising them of deadlines for reports and tasks, responding to their questions, linking them with other resources in NMRT/ALA, etc.
·         Report on committee activities and items of strategic importance to the NMRT Executive Board.
·         Attend committee and Board meetings committees at conferences, offering support as needed.
·         Follow-up with and thank chairs of committees for their service.
 
Contact People for Accomplishing Committee Objective
·         NMRT President
·         NMRT Officers
·         NMRT Committees
·         NMRT Secretary
·         Outside Groups
 
Correspondence and Copies
NMRT President: copies of most correspondence
NMRT Officers and Committees: copies as applicable to their responsibilities
 
Timetable of Activities
 
July
·         Term begins at end of Annual.
·         Obtain and review files from previous Leadership Development Director. Clarify any ambiguities in the files.
·         Contact committee chairs under your responsibility to ensure they contact their committee members and solicit introductions. Remind them that you should be CCed on all committee-related correspondence.
·         Become thoroughly familiar with their sections of the NMRT Handbook, as well as your own.
 
August/September
·         Receive and review planning reports. React with chairs regarding the reports.
·         Prepare your own planning report.
 
October
·         Keep up with activities/correspondence of committees.
·         Check to see if the work is progressing satisfactorily. Provide assistance where needed.
·         Participate in any Executive Board e-meeting.
 
November
·         Continue keeping in touch with committees. If no correspondence from a committee has arrived, write and ask for news of progress.
·         Monitor the progress of Olofson and NMRT Professional Development Grant committees on the number of applicants. Have committee chairs publicize the awards and send their finished releases to the Web committee.
·         Assist in selection of Olofson and NMRT Professional Development Grant award winners at the discretion of the chair.
 
December
·         Advise committee chairs to ascertain if an increase is needed in their budgets. Requests for increases must be submitted on the proper forms to the NMRT Treasurer at the Midwinter meeting. Justification is required.
·         Remind chairs to prepare committee reports in advance if possible.
·         Prepare your own Midwinter (Progress) report.
·         Determine the matters that the committee chairs need to have presented to the Executive Board and prepare to speak on their behalf.
 
Midwinter
·         Attend Midwinter Conference.
·         Help with last minute details if necessary.
·         Be present at programs under Leadership Director’s supervision.
·         Attend NMRT Board meeting(s). Attend NMRT Professional Grant committee and Shirley Olofson Memorial Award committee closed meetings, if being held in person.
 
February
·         Make sure Annual Program Committee is making progress on plans for this year's program.
·         Follow up with any new business or initiatives generated during Midwinter. Maintain contact with committee chairs.
·         Write and submit Officer Progress Report.
 
March/April
·         Maintain close contact with the committee chairs and the President/Vice-President.
·         Anticipate problems and be prepared to assist.
·         Participate in any Executive Board e-meeting.
·         Assist in selection of Professional Development Attendance Award winners at the discretion of the chair.
 
May
·         Remind NMRT Professional Development Grant and Olofson Committee chairs to submit press releases for winners to the NMRT Secretary.
·         Begin preparations for Annual; ensure Committee work is on track for programs and services being offered at Annual. Assist as needed.
 
June
·         Write and submit Officer Final Report.
·         Prepare to present proposals or concerns at Executive Board meetings.
·         Finish up any last minute details for Annual.
·         Organize files for transfer to successor.
·         NMRT supplies the certificates for the recipients of the Professional Development Grant, Shirley Olofson Memorial Award, and Professional Development Attendance Award and recipients are formally recognized during the Annual Conference. Obtain the certificates from NMRT's Staff Liaison; the Leadership Development Director signs and presents the awards at the NMRT Awards Reception.
·         Thank chairs of Committees for their service.
 
Annual
·         Attend Executive Board Meeting(s).
·         Attend NMRT Awards Reception and present certificates to winners of the Professional Development Grant, Shirley Olofson Memorial Award, and Professional Development Attendance Award.
 
Last Reviewed: March 2019; Last Revised: June 2015
 
 
 
 
 
 
 
 Member Services Director
 
(authorized by the NMRT Constitution)
 
General Description
The Member Services Director oversees NMRT activities designed to inform and serve the membership, supporting member efforts toward professional development.
 
