Board Responsibilities

Position Description

AALL PRESIDENT CALENDAR

Please note: The AALL leadership year starts immediately after the Annual Meeting & Conference in July. The following list provides a quick snapshot of key responsibilities, though additional messages may arise throughout the year, including the President’s collaboration on six “Ask the Executive Board” columns for AALL Spectrum.

August

• Write President’s column for September/October AALL Spectrum – due early August
• Review Ask the Executive Board column for September/October AALL Spectrum – due early August
• Attend the ABA Council Meeting, present (if needed), and review written report

September

• Write President’s column for November/December AALL Spectrum – due mid-September
• Review “Ask the Executive Board” column for November/December AALL Spectrum – due mid-September
• Write President’s message (eBriefing) to members to provide an update on the Association’s activities
• Participate in Executive Director’s annual performance review (See Executive Director Employment Agreement and Compensation Policy)

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 the Annual Meeting & Conference
• Attend Finance and Budget Committee Virtual Meeting preceding fall Executive Board Meeting (may also take place in early November)

November

• Preside over fall Executive Board Meeting
• Review “Ask the Executive Board” column for January/February AALL Spectrum – due mid-November
• Select Annual Meeting keynote speaker
• Attend ABA Council Meeting and review written report

December

• Attend the Annual Meeting Program Committee Meeting

January

• Write President’s column for March/April AALL Spectrum – due mid-January
• Attend Association of American Law Schools’ (AALS) Annual Meeting (optional); prepare report for Executive Board
• Attend American Library (ALA) Association Midwinter Meeting; prepare report for Executive Board
• Attend ASAE’s CEO Symposium or Exceptional Board Training with President-Elect and Executive Director (this may also happen in the previous Fall)
• Review President’s message (eBriefing) to members to share the Association’s accomplishments for the year; this is sent out ahead of membership renewals

February

• Review “Ask the Executive Board” column for March/April AALL Spectrum – due early February
• Submit President’s report for spring Executive Board Meeting
• Work with Executive Director to set agenda for spring Executive Board Meeting

March

• Attend the Finance and Budget Committee Meeting
• Participate in Annual Meeting & Conference promo videos (to be shot in Chicago prior to the Finance and Budget Committee Meeting)
• Write President’s column for May/June AALL Spectrum – due mid-March
• Review “Ask the Executive Board” column for May/June AALL Spectrum – due early April

April

• Preside over the spring Executive Board Meeting
• Select recipients for Presidential Certificates of Appreciation presented at the Annual Meeting & Conference
• Write President’s column for July/August AALL Spectrum – due early May
• Review “Ask the Executive Board” column for July/August AALL Spectrum – due early May
• Attend Canadian Association of Law Libraries Meeting (CALL); prepare report for Executive Board (month is subject to change)

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 the Annual Meeting & Conference

July

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

• Preside over the July Executive Board Meeting
• Attend the CONELL Welcome morning session and make remarks
• Attend the Opening Reception
• Make remarks at the VIP Reception
• Open the Conference by welcoming attendees and introducing the keynote speaker
• Make remarks at the AALL Awards Reception
• Attend Diversity Symposium & Reception
• Attend the Meet the Candidates
• Preside and present at the Business Meeting
• Host Past President’s Reception
• Make remarks at 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 Executive Director
• Attend monthly Executive Committee calls
• 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
• Replace committee and award jury members for open slots

Position Description

AALL Vice President

Please note: The AALL leadership year starts immediately after the Annual Meeting & Conference in July. The Vice President will attend the spring and summer Executive Board Meetings and will preside at the Incoming Board Orientation during the Annual Meeting & Conference, just prior to taking office.

July

• Appoint members to the Local Arrangements Committee (LAC) in consultation with the LAC Co-Chairs – due in August

August

• Review updated chapter talking points for the Executive Board Chapter Visits
• Select the members of the Appointments Committee

September

• Participate in Executive Director’s annual performance review (See Executive Director Employment Agreement and Compensation Policy)

October

• Attend Vice President’s Orientation (virtual)
• 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
• Attend Finance and Budget Committee Virtual Meeting preceding the fall Executive Board Meeting (can also take place in early November)

November

• Attend fall Executive Board Meeting – this is the first formal Board meeting for the leadership year
• Review updated chapter talking points for the Executive Board Chapter Visits

December

• Appoint members to the Annual Meeting Program Committee (AMPC) in consultation with the AMPC Vice Chair after the Committee and Award Jury Volunteer form closes – due in early January

 January

• Review updated chapter talking points for the Executive Board Chapter Visits

February

• Attend AALL Appointments Committee Virtual Meeting where the committee and award jury appointments will be confirmed

March

• Attend the Finance and Budget Committee Meeting
• Schedule attendance and make travel arrangements for the BIALL Meeting
• Appoint Board Liaisons and members of the Executive Board Committees
• Attend AALL Nominations Committee Meeting
• Submit Vice President’s Report for the spring Executive Board Meeting

April

• Attend spring Executive Board Meeting
• Review updated chapter talking points for the Executive Board Chapter Visits

June

• Give brief remarks at the SIS & Chapter Leadership Virtual Trainings
• Attend BIALL Meeting representing AALL
• Review material for the Incoming Board Members & Council Chairs Orientation in July

July

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

• Preside over the Incoming Board Members Orientation prior to the July Executive Board Meeting
• Attend July Executive Board Meeting
• Attend the CONELL Welcome morning session
• Give brief remarks at the Committee, Award Jury, Chapter, and SIS Leadership Luncheon
• Attend Opening Reception
• Attend VIP Reception
• Attend the Opening General Session
• Attend the AALL Awards Reception
• Attend Diversity Symposium & Reception
• Attend Meet the Candidates
• Give brief remarks at the Business Meeting
• Attend the Past President’s 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

Ongoing Responsibilities During Year

• Attend weekly scheduled calls with the President and Executive Director
• Attend monthly Executive Committee calls

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 Incoming 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 award jury chairs, board liaisons, and staff liaisons to get recommendations for vice chair appointments.

