Board Responsibilities

Position Description

AALL PRESIDENT CALENDAR

Please note: The AALL leadership year starts immediately after the Annual Meeting and Conference.

August

• Write President’s column for November/December AALL Spectrum – due late August
• Attend the ABA Council Meeting and prepare written report

October

• Submit President’s report for fall Executive Board Meeting
• Work with Executive Director to set agenda for fall Executive Board Meeting
• Attend International Association of Law Libraries (IALL) Meeting (may occur later in the year depending on meeting location); send report to Executive Board
• Write President’s column for January/February AALL Spectrum – due mid-October
• Start thinking about a keynote speaker for Annual Meeting and Conference

November

• Participate in Executive Director’s annual performance review; (Review Committee chaired by Immediate Past President)
• Attend Finance and Budget Committee Meeting preceding fall Executive Board Meeting
• Preside over fall Executive Board Meeting
• Select Annual Meeting keynote speaker
• Participate in AALL Connection held after the fall Executive Board Meeting
• Attend ABA Council Meeting and prepare written report

January

• Attend Annual Meeting Program Committee Meeting (mid-January 2021)
• Write President’s column for March/April AALL Spectrum – due mid-January
• Attend Association of American Law Schools Annual Meeting (optional); prepare report for Executive Board
• Attend American Library Association Midwinter Meeting; prepare report for Executive Board
• Attend ASAE’s CEO Symposium or Exceptional Board Training with President-Elect and Executive Director

February

• Participate in Finance and Budget Committee Meeting
• Write President’s column for May/June AALL Spectrum – due early March
• Submit President’s report for spring Executive Board Meeting
• Work with Executive Director to set agenda for spring Executive Board Meeting

April

• Preside over the spring Executive Board Meeting
• Select recipients for Presidential Certificates of Appreciation presented at the Annual Meeting and Conference
• Write President’s column for July/August AALL Spectrum – due mid-April
• Attend Mayflower II Meeting; prepare report for Executive Board
• Attend Canadian Association of Law Libraries Meeting; prepare report for Executive Board

June

• Work with Executive Director to plan agenda for July Executive Board Meeting
• Submit President’s report for July Executive Board Meeting
• Finalize all plans and speeches for Annual Meeting

July

Speak at and attend numerous events and programs during the Annual Meeting and Conference:

• Preside over the July Executive Board Meeting
• Attend the CONELL Welcome morning session for the Executive Board Q&A
• Attend Opening Reception
• Host VIP Reception
• Preside over the Opening General Session
• Host the AALL Awards Presentation & Luncheon
• Attend Diversity Symposium & Reception
• Attend the Meet the Candidates
• Preside over the Business Meeting
• Host Past President’s Tea
• Attend the International Attendees Joint Reception
• Preside over the Association Luncheon
• Present the President-Elect with their gavel
• Attend Informal Executive Board Meeting after the close of the Annual Meeting

Ongoing Responsibilities During Year

• Attend weekly scheduled calls with the Vice President/President-Elect and the Executive Director
• Represent the Executive Board and/or the Association at several chapter visits and at meetings of other organizations as circumstances may require
• Work with Executive Director to issue statements on behalf of the Association and be available to address a wide range of questions and issues as they arise
• Assign Executive Board members to attend chapter visits as requests are received
• Appoint Special Committees as needed

AALL Vice President

Please note: The AALL leadership year starts immediately after the Annual Meeting and Conference.

August

• Update Chapter Talking Points for the Executive Board

October

• Attend Vice President’s Orientation
• Meet with Strategic Directions Committee to review Strategic Directions Action Plan
• Submit Vice President’s report for fall Executive Board Meeting
• Submit Strategic Directions Committee action plan for fall Executive Board Meeting

November

• Attend Finance & Budget Committee Meeting and the fall Executive Board Meeting
• Committee/Jury Volunteer Form Opens
• Update Chapter Talking Points for the Executive Board

December

• Committee/Jury Volunteer Form Closes
• Appoint members to the Annual Meeting Program Committee (AMPC) and Local Arrangements Committee (LAC) in consultation with the AMPC and Local Arrangements Chairs after the Committee/Jury Volunteer form closes

January

• Update Chapter Talking Points for the Executive Board

February

• Attend Finance & Budget Committee Meeting
• Attend AALL Appointments Committee Virtual Meeting

March

• Schedule attendance and make travel arrangements for the BIALL Meeting
• Confirm committee and jury appointments
• Appoint Board Liaisons and Board Committees
• Attend AALL Nominations Committee Meeting
• Submit Vice President’s Report for the spring Executive Board Meeting