Supervises 4 committees:
.         Communications Committee
·         Footnotes Committee
·         Resume Review committee
·         Mentoring committee
 
The Member Services Director keeps abreast of all plans and communication within these committees. When questions arise, the Director assists in finding the answers, whether by forwarding to another NMRT officer, the ALA Liaison, or though informal means. Most questions are answered in this way.
 
The Member Services Director keeps track of the committees and ensures that things go as smoothly as possible. The Director is expected to attend all/most events planned by the committees, and participate in the services provided by the committees. The Director attends NMRT Board Meetings, either in person or online and votes on issues relating to the governance and future of NMRT.
 
The Member Services Director is also appointed to the Membership Promotion Task Force, a subcommittee of the ALA Membership Committee.
 
Term of Office
·         Directors are elected for two-year terms, but generally serve as a different director for each year.
 
Purpose
·         The Member Services Director oversees NMRT activities designed to inform and serve the membership, supporting member efforts toward professional development.
 
Major Responsibilities
Supervise the following committees:
·         Footnotes
·         Mentoring
·         Resume Review
·         Endnotes
Provide assistance, advice and support for the above committees.
 
Procedures Used to Accomplish Major Responsibilities
1.       Keep in contact with the chairs of committees, advising them of deadlines for reports and tasks, responding to their questions, linking them with other resources in NMRT/ALA, etc.
2.       Collect reports from committee chairs before each conference.
3.       Report on committee activities and items of strategic importance to the NMRT Executive Board.
4.       Attend committee and Board meetings at conferences, offering support as needed.
5.       Follow-up and thank chairs of committees for their service.
 
Contact People for Accomplishing Goals
·         NMRT President
·         NMRT Officers
·         NMRT Committees
·         Outside groups
 
Types of Record-Keeping
·         Maintain files on committees supervised.
·         Keep records of correspondence and reports.
 
Correspondence and Copies
·         NMRT President: copies of most correspondence
·         NMRT Officers and Committees: copies as applicable to their responsibilities.
 
Timetable of Activities
 
July
·         Term begins at end of Annual.
·         Review files and reports (on the Web) from previous director.
·         Ask about anything else that is not clear.
·         Become thoroughly familiar with the sections of the NMRT Handbook about the committees you supervise as well as your own section.
·         The committee chairs should plan to meet with members at the Midwinter Big Tent/All-Committees meeting.
·         Remind the chairs of the the President's deadline for planning reports. Make sure they know what is expected of them.
·         Request the chairs to send you a copy of the planning report.
 
August/September
·         Receive and review planning reports.
·         Correspond with chairs regarding the reports.
·         Prepare and submit your own planning report.
 
October
·         Check to see if committee work is progressing satisfactorily.
·         Provide assistance where needed.
·         Participate in any Executive Board e-meeting.
 
November
·         Continue keeping in touch with committees.
·         If no correspondence from a committee has arrived, write and ask for news of progress.
 
December
·         Advise committee chairs to ascertain if an increase is needed in their budgets.
o    Requests for increases must be submitted on the proper forms to the NMRT Treasurer at the Midwinter meeting.
o    Justification is required.
·         Determine the matters that the committee chairs need to have presented to the Executive Board and prepare to speak on their behalf.
 
January
·         Attend Midwinter and the programs of committees you supervise.
·         Help with last-minute details if necessary.
·         Attend Board meetings and report on Committee progress.
 
February
·         Follow up with any new business or initiatives generated during Midwinter.
·         Remind chairs to prepare committee reports in advance if possible.
·         Prepare your own Midwinter (progress) report.
 
March/April
·         Maintain close contact with the Committee chairs and with the Executive Board.
·         Anticipate problems and be prepared to assist.
·         Participate in any Executive Board e-meeting.
 
May
·         Begin preparations for Annual.
·         Ensure committee work is on track for programs and services being offered at Annual.
·         Assist as needed.
 
June
·         Remind committees to prepare committee reports; write and submit own report.
·         Prepare to present proposals or concerns at Executive Board meetings.
·         Finish up any last minute details for Annual.
·         Organize files transfer to successor.
·         Thank chairs of Committees for their service.
 
Annual
·         Attend Committee meetings.
·         Attend Executive Board meetings.
·         Attend New Board Member Orientation.
 
Last reviewed: March 2019; Last Revised: March 2019
 


 
 
 
 
 
 
 
 
 
Networking Director
 
General Description
Supervises 4 committees:  Annual Conference Local Information Committee, Midwinter Social Committee, Online Programs Committee and Orientations Committee.
 
