Executive Board Positions

  • Chair

    The TS-SIS Chair is elected to a three-year term, serving as Vice-Chair/Chair-Elect, then Chair, and finally Past Chair. The three-year term allows the individual to prepare to take over as Chair and then to assure continuity in the succeeding year’s board.

    AALL’s SIS Handbook provides information about the relationship between special interest sections and AALL. It is the chair’s responsibility to read the handbook and to see that SIS actions are in compliance with AALL policy.

    AALL RESPONSIBILITIES

    • Serves as the TS-SIS contact with AALL headquarters, with the chair of the SIS Council, and with the AALL Board’s liaison to TS-SIS.
    • Serves as the spokesperson for information requested about TS-SIS from both within and outside AALL.
    • Prepares agenda items relevant to TS-SIS for the fall and spring AALL board meetings, including requests for special funding (fall) or the appointment of official representatives (spring).
    • Represents TS-SIS at the SIS Council meeting.
    • Represents TS-SIS at the CONELL Marketplace just prior to the AALL annual meeting, or delegates another officer to do so, if necessary.
    • Submits an annual report on TS-SIS activities to the AALL Executive Director.

    GENERAL SIS RESPONSIBILITIES

    • Serves as chair of the TS-SIS Executive Board.
    • Communicates during the course of the year with TS-SIS officers and committee chairs on the business of the SIS.
    • Monitors the content and activity of the TS-SIS electronic discussion forum (ts-sis@aallnet.org), and advises the forum manager on any issues or possible improvements.
    • Appoints ad hoc committees with the approval of the TS-SIS Executive Board.
    • Together with the Secretary/Treasurer, reviews SIS budget statements received from AALL headquarters.
    • Approves section expenditures, following the guidelines in the TS-SIS “Policy on Expenditures” (see Related Documents II).
    • Notifies the membership of TS-SIS candidates for office and calls for nominations by petition via email by February 1.
    • Notifies all candidates of TS-SIS election results via phone by May 8.
    • Announces TS-SIS election results to the membership and to AALL via email, the TS-SIS website, and TSLL by May 15.
    • Assists in the periodic revision of the TS-SIS brochure.
    • Coordinates or assigns special projects of the SIS (e.g., strategic planning).
    • Sends thank you letters to donors who have contributed money for education grants.

    TSLL RESPONSIBILITIES

    • Together with the chair of OBS-SIS, monitors the issuance of TSLL.
    • Writes a column for each issue of TSLL published during the year.

    ANNUAL MEETING RESPONSIBILITIES

    • Upon becoming TS-SIS Chair at the end of the TS-SIS Business Meeting, prepares the agenda and presides over the incoming TS-SIS Executive Board meeting.
    • Prepares the time schedule for all TS-SIS-sponsored activities at the AALL annual meeting, including section-sponsored substantive programs, business and board meetings, standing and ad hoc committee meetings, and roundtables.
    • Prepares the agenda and presides over the outgoing TS-SIS Executive Board meeting.
    • Prepares the agenda and presides over the TS-SIS Business Meeting.

    APPOINTMENTS

    • May recommend candidates to become AALL official representatives to outside bodies, after consulting with the current chairs of the appropriate TS-SIS committees.
    • Appoints TS-SIS liaisons to AALL committees or other special interest sections as needed.
    • Confirms the appointments of the chairs of the standing and administrative committees with formal letters of appointment (see Sample Appointment Letter: Word version (23 KB) | PDF version (21 KB))

    Revised July 2011

  • Vice-Chair / Chair-Elect

    The Vice-Chair/Chair-Elect is elected to a three-year term, serving as Vice-Chair/Chair-Elect, then Chair, and finally Past Chair. The three-year term allows the individual to prepare to take over as Chair and then to assure continuity in the succeeding year’s board.

    GENERAL RESPONSIBILITIES

    • Serves as a member of the TS-SIS Executive Board.
    • Works with the TS-SIS Chair to oversee the operation of the section, including being consulted on decisions affecting the section.
    • Assumes the duties of the TS-SIS Chair should the Chair leave office before his/her term expires.

    ANNUAL MEETING RESPONSIBILITIES

    • Attends the TS-SIS Business Meeting and the outgoing TS-SIS Executive Board meeting.
    • Prepares the agenda for and presides over the incoming TS-SIS Executive Board meeting after becoming Chair at the end of the TS-SIS Business Meeting.
    • Attends the AALL SIS Leadership Workshop and the SIS Council Business Meeting.

