Law Librarians Association of Wisconsin

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Committee Procedures

Archives

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. May appoint additional chapter members to serve on an Archives Committee jointly with the incoming president. Notifies committee members of their appointment.
  4. Submits an annual report of committee activities for the calendar year in which she/he was chair to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Becomes familiar with materials and files already existing in the chapter archives.
  7. Includes in the archives: documents and correspondence reflecting the development of the chapter; chapter publications; all versions of the chapter constitution, articles of incorporation and bylaws including revisions and amendments; chapter, executive board and board of directors meeting minutes; a complete backfile of the chapter newsletter; chapter annual reports and biographies; membership directories; and treasurers' records. Where possible, records will be kept in digital format.
  8. Keeps aware of any discussions or recommendations taking place at the association level regarding archival material.
  9. Participates in any association attempt to survey chapter archives content, etc.
  10. Actively seeks out materials for the archives from chapter members. This includes being aware of current chapter activities and ensuring that proper documentation is received.
  11. Contacts all board members and committee chairs at the end of each year regarding appropriate transfer of records to the archives.
  12. Assumes responsibility for the proper housing and storage of the files.
  13. In consultation with the president, develops retention policies for the chapter's archival material and regularly reviews the files for the scheduled removal of material. These policies should be developed covering items of both short and long term interest.
  14. Makes archival material available to chapter members on request or to other interested persons as approved by the president. Availability may consist of either arranging for review of the files in person by the requesting individual or by furnishing copies to the requesting individual as appropriate.
  15. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  16. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2013

Government Relations

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Monitors executive, administrative and legislative action bearing on libraries.
  7. Acts as an information clearinghouse on state and local matters pertaining to libraries, e.g. FOIA, Privacy.
  8. Forwards pertinent information to the AALL Government Relations Committee.
  9. Reports to the LLAW membership through the LLAW Newsletter on governmental matters pertaining to libraries.
  10. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  11. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Grants

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Solicits grant applications from the active membership via the newsletter or other promotional techniques.
  7. Schedules committee meetings as necessary to evaluate grant applications, selects recipients in accordance with grant guidelines, and deals with ad hoc projects such as redrafting the grant application form or setting guidelines for decision making.
  8. Informs applicants in writing of the committee's decision.
  9. Gives the names of grant recipients to the LLAW treasurer for issuance of checks.
  10. Announces grant recipients at LLAW meetings.
  11. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  12. Evaluates the Grant Program at the end of the fiscal year (May 31), reports to the board of directors on its effectiveness and makes recommendations to the board on continued or additional funding.
  13. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Membership

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Upon assuming office immediately becomes familiar with all types of membership as outlined by the association.
  7. Maintains a membership file and supplies membership information to chapter members as requested.
  8. Processes all new membership applications. Checks and records the amount and classification of membership upon receipt of the completed membership form, accompanied by a check or PayPal payment. Submits check to the treasurer. Emails member name, member type, member email address, and photo permission to newsletter committee member.
  9. Actively initiates ideas and participates in all plans to encourage membership.
  10. Prepares membership renewal form to be posted to the LLAW website and the LLAW listserv in May.
  11. Emails follow-up notices to non-renewing members starting in September to encourage continuing membership.
  12. Assures that non-renewals are dropped from the mailing list on September 1.
  13. Maintains complete listing of all chapter members U.S. postal and email addresses.  Maintains the LLAW listserv.
  14. Answers requests for information on membership.
  15. Collects names and addresses of prospective members and ensures that these people are provided with chapter brochures and membership application forms and correct instructions for sending in the forms and dues.
  16. Welcomes new members by email.  Include directory login and password, date of next business meeting, and links to website copyright statement and listserv policy.
  17. Notifies committee chairs if new or renewing members are interested in LLAW committees.
  18. Notifies newsletter committee of photo permissions for new and renewing members.
  19. Prepares annual membership directory in PDF form.  Forward to web committee for posting on website.  Post login and password to the listserv.  Update directory as needed and forward to web committee for posting on the website.
  20. Submits requests for funds in writing, with applicable receipts, to the treasurer.  Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense.  Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  21. Maintains all membership forms and records as necessary during the year and turns this material over at the end of the year to the incoming chair.

