Handbook
Executive Board: Members at Large

Each member at large serves a two-year term on the TS-SIS Executive Board, with one member at large being elected each year.

First Year Member-at-Large Responsibilities

• Attends the TS-SIS Business Meeting and the incoming TS-SIS Executive Board meeting at the AALL annual meeting after installation on the Board.
• Assists the Vice-Chair/Chair-Elect in conducting the biennial membership survey.
• Coordinates the Silent Auction at the AALL annual meeting to raise money for the Marla J. Schwartz grant. Complete details are included in the "Silent Auction Procedures" section below.
• Serves as ex officio member of the TS-SIS Education Committee.
• Prepares and collects evaluations of TS-SIS sponsored programs at the AALL annual meeting. Compiles evaluation results and sends them to the TS-SIS Education Committee Chair and program coordinators and speakers.
• Assists in other projects/duties as requested by the TS-SIS Chair.
• Briefly reports on activities at TS-SIS Executive Board and business meetings.
• Submits a written annual report of activities to the TS-SIS Chair by June 15.
• Other duties as assigned by the TS-SIS Chair.

Silent Auction Procedures

The duties of the First Year Member at Large regarding the Silent Auction are as follows:

1. Appeals to TS-SIS members for donations to the Silent Auction.
2. Communicates with the TS-SIS Membership Committee Chair to secure space at the TS-SIS activities table.
3. Sets up the auction table, runs the auction, and collects money.
4. Coordinates with the TS-SIS Secretary/Treasurer to send donated funds and a list of donor names and addresses, donated items, and auction winners to AALL Headquarters.

Second Year Member-at-Large Responsibilities

• Attends the TS-SIS Business Meeting and the outgoing TS-SIS Executive Board meeting at the AALL annual meeting.
• Chairs the Joint Reception Committee, which plans the annual joint reception. Keeps the TS-SIS Chair updated on reception arrangements. Complete details are included in the "Procedure for Joint Reception" section below.
• Serves as an ex officio member of the TS-SIS Membership Committee.
• Assists in other projects/duties as requested by the TS-SIS Chair.
• Briefly reports on activities at TS-SIS Executive Board and business meetings.
• Submits a written annual report of activities to the TS-SIS Chair by June 15.
• Other duties as assigned by the TS-SIS Chair.

Procedure For Joint Reception

The joint reception is an annual event that normally occurs on Saturday evening during the AALL annual meeting. The TS-SIS member-at-large in the second year of his/her term is the chair of the Joint Reception Committee. Other members of the Joint Reception Committee represent the other participating special interest sections, CS-SIS, OBS-SIS, and RIPS-SIS.

The duties of the Chair of the Joint Reception Committee are as follows:

Preparation for the Reception

1. Asks AALL Headquarters to find a sponsor for the reception (usually in September) and informs Headquarters that the sponsor for this event has traditionally been Innovative Interfaces Inc.
2. Asks the chairs of CS-SIS, OBS-SIS and RIPS-SIS to each appoint a member to serve on the committee (September).
3. Provides each new committee member with a copy of the previous year's joint reception annual report to acquaint them with the process.
4. Divides duties among committee members, for example, the committee chair to handle the budget and coordinate with AALL headquarters, one committee member to handle publicity, one committee member to arrive early (see below), etc.
5. Sends the committee members the menus provided by AALL (or another caterer, if appropriate) and works with them on the selection of food and beverages.
6. Prepares the budget, taking into account food and beverages, AV equipment, and meeting room sign.
7. If the budget exceeds the sponsor's contribution, asks the TS-SIS chair to consider requesting additional funds from the participating SIS chairs.
8. Submits the AV equipment and menu selection forms to the AALL meeting coordinator by the required deadlines.
9. Ensures that the committee member in charge of publicity meets the spring deadlines for TSLL and other participating SIS publications, and that an announcement is also sent to the TS-SIS listserv and the Law Innovative Users Group listserv to post on its electronic discussion forum, if appropriate.
10. As a courtesy, sends the sponsor's contact person the chosen menu selections.

Day of the Reception

1. Ensures that the room has been set up properly, the AV equipment has arrived, and the room sign has been placed outside the door. Greets the sponsor's representatives as they arrive. NOTE: If attending a TS-SIS Executive Board meeting immediately prior to the reception, the committee chair will delegate a committee member to fulfill these duties.
2. Coordinates speeches by SIS chairs welcoming guests and thanking sponsor for its sponsorship.

After the Reception

1. Coordinates with AALL Headquarters regarding billing.
2. Sends thank-you letters to sponsor's contact person and chief executive by August 1.
3. Prepares annual event report and sends to all participating SIS chairs by August 1.
4. Updates the joint reception binder and forwards it to the member-at-large who will chair the Joint Reception Committee the following year.

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• Related Documents
  1. Bylaws
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Revised: July 2011.
URL: http://www.aallnet.org/sis/tssis/handbook/board/membersatlarge.htm