Council of Chapter Presidents

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Council of Chapter Presidents: Why It Exists

AALL's chapters vary widely in many areas: number of members, geographical boundaries, source of membership (i.e. law firm, court or academic libraries, professional or non-professional positions), style of fiscal management, size of treasury, election year, frequency of meetings, and program content. The common missions of advancing the profession of law librarianship and providing educational programs remain as the unifying factors among the chapters.

The recognition that the chapters and the national organization have common goals and needs led to the desire for greater coordination of functions and better communication among and between the various associations. The growth in membership of both AALL and the chapters, combined with the increase in the number of chapters, made the establishment of an institutional relationship between the entities desirable. The Council of Chapter Presidents works to fill this need.

Every Chapter President is automatically a member of the Council during the term of their presidency, and the Council's Chair is elected annually from that year's outgoing Presidents. This gathering of chapter leadership provides a natural conduit for information flowing both to and from the chapters.

Bylaws of the Council of Chapter Presidents (Revised 7/2014)
American Association of Law Libraries

Article I. Name

The name of this body shall be the Council of Chapter Presidents of the American Association of Law Libraries (AALL).

Article II. Object

The Council is established to improve communication among the chapters of the American Association of Law Libraries, thereby facilitating a sharing of ideas on matters of concern to all, and to provide a mechanism for the expression of chapter concerns and opinions to the national leadership of AALL.

Article III. Membership

  1. All incumbent presidents of chapters of AALL are automatically members of the Council. Immediate past presidents, presidents-elect, or other designated chapter representatives may also attend Council meetings and participate in debate.
  2. Rights and Privileges. The president of each chapter shall have one vote. The chapter president may designate another individual from the chapter to cast the vote.
  3. Responsibilities. Each member is responsible for communicating with fellow chapter presidents both by contributing ideas, opinions, and information about chapter activities to the Council newsletter and by responding to requests for information or opinions from other Council members, the Council Chair, or the national leadership of AALL.

Article IV. Meetings

  1. The Council shall meet at the annual meeting of AALL.
  2. Each member shall be notified of the annual meeting either by letter or by announcement at least 30 days in advance.
  3. The quorum for conducting business shall be one-half of the members or their designated representatives present at a duly announced meeting.
  4. The AIP Standard Code of Parliamentary Procedure, in the latest edition, shall govern deliberations of the Council, when not in conflict with the bylaws.

Article V. Officer

  1. There is only one officer, the Chair of the Council. The Chair shall be elected annually and serve a term of one year. The Chair shall be chosen from among the immediate past chapter presidents or incumbent presidents due to retire from office by October 31 following the annual meeting.
  2. The Chair shall be elected prior to the annual meeting by electronic ballot conducted by the outgoing Chair. Nominations will be solicited by the outgoing Chair between January 15 and February 15 each year. Ballots shall be sent to Council members by March 15.
  3. The responsibilities of the Chair shall include, but are not limited to, maintaining channels of communication among the chapters and the national leadership, organizing and chairing the annual Council meeting one year following election, fulfilling the necessary administrative requirements and such other duties as the Council may direct.

Article VI. Committees

  1. The Chair may appoint such special committees as are needed to carry out the functions of the Council.
  2. Both incumbent chapter presidents, outgoing presidents leaving the Council and presidents-elect may be asked to serve on committees.

Article VII. Amendment of Bylaws

Proposed amendments to the Bylaws may be submitted by any member to the Chair, who shall send notice of them to the members at least 30 days prior to the annual Council meeting. Such bylaws may be adopted, appealed or suspended by a two-thirds vote of those present and voting at the annual meeting. Any amendment shall take effect after it has been approved by the AALL Bylaws & Resolutions Committee.

Article VIII. Antidiscrimination

Membership on the Council, as with membership in the American Association of Law Libraries, shall not be denied or abridged to any individual on account of race, color, religion, gender, age, national origin, disability, sexual orientation, or gender identity.

Role of the Chair

As defined in the Bylaws, the responsibilities of the Chair shall include, but are not limited to, maintaining channels of communication among the chapters and the national leadership, organizing and chairing the annual Council meeting one year following election, fulfilling the necessary administrative requirements, and such other duties as the Council may direct.

The following list of duties was approved by the Council during the 1997 Annual Meeting and updated with Council approval at the 2000 Annual Meeting. It includes those duties added as a result of the 1988-89 AALL Special Committee on Organizational Structure.