Revised: May 2012

Newsletter

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Serves as editor of the LLAW Newsletter.
  7. Is responsible for publishing the quarterly LLAW Newsletter which chronicles the chapter's events and provides timely information of assistance to the chapter.
  8. Regularly includes in the newsletter: letter from the president; treasurer's report; list of committee members and chairs; minutes of quarterly and board of directors meetings; membership news; amendments to the constitution and bylaws; call for committee volunteers (February.); AALL Annual Meeting reports (August); year-end committee reports (May); notice of meetings and seminars; announcements, articles and items of interest to the chapter.
  9. Makes recommendations to the board of directors regarding the newsletter.
  10. Serves as chapter liaison to the AALL Council of Newsletter Editors (CONE).
  11. Sets the publishing schedule for the year and sets deadlines for submission of material for each issue.
  12. Solicits and collects materials for the newsletter on a regular basis and may establish columns and appoint columnists.
  13. Maintains all correspondence with publishers interested in having their titles reviewed in the newsletter. Solicits reviewers and facilitates delivery of titles to reviewers. Sends 1-2 copies of the newsletter to each publisher of titles reviewed in the newsletter.
  14. Works with committee members and assigns tasks for collating, editing, proofreading and layout of all items submitted for publication
  15. Distributes newsletter via email to LLAW members and other subscribers, to the CONE listserv, and to the AALL Director of Publications.
  16. Submits a paper copy of each published newsletter to the chapter archivist.
  17. Maintains the mailing list of members paid and complimentary subscriptions that wish to receive a print copy of the newsletter.
  18. Receives and reads newsletters from other chapters to keep abreast of new developments. Requests permission to reprint especially pertinent information. Gleans ideas on newsletter format and possibilities for future columns, etc.
  19. Decides which associations and institutions should receive complimentary subscriptions, such as area bar associations and library schools.
  20. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  21. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming editor or the chapter archives as appropriate.

Revised: May 2012

Nominating

  1. Must be an active member of the chapter.
  2. The immediate past president shall chair the Nominating Committee.
  3. Attends all chapter membership and board of directors meetings.
  4. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  5. Submits an annual report of committee activities for the calendar year in which he/she was chair to the president and the newsletter editor by May 31.
  6. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  7. Assures that the committee consists of three members and that no member is an officer of the organization or a candidate for office.
  8. Becomes familiar with chapter members seeking out those with an interest and ability to serve the chapter. Active members are sought who have qualifications for specific offices and who will have the support of their employers and/or the time to devote to the office.
  9. Attempts to nominate candidates with a regard to equitable geographical balance and balance by type of library. Seeks a vice president/president elect from a different metro area than the current vice president/president elect.
  10. Assures that a slate of candidates, at least one for each office, is presented to the membership no later than March 1.
  11. Requests and retains written acceptance from each candidate placed on the slate.
  12. Assures that ballots are mailed to all paid active members by April 1.
  13. Assures that only ballots received by April 30 are counted.
  14. Sends letters to new officers confirming the election results.
  15. Announces new officers after April 30th to the membership.
  16. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issue a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  17. Maintains records as necessary and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Placement

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president.  Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required.  Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31
  5. Is prepared to report orally on committee activities as called upon at any membership meeting.  If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Provides listings of available law library positions in Wisconsin for placement on the LLAW website, with a recommendation for when the listing should be removed from the website.
  7. Works to bring prospective law library employees and employers together.
  8. Scans local newspapers, professional literature and web resources for advertisements and keeps ears open among colleagues for open positions.
  9. Carefully refrains from making any commitment or statement of any kind regarding the capability of any particular applicant or the suitability of any particular employer.
  10. Represents the chapter in discussions and education programs in the library and information science fields, particularly those dealing with law collections and law librarians.
  11. Submits requests for funds in writing, with applicable receipts, to the treasurer.  Where no invoice or receipt exists, issue a memo to the treasurer explaining the incurred expense.  Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  12. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Program

  1. Must be active members of the chapter.
  2. Consist of the vice president/president elect and a co-chair from the other major city of chapter meetings (Madison or Milwaukee).
  3. Attend all chapter membership and board of directors meetings.
  4. Appoint committee members for their terms as chairs jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  5. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31.
  6. Are prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, are responsible for arranging in advance for a representative to present the report.
  7. Solicit program ideas from chapter members and attempt to arrange for programs of greatest interest to the current membership.
  8. Are responsible for planning four programs.
  9. Attempt to alternate programs on substantive legal subjects with those on various aspects of law librarianship.
  10. Become familiar with possible speakers and programs available to the chapter. Try to find speakers through personal contacts. Get opinions on the individual's performance as a speaker and have suggested topics in mind before phoning.
  11. Vary the day of the week on which programs are held.
  12. Inform speakers that their dinners will be complimentary and that they are invited to bring a guest.
  13. Ask the speaker's permission to audiotape the program.
  14. Prepare an introduction for the speaker, or delegate this responsibility to a chapter member who knows the speaker, if possible. The speaker's resume will be helpful.
  15. Ask for podiums and mikes when reserving rooms.
  16. When making menu selections, try to offer a variety of entrees: chicken, fish, red meat, or vegetarian/low-fat.
  17. Carefully read the contract when it is received in the mail. Immediately correct any misunderstandings or omissions.
  18. In the program announcement, be sure to add a 15% gratuity and local sales tax to the cost of the food.
  19. Send two copies of the program announcement to the Archives Committee chair, so that one clean copy can go into the chapter archives.
  20. Provide name tags at meetings and indicate menu choices on the name tags.
  21. Maintain a list of members who attend each meeting.
  22. Remind the treasurer to bring the checkbook to the meeting to pay the bill.
  23. Consider whether the business meeting should precede or follow the speaker. This may depend on the expected length of the business meeting and on the speaker's interest in the chapter and its activities.
  24. Pay the bill after the meeting and program. Carefully compare the bill to your own figures. If there are any questions, don't pay the bill until they are resolved.
  25. Always send a formal thank you letter to the speaker the following day.
  26. Submit requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issue a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  27. Maintain records as necessary during the year and turn this material over at the end of the year to the incoming co-chairs or the chapter archives as appropriate.