April

• Attend spring Executive Board Meeting
• Update the Chapter Talking Points for the Executive Board

May

• Conduct virtual orientation for incoming Executive Board members

June

• Attend BIALL Meeting representing AALL

July

Speak at and attend numerous events and programs during the Annual Meeting and Conference:

• Preside over the orientation for new Executive Board members prior to the July Executive Board Meeting
• Attend July Executive Board Meeting
• Give brief remarks at the SIS & Chapter Leadership Trainings
• Attend the CONELL Welcome morning session for the Executive Board Q&A
• Give brief remarks at the Committee, Jury, Chapter, and SIS Leadership Luncheon
• Attend Opening Reception
• Attend VIP Reception
• Attend the Opening General Session
• Attend the AALL Awards Presentation & Luncheon
• Attend Diversity Symposium & Reception
• Attend Meet the Candidates
• Give brief remarks at the Business Meeting
• Attend the Past President’s Tea
• Attend the International Attendees Joint Reception
• Give brief remarks at the Association Luncheon
• Present plaque to retiring President at the Annual Meeting Association Luncheon
• Preside at informal Executive Board Meeting of the new Board, when you become President at the close of the Annual Meeting
• Write President’s column for September/October AALL Spectrum – due mid-July when you become President

Ongoing Responsibilities during the Year:

• Attend weekly scheduled calls with the President and the Executive Director
• Review AALL Chapter Visit Talking Points for the Executive Board

Position Description

AALL VICE PRESIDENT-ELECT CALENDAR

Please note: The duties of the Vice President-Elect start after the election announcement in November. The Vice President-Elect will attend the spring and summer Executive Board Meetings, as a guest, and will attend the New Board Orientation during the Annual Meeting & Conference, just prior to taking office. The Vice President’s term begins at the conclusion of the Annual Meeting & Conference.

December

• Contact current AALL committees and Awards Juries chairs, board liaisons, and staff liaisons to get recommendations for vice chair appointments.

January

• Vice Chair appointments to be confirmed by mid-January by sending information to AALL Headquarters.

February

• Attend Appointments Committee Virtual Meeting as the Vice Chair and present the list of vice chairs’ appointments for AALL committees and Awards Juries. The Vice Chairs will become Chairs of these committees and Awards Juries when you become President.

April

• Attend spring Executive Board Meeting (as a guest).
• Identify and consult with potential appointees to the Nominations Committee to submit for the summer Executive Board Meeting.

June

• Finalize the slate of Nominations Committee members to be submitted as an agenda item at the summer Executive Board Meeting.
• Work with AALL Headquarters to schedule the Executive Board Meetings for your year as president and submit for Executive Board approval at the Summer Executive Board Meeting.

July

• Appoint Chairs for both the Annual Meeting Program Committee (AMPC) and Local Arrangements. Committee (LAC), and members of the Appointments Committee to be included as a consent item at the summer Executive Board Meeting.
• Attend New Board Orientation prior to the summer Executive Board meeting (Incoming Executive Board members only).
• Attend summer Executive Board Meeting (attend as a guest).
• Attend informal Executive Board meeting held at close of the Annual Meeting & Conference when you take on the role of Vice President.

Position Description

AALL TREASURER CALENDAR

Please note: The Treasurer-Elect will attend the spring Executive Board Meeting and the February Finance and Budget Committee meeting as a guest, and the July Incoming Executive Board Member Orientation before taking office at the close of the AALL Annual Meeting & Conference.

October

• Review preliminary year-end reports for fiscal year that closes on September 30

November

• Participate in the Executive Director annual performance review as a member of the Executive Director Review Committee
• Chair fall Finance and Budget Committee Meeting
• Attend fall Executive Board Meeting and report on pre-audit fiscal year-end financial performance

February

• Chair Finance and Budget Committee Meeting and work with AALL HQ on budget guidelines and financial policies
• Meet with auditor and investment managers during Finance and Budget Committee Meeting

March

• Submit budget guidelines and budget requests (if any) for approval at the spring Executive Board Meeting
• Submit IRS Form 990 for approval at the spring Executive Board Meeting
• Submit current reserve fund balance for approval at the spring Executive Board Meeting

April

• Prepare report on audit to the membership that runs in the May/June issue of AALL Spectrum, in consultation with AALL HQ.
• Chair Finance and Budget Committee conference call to review and approve AALL IRS Form 990
• Attend spring Executive Board Meeting
• Report at the spring Executive Board Meeting on winter Finance and Budget Committee Meeting and on meetings with auditor and investment manager