The Networking Director keeps abreast of all plans and communication within these committees. When questions arise, the Director assists in finding the answers, whether by forwarding to another NMRT officer or the ALA Liaison, or though informal means. The Networking Director basically keeps track of the committees and ensures that things go as smoothly as possible. The Director is expected to attend all/most events planned by the committees. The Director also attends Board Meetings and votes on issues relating to the governance and future of NMRT.
 
The Networking Director also acts as liaison to the TOLD committee.
 
Term of Office
Directors are elected for two-year terms, but assignments may change during that time.
 
Purpose
The Networking Director encourages NMRT members to expand their horizons through networking (from the SSRA Committee Report).
 
Major Responsibilities
·         Oversee the activities of the Midwinter Social, Orientations, Online Programs, and Annual Conference Local Information committees, providing assistance, advice and support as needed.
·         Acts as the NMRT liaison to the Training, Orientation, and Leadership Development (TOLD) Committee
 
Procedures Used to Accomplish Major Responsibilities
·         Keep in contact with the chairs of the committees, advising them of deadlines for reports and tasks, responding to their questions, linking them with other resources in NMRT/ALA, etc.
·         'Attend the meetings of their committees and offer support as needed.'
·         Follow-up with and thank chairs of committees for their service.
 
Contact People for Accomplishing Committee Objective
·         NMRT President
·         NMRT Vice President
·         NMRT Officers
·         NMRT Committees
·         ALA Staff Liaison
 


Types of Record Keeping
The Networking Director maintains files on supervised committees. Keeps records of correspondence and reports.
 
Correspondence and Copies
·         NMRT President: copies of all correspondence
·         NMRT Vice President: copies of all correspondence
·         NMRT Officers and Committees: copies as applicable to their responsibilities
 
Timetable of Activities
 
July
·         Review files from previous networking director. Ask about anything that is not clear.
·         Subscribe to listservs for NMRT Board, Exhibits Round Table, and TOLD.
·         Attend orientation for new Board Members and new chairs.
 
August
·         Be in contact with committees under your responsibility (particularly Midwinter Social, which has a shorter time frame than the others) to introduce yourself and lay the groundwork.
·         Ensure that Midwinter Social Committee knows what needs to be done and has planning underway.
·         Advise other communities on what they need to do at this point (planning reports, etc.). Encourage committees to use ALA Connect for all correspondence. Refer to the new chair orientation materials for additional recommendations.
·         Prepare Officer Planning Report.
 
September
·         Monitor Midwinter Social Committee’s planning and assist as needed.
 
October
·         Keep up with actitivites/correspondence of committees.
·         Participate in any Executive Board e-meeting.
 
November
·         Continue keeping in touch with committees.
·         Orientation Committee should be planning for speakers and activities for the Midwinter Orientation.
 
December
·         Continue to assist committees in their activities.
 
January
·         Attend Midwinter.
·         Attend the programs put on by committees supervised.
·         Help with last minute details if necessary.
·         Attend Board meetings.
 
February
·         Remind committees to prepare and submit progress reports.
·         Prepare and submit Officer Progress Report.
·         Provide assistance and support for the committees whose activities occur during Annual Conference.

March/April
·         Continue keeping in touch with committees.
·         Participate in any Executive Board e-meeting.
 
May
·         Assist committees in finalizing plans and coordinating publicity.
 
June
·         Write Networking Director's Report.
·         Finish up any last minute service details for Annual.
·         Thank chairs of the Committees for their service.
 
Annual
·         Attend TOLD meeting and ALA committee chairs orientation.
·         Attend Executive Board Meetings.
·         Attend Social and other NMRT events.
 
Last Reviewed: March 2019; Last Revised June 2015
 

 
 
 
 
 
 
 
 
 
 
 
 
 
Outreach Director
Term of Office
Directors are elected for two-year terms.
 
Purpose
The Outreach Director oversees NMRT activities designed to inform, recruit, and maintain new members to the unit.
 
General Description
Supervises three committees: Student and Student Chapter Outreach (SASCO), Membership, Promotion, Diversity, and Recruitment (MPDR), and Student Chapter of the Year Award (SCOTYA).
 
