1. Planning Timeline for Chapter Presidents and VPs
   
2. Chapter Annual Report for LLJ
   
3. AALL Policies
   
   1. AALL Financial Policies Regarding Chapters
      
   2. Use of Publications and Mailing Lists
      
   3. AALL Conduct of Election Policy
      
4. AALL Archives (includes user application form)
   
5. AALL Travel Agent
   
   
   
   

Planning Timeline for Chapter Presidents & VPs

All dates are approximate and subject to change. Some deadlines have undoubtedly been overlooked.

Compiled by Brent Bernau,
1999-2000 Chair,
Council of Chapter Presidents



July:

• July 15: Chapter Biographies due to HQ.
  
• Payment for Chapter Liability Insurance is due.
  
• Attend and participate in all Chapter Leadership Training activities.
  
• Participate in Chapter Leadership Roundtables scheduled throughout the Annual Meeting.
  
• Reminder: AALL Board meetings are open to AALL members. The Board typically meets the Thursday and Friday before and the Thursday after the Annual Meeting. This is a good opportunity for you to attend, since the fall and spring meetings are held in Chicago.
  
• Familiarize yourself with the items on AALLNET pertaining to chapters.
  
• Verify that the AALLNET Membership Directory accurately lists your current contact information. If you change jobs, your office moves or your server changes your e-mail address any time during the following year, make sure to update your Individual Profile on AALLNET and inform the Council Chair.
  
  
  

August:

• Deadline for Chapter Visit Request Forms.
  
• Verify that AALLNET accurately lists the current information in your chapter profile. Work with the Council Chair to correct any errors. Presidents, make sure you are correctly listed in the Roster of the Council of Chapter Presidents and that the name of your Past President is not there. Contact the Council Chair with any problems.
  
  
  

September:

• ALLUNY incoming President: Give the name and e-mail address of your incoming VP to the Council Chair as soon as you know it. Review your chapter profile on AALLNET and work with Council Chair to ensure that the update goes to the correct person and is accurately input by them.
  
• Agenda items for the fall AALL Board meeting are due approximately two months before the meeting. If you'd like any issue raised pertaining to chapters, contact the Council Chair early in the month.
  
  
  

October:

• MAALL, ORALL and WestPac incoming Presidents: Give the name and e-mail address of your incoming VPs to the Council Chair as soon as you know it. Review your chapter profile on AALLNET and work with Council Chair to ensure that the update goes to the correct person and is accurately input by them.
  
• AALL Annual Meeting Scheduling Form sent to you. It's due back at HQ by November 1. You'll need to specify the room set-ups and AV requirements for any function you wish to schedule on behalf of your chapter, e.g., a reception. If your chapter isn't planning to sponsor any activities, simply check the box by "We WILL NOT be holding a function at the Annual Meeting," and return the form by the deadline.
  
• AALL Annual Meeting Food & Beverage forms sent to you. If your chapter is planning a reception or any other function which involves food and beverages, this is the form you'll use. It needs to be returned to HQ by May 15.
  
  
  

November:

• November 1: AALL Annual Meeting Schedule Forms are due. Please respond even if your chapter isn't planning an activity.
  
  
  

December:

• Ensure that funding exists for your chapter to send (a) delegate(s) in conjunction with the Chapter VIP Program. Refer to the VIP Program Handbook on AALLNET for sample expenses.
  
  
  

January:

• Nominations for the next Council Chair are sought between January 15 & February 15, per the Council bylaws.
  
• January 15: Mailing (by HQ) regarding the ten Annual Meeting Registration Awards. Each year, 10 chapters receive one free full Annual Meeting registration. These are due back at HQ in April.
  
• Identify possible VIP delegates for your chapter. Read the VIP Program Handbook on AALLNET.
  
• Agenda items for the Spring AALL Board meeting are due approximately two months before the meeting. If you'd like any issue raised pertaining to chapters, contact the Council Chair early in the month.
  
  
  

February:

• Extend invitations to possible VIP delegates (earlier, if possible).
  
• Annual Meeting Activity Area Reservation and Store Product Sales Registration forms are sent to chapter presidents. If you wish to have a chapter display, use the Activity Area Reservation form. If your chapter wants to sell something in the AALL Store, use the other form. If your chapter does not plan to do either or both, be sure to mark that box on the form and return it by the deadline.
  
• Information should be sent to chapter presidents regarding the Chapter VIP Program.
  
  
  

March:

• Annual Meeting's Preliminary Program mailed by HQ.
  
• SWALL and SEAALL presidents: Give the name and e-mail address of your incoming VPs to the Council Chair as soon as you know it. Review your chapter profile on AALLNET and work with Council Chair to ensure that the update goes to the correct person and is accurately input by them.
  
• Election of the next Chair of the Council of Chapter Presidents. Ballots should be mailed no later than March 15. One vote per chapter.
  Confirm acceptance with your VIP delegate(s).
  
  
  

April:

• VALL and WPLLA presidents: Give the name and e-mail address of your incoming VPs to the Council Chair as soon as you know it. Review your chapter profile on AALLNET and work with Council Chair to ensure that the update goes to the correct person and is accurately input by them.
  
