DCLA Board of Directors Duties
The President is the chief executive and spokesperson for the association. In accordance with the By-Laws, the President is responsible for both substantive and administrative decisions regarding association plans and activities. In particular, the President:
- Appoints chairs of interest groups and committees; appoints representatives;
- Sees that information in the DCLA Handbook is updated; provides copies to the Board, committee chairs, et.al., and presides over the annual Planning Breakfast.
- Presides over meetings of the DCLA Executive Board;
- Presides over meetings of the DCLA membership;
- Represents DCLA in a variety of professional activities, that may include presenting testimony before the District of Columbia City Council, participating in lobbying efforts on Legislative Day, presiding over DCLA programs, responding to ALA and other queries, and speaking on professional issues;
- Signs checks in the absence of the Treasurer, and is a cosigner on any financial accounts requiring two signatures; ensures that the budget is well formulated and accurate.
- Writes a president's column for Capital Librarian.
- Oversees progress of strategic planning.
IMMEDIATE PAST PRESIDENT
The Immediate Past President attends all Board meetings and provides continuity by informing the Board of past procedures and activities. Specially, the Immediate Past President:
- Develops a program with a checklist and arranges for materials for new chairs and officers;
- Acts as a resource, mentor, cheerleader for interest group chairs.
The Vice-President/President-Elect is responsible for the program activities of the Association and for acting in the place of the President as necessary. Specifically, the Vice-President/President-Elect:
- Assists the President in making arrangements for the annual Planning Breakfast.
- Coordinates the program activities of the interest groups and committees; keeps a master calendar of DCLA activities; maintains contact with the Washington Chapter of Special Libraries Association;
- Organizes the Association-wide programs of DCLA;
- Organizes the annual spring banquet;
- Ensures that program information is carried in Capital Librarian.
The Secretary is responsible for taking minutes and ensuring access to the records of the Association. In particular, the duties of Secretary are:
- To take minutes of Executive Board meetings and distribute them to the Board prior to the following meeting;
- To keep minutes of the business meetings of the membership;
- To keep on file all committee reports;
- To make the minutes and records available to all members;
- deposits annually the Association records with the D. C. Public Library Washingtoniana Collection
- furnishes current records on request
- To have on hand at each meeting a list of all existing committees and their members;
- To maintain record book(s) in which the By-Laws, special rules of order, standing rules, and minutes are entered, with any amendments to these documents properly recorded, and to have current record book(s) on hand at every meeting;
- To send to the Executive Board, Interest Group Chairs, and Committee Chairs a notice of each meeting. (A telephoned or faxed message may be substituted for a written notice);
- To handle correspondence addressed to the Secretary and additional correspondence as directed by the President or Executive Board. Supplies stationery.
The Treasurer is responsible for the financial affairs of the Association. The Treasurer is also responsible for informing interest groups and committees about financial procedures. In particular, the Treasurer:
- Receives all monies paid to the Association and makes all disbursements required for authorized bills;
- Keeps accurate, up-to-date accounts of receipts and disbursements and reports to the Executive Board on a monthly basis;
- Prepares an annual budget for Executive Board approval;
- Establishes procedures for receipts and disbursements involving interest groups and committees; maintains and distributes DCLA forms for reimbursement;
- Maintains checking, savings, and investment accounts on behalf of the Association; prudently shifts money between accounts; advises Board when circumstances warrant consideration of shift of accounts to another institution;
- Prepares an annual report of DCLA financial affairs for the Executive Board;
- Collects mail from the DCLA mailbox, redistributes mail such as sending membership forms to the Assistant Treasurer, and is responsible for payment of annual fee for box rental;
- Mails in annual renewal of non-profit bulk mailing permit and maintains adequate balance in post office account; provides information to Interest Group Chairs and others about procedures for using the permit; notifies the Executive Board of any changes in the regulations governing use of the permit;
- Maintains files on IRS tax exempt status; IRS Employee Identification number (i.e. tax id number); D.C. tax-exempt status, D.C. Corporations Commission and other official filing, and charter/incorporation papers.
The Membership Secretary is responsible for maintaining the membership records and mailing list for the Association. In particular, the Assistant Treasurer:
- Maintains an up-to date mailing list; gets changes in before publication date for Capital Librarian; sees that new members are mailed a copy of Capital Librarian;
- Sees that the membership form is updated, printed by the Planning Breakfast in sufficient quantity for the year;
- Provides statistics on the membership using counts provided by the printer and other means;
- Maintains the file of membership forms; provides information such as whether a specific individual is a member;
- Assists in resolving problems involving individual memberships; works with the Membership Chair to arrange a special mailing to those members who have not renewed their membership by a designated time;
- Serves as a liaison with printer. Requests mailing labels for approved events such as the Joint Spring Workshop. Furnishes Chair of each Interest Group with a list of the Group's members at the Planning Breakfast. Assists Treasurer in monitoring bills paid to the printer for various services.
