Handbook
Executive Board: Secretary / Treasurer
The Secretary/Treasurer is elected for a two-year term.
Minutes and Other Documentation.
This individual:
- At the first AALL annual meeting after election to office, takes minutes at the meeting of the incoming TS-SIS Executive Board.
- At the second AALL annual meeting after election to office, takes minutes at both the outgoing and incoming TS-SIS Executive Board meetings and at the annual TS-SIS business meeting.
- At the third AALL annual meeting after election to office, and before passing duties along to the next Secretary/Treasurer, takes minutes at the meeting of the outgoing TS-SIS Executive Board and at the annual TS-SIS business meeting.
- Is responsible for distributing Executive Board minutes to all members of the board, and for forwarding the minutes of TS-SIS annual business meetings to TSLL's editor-in-chief for inclusion in the next issue.
- Keeps archival copies of the minutes of Executive Board and annual business meetings.
Financial Reports & Records.
This individual:
- Monitors TS-SIS expenditures in order to guarantee adherence to the TS-SIS "Policy on Budgeting" (see Appendix II) and its "Policy on Funding Travel Requests" (see Appendix III).
- Submits requests for reimbursement of funds to AALL headquarters for TS-SIS members and others as necessary. Retains a copy of each request for treasury records for 5 years.
- Receives copies of deposits made by the coordinator of the Serials Committee's Exchange of Duplicates program.
- Examines the monthly budget statement from AALL Headquarters. Compares as much as possible to known deposits and expenditures to determine if the statements are correct. Contacts AALL Headquarters to investigate any discrepancies.
- Examines the monthly budget statements for TSLL to verify that credits and debits have been properly recorded.
- Prepares an annual financial statement for distribution at the TS-SIS annual business meeting.
Ballots.
This individual:
- Prepares ballots for the annual election of TS-SIS Executive Board members and notifies the membership by email when and where ballots are available. Ballots must include the contested positions; the names, titles, and institutions of the nominees for each position; and directions for marking and submitting ballots. Biographical information on the candidates must be made available to the membership before the ballots are distributed. Self-nominations must be submitted by March 15, ballots made available by April 1, and elections completed by May 1.
- Tabulates election results from the returned ballots and notifies the Chair.
- Prepares ballots for proposed bylaws amendments and notifies the membership by email when and where ballots are available.
- Records the results of votes on bylaws amendments and notifies the membership.
Revised March 2006