The Outreach Director keeps abreast of all plans and communication within these committees. When questions arise, the Outreach Director assists in finding the answers, whether by forwarding to another NMRT officer, the ALA Liaison, or through informal means. Most questions are answered in this way.
 
The Outreach Director keeps track of the committees and ensures that things go as smoothly as possible. The Outreach Director is expected to attend all/most events planned by the committees. The Outreach Director attends NMRT Board Meetings, either in person or online, and votes on issues relating to the governance and future of NMRT.
 
Major Responsibilities
Oversee the activities of the following committees:
• Student and Student Chapter Outreach (SASCO)
• Membership, Promotion, Diversity, and Recruitment (MPDR)
• Student Chapter of the Year Award (SCOTYA)
 
Procedures Used to Accomplish Major Responsibilities
Maintain communication with the committee chairs, advising them of deadlines for reports and tasks, responding to their questions, linking them with other resources in NMRT/ALA, etc.
Report on committee activities and items of strategic importance to the NMRT Executive Board.
Attend committee meetings, committee events, and Board meetings at conferences, offering support as needed.
Follow-up with and thank chairs of committees for their service.
 
Contact People for Accomplishing Committee Objectives
NMRT President
NMRT Vice President
NMRT Officers
NMRT Committees
ALA Staff Liaison
ALA Chapter Relations Office
ALA Student Chapters
 
Types of Record Keeping
The Outreach Director maintains files on supervised committees, including correspondence and reports. Reports and documents are archived on ALA Connect.
 
Correspondence and Copies
NMRT President and Vice President: copies of most correspondence
NMRT Officers and Committees: copies as applicable to their responsibilities
 
Timetable of Activities
 
July
Term begins after ALA Annual Conference
Obtain and review files from previous Outreach Director.
Clarify any ambiguities in the files.
Review applicable sections of the NMRT Handbook, including Outreach Director’s page and all supervised committees
 
August
Contact committee chairs under your responsibility to answer questions and ensure they contact their committee members and solicit introductions.
Ensure SASCO Committee delegates responsibility to members to contact library schools/student chapters.
Ensure MPDR Committee arranges to send welcome letters to new NMRT members. Receive membership rosters from Kim Redd, ALA Staff Liaison (ongoing process).
Assist committee chairs with Planning Reports as needed
Prepare and submit Officer Planning Report
 
September/October
Ensure MPDR sends welcome letters to new members.
Have MPDR Committee provide a plan to encourage diversity and inclusion within the organization.
Check in with SCOTYA about award application announcement.
Participate in any Executive Board e-meeting.
 
November/December
Keep in touch with committee chairs, and keep up with activities/correspondence of committees.
If no correspondence from a committee has arrived, write and ask for news of progress.
Advise committee chairs to ascertain if an increase is needed in their budgets. Requests for increases must be submitted on the proper forms to the NMRT Treasurer at the Midwinter meeting. Justification is required.
Determine the matters that the committee chairs need to have presented to the Executive Board and prepare to speak on their behalf.
 
January
Attend Midwinter Conference.
Be present at Midwinter programs under Outreach Director’s supervision, and help with last minute details if necessary.
Attend NMRT Board meetings and Membership, Networking, and Committee Interest Meeting.
 
February
Ensure that the MPDR Committee sends out welcome letters/emails to new members.
Remind committees to prepare and submit progress reports.
Prepare and submit own Officer Progress Report.
Follow up with any new business or initiatives generated during Midwinter.
 
March/April
Maintain close contact with the committee chairs and Executive Board.
Check in with SCOTYA regarding award application process.
Ensure that SASCO committee is maintaining contact with student chapters and sending relevant NMRT information.
Participate in any Executive Board e-meeting.
 
May
Continue keeping in touch with committees; assist with questions as needed.
Remind SCOTYA Committee chairs to submit press release for award winners to the NMRT Secretary.
Begin preparations for Annual.
 


June/July
Attend Annual Conference. At Annual, attend: the Executive Board meeting and any programs organized by committees that this office supervises.
Present proposals or concerns from committee chairs at Executive Board meeting.
Remind committees to prepare final reports; write and submit own report.
Organize files for transfer to successor
Thank chairs of committees for their service
 
Last Reviewed: March 2019; Last Revised: June 2017
 
- See more at: http://connect.ala.org/node/251015#sthash.Dwfn7ANl.dpuf
 


 
 
 
 
 
 
NMRT Councilor
 
Term of Office
The Councilor is elected to a three year term.
 
