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Roles and Duties of Board Members

 

President Elect, President, and Past President
Elected to serve as Vice-President, President the year following, and Past-President thereafter.
President-Elect Duties include:

  • To serve as one of the representatives of the organization to national organizations such as Affiliate Assembly of AASL
  • To serve as Chairperson of the Conference Planning Committee setting the theme, scheduling sessions, and serving as point person for the annual conference
  • To conduct Board meetings of the Executive Board in the absence of the President

Elected as a Vice-President to serve as President the next year and Past-President the following year. President’s duties include:

  • To serve as one of the representatives of the organization to national organizations such as Affiliate Assembly of AASL
  • To schedule and conduct quarterly meetings of the Executive Board
  • To lead the NCSLMA organization for the year beginning with the fall annual conference date to the following conference
  • To represent the NCSLMA organization at functions such as DPI meetings, NCTIES, Partnership for 21st Century Skills, etc.
  • To write letters of support, advocacy, or interest when the interests of NC school librarians is needed or requested
  • Other duties & tasks:
  • chairperson of the budget committee consisting of the elected Treasurer, two members appointed by the President, the Past-President, and the President-Elect. The budget committee shall prepare and present to the Executive Board a budget outlining the annual expenditures, including expenses of the President and Special Committees.
  • delegate to AASL's Affiliate Assembly. Affiliate Assembly meets twice a year, at ALA Midwinter and ALA Annual conferences. Attendance at these meetings is required. Region IV, of which NC is a member, also holds one regional meeting per year, usually in the spring. Attendance at the AASL regional meeting is also expected. A current handbook for Affiliate Assembly delegates is available online and describes the duties associated with this role (http://www.ala.org/aasl/about/affils).
  • chairperson of the Conference Development committee. The conference development committee is composed of the 5 past NCSLMA Past Presidents and is tasked with securing conference locations and authors for the annual conference to be held 2 years from the current conference.
  • write and submit an article for each issue of the newsletter/ezine.
  • post, or direct others to post, news to each of NCSLMA communication channels including: blog, Facebook, and Twitter
  • review monthly reports from the Treasurer and return signed approvals of said reports on a timely basis
  • respond to inquiries from members, prospective members, and the public
  • In the year following the President's term, the immediate Past President shall serve as a member of the Executive Board to provide advice and counsel to the new President and President-Elect.
  • The Past President also serves as chair of the Nominating Committee. This role of the Nominating Committee is to:
  • seek and recommend a slate of qualified candidates for those elected board positions in which the current officer's term is expiring
  • select and obtain consent of candidates, obtain biographical information, and communicate qualifications of the candidates to the general membership
  • prepare a ballot and conduct the election of new officers each year
  • communicate results of election to the general membership

Other duties include:

  • serve as Chair of the Conference Development Committee
  • serve on the Budget committee to assist in preparing and presenting an annual budget to the Executive Board
  • serve as a delegate to the AASL Affiliate Assembly in the absence of the President or President-Elect

Secretary
The Secretary is responsible for the following duties:

  • Record attendance and minutes of the meetings of the Association and the board and to disperse those minutes to all members of the Executive Board in a timely manner.
  • Submit minutes for the previous Board meeting for approval at each Board meeting.
  • Maintain a file of records of minutes, appointments, correspondence, and election results for the Association.
  • Transfer all records and files to the Archives Chair within one month after leaving office.
  • Send names of elected officers to the appropriate state and national bodies, including the American Association of School Librarians, Department of Public Instruction, and the Department of Cultural Resources (State Library), and North Carolina Library Association.
  • If the secretary is unable to attend any meeting, it is their responsibility to locate someone to take attendance and the minutes of Executive Board meetings.

Treasurer
The responsibilities of the Treasurer include:

  • Maintain accurate records of all financial assets, receipts, and disbursements of the association.
  • Receive for the association all monies from workshops, institutes, memberships, etc., and deposit such funds to association accounts
  • Prepare and submit monthly bank reconciliation and income/expense reports to the president for approval.
  • Keep accurate records of association funds in its bank accounts and give financial reports at all meetings of the Executive Board
  • Provide budget information to committee chairs upon request
  • Prepare and submit an annual budget to the Executive Board for review
  • Attend the annual conference to provide support and assistance to the Conference Chair in handling financial duties
  • Prepare and submit detailed conference report
  • File appropriate reports as needed to maintain charitable status
  • Conduct audit at the end of term of service
  • Transfer all records and files to the succeeding Treasurer within one month after leaving office

Regional Directors
The duties of each Regional Director shall be to represent areas of the state corresponding to the map shown below . As a regional leader, each Director is expected to:
serve as a communications channel between the NCSLMA Executive Board and the membership of that region
regularly share information with the Board about the current state of of affairs in their region
provide opportunities for members to have input into programs and activities on regional and state levels
create and coordinate regional activities that promote professional development, membership growth, and opportunities for professional networking.