ALA COUNCIL REPRESENTATIVE
The ALA Council Representative is responsible for representing the Association and its Executive Board within the American Library Association. The Chapter Representative is a voting member of the ALA Council and as such must exercise a considerable degree of independence, initiative, and judgment in voting and representing DCLA on the ALA Council. In particular, the Chapter Representative:
- Attends the twice yearly conferences of the American Library Association and specifically attends the ALA Council sessions;
- Represents and/or presents positions and wishes of the D. C. Library Association on ALA Council matters and issues;
- Reports back to the Executive Board and the membership the decisions made by the ALA Council and its areas of concern;
- Reports regularly to the ALA Chapter Council Office the issues, programs, and activities taking place in the Association;
- Promotes both ALA activities and services in the Washington area.
The Directors provide guidance to the Association. Specifically, the Directors:
- Attend Board meetings and discuss issues of concern to the Association;
- Help to set policy for the Association;
- Attend program meetings as feasible to monitor effectiveness of Association;
- May be asked to serve on special committees by the President;
- Develops, with assistance from the Board, a strategic plan for each year and two-three years in advance. Plan should be presented by January.
- Synthesizes and posts pertinent information and news from ALA and other news sources to the DCLA listserv, website, and social media
- Chairs Library Legislative Day (LLD) committee or recruits and mentors/liaises to the Chair of LLD committee
- Liaises with ALA Advocacy office, the DC State Librarian (DCPL), and the Federation of Friends of DCPL in coordination with the President
- Recommends advocacy efforts and/or plans advocacy programming
Career/Leadership Development Director
- Develops and updates career content on website
- Synthesizes and posts pertinent information and news from ALA and other news sources to listserv, website, and social media
- Posts new jobs to the listserv
- Develops two or more annual programs to support career development, specifically aimed at new and transitioning professionals; programming can also be on adaptive services, technologies, or more
- Liaises with TRAK, I Need a Library Job, and other job representatives
- Recruits and mentors Joint Spring Workshop representative
- Maintains the back end of the website and membership management CMS
- Maintains the listservs
- Develops tutorials and training on tech systems used for Board members
- Researches and advises on the best systems to facilitate Association and Board business
DUTIES OF THE CHAIRS, CAPITAL LIBRARIAN EDITOR, AND OTHERS
These individuals are appointed by the President for a one-year term. The appointments expire with the end of the President's term. The incoming President may appoint them to another term.
INTEREST GROUP CHAIRS
The chair of an interest group of the District of Columbia Library Association is responsible for programs sponsored by the group. Specifically, the chair:
- Arranges for meetings of planning group and plans appropriate programs. Makes contacts or has members of the planning committee make contacts to arrange for speakers, meeting places, refreshments, and other details in connection with programs. Schedules meetings to minimize conflicts with other DCLA programs such as the New Member Reception. May arrange for joint sponsorship with another interest group or with a group in the Washington Chapter of Special Libraries Association.
- Develop a budget to cover the costs of these activities. Submits the budget to the DCLA Board for approval.
- Allocates and spends money within the approved budget. Sees that receipts for expenses of meetings are promptly sent to the Treasurer for reimbursement. If a charge is made for a meeting, ensures that non-members are charged 25% more than members. Sees that all monies are sent to the Treasurer for deposit.
- Sees that notice of the program is sent to the editor of Capital Librarian and other appropriate publicity is arranged;
- keeps Vice-President/President-Elect apprised of programs; may attend Executive Board meetings to report on activities;
- Prepares annual report of activities of the group; sends copies to editor of Capital Librarian, President, and the Vice-President/President-Elect;
- Turn over records in good order to their successors during the summer.
The chair is responsible for coordinating library advocacy efforts for the Association. The chair works with the chairs of the Legislative, Communications, and Memberships chairs, and chairs of other committees as appropriate, to launch advocacy initiatives such as fund raising, media outreach, speaking to community groups, etc.
The chair is responsible for working with the staff of the Washingtoniana Division of the D.C. Public Library to maintain and improve the DCLA Archives. Specifically, the chair:
- Sees that all Capital Librarian issues are in the Archives; arranges for binding by DCPL;
- Identifies gaps in the collection and obtains copies;
- Recommends improvements;
- Keeps Board apprised of activities; writes annual report;
- Educates the Board and members regarding the traditions and history of DCLA.
The chair is responsible for the administration of the awards program. Specifically, the chair:
- Sees that nominations for the Distinguished Service Award is solicited from the membership in a timely fashion; reviews the nominations submitted and recommends a worthy recipient to the Board for approval by the April meeting. Arranges for preparation of the award for presentation at the annual banquet;
- Develops criteria for award for an outstanding librarian/information specialist; makes proposal to Board. If approved, establishes machinery for nomination of candidates.