Purpose
The NMRT Councilor represents the interests of the New Members Round Table on the ALA Council. The councilor also serves on the ALA/APA Council. The NMRT Councilor is a voting member of ALA Council and ALA-APA Council and may speak on the council floor, make motions, propose and submit resolutions.
 
Major Responsibilities
·         The NMRT Councilor serves on the NMRT Executive Board.
·         The Councilor reports to the NMRT Executive Board and to the membership on ALA Council activities and presents those ALA issues and Council documents upon which the Executive Board may wish to act.
·         The Councilor receives direction from the Executive Board regarding positions to be taken on ALA Council issues and sponsors Council resolutions as requested by the Executive Board.
 
Procedures Used to Accomplish Major Responsibilities
·         Monitor email sent to the ALA Council listserv and forward relevant discussions or information to the NMRT-L listserv.
·         Solicit comments and feedback from the membership both in-person and via email on NMRT-L regarding Council issues.
Contact People for Accomplishing Objective
·         NMRT Executive Board
·         NMRT Past Councilor
·         NMRT Officers and Committees: copies as applicable to their responsibilities
 
Reminders and Helpful Hints
·         Develop a familiarity with the ALA Handbook of Organization found at http://ala.org/ala/aboutala/governance/handbook/index.cfm. It is especially helpful if reviewed before Midwinter Meetings and Annual Conferences.
·         Refresh your memory of the Sturgis Standard Code of Parliamentary Procedure.
·         Refresh your memory of the NMRT Handbook and the NMRT Constitution and By-Laws.
·         Review the Basic Guide to ALA Council for a primer on how ALA Council and ALA Governance operates. 
 
Timetable of Activities
 
July
The Council secretariat will subscribe the councilor to the ALA Council listserv.
 
August
Submit planning report.
 
September/October
Monitor the ALA Council listserv.
 
November
Attend the NMRT E-Board meeting.
 
December
Monitor the ALA Council listserv. Note ALA Council resolutions and reports coming up for discussion at the Midwinter Meeting.
 
January
·         Attend all NMRT meetings, including the Executive Board meeting and all committee meeting.
·         Attend all Council meetings during the Midwinter conference: Council I, Council II, and Council III. The NMRT Councilor should attend the two Council Forums.
 
February
·         Submit progress report.
·         Monitor the ALA Council listserv.
 
March/April
Attend the NMRT E-Board meeting.
 
May
Monitor the ALA Council listserv. Note ALA Council resolutions and reports coming up for discussion and vote at the Annual Conference.
 
June/July
·         Attend all NMRT meetings, including the Executive Board meeting and all committee meeting.
·         Attend all Council meetings during the Annual conference: Council I, Council II, and Council III. The NMRT Councilor should attend the two Council Forums.
·         Submit final report.
 
Revised December 2016
 

 
 
 
Parliamentarian
 
General Description
The chair of the Governance Committee is typically appointed as Parliamentarian, because the Governance Committee is the advisory committee to the Board.
 
Term of Office
The Parliamentarian will be appointed for a two-year term by the President.
 
Purpose
The Parliamentarian counsels the NMRT Executive Board on matters of parliamentary procedure, providing guidance on rules of order and the conduct of NMRT Board meetings. The Parliamentarian also serves as chair of the Governance Committee.
 
Major Responsibilities
The Parliamentarian is required to attend NMRT Executive Board meetings, either in person or virtually, in order to provide any needed parliamentary guidance at meetings. As chair of the Governance Committee, the Parliamentarian also leads periodic reviews of the NMRT Constitution and Bylaws, and if needed helps draft any amendments or revisions proposed by the Executive Board or the Governance Committee. Any proposed changes approved by the Executive Board must then be voted upon and approved by the NMRT Membership, before being integrated into the official NMRT Constitution and Bylaws.
 