To fulfill these duties, each Regional Director shall organize and chair a committee that includes at least one member from each county in their respective regions. These regional committees may assist the Directors in fulfilling their duties through face-to-face meetings, virtual meetings, or other collaborative processes.
Regions Map
Coastal Director represents Regions 1 and 2 (Northeast and Southeast regions)
Piedmont-East Director represents Regions 3 and 4 (South Central and North Central regions)
Piedmont-West Director represents Regions 5 and 6 (Central and Southwest regions)
Mountain Director represents Regions 7 and 8 (Western and Northwest regions)

Committee Chairs

Archives Committee:
Under the guidance of the Communications Section Chair, this Special Committee may have up to two additional members with the President serving as an ex-officio member. This committee is responsible for receiving, sorting, and preserving materials of the association in a timely matter. All archived materials shall be digitized, whenever possible, and safely secured. Items to be archived include, but are not limited to the following:
-Minutes of the association Executive Board meetings and general membership meetings
-Annual Committee appointments
-Treasurer’s reports
-Annual Membership lists
-Special documents pertinent to the business of the association, including newspaper clippings, speeches, award ceremony programs, etc.
-Conference programs
-Newsletters and/or journals published each year
-All electronic communications including Facebook, Twitter, and the NCSLMA blog
-Photographs and digital images of association activities
Other duties include:
-share a committee report at each board meeting.
-work with the Communications Chair to request an annual budget for archive committee activities.
-provide reports, and/or archived items to the Executive Board, as requested.

Archives Special Committee Chair
Under the guidance of the Advocacy & Governance Section Chair, this Special Committee may have up to two additional members with the President serving as an ex-officio member. This committee is responsible for receiving, sorting, and preserving materials of the association on a timely basis. All archived materials shall be digitized, whenever possible, and safely secured. Items to be archived include, but are not limited to the following:
- minutes of the association Executive Board meetings and general membership meetings
- annual committee appointments
- treasurer’s reports
- annual membership lists
- special documents pertinent to the business of the association, including newspaper clippings, speeches, award ceremony programs, etc.
- conference programs
- newsletters and/or journals published each year
- all electronic communications including Facebook, Twitter, and the NCSLMA blog
- photographs and digital images from association web pages

Other duties include:
- post a committee report at least 3 days in advance of board meetings.
- work with the Advocacy & Governance Chair to request an annual budget for archive committee activities.
- provide reports, and/or archived items to the Executive Board, as requested

Webmaster:
The goal of the NCSLMA website is to produce a relevant, timely, and web presence that delivers accurate information about the association for members, prospective members, and the public, incorporating new communication technologies and a variety of media to deliver information. The Webmaster (or committee chair) must be an NCSLMA member and is appointed by the President to a one-year term. A committee composed of NCSLMA members (including the President as an ex-officio member) may be appointed as needed.

Duties of the webmaster include:
-establish and maintain an up-to-date website with information on NCSLMA membership, conferences, programs, activities, and other items of interest to NCSLMA members.
-provide for a password-protected area of the website that offers information exclusive to NCSLMA members.
-explore, evaluate, and make recommendations regarding service providers for hosting the listserv and website, as needed.
-consult with the Communications Section Chair to prepare an annual budget request.

Listserv
The NCSLMA listserv is a professional forum with high expectations for content, clarity, and courtesy. The goal of the Listserv Committee is to facilitate member participation in professional networking and information sharing through list subscription. The listserv also functions as a valuable mechanism for communicating important information to members on a timely basis. The Chair of the Committee is appointed by the President for a one-year term and must be an NCSLMA member. A committee composed of NCSLMA members may be recruited to assist with listserv tasks.

The duties of the Listserv Chair include:
-establish, monitor and maintain an NCSLMA email list open to all members.
-establish and enforce list guidelines in order to promote effective professional communication among members.
-recommend changes in policies and guidelines for Listserv activities, as needed.
-add, delete, and update list members according to current membership status.
-coordinate efforts with the Webmaster to explore, evaluation and make recommendations regarding service providers for hosting the list and website as needed.
-post reports on Listserv activity to the board wiki as requested.
-Submit articles regarding the Listserv in the association's communication channels at least once annually (or designate a committee member to fulfill this responsibility).
-Consult with the Communications Section Chair to prepare an annual budget request for committee activities.
-Post reports to the board wiki as requested.
-Manage the committee's budget and submit written documentation of expenses in a timely manner.
-Acknowledge the assistance of committee members by sending a letter of appreciation to the committee member's principal and superintendent.