June

• Chair Finance and Budget Committee conference call to review draft of proposed annual budget for next fiscal year, submitted by AALL HQ, and provide recommendations
• Submit AALL budget for Executive Board approval at the July Executive Board Meeting

July

• Attend Incoming Executive Board Members Orientation prior to the July Executive Board Meeting and provide orientation to financial policies and budgeting practices to new Board members
• Report on AALL audit and on other financial matters to the membership at the Annual Meeting Business Meeting

Position Description

AALL SECRETARY CALENDAR

Please note: The Secretary-Elect (between November and July) will attend the spring and summer Executive Board Meetings as a guest and will attend the New Board Orientation during the Annual Meeting & Conference, just prior to taking office. The Secretary’s term begins at the conclusion of the Annual Meeting & Conference.

September

• Review AALL Executive Board election ballot for distribution to the membership.

October

• Participate in the Executive Director’s annual performance review as a member of the Executive Director Review Committee.
• Submit July Executive Board Meeting minutes as an agenda item for approval at the fall Executive Board Meeting.

November

• Notify Executive Board Candidates of the AALL Election results.
• Review AALL Election results announcement.
• Attend fall Executive Board Meeting – this is the first formal Board meeting for the leadership year.
• Work with AALL Headquarters to prepare minutes after the fall Executive Board Meeting for approval at the spring Executive Board Meeting.

March

• Submit fall Executive Board Meeting minutes as an agenda item for approval at the spring Executive Board Meeting.

April

• Attend spring Executive Board Meeting (attend as a guest when Secretary-Elect).
• Work with AALL Headquarters to prepare minutes after the spring Executive Board Meeting for approval. at the July Executive Board Meeting.
• Review Executive candidates’ announcement for eBriefing. Candidates’ information is provided by the Nominations Committee.

June

• Submit spring Executive Board Meeting minutes as an agenda item for approval at the summer Executive Board Meeting.

July

• Attend New Board Members Orientation prior to the July Executive Board Meeting (both as Secretary and Secretary-Elect).
• Attend July Executive Board Meeting (attend as guest when Secretary-Elect).
• Attend the “Meet the Candidates” event at the Annual Meeting & Conference and encourage members to talk with the Candidates.
• Report on prior year’s AALL Election results at the AALL Business Meeting.
• Attend informal Executive Board Meeting held at the close of the Annual Meeting & Conference.
• Work with AALL Headquarters to prepare minutes after the July Executive Board Meeting for approval at the fall Executive Board Meeting.

Position Description

Position Description

AALL EXECUTIVE BOARD MEMBER CALENDAR

Please note: Incoming Executive Board Members will attend the summer Executive Board Meeting as guests and will attend the New Board Orientation during the Annual Meeting & Conference, just prior to taking office. The Executive Board Member terms begin at the conclusion of the Annual Meeting & Conference.

July

• Attend New Board Orientation prior to the summer July Executive Board Meeting (Required for Incoming Executive Board members).
• Attend summer Executive Board Meeting (attend as a guest prior to start of term).
• Attend informal Executive Board meeting held at close of the Annual Meeting & Conference.

September

• Committee Action Plans due September 30 – Assist committee chairs for the committees you are liaison to prior to the submission of the action plan.

October

• Assist committee/jury chair and staff liaison if submitting an agenda item for fall Executive Board Meeting.

November

• Finance & Budget Committee meets (Finance and Budget Committee members only).
• Attend the fall Executive Board Meeting – this is the first Board meeting for the leadership year.

March

• Finance & Budget Committee meets (Finance and Budget Committee members only).
• Work with committee/jury chair and staff liaison if submitting an agenda item for spring Executive Board Meeting.
• Committee/Jury Board Liaison appointments will be shared with the Executive Board for terms beginning at the close of the Annual Meeting & Conference.

April

• Attend spring Executive Board Meeting.

June

• Work with committee/jury chair and staff liaison if submitting an agenda item for the summer Executive Board Meeting.
• Committee Annual Reports due June 30 – Assist committee chairs for the committees you are liaison to prior to the submission of the annual report.

Ongoing Responsibilities during Year:

• Attend committee/jury calls for the committee/jury for which you are the Board Liaison.
• Attend chapter visits (AALL President assigns the visits).
• Attend and participate in AALL events, programs, webinars, and coffee chats when available.