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

Position Description

AALL VICE PRESIDENT/ PRESIDENT-ELECT CALENDAR

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 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 will attend the spring Executive Board Meeting as a guest, and the July Incoming Executive Board Member Orientation before taking office at the close of the Annual Meeting and Conference in July.

September

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

October

• Participate in the Executive Director annual performance review as a member of the Executive Director Review Committee
• Agenda Items due for fall Executive Board Meeting
• 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
• Finance and Budget Committee meet (only for Finance and Budget Committee members)
• Attend fall Executive Board Meeting
• Work with AALL HQ to prepare minutes after the fall Executive Board Meeting for approval at the spring Executive Board Meeting

February

• Finance and Budget Committee meets (only for Finance and Budget Committee members)

March

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

April

• Attend spring Executive Board Meeting
• Work with AALL HQ to prepare minutes after the spring Executive Board Meeting for approval at the July Executive Board Meeting
• Review candidate’s announcement for eBriefing

June

• Agenda Items due for the July Executive Board Meeting

July

• Attend Incoming Executive Board Member Orientation prior to the July Executive Board Meeting and provide information on our parliamentary procedures (only the first year)
• Attend July Executive Board Meeting
• Attend the “Meet the Candidates” event at the Annual Meeting and Conference and encourage member to talk with the Candidates
• Report on AALL Election results at the AALL Business Meeting
• Attend informal Executive Board Meeting held at the close of the Annual Meeting
• Work with AALL HQ to prepare minutes after the July Executive Board Meeting for approval at the fall Executive Board Meeting

Position Description

AALL VICE PRESIDENT-ELECT CALENDAR

Please note: The duties of the Vice President-Elect start after the election announcement.

December

• Contact current committee/jury chairs, staff liaisons, to get recommendations for vice chair appointments.

January

• Vice Chair appointments confirmed by January 15

February

• Identify and consult with potential appointees to the Nominations Committee that must be approved by the Executive Board at the spring Executive Board Meeting.
• Attend Appointments Committee Meeting as Vice Chair and present a list of the vice chair committee/jury appointment recommendations for the next leadership year.

March

• Submit the slate of Nominations Committee members as an agenda item for the spring Executive Board Meeting.
• Work with AALL Headquarter to schedule Executive Board Meetings for your year as president and submit for Executive Board approval at the spring Executive Board Meeting

April

• Attend spring Executive Board Meeting as a guest

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 July Executive Board Meeting
• Attend new Executive Board Orientation right before the Executive Board meeting
• Attend July Executive Board Meeting (as a guest)
• Attend informal Executive Board meeting held at close of the Annual Meeting when you take on the role of Vice President

Position Description

AALL EXECUTIVE BOARD MEMBER CALENDAR

July

• Attend Incoming Executive Board Member Orientation prior to the July Executive Board Meeting (only for incoming Executive Board member)
• Attend July Executive Board Meeting
• Attend informal Executive Board meeting held at close of the Annual Meeting

September

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

November

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

February

• Finance & Budget Committee meets ((only for Finance and Budget Committee members)

March

• Agenda Items due for spring Executive Board Meeting
• 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

April

• Attend spring Executive Board Meeting

June

• Agenda Items due for July Executive Board Meeting
• Work with committee/jury chair and staff liaison if submitting an agenda item for July Executive Board Meeting

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 those visits)