I. Maintaining channels of communication among the chapters and between the chapters and AALL.

  1. Attend AALL Executive Board meetings in a non-voting capacity to represent the Council's interests. Prepare a report for each meeting, and submit agenda items as necessary.
  2. Correspond regularly with all Chapter Presidents to inform them of association matters affecting their chapters and to solicit their opinions or cooperation in carrying out association policy and programs.
  3. Function as a hotline for chapters to obtain information from AALL Headquarters or other sources, as needed. Keep the AALL Executive Board and Headquarters personnel aware of significant chapter events or anniversaries.
  4. Act as content provider for AALLNET, the monthly electronic Chapter Chats, and the Council of Chapter Presidents community.
  5. Act as administrator for the Council of Chapter Presidents community. Subscribe and unsubscribe participants, as needed.
  6. Act as a clearinghouse for the sharing of successes, challenges, and best practices.

II. Organizing and leading Council activities at the Annual Meeting

  1. Ensure the taking of minutes at the Council's Annual Business Meeting following their election.
  2. Organize, prepare the agenda for, and preside over the Business Meeting scheduled during the Annual Meeting one year following election.

III. Fulfilling the necessary requirements.

  1. Submit any required budgets and/or expenditure reports to AALL.
  2. Conduct the nominating process and election for successor, as defined in the Bylaws.
  3. Submit the annual report to AALL.
  4. Share with successor any records and information related to the year's activities. After reviewing these records, the new Chair forwards them to the AALL archives, retaining any documents which are still active.
  5. Appoint Council members, immediate Past Presidents or the immediate past Council Chair, either in an individual capacity or as a committee, to assist the Chair with any of the responsibilities of this position.

Planning Timeline for the Chair of the Council of Chapter Presidents

All dates are approximate and subject to change.

July:

  • Incoming and outgoing Chapter Council Chairs attend and participate in Leadership Training activities at the Annual Meeting.
  • Incoming Chapter Council Chair takes minutes at Council's Annual Business Meeting. Outgoing Chapter Council Chair leads the meeting.
  • Incoming Chapter Council Chair sends Business Meeting minutes to the Council of Chapter Presidents community. Save the minutes for review and approval at the following year's Chapter Council Business Meeting.
  • Following the Annual Meeting, confirm that all current Presidents, Vice Presidents and Past Presidents are subscribed to Council of Chapter Presidents community and remind the Chapter Presidents to send their current Chapter Rosters to the Executive Assistant to the Executive Director for posting on AALLNET.
  • Contact AALL's Director of Information Technology for training on working with the Council of Chapter Presidents community.
  • Familiarize yourself with the section on AALLNET pertaining to Chapters.
  • Read the Council Bylaws and Duties of the Chair.
  • Tabulate evaluations of Chapter Leadership Training. Share results with the immediate past Council Chair, Board Liaison, AALL President and the appropriate Headquarters Staff. You may want to include some of the findings in your Chapter Council Chapter Chair report at the fall Executive Board meeting.
  • Chapter Annual Reports are due; remind Chapters to submit them both in a Council Chat and through the Council of Chapter Presidents community.
  • Incoming and outgoing Chapter Council Chairs both attend the July AALL Executive Board Meeting.
  • Send out Chapter Council Chat.

August:

  • Remind Chapter Presidents to submit their Chapter Biography.
  • Check that all Chapter profiles are updated and list the current President and Vice President. This is important, as it will allow you to verify the correct people are subscribed to the Council of Chapter Presidents community.
  • Send out Chapter Council Chat.

September:

  • Submit any agenda items and your Chapter Council Chair report for the fall AALL Executive Board Meeting. Agenda items are due approximately six weeks before the meeting. You will be notified of the specific due date by the Executive Assistant to the Executive Director.
  • Remind Chapter leaders about the AALL Executive Board Chapter VIP program and encourage them to submit requests for AALL VIP to visit their Chapters during the coming year.
  • Remind Chapter Presidents that Chapter Liability insurance is due in October.
  • Send out Chapter Council Chat.

October:

  • AALL Annual Meeting Scheduling Forms are sent out and are due by December, and the Council Chair will need to complete a form to schedule the annual Chapter Council Business Meeting. This typically takes place at either 3:00 or 4:00 pm on Saturday before the Conference.
  • Remind Chapter Leaders to submit a form if their Chapter plans to schedule a meeting at the Conference.
  • Note: either Headquarters staff and/or the Leadership Committee are now responsible for all organization and arrangement for Chapter Leadership training and luncheon on the Saturday before the Conference. If there is a Chapter Leadership Summit, the Council Chair may be asked to participate with the AALL Leadership Development Committee program planning committee.
  • Send out Chapter Council Chat.

