Alaska Association of School Librarians

Advancing high standards for the school library profession in Alaska

Alaska Association of School Librarians - Advancing high standards for the school library profession in Alaska

Policy Manual

Revised (5/10/11)

Executive Board

President

President Elect

Immediate Past President

Secretary

Treasurer

Regional Representatives

Membership Coordinator

Battle of the Books Chair

Awards Chair

Governor’s Advisory Council Representative

Puffin Editor/Publisher

Online Communication Coordinator

Professional Development Grant Coordinator

The EXECUTIVE BOARD shall:

  1. Plan functions and/or activities of the Association.
  2. Provide for the establishment of necessary procedures to assure the proper operation of the association.
  3. Authorize the President to act on its behalf when necessary.
  4. Receive and act on committee reports and recommendations.
  5. Approve honorary memberships.
  6. Fill elected officer vacancies as specified by the Constitution.
  7. Approve special committees as recommended by the President.
  8. Approve committee chairs.
  9. Adopt a budget.
  10. Adopt a dues structure.
  11. Formulate policy as needed.
  12. Approve additions or changes to the Association Policy Manual.
  13. Convene membership meetings as needed.
  14. Attend regularly scheduled audio conference meetings during the school year and meet face to face twice a year. One meeting shall be held in the fall and the second shall be held in the spring, if possible in conjunction with the AkLA conference. Executive board members shall be reimbursed for transportation to each meeting. A reimbursement up to $100 will be given to Executive Board members to defray lodging, meals, or other costs associated with travel to each meeting.
  15. Authorize expenditures related to duties as described in the association’s policy manual.
  16. Fulfill the duties of the offices as prescribed in the Association Policy Manual. If an Executive Board member is not able to fulfill the duties to the satisfaction of the Executive Board, resignation will be requested by the President, who will declare the position vacant and appoint a replacement.

The PRESIDENT shall:

  1. Carry out all provisions of the Constitution.
  2. Preside at all meetings of the Association and the Executive Board.
  3. Appoint a chair for any special committee with the approval of the Board.
  4. Schedule, plan, lead and provide an agenda for regular audio conference association meetings and activities.
  5. Provide leadership for the growth and development of the school library professional and library media programs in the schools of Alaska.
  6. Establish and maintain communications in cooperation with other state and national professional organizations.
  7. Be a member of all special committees.
  8. Establish and maintain effective working relationships with the President-Elect and the Executive Board to assure the continuity of organization leadership.
  9. Establish and/or implement long-range plans for the Association .
  10. The president shall serve as Association representative at an annual national conference; preferably at the Affiliate Assembly of the American Association of School Librarians at ALA.  If the president cannot attend they shall appoint a designee to serve.  On alternate years the president shall attend the AASL biannual conference as a representative of AKASL. The president shall be reimbursed for transportation, conference fees, and a per-diem of $60 for up to an amount set by the current Eboard.
  11. Serve as the main Association representative of the AkLA Executive Board along with the President Elect.
  12. Appoint an editor/publisher for the Puffin, a Membership Coordinator, Online Communications Coordinator, Chair(s) for the Battle of the Books and Award Committee, Professional Development Grant Coordinator and a representative to the Governor’s Advisory Council on Libraries.
  13. Write a report of AkASL activities to be distributed at the spring membership meeting and to be included in the AkLA Executive Board reports.
  14. Establish and maintain a working relationship with the State School Library Media Coordinator.
  15. Be a liaison between AkASL and other organizations for the planning of joint conferences and present a tentative schedule to the Board prior to conference.  Maintain a conference notebook if necessary.

The PRESIDENT-ELECT shall:

  1. Perform the duties of the President in his/her absence.
  2. Perform such duties as the President may assign.
  3. Serve as Communications person:
    1. ie. Help disseminate political information;
    2. ie. Keep representatives up to date
  4. Attend joint meetings of AkLA along with the AkASL President to learn how the AkLA Executive Council operates, to meet the officers of AkLA, and to advise the AkASL President at his/her request. AkASL will pay for the travel expenses for the President Elect to attend the AkLA fall meeting.
  5. Advise and counsel the President.
  6. Be Chair of the Awards Committee.
  7. Assist the President in promoting continuing education activities which reflect the goals of the Association
  8. Assist the President in determining the educational needs and desires of the membership and assist in actively seeking ways to meet those needs.