Membership
The Membership Chair is responsible for coordinating the functions of the Membership committee including:
-promote individual and vendor membership.
-prepare and distribute promotional materials for use in recruitment.
-send renewal notices to all members each spring and complete the renewal process.
-update and maintain the membership database, keeping a database record (including a back-up file) of all members.
-provide a quarterly membership report to the Executive Board.
-respond to membership-related requests (membership ID numbers, etc.).
-contact members who fail to renew.
-submit a yearly budget request for printing, postage, supplies, and other items. required for maintaining membership records.
-send checks and money orders received to the Treasurer on a weekly basis, or as needed.
-attend the annual conference and work closely with the Treasurer and conference. staff on registration, as it pertains to membership.
-respond to all communications from members and leadership regarding membership questions.

Specific tasks:
-The membership chair keeps a database of members by membership ID number, name, home address, email address, county and school represented, telephone number, and dues paid.
-Work with NCSLMA and Conference personnel to update membership database and notify members who join or renew via conference registration.
-Send membership renewal notices in late April or early May before the close of the school year.
-Work with NCSLMA president to provide a yearly analysis for affiliate status of the percentage of members who are also ALA/AASL members.
-Work with BOB and Scholarship/Grant personnel to verify memberships of participants and entrants.
-Post a report to the board at least 3 days in advance of Board or Executive Committee meetings.
 
TIMELINE:
January --  Maintain database as memberships are received. Follow procedures for recording fees. Review and update records.
February -- Maintain database as memberships are received. Follow procedures for recording fees. Review and update records.
March -- Maintain database as memberships are received. Follow procedures for recording fees.
April -- Plan for electronic mailing of renewal notices. Maintain database as memberships are received. Follow procedures for recording fees.
May -- Plan and complete electronic mailing of renewal notice. Maintain database as memberships are received. Follow procedures for recording fees.  
June - August -- Maintain database as memberships are received. Follow procedures for recording fees. Early August, send out another email notification of renewal for those members whose membership has expired as of July 31st.
September -- Early to mid-September, re-send renewal email to those who have not yet renewed. Early September, send "do not reply" email to those with current memberships ("In case you need your membership ID number for BOB or conference
registration...."). Maintain database as memberships are received. Follow procedures for recording fees. Communicate with convention/conference personnel concerning conference registration/membership.
October -- Maintain database as memberships are received. Follow procedures for recording fees. Continue communication with convention/conference personnel. Attend annual conference.
November -- Maintain database as memberships are received. Follow procedures for recording fees. Purge database from previous years.
December -- Maintain database as memberships are received. Follow procedures for recording fees. Continue purging.

Intellectual Freedom Special Committee Chair
The mission of the Intellectual Freedom chair shall be to promote greater awareness of intellectual freedom by advocating the protection of First Amendment rights, fighting censorship, providing support for those facing material challenges, and updating the board and members on recent trends in intellectual freedom.

Duties of the chair include:
- advocate against censorship by defending the right-to-read, discouraging Interenet over-filtering, attending and speaking at challenge hearings as requested, and educating stakeholders on First Amendment rights.
- maintain the Intellectual Freedom webpage with educational materials about First Amendment rights, resources for facing a challenge, characteristics of strong selection and retention policies, Banned Books Week, and other relevant information.
- maintain and disseminate the North Carolina School Challenge Form to the board, association members, and other LEA contacts through the NCSLMA website, listservs, and social media.
- promote the completion of the North Carolina School Challenge Form by any school personnel (not just association members) facing a material challenge.
- create and disseminate to the board, association members, and other relevant stakeholders an annual report of challenged materials using the data from the challenge form.
- support North Carolina school librarians, teachers, and other personnel facing material challenges by providing resources, locating reviews, writing letters, attending hearings, or other means as requested.
- attend ALA Office of Intellectual Freedom virtual meetings and report relevant information to the board.
- follow blogs, listservs, and news services that provide timely information on intellectual freedom issues.
 
Advocacy Special Committee Chair
The mission of the Advocacy Committee is to promote the school library media profession and the value of school library media programs in the learning process through advocacy efforts targeted at stakeholders including administrators, teachers, parents, students, and the community. The Chair is appointed by the President for a two-year term, with no limit on the number of terms that may be served. The committee may have up to 8 members representing the geographic regions of the state, (including one Regional Director, the President and President-Elect as ex-officio members).