    BIENNIAL MEMBERSHIP SURVEY

    • In conjunction with the first-year member-at-large, prepares and distributes the biennial membership survey in even-numbered years, and compiles survey responses in time to share them with the TS-SIS Executive Board by mid-membership year (January or February).
    • Disseminates survey responses to TS-SIS officers, committee chairs, and others as appropriate by March 1.
    • Notes program and workshop ideas and sends them to the TS-SIS Education Committee Chair.

    ANNUAL VOLUNTEER FORM

    • Prepares and distributes the annual volunteer form and compiles the responses.
    • Forwards to the appropriate committee chairs the names of respondents interested in joining their committees.
    • Notifies the chair of the TS-SIS Nominating Committee of any survey respondents who express an interest in running for elected office in TS-SIS.
    • Notes other potential volunteers.

    APPOINTMENTS

    The TS-SIS Vice-Chair/Chair-Elect prepares a list of names of potential candidates for positions within the TS-SIS. The list is prepared in consultation with and the approval of the TS-SIS Executive Board with the exceptions noted below. It is the responsibility of the Vice-Chair/Chair-Elect to see that all appointments are made.

    Unless explicitly stated below, all appointments are for a term of one year and may be renewed. Also, unless explicitly stated, appointments are made by the TS-SIS Vice-Chair/Chair-Elect with the approval of the TS-SIS Executive Board.

    The list should consist of the following positions:

    ADMINISTRATIVE COMMITTEES:

    AWARDS COMMITTEE

    • Chair
    • Members (minimum 2 positions)

    BYLAWS AND HANDBOOK COMMITTEE

    • Chair (TS-SIS Past Chair is committee chair)
    • Members (minimum 2 positions appointed by TS-SIS Vice-Chair/Chair-Elect)

    EDUCATION COMMITTEE

    (1 Committee appointed to oversee programming at a single AALL annual meeting, from initial planning through the actual meeting)

    • Chair (1 1/2 year term); appointed by December 1
    • Chairs of the TS-SIS Standing Committees
    • TS-SIS Members (minimum 3 positions); appointed in December
    • TS-SIS Vice-Chair/Chair-Elect (later TS-SIS Chair) making the Education Committee appointments is ex officio and remains on the committee after assuming the office of TS-SIS Chair
    • First Year Member-at-Large is ex officio
    • The newly-elected TS-SIS Vice-Chair/Chair-Elect joins the committee ex officio after the TS-SIS elections

    MEMBERSHIP COMMITTEE

    • Chair
    • Members (4 positions, appointed by Membership Chair); Second Year Member-at-Large is ex officio

    NOMINATING COMMITTEE

    • Chair
    • Members (2 positions)
      • Note: All three committee members should be from different regions and library types

    PROFESSIONAL DEVELOPMENT COMMITTEE

    • Chair (2 year term)
    • Members (4 positions, 2 year term); staggered terms, two positions appointed each year

    STANDING COMMITTEES:

    ACQUISITIONS STANDING COMMITTEE

    • Chair (2 year term); appointed in even-numbered years
    • Members (1 year term); appointed by Standing Committee Chair from volunteers

    CATALOGING AND CLASSIFICATION STANDING COMMITTEE

    • Chair (2 year term); appointed in odd-numbered years
    • Members (1 year term); appointed by Standing Committee Chair from volunteers

    PRESERVATION STANDING COMMITTEE

    • Chair (2 year term); appointed in even-numbered years
    • Members (1 year term); appointed by Standing Committee Chair from volunteers

    SERIALS STANDING COMMITTEE

    • Chair (2 year term); appointed in odd-numbered years
    • Members (1 year term); appointed by Standing Committee Chair from volunteers

    AALL OFFICIAL REPRESENTATIVES:

    AALL REPRESENTATIVE TO MARBI

    (3 year term, renewable at discretion of AALL Vice-President)

    • TS-SIS Chair consults with Cataloging and Classification Standing Committee Chair and TS-SIS Executive Board; recommended jointly by TS-SIS and OBS-SIS Chairs to AALL Vice-President in spring when open

    AALL REPRESENTATIVE TO SAC

    (3 year term, renewable at discretion of AALL Vice-President)

    • TS-SIS Chair consults with Cataloging and Classification Standing Committee Chair and TS-SIS Executive Board; recommended by TS-SIS Chair to AALL Vice-President in spring when open

    AALL REPRESENTATIVE TO CC:DA

    (3 year term, renewable at discretion of AALL Vice-President)

    • TS-SIS Chair consults with Cataloging and Classification Standing Committee Chair and TS-SIS Executive Board; recommended by TS-SIS Chair to AALL Vice-President in spring when open

    OTHER POSITIONS:

    JOINT RESEARCH GRANT COMMITTEE

    • Chair (2 year term); appointed in consultation with OBS-SIS Chair; should be a member of TS-SIS and OBS-SIS
    • Members (2 positions, 2 year term); staggered terms, one position appointed each year; must be a member of TS-SIS

    LISTSERV MANAGER

    (2 year term, 1-2 positions)

    TSLL

    • Editor (2 year term, renewable); appointed jointly by Executive Boards of TS-SIS and OBS-SIS
    • Board members (2 positions, 2 year term); staggered terms, one position appointed each year

    WEBMASTER

    (2 year term, 1 position)

    The list of appointment candidates for administrative committee chairs, AALL official representatives, standing committee chairs, and other positions should be presented to the TS-SIS Executive Board by June 1 each year to be discussed and voted on. The only exception is the appointment of the TS-SIS Education Committee Chair, which must be made by December 1.

    After approval, the Vice-Chair/Chair-Elect notifies the TS-SIS membership of the appointments for the upcoming year via email.

    Revised July 2011

  • Past Chair

    The Past Chair is elected to a three-year term, serving as Vice-Chair/Chair-Elect, then Chair, and finally Past Chair. The three-year term allows the individual to prepare to take over as Chair and then to assure continuity in the succeeding year’s board.

    RESPONSIBILITIES

    • Serves as a member of the TS-SIS Executive Board.
    • Soon after the AALL annual meeting, sends thank you letters to TS-SIS officers and the officers’ library directors acknowledging their contributions to TS-SIS during the previous year.
    • Chairs the TS-SIS Bylaws and Handbook Committee.
    • Acts in an advisory capacity to the TS-SIS Chair, assisting in the transition in leadership.
    • Attends the TS-SIS Business Meeting and the TS-SIS Executive Board meetings at the annual meeting. In the year that the Chair becomes Past Chair at the end of the business meeting, attends the incoming Executive Board meeting as Past Chair. In the following year, attends the outgoing Executive Board meeting.
    • Assists in any other way as needed or requested by the TS-SIS Chair.

    Revised July 2011

  • Secretary / Treasurer

    The Secretary/Treasurer is elected for a two-year term.

    MINUTES AND OTHER DOCUMENTATION

    • Takes minutes at both the TS-SIS Executive Board meetings and at the annual TS-SIS Business Meeting after installation.
    • Verifies quorum at the annual TS-SIS Business Meeting and certifies to the TS-SIS Chair that a quorum has been reached.
    • Is responsible for distributing Executive Board minutes to all members of the board, and for forwarding the minutes of annual TS-SIS Business Meetings to TSLL’s editor-in-chief for inclusion in the next issue and to the Chair for posting on the TS-SIS website.
    • Keeps archival copies of the minutes of Executive Board and annual business meetings, transferring these to the AALL Archives when appropriate.
    • After minutes have been approved by the Executive Board via email, sends a copy of the final minutes for posting on the TS-SIS website.

    FINANCIAL REPORTS & RECORDS

    • Monitors TS-SIS expenditures in order to guarantee adherence to the TS-SIS “Policy on Expenditures” (see Related Documents II).
    • 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.
    • Communicates with the Coordinator of the Exchange of Duplicates Program run by the Serials Committee and handles deposits and payment of expenses associated with the Exchange of Duplicates Program.
    • Reconciles the monthly budget statement from AALL Headquarters. Compares known deposits and expenditures to determine if the statements are correct and accurate. Contacts AALL Headquarters to investigate any discrepancies. Coordinates with other SIS Secretary/Treasurers when expenses being shared with other SISs to ensure that billings are correct.
    • Prepares an annual financial statement for distribution at the TS-SIS annual Business Meeting.

    ELECTION OF OFFICERS

    • Prepares ballots for the annual election of TS-SIS Executive Board officers 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 candidates for each position; candidates’ statements, brief resumes, and photos; and directions for marking and submitting ballots.
    • Candidate slate and call for nominations by petition must be announced by the TS-SIS Chair by February 1, with nominations by petition (along with written acceptances) being submitted to the Chair no later than March 15.
    • Ballots should be made available no sooner than April 1 and the election should be completed by May 1.
    • Tabulates election results and notifies the TS-SIS Chair.

    OTHER VOTING

    • Notifies the membership by email 30 days in advance of a vote on proposed bylaws amendments and informs them of when and by what method balloting will take place. Prepares the ballots for proposed bylaws amendments to be voted upon.
    • Tallies and records the results of votes on bylaws amendments and notifies the TS-SIS Chair.

    Revised June 27, 2013

  • 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.

    Revised July 2011