The IMMEDIATE PAST PRESIDENT shall:

  1. Serve as parliamentarian at all Association and Executive Board meetings.
  2. Serve as a political advocate for the organization
  3. Perform such duties as the President may assign.
  4. Advise and counsel the President.
  5. Be responsible for maintaining and reviewing the AkASL Policy Manual; changes and additions to be approved by the Executive Board.
  6. Be responsible for updating and revising the Constitution, subject to the approval of the membership.
  7. Supervise balloting for amendments and/or changes to the Constitution in the manner specified in the Constitution.
  8. Along with the President, encourage/recruit potential candidates to run for Executive Board offices and keep a list of possible candidates throughout the year. Provide the Secretary with the names and biographical data of candidates for all elected positions.
  9. Welcome each new and returning Executive Board member including giving or sending each member their part of the policy manual which states what their duties are. Provide Executive Board with a copy of the current Constitution and/or other documents or information necessary for the performance of their duties and responsibilities.
  10. Along with the membership chair, keep the official Executive Board name and address list and see that it gets published correctly on the website, the Puffin, and elsewhere as needed.

The SECRETARY shall:

  1. Record the minutes and/or proceedings of all Association and Executive Board meetings.
  2. Submit an abridged version of the minutes for inclusion in the Association publications such as Puffin and/or the AkASL Web page.
  3. Maintain a permanent file of minutes, proceedings, correspondence and send older records to an archival site.

The TREASURER shall:

  1. Maintain a checking account in the name of the Association and other accounts as necessary –write checks, deposit monies, receive monthly bank statements, balance the checkbook.
  2. Maintain an accurate ledger (checkbook voucher system) of all money received and paid, including original copies of all bills presented, and checks and stubs for bills paid.
  3. Be responsible for receiving and depositing monies collected by AkASL, its committees or workgroups:
    1. work with the AkASL Membership Coordinator, receive membership deposit slips and keep membership books.
    2. record the AkASL/Battle of the Book registrations and purchase orders from school districts and issue invoices as necessary.
    3. send out receipts and welcome notices to newly registered districts via contact person.
    4. send completed registration forms and budget information to AkASL/Battle of the Books Chairperson(s), and keep books of AkASL/Battle of the Books program.
    5. work with AkASL/Awards Chair, receive bills and deposits, and keep books of Awards business.
    6. maintain a current and up to date accounting of all grant funds and provide a report for each meeting of the Executive Board.
  4. Pay all bills within the authorized budget, and as authorized by the President and/or Board chairs.
  5. Secure the authorization of the Executive Board to pay bills not provided for in the budget.
  6. Submit a financial transaction report to the President one week before each board meeting and report on the current financial statement at each Executive Board meeting.
  7. Submit to the Executive Board at the fall face-to-face meeting: a budget worksheet with the previous fiscal year’s actual income and expenditures, the current budget, and a draft budget proposal for the next fiscal year.
  8. Revise the draft budget proposal for the next fiscal year with the advice and recommendations of the Board and submit the finalized version to the Executive Board for approval.
  9. Distribute an annual report of the financial status of the Association for the previous fiscal year to the general membership at the spring conference.
  10. Submit the budget proposal for the next fiscal year to the general membership for approval.
  11. Submit a copy of the budget and financial statement to the AkLA Treasurer after the spring membership meeting.
  12. Send any leftover grant monies, in the form of checks, back to the State of Alaska at the end of each grant year.

THE REGIONAL REPRESENTATIVES shall:

  1. Obtain information from and disseminate association related information to all of the AkASL members in his/her region.
  2. Assist in regional membership drives.
  3. Ask the school librarians within each district to appoint a liaison for contact with the Regional Representative.
  4. Communicate with all of the AkASL members in their region at least once a year by e-mail, fax, or letter.
  5. Solicit ideas for the Puffin before each issue is produced. Write an article for the issue which includes the ideas which have been submitted.
  6. Be assigned tasks and other duties as the Executive Board determines necessary.
  7. Write a report of regional and other activities to be distributed at the spring general membership meeting.
  8. Advise the Board of issues that affect their area’s school libraries.
  9. Attend AkASL Board meetings.
  10. be responsible for the following association jobs:
    1. Region 1 –
    2. Region 2 – Assist in scheduling and manning the Principal and School Board Conferences
    3. Region 3 – Assist in scheduling and manning the Principal and School Board Conferences
    4. Region 4 –

THE MEMBERSHIP COORDINATOR shall:

  1. Promote new and renewed memberships.
  2. Create, provide and distribute membership registration forms as needed.
  3. Maintain database of AkASL members and provide a membership count at Executive Board meetings.
  4. Provide to members a welcome letter.
  5. Coordinate dues payments with AkASL Treasurer.
  6. Provide membership mailing labels and/or lists as needed.

