Officer and Executive Board Descriptions

President

The President has primary responsibility for directing the affairs of the Association over the course of a single fiscal year. The President should be aware of expressed goals and policies set by the Executive Board: needs and interests of the membership; responsibilities to AALL; all rules governing conduct of meetings and Association business.

  1. Presides at and sets agenda for all Association Business Meetings.
  2. Calls, presides at and sets agenda for all Executive Board Meetings.
  3. Distributes tasks among Board members as needed: fully informs Board of current Association activities.
  4. Assignment of Committees
    1. Appoints committee members and chairs.
    2. With consultation of Executive Board, assigns committee tasks, at outset of fiscal year, adhering to general committee descriptions and requirements of Bylaws.
    3. Makes certain that the Committees know their responsibilities and the procedures for making expenditures.
    4. Sees to the publication of a roster of Officers and Committees as early as possible newsletter following the new appointments.
    5. Monitors progress of committees' work and obtains regular committee reports as well as annual report.
    6. Provides for equitable distribution of committees and representation of all library types; encourages maximum participation in committees.
  5. Reviews the spending of Association monies.
  6. Obtains Board approval for major expenditures.
  7. Takes care of correspondence with other chapters and organizations.
  8. Maintains complete, accurate record of all Association business affairs, correspondence, etc. pursuant to AzALL Archival Guidelines.
  9. Knows the Bylaws of the Association so that there is little need for a parliamentarian. Also, learns the rules that are required for business meetings from Robert's Rules of Order.
  10. Writes a President's Message.
  11. Reviews all newsletters from AALL and its chapters.
  12. Informs members and other related organizations of Board Meetings and any other items of interest.
  13. Oversees the revision and updating of the AzALL Handbook as needed.
  14. Serves as the contact for and writes the AzALL annual report to AALL.

Vice President/President Elect

  1. Presides at board meetings and business meetings in the absence of the President.
  2. Assumes the remainder of the term of the President in the event she/he resigns prior to completion of a regular term, or is declared by the Executive Board unable to perform the duties of the office.
  3. Serves as a member of the Executive Board.
  4. Serves as an ex-officio, non-voting member of the Nominations and Awards Committee.
  5. In conjunction with the past President and the Chair of the Programs & Continuing Education Committee oversees planning and arrangements for the annual meeting. Throughout the year coordinates the work of the Programs/Arrangements and Continuing Education Committee. Coordinates with the Chairpersons of the Committees involved in special programs, institutes, projects, etc.
  6. Handles any further projects or duties assigned by the President or the Board.

Secretary

  1. Records the minutes of all Executive Board and Business Meetings and arranges for the recording of the meeting in his/her absence.
  2. Notes the votes taken on proposals and also any discussion of items on the agenda.
  3. Sends one copy of the complete and full minutes of Executive Board Meetings to all members of the Executive Board and Newsletter editor after each meeting. This copy, with corrections, is placed into the official minutes book. Sends one copy of the complete and full minutes of all Business Meetings to the President, Vice President and Newsletter Editor.
  4. Receives the names of write-in candidates along with biographical information. Sends written notice to the Executive Board and the Chairperson of the Nominating Committee of the write-in candidates.
  5. Serves as a Committee Liaison.
  6. Handles other correspondence as directed by the President or Executive Board.
  7. Is custodian of the official text of the Constitution and Bylaws, maintains this text updating it with actions of the AzALL membership meetings, noting accurately the sequence of actions.

Treasurer

  1. The Treasurer is responsible for maintaining an accurate and current record of all the financial transactions of the Association.
  2. The Treasurer shall collect all monies for the Association, issuing receipts for same, depositing the monies in special association accounts.
  3. The Treasurer shall disburse monies as authorized by the Executive Board and shall keep receipts and/or document checks issued.
  4. The Treasurer balances account statements, maintains a record of expenditures, including receipts, invoices, etc. in the ledger.
  5. The Treasurer shall prepare a formal written report for presentation at the annual meeting. Copies will be given to the executive board prior to that presentation. The report will cover the transactions of the previous financial year. The Treasurer may give an oral report at monthly meetings.
  6. Periodically, older financial records will be transferred to the Association archives.
  7. The Treasurer reviews the duties of office with the incoming Treasurer and arranges for transfer of authorized signatures on Association's account.
  8. The Treasurer is a member of the Executive Board and membership Committee.

Treasurer's Timeline:

April

May

May–June–July

July–August–September

April

May

Archivist

The Archivist is the keeper of the minutes of the Executive Board and of the regular business meetings, correspondence, reports, accounts, copies of the past issues of AzALL News, and AzALL Announces, and of any other AzALL publication and, in general, of all the records of the activities of the association.

Duties:

  1. Appoints members to assist with archival duties.
  2. Using AzALL retention guidelines, disposes of unnecessary materials and organizes materials to be retained.
  3. Maintains an index or other organizational system for easy access to the archives.
  4. Revises retention guidelines, access systems, policies, etc., as necessary.
  5. With the approval of the Executive Board, establishes policies for the retrieval, loans and copies of materials.
  6. Submits an annual report to the Association.

Executive Board

Purpose

The Executive Board shall be the governing body of the Association and shall serve as the coordinating and responsible body, as well as liaison with the American Association of Law Libraries.

Composition

The Executive Board shall consist of the President, Vice President/President Elect, Secretary, Treasurer, immediate past President, and two elected members.

Duties

The Executive Board shall:

  1. Take office during the annual business meeting (usually in May);
  2. Generally meet before and after each annual meeting of the Association and whenever deemed necessary by the President or other Executive Board member, with about six meetings to be held during a fiscal year;
  3. Set the dates of Board and Business meetings for the upcoming year;
  4. Make Committee assignments and discuss charges and responsibilities of the Committees;
  5. Assign Board members to liaison positions on the Committees; establish or continue special Committees as needed, prepare a written charge for each of them and revise their responsibilities and composition if necessary;
  6. Approve the annual budget;
  7. Receive, consider and act upon recommendations from officers, Committee Chairpersons, and members;
  8. Propose agenda items that may consist of special projects and, after approval of the membership carry them out accordingly;
  9. Approve the types, number and amount of grants and awards to be given each year;
  10. Determine, if necessary, that the President is unable to perform his/her duties and direct the Vice President to serve as presiding officer;
  11. Appoint a member (individual or retired) to perform the duties of other offices should a vacancy arise, until the Nominating Committee selects a replacement according to Art. III, Sec. 3 of the Bylaws;
  12. Set the amount for dues for the various membership categories with the approval of the membership;
  13. Set the long-term goals and strategies of the Association;
  14. Establish, evaluate, and revise, when needed, the policies and procedures of the Association;
  15. Review the activities of each Committee at the last Board meeting of the year, in order to make recommendations for the following year;
  16. In general, the Executive Board shall be responsible for the business and actions of the Association.