November:

  • Attend the fall AALL Executive Board Meeting in Chicago.
  • Send out Chapter Council Chat.

December:

  • Annual Meeting Scheduling Forms are due, including the form for the Chapter Council Business meeting. You will receive information from AALL about the specific deadlines.
  • Send out Chapter Council Chat.

January:

  • Obtain the list of Chapters celebrating anniversaries from the Executive Assistant to the Executive Director. You may want to share this information in the first Chapter Council Chat for the year.
  • Solicit nominations for new Chair between January 15 and February 15, per the Council Bylaws.
  • Annual Meeting Registration Awards information is sent out. Each year, 10 chapters receive one free full Annual Meeting registration. The recipient information is due to the Program Manager at Headquarters by April 1. Council Chair works with the Executive Assistant to the Executive Director in notifying the appropriate chapters and encouraging timely appointment of the chapter member to receive the grant.
  • Publicize and promote the Chapter VIP Program. Review VIP Program on AALLNET.
  • Send out Chapter Council Chat.

February:

  • Submit any agenda items and your Chapter Council Chair report for the spring Executive Board Meeting. Agenda items are due approximately six weeks before the meeting. You will be notified of the specific due date by the Executive Assistant to the Executive Director.
  • Ask candidates for Council Chair to submit biographical information and a statement for distribution to Council.
  • Food and Beverage forms are sent out and are due by May 15. A reminder can be sent for chapters who are holding an event at the conference.
  • Annual Meeting Registration opens on AALLNET.
  • Send out Chapter Council Chat.

March:

  • Post biographical information and statements of the candidates in the Council of Chapter Presidents community for election of new Chair no later than March 15. (It can be done earlier, especially if you want to announce it at the April Executive Board meeting, and in case you need to hold a run-off election.)
  • Consider using a service like SurveyMonkey for the election to ensure privacy. Only 1 vote per chapter. In the recent past, voting took place via an email sent to the Council Chair, but some chapter leaders expressed concerns with privacy.
  • Send out Chapter Council Chat.

April:

  • Announce the name of the new Chapter Council Chair through the Council of Chapter Presidents community, and follow up with announcement in the next Council Chat.
  • Chapters must submit their Chapter Registration Awards to the Program Manager at Headquarters by April 1.
  • Attend the spring AALL Executive Board Meeting in Chicago.
  • Send information through the Council of Chapter Presidents community about the various Annual Meeting events for Chapter Leadership advising them to save the date and plan travel accordingly.
  • Send out Chapter Council Chat.

May:

  • Submit any agenda items and your Chapter Council Chair report for the Executive Board Meeting. Agenda items are due about six weeks before the meeting. You will be notified of the specific due date by AALL Headquarters.
  • Explain the Leadership Training to the new vice presidents and encourage them to participate.
  • Completed Food and Beverage Order Forms are due by May 15. A final count will be due in June.
  • Chapter Annual Report memo sent to Chapter Presidents.
  • Chapter Visit request forms are sent to Chapter Vice Presidents by AALL Headquarters. Familiarize yourself with Chapter Visit Procedures so that you can respond to questions like "How much does the chapter have to pay?" and "When will our chapter get a presidential visit?"
  • Read the AALL Archives Policy and decide what, if anything, to submit to Archives on behalf of the Council.
  • Send an announcement about various Chapter leadership training sessions and the Chapter Council Business meeting at the Conference.
  • Send out Chapter Council Chat.

June:

  • Final counts for food and beverage orders will be due in mid to late June. The figure you report will be what you're charged for.
  • Inventory of signs for Annual Meeting will be sent to you, along with the request form for new signs. Review the inventory and submit any request for new signs by the due date.
  • Create agenda for Council of Chapter Presidents Annual Meeting and submit in advance through the Council of Chapter Presidents community along with a copy of the minutes from the prior year’s meeting (for approval at the Business meeting).
  • Revise Planning Timeline for Chapter Presidents, if needed.
  • Revise Planning Timeline for the Chair of the Council of Chapter Presidents, if needed.
  • Send out Chapter Council Chat.