• By the end of April or early May, either the chapter presidents or the vice presidents will receive information describing the Chapter Leadership Roundtables, along with a registration form. In the past, topics have included treasurer training, meeting management, membership recruitment, website/listserv management, public relations, professional development and chapter government relations. The Roundtables are scheduled for various days and times during the Annual Meeting. Chapters are encouraged to send at least one person to each Roundtable. Registration forms should be due back to the Council Chair by early to mid June.
  
• By the end of April or early May, either the chapter presidents or the vice presidents will receive information describing the Chapter Leadership Training which is typically scheduled on the Saturday immediately preceding the Opening Reception. In addition to the Leadership Training, a joint luncheon with SIS Chairs and Chairs-Elect and the Council's Annual Business Meeting are held. All individuals who are chapter president or vice presidents at the time of the Annual Meeting are expected to attend. If neither can attend, please name an alternate, preferably someone in a leadership position for your chapter such as another Board member or a committee chair. Registration for these activities are usually due back to the Council Chair by the end of May.
  
• Deadline for chapters to respond regarding Chapter Registration Awards.
  
• Register your VIP(s) for the Annual Meeting.
  
• Deadline for HQ receipt of the Annual Meeting Activity Area Reservation and Store Product Sales Registration forms. Be sure to respond, even if your isn't participating.
  
  
  

May:

• Incoming presidents of all chapters holding elections, May-July: Give the name and e-mail address of your incoming VPs to the Council Chair as soon as you know it. Review your chapter profile on AALLNET and work with Council Chair to ensure that the update goes to the correct person at HQ and it is accurately input by them.
  
• Chapter Presidents should receive information regarding chapter liability insurance offered through AALL. If your chapter wants to renew or acquire coverage, you'll need to complete the form and cut a check by early July.
  
• May 15: Completed Food & Beverage Order Forms are due at HQ. Final Count not yet due.
  
• End of May: Registration forms for Chapter Leadership Training & Luncheon are due to the Council Chair.
  
• Chapter Presidents are notified of the need to complete a Chapter Biography. The form is available at: http://www.aallnet.org/chapter/bio_form.asp
  
• Chapter Annual Report forms (for publication in LLJ) are mailed to chapter presidents by HQ.
  
• Chapter Visit request forms are mailed to chapter vice presidents by HQ. Acquaint yourself with Chapter Visit Procedures on AALLNET.
  
• Schedule escorts for your VIP(s) at the Annual Meeting. Make your VIP aware of events and activities, there.
  
• Agenda items for the July AALL Board meeting are due approximately two months before the meeting. If you'd like any issue raised pertaining to chapters, contact the Council Chair early in the month.
  
  
  

June:

• June 1: Final counts for food & beverage orders are due at HQ. The figure you report will be what you're charged for.
  
• Chapters are notified of availability of Chapter Liability Insurance: Time to renew or purchase.
  
• Registration forms for Leadership Roundtables due to Chair.
  
• Deadline for return of Chapter Biographies and Chapter Annual Reports.
  
  
  
  

Chapter Annual Report for Law Library Journal

The Chapter Annual Reports consist of brief summaries of each chapter's activities for the past year. These reports are typically published in the Fall issue of the Law Library Journal. There is no form for this report. However, you may wish to review reports from prior years to get a sense of the content. For example, all reports submitted for 1998-99 can be found at 91 Law Library Journal 787-815 (1999). The report needs to be sent on or before June 30 as an e-mail attachment to the Editor of the Law Library Journal, with a copy going to the Executive Director?s Executive Assistant.

Typically, this report should be written by the outgoing chapter president, because it makes sense for them to summarize the activities which took place under their leadership. Of course, chapter presidents are free to delegate this task to whomever they wish. Current chapter presidents should coordinate with their outgoing president to ensure their chapter's report is submitted in a timely manner.



AALL Policies

1. AALL Financial Policies Related to Chapters
   Financial Long Range Plan 1996-1998
   
   Financial Policies, Section VIII. Entities
   
   
   1. Local Chapters of the Association are separately constituted and are not included in the financial statements. Their decisions and actions are not binding on the Association.
      
      
2. Use of Publications and Mailing Lists
   
   On July 5, 1986 the Executive Board adopted the following policy:
   
   The use of all association publications, including those published by the Special Interest Sections, for the promotion of candidates for election to the Executive Board, either by reference in an article or by means of paid advertising, is prohibited. Neither shall the membership list of the Association or that Special Interest Sections be sold or given to an individual or group or used by them for the promotion of candidates for election to the Executive Board.
   
   
3. AALL Conduct of Election Policy
   
   See: http://www.aallnet.org/about/policy_conduct_of_election.asp
   
   
   

AALL Archives

• AALL Archives Policy, see: http://www.aallnet.org/about/policy_archives.asp
  
  
• AALL Archives Lending and Policy Contacts, see: http://www.aallnet.org/about/archives_contact.asp
  
  
• AALL Archives User Application Form (available in RTF format)