Duties of the chair include:
-recommend and implement an advocacy strategy and action plan, as approved by the Executive Board.
-ensure that the goals and responsibilities of the committee are met on a timely basis.
-post news and announcements that require immediate action using all communication channels.
-share information and coordinate efforts with the Legislative Chair to ensure a unified approach to promoting school libraries in North Carolina.
-maintain a list of media contacts in each LEA.
-advocate for school libraries with local elected officials, such as school board members and county commissioners, as well as other stakeholders.
-encourage members to be involved in advocacy at both the local, state, and national levels.
-maintain a communications network throughout the state and with AASL and ALA offices to promote legislation beneficial to school library growth and development.
-attend national and state Legislative Days activities sponsored by ALA, AASL, and NCSLMA.
-prepare and promote materials for use in empowering school librarians for advocacy.
-prepare and promote materials for use in educating stakeholders about the value of school libraries.
-subscribe to blogs and listservs that provide timely information on advocacy issues.

Other duties include:
-submit articles regarding advocacy activities for publication in the association's newsletter, blog, or other communication channels at least twice annually (or designate a committee member to fulfill this responsibility).
-consult with the Advocacy and Governance Section Chair to prepare an annual budget request for committee activities.
-post reports to the board wiki as requested.
-manage the committee's budget and submit written documentation of expenses in a timely manner.
-acknowledge the assistance of committee members by sending a letter of appreciation to the committee member's principal and superintendent.

Legislative Special Committee Chair
The mission of the Legislative Committee is to promote the school library media profession and the value of school library media programs in the learning process through legislative involvement. The Chair is appointed by the President for a two-year term, with no limit on the number of terms that may be served. The committee may have additional members representing the geographic regions of the state, (including one Regional Director, the President and President-Elect as ex-officio members).

Duties of the chair include:
- recommend and implement a legislative action strategy, as approved by the Executive Board.
- coordinate NCSLMA's legislative involvement, including members and leadership from across the state as needed.
- ensure that the goals and responsibilities of the committee are met on a timely basis.
- post news and announcements that require immediate action using all communication channels.
- establish and maintain yearly contacts in all federal and state legislative districts.
- coordinate efforts with the Advocacy Chair to ensure a unified approach to promoting school libraries in North Carolina.
- maintain a list of media contacts in each LEA.
- advocate for school libraries with elected officials.
- encourage members to be involved in the legislative process.
- maintain a communications network throughout the state and with AASL and ALA offices to promote legislation beneficial to school library growth and development.
- coordinate participation by committee members in ALA Legislative Day in Washington D.C. each May.
- attend national and state Legislative Days activities sponsored by ALA, AASL, and NCSLMA.
- prepare and promote materials for use in educating legislators about the value of school libraries.
- subscribe to blogs and listservs that provide timely information on legislative issues.

Other duties include:
- submit articles regarding legislative activities for publication in the association's newsletter, blog, or other communication channels at least twice annually (or designate a committee member to fulfill this responsibility).
- consult with the Advocacy and Governance Section Chair to prepare an annual budget request for committee activities.
- post reports as requested.
- manage the committee's budget and submit written documentation of expenses in a timely manner.
- acknowledge the assistance of committee members by sending a letter of appreciation to the committee member's principal and superintendent.

Advocacy & Governance
By-laws:
The role of each section chair shall be to oversee one or more special committees or liaisons and to assist the Executive Committee in providing professional and educational connections, opportunities, and support for North Carolina School library media personnel. Section chairs will serve as a communications channel between the NCSLMA Executive Board and the special committees or liaisons they oversee. This Section Chair is a member of the Executive Committee and oversees the activities of Legislative, Archives, Advocacy, Intellectual Freedom, Membership and By-laws special committees.

Duties of the chair include:
- Consult with Special Committee Chairs to submit an annual budget request for each Special Committee.
- Monitor the budget activity of each of the Special Committees in the Advocacy & Governance section to ensure that committees adhere to their budget allocations and document their expenses in a timely manner.
- Post a report sharing information about activities in the Section, at least 3 days in advance of any board meeting.
- Communicate concerns, questions, or issues to the NCSLMA leadership team, as needed.
- Share information with the general membership about activities in this section at least twice a year.
- Annually acknowledge the assistance of Special Committee Chairs by sending a letter of appreciation to the Chair's principal and superintendent.

By-laws Special Committee Chair
Under the guidance of the Advocacy & Governance Section Chair, the By-laws Special Committee may have up to two additional members with the President serving as an ex-officio member. This committee is responsible for consulting with the Executive Board to provide advice on issues related to current by-laws and proposed by-laws amendments.