Revised: May 2012

Public Access to Legal Information

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which they are chairs to the president and the newsletter editor by May 31
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Seeks to improve access to legal information and to promote legal information services to the public through a variety of short and long-term activities.
  7. Stimulates public interest through encouraging the use of law library services and making legal information more accessible.
  8. Seeks opportunities for participation in programs on legal research at meetings of non-law librarians and non-librarians.
  9. Initiates the preparation of guides to legal research for non-law librarians and the public.
  10. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  11. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Public Relations

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submits an annual report of committee activities for the calendar year in which he/she was chair to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Publicizes LLAW meetings and programs via various communication media with the purpose of increasing our membership and creating a positive awareness of our profession. Maintains a current list of media contacts.
  7. Becomes familiar with area communication media and forwards information as appropriate. This may include announcements of forthcoming meetings, summaries of previous meetings and announcements of election results.
  8. Forwards appropriate press releases to professional publications on a national, regional and local level.
  9. Develops and ensures good liaison relationships with related professional groups and institutions.
  10. Maintains a current descriptive brochure for LLAW.
  11. Prepares and distributes information to appropriate area associations, groups, etc. promoting the services and activities of the chapter.
  12. Arranges for public relations booth in the exhibit area at AALL Annual Meeting and, if necessary, at any other conference, meeting, or event where LLAW wishes to promote the organization.
  13. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issue a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  14. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Social Media

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. As deemed necessary, appoints committee members for his/her term as Chair, jointly with the incoming President.
  4. Submits an annual report of committee activities for the calendar year in which he/she was chair to the president and the newsletter editor by May 31.
  5. Updates the social media sites (LinkedIn, Facebook and Google+) with internal information: links to the LLAW Briefs newsletter, program announcements, job postings, LLAW event photos, membership renewal reminders, notification of publications by members.
  6. Updates the social media sites with external information: library-related news, hot topic discussions, links to research tips, etc.
  7. Manages new connections/”likes” to LLAW pages.
  8. Continually stays abreast of social media management tools and skills.
  9. Is prepared to report orally on new social media activity (new “Likes”/connections) as called upon at membership meetings. If unable to attend, is responsible for arranging a representative to present a report.
  10. Maintains records as necessary during the year to be turned over to the incoming chair at the end of the year or chapter Archives Chair, as appropriate.
  11. Ensures the LLAW social media policy is followed.

Revised: May 2013

Website

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submit an annual report of committee activities for the calendar year in which he/she was chair to the president and the newsletter editor by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. Upon assuming office becomes familiar with content and layout of LLAW web site, and learns software used to update web site.
  7. Updates and maintains LLAW web site per instructions of other committee chairs and officers.
  8. Regularly monitors LLAW web site for outdated or dead links/content.
  9. Submits requests for funds in writing, with applicable receipts, to the treasurer. Where no invoice or receipt exists, issues a memo to the treasurer explaining the incurred expense. Unusual expenses will be taken by the treasurer to the president or board of directors for approval.
  10. Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.

Revised: May 2012

Special Committee on Bylaws

  1. Must be an active member of the chapter.
  2. Attends all chapter membership and board of directors meetings.
  3. Appoints committee members for his/her term as chair jointly with the incoming president. Due attention should be paid to the number of members needed for effective operation, geographical distribution, distribution by type of library, and level of skill and experience required. Notifies committee members of their appointment.
  4. Submits an annual report for the calendar year in which he/she was the chair to the president by May 31.
  5. Is prepared to report orally on committee activities as called upon at any membership meeting. If unable to attend, is responsible for arranging in advance for a representative to present the report.
  6. As a special committee, the By-Laws Committee may be formed at the request of the president, typically every fifth year (years ending in 0 and 5).
  7. Is responsible for reviewing chapter by-laws. Amendments to any or all by-laws must be approved by a two-thirds majority of votes cast by active chapter members.
  8. At the request of the president, may also be responsible for a review of the chapter procedures manual. Amendments to the procedures manual must be approved by a majority vote of the board of directors. A member vote is not required.
  9. Solicits suggestions for revision from board of directors and chapter membership and drafts proposed language for all affected by-laws and/or procedures manual sections.
  10. Presents amendments to board of directors for approval. Upon approval, sends proposed by-laws amendments to the AALL By-Laws Committee for review. Revises language if required by AALL and seeks re-approval by board of directors.
  11. Upon final board approval, submits proposed by-laws amendment language to secretary, web and newsletter committee chairs so that notice of proposed amendment is made to chapter members. Such notice must be made at least forty-five days before the membership meeting at which the amendments are to be considered.
  12. Presents by-laws amendments at a membership meeting. Within fifteen days of membership meeting, provides ballots to all active members in good standing and to archives committee chair. All amendments should be presented separately on ballot.
  13. Counts ballots and announces results to membership. Submits final amended language to secretary, web, newsletter, and archives committee chairs. Also submits to AALL By-laws Committee for their records.

Created: March 2005