Procedures Used to Accomplish Major Responsibilities
·         Become familiar with the current NMRT Constitution and Bylaws, as well as with Roberts Rules of Order, current edition
·         Attend NMRT Executive Board Meetings, offering support and guidance as needed.
·         Communicate with NMRT President, Executive Board, Governance Committee
 
Contact People for Accomplishing Objectives
·         NMRT President
·         NMRT Executive Board
·         NMRT Governance Committee
 
Types of Record-Keeping
Constitution and Bylaws (permanent)
 
Correspondence and Copies
·         NMRT President and Vice President: copies of most correspondence
·         NMRT Officers and Committees: copies as applicable to their responsibilities
 
Timetable of Activities
 
July
·         Obtain and review any files from previous Parliamentarian
·         Send welcome message to Governance Committee
 
August-September
·         Post Governance Committee planning report to ALA
 
October-November
·         Attend Fall NMRT E-Board Meeting
 
December-January
·         Only if needed: If any proposals for changes to NMRT Constitution or Bylaws were approved by NMRT Executive Board, they must be submitted to ALA in time to be placed on the spring ALA ballot.
 
Midwinter
·         Attend Midwinter NMRT Board Meeting
 
February
·         Post Governance Committee progress report to ALA
 
March-April
·         Attend Spring NMRT E-Board Meeting
 
Annual
·         Attend Annual NMRT Board Meeting
 
July-August
·         Post Governance Committee final report to ALA
 
Last reviewed: March 2019; Last revised: July 2015
 

 
 
 
 
 
 
 
 
 
 
Fundraising Coordinator (Disbanded)
 
General Description
In July 2015 NMRT President Kirby McCurtis, with the support of the NMRT Executive Board, decided to no longer appoint a person for this position as all fundraising now happens through the ALA office.
 
Term of Office
The Fundraising Coordinator position is a non-elected and non-voting two-year appointment (i.e. 2009-2011, 2011-2013). This position is appointed by the incoming NMRT President.
 
Purpose
The purpose of the Fundraising Coordinator is to raise funds and develop giving models for NMRT programs, scholarships, awards, and other round table activities.
 
Major Responsibilities
Act as a liaison between the exhibitors, the Exhibits Round Table, and ALA/NMRT.
·         Work to fulfill other Committee vendor requests.
·         Meet with Exhibitor’s Round Table (ERT).
 
Coordinate fundraising drives, like the NMRT member email campaign, with ALA Development.
 
Attend Exhibitor's Round Table meetings at Midwinter and Annual.
Brainstorm and develop new ways to serve as liaison between the exhibitors and NMRT.
 
Procedures Used to Accomplish Major Responsibilities
1.       Attend ERT Board meeting at Midwinter and Annual in order to discuss opportunities for ECRC to assist exhibitors at both conferences.
2.       Work closely with ALA Development to identify new avenues of sponsorship and support.
 
Reports to
NMRT President
 
Contact People for Accomplishing Objective
1.       NMRT President
2.       NMRT Vice-President/President-Elect
3.       NMRT Past President
4.       NMRT Treasurer
5.       NMRT Assistant Treasurer NMRT Liaison
6.       ALA Liaison
7.       ALA Membership Services Director
8.       ALA Development Officer
 
Records Generation and Archiving Schedule
The Fundraising Coordinator maintains print or electronic copies of all correspondence.
 
Documents to Create
Maintain updated list of donating vendors and contact information.
 
Reminders and Helpful Hints
·         Attend the ERT meetings and get to know the exhibitors.
·         Attend the NMRT Executive Board Meetings at Midwinter, Annual, and any e-Board meetings.
 
Timetable of Activities
 
Ongoing
Throughout the year, as requests are received for specific needs and projects, contact exhibitors for contributions. Midwinter conference requests receive first priority.
 
August
Contact all NMRT officers and committee chairs, outlining procedure for requesting vendor support. Refer them to the Committee Request Form for Exhibitor Support available on the NMRT homepage.
 
October
·         Prepare and Submit Planning report.
·         Participate in any Executive Board e-meeting.
 
Midwinter
·         At conference thank exhibitors who have contributed and make contact with those who will receive requests for assistance before the Annual Conference. Try to finalize needs for Annual Conference with committee chairs.
·         Attend Exhibitor’s Round Table (ERT) meetings.
·         Attend NMRT Executive Board Meeting.
 
February
·         Prepare and submit progress report.
 
March/April
·         Participate in any Executive Board e-meeting.
 
June
·         Prepare vendor lists.
·         Prepare report for Annual Conference.
 
Annual
·         Attend ERT meetings and thank exhibitors.
·         Attend NMRT Executive Board Meeting
·         Make preliminary lists of needs and priorities for committees for next year.
 
Last Revised: June 2013