Duties of the chair include:
- review all proposed amendments to the by-laws within a timely manner.
- draft amendments to the by-laws that conform with the established format and mission of the organization, as directed by the Executive Board.
- submit proposed amendments in a digital format to the webmaster and President for posting to the NCSLMA website.
- maintain a digital record of current and former by-laws.
- forward a digital copy of any new documents to the Archives Chair on a yearly basis.

Other duties include:
- work with the Advocacy & Governance Chair to request an annual budget for By-laws committee activities, as needed.
- provide reports, and/or items related to the by-laws to the Executive Board, as requested.
- assist with reviewing the the board website on an annual basis to ensure that all activities comply with the mission of the organization and the language of the by-laws.

Read 2 Succeed Grant
Goals and Responsibilities:
The goal of the Read2Succeed grant program is to promote, encourage, and enable innovative and collaborative projects that foster the integration of media and information skills in the K-12 curriculum. Read2Succeed grants are available to K-12 NCSLMA member media coordinators (certified or provisional) in public or private schools, in partnership with classroom teachers. The focus is on individual media coordinators and teachers rather than on district-wide projects. The responsibility of the Read2Succeed Committee is to administer the grant program and award up to five (5) one-year grants totaling $1,000 each year.

The Chair is appointed by the President. The Committee must have a minimum of three members with the President serving as an ex-officio member. The Chair and all committee members must be members of NCSLMA. Committee members should represent all areas of the state and all levels of education (K-12) as much as possible. Membership on the committee will be solicited using all NCSLMA communication channels and members serve on a voluntary basis. Committee membership is for one school year, but members may serve as many terms as they would like.

The duties of the Chair include:
-Ensure that the goals and responsibilities of the committee are met on a timely basis.
-Recruit committee members as needed.
-Solicit and receive applications for the Read2Succeed Grant and determine initial eligibility by insuring that applicants meet applicant and project guidelines and have not received an Read2Succeed award within the prior three years.
-Share applications with a minimum of three committee members for evaluation, using an established rubric for evaluation.
-Submit publicity regarding the Read2Succeed Grant for publication in the association's communication channels at least twice annually (or designate a committee member to fulfill this responsibility).
-Consult with the Grants and Awards Section Chair to prepare an annual budget request for committee activities.
-Post reports to the board wiki as requested.
-Manage the committee's budget and submit written documentation of expenses in a timely manner.
-Acknowledge the assistance of committee members by sending a letter of appreciation to the committee member's principal and superintendent annually.

The committee is responsible for the following duties:
-Recommend changes in policies and guidelines for the Read2Succeed Grant to the Executive Board as needed.
-Distribute the grant application forms throughout the state with appropriate publicity.
-Review Grant applications and evaluate those applications against an established rubric.
-Participate in a committee meeting to discuss applications and award the grant to a maximum of five NCSLMA members per year.
-Provide feedback on the grant application process and assist the chairperson in reviewing and revising that process as needed.
-Notify grant winners and request that checks be issued by the Treasurer.
-Review and update the grant application package annually, as needed.
-Formally announce grant winners at annual conference.
-Arrange for grant winner to share their projects in a conference session during annual conference.


Awards and Scholarships Chair
The Chair is appointed by the President. Committee may have up to 5 additional members with the President serving as an ex-officio member. The Chair and all committee members must be members of NCSLMA.

The committee is responsible for the following duties:
-Recommend changes in policies and guidelines for awards and scholarships as needed.
-Recommend establishment of appropriate awards and scholarships to the Executive Board.
-Distribute the nomination forms throughout the state with appropriate publicity.
-Review nominations and recommend recipients.
-Notify Executive Board of committee decisions for final approval.
-Arrange for award plaques and/or prizes and make formal presentation at annual conference.

Other duties of the Chair include:
-Consult with the Grants and Awards Special Committee Chairs to prepare an annual budget request for committee activities.
-Post reports to the board wiki as requested.
-Manage the committee's budget and submit written documentation of expenses in a timely manner.
-Acknowledge the assistance of committee members by sending a letter of appreciation to the committee member's principal and superintendent.



Communications Section Chair:
This Section Chair is a voting member of the Executive Board and oversees all communication and archival activities of the association, in all formats, including website, listserv, social media activities, archives, and all other digital communications.

Book Programs Section Chair:
This Section Chair is a voting member of the Executive Board and oversees NCCBA, NCYABA, BOB and EBOB special committees.

Conference Development Section Chair
Oversees the activities of the conference planning special committee.

Educational Partnerships Section Chair
Serves as a communications channel between the NCSLMA Executive Board and current liaisons including DPI, the State Library of NC, NC Universities and Colleges, Independent Schools and Learn NC as well as other potential educational partners.