Each committee is assigned an Executive Board member liaison. Your liaison should attend your meeting, or be in touch with you if she/he has a conflict.
What your liaison can do for you - Serve as your AALL "ombudsman"
Your Board liaison can:
- Answer questions/advise you on how to get things done, such as when reports are due, how funding works, or who to contact at headquarters for what
- Help you clarify your committee charge and the year’s activities as they relate to the AALL Strategic Directions
- Answer questions/advise you on AALL policy
- Let you know about resources available to help your committee do its work (information, human, monetary)
- Coordinate your work with that of other Committees, SIS’s etc. to help you avoid duplicating efforts or working at cross-purposes, understand how your Committee’s work fits into AALL’s overall activities, or how your Committee’s work supports AALL’s Strategic Directions
- Help you bring issues to the Board by determining what issues need to go to the Board; assisting you in writing the Board agenda item and motion; presenting your item at the Board meeting; and reporting the results back to you
- Review and comment on reports or other projects and help you prepare them.
Communicating with your Liaison - Keep your liaison in the loop!
You can keep your Board liaison informed by:
- Including your liaison in all discussions, electronic or otherwise
- Including your liaison in meetings (in person and conference call)
- Sending copies of correspondence and reports
Your Board liaison is there to help you and to serve as your link between your Committee and the Board.
Routine Expenses: The Association has a pool of funds available for routine committee expenses such as conference calls, postage, and photocopying. If a committee has a specific need for funds other than these, this funding must be approved in advance. Headquarters has a confernce call service committee can use. To set-up a conference call, please contact Kim Rundle (firstname.lastname@example.org).
Funding for special projects which require more substantial expenditure of funds should be requested on the budget form. Headquarters staff will notify chairs when budget requests are due, usually in January. This process provides funds for the following committee year. This usually means that the person who requests the funds will no longer be chair when the funding is received. It is therefore very important for the outgoing chair to communicate with the committee’s Executive Board liaison in developing the budget request, and to notify the incoming chair about any special projects for which funding has been requested.
Emerging Opportunities: If you become aware of a funding need that cannot wait until the next budget cycle, contact the President to see if it would be appropriate for funding from the "President’s Discretionary Fund" or the Executive Board’s "Emerging Opportunities" fund.
Policy: Association funds shall not be used for food and beverages for committees at the Annual Meeting. (AALL Financial Policies VII 1. Committees).
Expenses and Reimbursements
Records and reports: The chair shall maintain records of all committee expenses.
Reimbursement policy: Generally speaking, only postage, photocopying charges, and expenses approved in the committee's budget for special projects will be reimbursed without pre-approval from the Executive Director. Expenses for committee meetings that are not approved in the committee's budget must be pre-approved by the President and Treasurer.
Reimbursement procedures: Reimbursement requests should be submitted with the expense reimbursement form. Reimbursements greater than the approved budget must be approved by the President and Treasurer.
The Association’s website, AALLNET, provide committees the opportunity to post news about their committee projects on the website homepage. Simply go to the news section of AALLNET and follow the link for posting news. This is an excellent forum for transmitting news about the committee's work to the AALL membership.
Action plans: All Committee chairs are expected to submit an action plan outlining the planned activities for the year. The plan should identify, when appropriate, the particular goal of the AALL Strategic Plan that is being addressed by the activity. Consult with your Board liaison as you develop your action plan. Headquarters will notify the chair of the report due date, which is typically in early Februray. All action plans are also posted on AALLNET.
Annual report: An annual report is required from each chairperson. Headquarters will notify the chair of the report due date, which is typically in late June. Reports are published on AALLNET. It is difficult to cover everything that occurred during the past year, but authors may wish to consider including information about one or more of the following, as appropriate: major new initiatives in support of the Strategic Directions, whether or not completed; completion of major initiatives begun in earlier years; outstanding educational programs offered by the committee; sponsorship or support of important legislative efforts; or unresolved issues confronting the committee that will carry over to next year.
In addition to the formal report, the chair should be ready in the early spring to give the incoming President an account of the members of the committee and their performance to the committee. This evaluation will aid the incoming President in appointments for the coming year.
Special reports and requests for Board action: The chair should file any special reports requested by the Executive Board or the President, or that are appropriate as a result of the committee's assignments or routine work. The chair should also prepare and file any requests for Board action that are required to implement or authorize the work of the committee. All such reports and Board agenda items should first be sent to the committee’s Executive Board liaison.
The chair is responsible for transferring appropriate committee files and documents to the Association's archives. The archives can also be a valuable source of information for the chair and the committee. See the AALL Archives Policy.