January

• Complete vice chair appointments by mid-January and send them to the Leadership Services Coordinator

February

• Attend Appointments Committee Virtual Meeting as the Vice Chair and present the list of vice chairs’ appointments for the AALL committees and award juries. The vice chairs will be the chairs of the committees and award juries when the vice president-elect becomes President.

 March

• Identify and consult with potential appointees to the Nominations Committee to submit as a consent item for the spring Executive Board Meeting
• Appoint the chairs the chair of the Annual Meeting Program Committee (AMPC)
• Appoint the chair/co-chairs for the Local Arrangements Committee (LAC)

April

• Attend spring Executive Board Meeting (as a guest)

July

• Attend Incoming Board Members Orientation prior to the July 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 (between November and July) will attend the spring and summer Executive Board Meetings as a guest and will attend the Incoming Board Members Orientation during the Annual Meeting & Conference, just prior to taking office. The Treasurer’s term begins at the conclusion of the Annual Meeting & Conference.

September

Participate in Executive Director’s annual performance review (See Executive Director Employment Agreement and Compensation Policy)

October/November

• Review preliminary year-end reports for the previous fiscal year that closes on September 30
• Chair fall Finance and Budget Committee Virtual Meeting preceding fall Executive Board Meeting (may also take place in early November)
• Attend fall Executive Board Meeting and report on latest AALL financials – this is the first Board meeting for the leadership year

February/March

• Chair Finance and Budget Committee Meeting and work with Executive Director on budget guidelines
• Meet with auditor and investment advisors during the Finance and Budget Committee Meeting
• Submit budget guidelines and budget requests (if any) for approval at the spring Executive Board Meeting

April

• Review AALL Spectrum article regarding the latest Fiscal year audit to the membership that runs in the May/June issue of AALL Spectrum
• Along with the Board Finance and Budget Committee, 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 latest AALL financials.

June

• Along with the Finance and Budget Committee, review draft of proposed annual budget for the upcoming fiscal year
• Submit AALL budget for Executive Board approval at the July Executive Board Meeting

July

• Attend Incoming Board Members Orientation prior to the July Executive Board Meeting and present about AALL’s financial policies and budgeting practices to new Board members
• Report on AALL audit and on other financial matters to the membership at the AALL Business Meeting at the Annual Meeting & Conference

Ongoing Responsibilities During Year

• Attend monthly Executive Committee calls

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 Incoming Board Members 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
• Participate in Executive Director’s annual performance review (See Executive Director Employment Agreement and Compensation Policy)

October

• 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 the Executive Board 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 Incoming 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 Annual 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

Ongoing Responsibilities During Year

• Attend monthly Executive Committee calls

Position Description

AALL IMMEIDATE PAST PRESIDENT CALENDAR

September

Participate in Executive Director’s annual performance review (See Executive Director Employment Agreement and Compensation Policy)

October

• Work with committee and award jury chair and staff liaison if submitting an agenda item for spring Executive Board Meeting

November

• Attend the fall Executive Board Meeting – this is the first formal Board meeting for the leadership year

March

• Work with committee and award jury chair and staff liaison if submitting an agenda item for spring Executive Board Meeting

April

• Attend spring Executive Board Meeting

June

•  Work with committee and award jury chair and staff liaison if submitting an agenda item for spring Executive Board Meeting

July

• Attend summer Executive Board Meeting

Position Description

AALL EXECUTIVE BOARD MEMBER CALENDAR

Please note: Once elected in November, the Executive Board members’ official terms begin the following year, after the Annual Meeting & Conference in July. Incoming Executive Board Members are required to attend the summer Executive Board Meeting (as guests) and the Executive Board Orientation, right before the Annual Meeting & Conference. The Executive Board Member terms begin at the conclusion of the Annual Meeting & Conference.

September

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

October

• Assist committee/award jury chair, while working with the staff liaison if submitting an agenda item for fall Executive Board Meeting.
• Finance and Budget Committee meets virtually (Finance and Budget Committee members only)

November

• Attend the fall Executive Board Meeting – this is the first formal Board meeting for the leadership year

March

• Finance & Budget Committee meets (Finance and Budget Committee members only)
• Work with committee/award jury chair and staff liaison if submitting an agenda item for spring Executive Board Meeting

April

• Attend spring Executive Board Meeting

June

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

  July

• Attend the Incoming Executive Board Orientation (Required for Incoming Board Members, Vice President, Secretary, and Treasurer)
• Attend summer Executive Board Meeting (Required for Incoming Board Members)
• Attend the informal Executive Board meeting held at close of the Annual Meeting & Conference. (Required for new and continuing Board Members)

Ongoing Responsibilities During Year

• Attend committee/award jury calls for the committee/award 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
• Participate in any additional Board meetings