The chair organizes outreach to membership to find volunteers for projects, to keep members involved, to keep lists of volunteers, to assist in membership drive, and to inform members of the need to make telephone calls or write letters to local or national legislators.
FEDERAL RELATIONS LIAISON
The Federal Relations Liaison is responsible for keeping track of issues and legislation involving the Federal sector.
- Keeps the Board aware of significant developments;
- May make recommendations for Board action.
The chair is responsible for keeping abreast of intellectual freedom issues and disseminating information about these issues to members. The chair:
- Sponsors appropriate programs;
- Arranges for articles or reports on intellectual freedom to appear in Capital Librarian;
- Keeps the Board aware of significant developments;
- Serves as liaison with the ALA Office for Intellectual Freedom.
CAPITAL LIBRARIAN EDITOR
The Editor of Capital Librarian is responsible for providing the members of the District of Columbia Library Association with the monthly newsletter that furnishes information on DCLA activities and programs, activities of the larger Washington library community, brief articles on substantive items, and any other information felt to be of interest. To do this successfully, the Editor attends as many meetings as possible and maintains ongoing contacts with interest groups and committees. Specifically, the Editor:
- Sets deadlines for submission of material and collects it;
- Prepares camera-ready copy for the printer;
- Prepares specifications as to quantity, distribution and/or special handling;
- Mails copies to persons not on the mailing list as required;
- Collects items for Capital Librarian from the DCLA box;
- Maintains an archival file of back issues in addition to the set in the DCLA archives.
JOINT SPRING WORKSHOP REPRESENTATIVE
The Joint Spring Workshop representative serves as DCLA's representative on the committee. Specifically, the individual:
- Attends meetings of the Joint Spring Workshop Committee; participates in selection of topic and speakers; assists with arrangements;
- Arranges for mailing labels for use by the Committee with the Assistant Treasurer; sees that announcements are sent to membership;
- Serves as chair of the committee when DCLA is the lead group;
- Keeps the Board apprised of activities; submits report after Joint Spring Workshop is held.
The Membership chair is responsible for coordinating the membership campaign. The chair works with a committee to retain members and to encourage people to join the Association. Specifically, the Membership chair:
- Plans the New Members Reception; arranges for publicity;
- Sends out letters to a targeted library and information audience to encourage membership;
- Sends letters to members who have not renewed within a designated period after the start of a membership year; coordinates mailing with the Membership Secretary;
- Sends the membership form when requested and answers questions from prospective new members;
- Develops methods to increase membership;
- Keeps the Board apprised of activities; writes annual report;
- Meets with successor and turns over records of the previous year.
With the amount of lead time needed for planning, it will be necessary for some appointees such as the Membership Chair to begin their work before the July 1st start of the membership year.
The chair is responsible for planning National Library Legislative Day activities and coordinating planning with American Library Association and Special Libraries Association.
- Assembles a planning committee;
- Arranges for the reception to be held on Tuesday concluding National Library Legislative Day in April; selects location and caterer; sees that invitations are printed and mailed; arranges for wide publicity;
- Keeps the Board apprised of activities; makes a report to the President at the conclusion of Legislative Week.
- Track local and state legislation and, as appropriate, call legislators on particular legislation, organize telephoning to legislators, and speak on library issues at local or state hearings.
The chair is responsible for presenting a slate to the Executive Board for approval. Members of the Nominating Committee have previously contacted candidates and discussed the duties briefly. Biographical information is submitted for the election issue of Capital Librarian which is generally the April issue. The ballots are counted by the Nominating Committee. All candidates are contacted by members of the committee. A written report is given to the President.
The Student Liaison is responsible for relations with library school students:
- Arranges for publicity about DCLA and DCLA programs at local library schools; sees that membership brochures are available;
- Answers questions from students;
- Works closely with Membership Committee in recruiting students.
STUDENT FINANCIAL ASSISTANCE
The Student Financial Assistance chair is responsible for raising monies to fund loans and grants to full or part-time students enrolled in a Master's degree program in library science at an accredited college or university. Works closely with the Student Liaison.
- Solicits monies from vendors, members of DCLA, and other individuals.
- Updates application forms for students and nomination forms for DCLA members; mails to potential applicants or to interested persons.
- Publicizes the scholarships to:
- deans of both area library schools;
- library school students with posters for bulletin boards and in LC's Gazette, and as part of a list of funding sources prepared by LC staff attending library school;
- members with announcements in Capital Librarian and Chapter Notes.
- Applies selection criteria based on financial need, previous work experience, academic background and references to select appropriate candidates.
- Brings recommendations to the DCLA Board for approval.
- Negotiates the loan with student, with the assistance of the treasurer, arranging for the administration of the repayment schedule.