BATTLE OF THE BOOKS CHAIR(S) shall:

  1. Promote and organize the state-wide AkASL Battle of the Books reading program.
  2. Appoint grade level chairs to give input into the lists and to write questions as indicated in the AkASL Battle of the Books Handbook.
  3. Oversee the following duties:
    1. prepare official book lists annually
    2. coordinate collection and distribution of questions
    3. set up the intrastate Battle schedule
    4. locate moderators for state battles
    5. secure and distribute prizes and awards
    6. collect photos and articles from participating sites
    7. write articles for state and national library and educational magazines, etc.
    8. keep all district coordinators informed of Battle of the Books activities
    9. write informative articles about Battle of the Books for each issue of the Puffin
  4. Revise and distribute updated handbooks annually to all registered district coordinators.
  5. Conduct a workshop/meeting during an annual conference.
  6. Conduct an evaluation of the program and make recommendations to the Board for improvement or change for the following year.
  7. Recommend a co-chair/elect who will, with Board approval, assume the chair at some future time.
  8. Maintain a calendar noting all Battle of the Books program responsibilities and deadlines to be passed along to new chair(s).
  9. Propose a budget and authorize expenditures of monies from the committee budget.
  10. Maintain correspondence and mailing records for the Battle of the Books program.
  11. Be responsible for validating that the format and medium for old Battle questions are valid for another year. If not or if it’s questionable, will make arrangements for conversion to a new medium and/or format with board approval.

The AWARDS CHAIR shall:

  1. Be appointed by the President, with the current School Librarian of the Year being given the first opportunity to accept or reject the position. The Awards Chair will serve a one-year term on the Board starting at the end of one conference and lasting to the end of the next year’s conference when a new chair will be named.
  2. Organize and actively publicize the nomination procedures for the following awards:
    1. School Librarian of the Year (SLOY)
    2. Linda K Barrett Service Award
    3. Pat on the Back Award to school administrators
    4. Honorary Memberships
  3. Appoint a committee to determine the Award recipients, members to include the President, Immediate Past-President, and up to 5 previous award winners.
  4. Maintain criteria for determining award winners.
  5. Prepare and deliver awards to recipients at an annual conference.
  6. Publish and distribute a list of all award recipients at an annual conference, to be used by members as local public relations information.
  7. Publicize the names of award recipients in local, state, and national library publications and appropriate local and regional newspapers.

GOVERNOR’S ADVISORY COUNCIL REPRESENTATIVE

The Governor’s Advisory Council Representative is not a representative of the Alaska Association of School Librarians as an organization, but is an AkLA member who represents school libraries. The President of AkASL will submit a nominee’s name to the Governor’s Office. The representative shall serve a three-year term.

This representative shall:

  1. Attend all meetings of the Governor’s Advisory Council.
  2. Attend all AkASL Executive Board meetings.
  3. Report events of significance to the Board and to members via the Puffin.

THE PUFFIN NEWSLETTER

The Puffin newsletter serves as the official publication of pertinent AkASL business, news, and information, as well as to be a news and information source for Alaska’s school librarians.

The PUFFIN EDITOR/PUBLISHER shall:

  1. Attend all Executive Board teleconferences/meetings and solicit write-ups of pertinent association business and information.
  2. Proactively organize the collection of articles and information as well as solicit writing on topics of interest for the Puffin throughout the year, especially at conferences.
  3. Shall publish articles and items of interest online in an ongoing fashion. Publishing a minimum of 4 times per month.

The ONLINE COMMUNICATION COORDINATOR shall:

  1. Update and maintain the AkASL web page.
  2. Work with the AkASL Executive Board and membership to post and provide links to appropriate AkASL business and information on the Internet.
  3. Direct mail received through the website to the correct AkASL Board member.
  4. Serve as a link to the AkLA webmaster.
  5. Attend AkASL Board meetings.

The PROFESSIONAL DEVELOPMENT GRANT COORDINATOR shall:

The Professional Development Grant Coordinator shall be appointed by the President. The PD Grant serves as one of the ongoing projects of the Association.

  1. Attend all Executive Board teleconferences/meetings.
  2. Advertise various conferences and opportunities that are eligible for grants.
  3. Bring forward requests for approval of conferences/opportunities that are not on the approved list.
  4. Report at each Executive Board meeting on the number of grants requested, disbursed and remaining funds.
  5. Maintain a separate account of the:
    1. Names of grantees
    2. Name and date of professional development conference/opportunities attended
    3. Amount reimbursed
    4. Copies of the articles that are then sent on to the Puffin Editor for publishing.
  6. Provide the accounting of funds disbursed and copies of all articles submitted to the President in a timely manner so that grant reports can be written and submitted on time.