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Policies and Procedures for Idaho Library Association
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Idaho Library Association Policies and Procedures

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IDAHO LIBRARY ASSOCIATION

POLICIES AND PROCEDURES

Revised March 2018

Officers

President

Vice President

Past President

Secretary

Treasurer

ALA Councilor

PNLA Representative

Annual Conference Chair

Membership Chair

Webmaster

Online Content Coordinator

ARCHIVES

EXECUTIVE BOARD

CODE OF CONDUCT POLICY

FISCAL POLICY

GENERAL

DIVISIONS & COMMITTEES

TRAVEL FOR BOARD MEETINGS

ANNUAL CONFERENCE EXPENSES

TRAVEL TO ANNUAL CONFERENCE

EXHIBITS

COMMITTEES

RESPONSIBILITIES OF THE COMMITTEE CHAIRPERSON

STANDING COMMITTEES

Bibliography Committee

Constitution and By­laws Committee Chair

ILA Book Award Committee

​Intellectual ​Freedom Committee

Legislative Committee

Membership Committee

Online Content Coordinator

Scholarship, Recruitment, and Awards Committee

Regional Conference Committee

AD HOC COMMITTEES

Officers

President

BYLAWS​: Article IV, sections 1.a, 3.a,b,e,f, 4.a­d; Article V, sections 1, 3.a,e, 4; Article VI, section 1.a(2).

Must be an individual member of ILA.

Duties

Vice President

BYLAWS​: Article IV, sections 1.b, 3.a­c, 4.b,c; Article V, section 1.

Must be an individual member of ILA.

Duties

Past President

BYLAWS​: Article IV, sections 1.d, 3.b; Article V, section 1.

Must be an individual member of ILA.

Duties ​

Secretary

​BYLAWS​: Article IV, sections 3.e, 4.d,g; Article V, section 1.

Must be an individual member of ILA.

Duties

Treasurer                

Bylaws​: Article II, section 1.a; Article IV, section 4.e; Article V, section 1.

Must be an individual member of ILA.

Duties ​

ALA Councilor

Bylaws​: Article IV, sections 2, 2.a, 3.a,f, 4.g; Article V, section 1.

Must be an individual member of ILA.

Duties

PNLA Representative

Bylaws​: Article III, section 2; Article IV, sections 2, 2.a, 4.f; Article V, section 1.

Must be an individual member of ILA.

Duties

Annual Conference Chair

Bylaws​: Article IV, section 4.h; Article V, section 1.

Must be an individual member of ILA.

Duties ​

​Travel ​

Membership Chair

Must be an individual member of ILA.

Duties

Travel ​

Webmaster

Must be an individual member of ILA.

Duties as Webmaster

Editorial ​Objectives

Webmaster ​requirements

Online Content Coordinator

Must be a member of the Idaho Library Association

Duties

ARCHIVES

BYLAWS​: Article XII.

Depository. The University of Idaho Library is the official depository of the Idaho Library Association.

Preservation ​of Materials. All papers, documents, and records relating to the business, activities, and history of the Association are to be preserved. They comprise Constitutional and Bylaws revisions, conference programs and proceedings, Executive Board minutes, correspondence, studies, surveys, reports, publications, etc.

Procedures. The University of Idaho librarian in charge of archives will assume the responsibility of screening the materials for the ILA Archives and discarding the useless. The outgoing Secretary is charged with the responsibility of obtaining archival material from the officers of the Association, division officers, and committee chairpersons shortly before or immediately following the annual conference. The documents are sent directly to the University of Idaho Library for preservation.

EXECUTIVE BOARD

CONSTITUTION:​ Article V, sections 1,3. ​BYLAWS:​ Article II, section 1.b; Article IV; Article V; Article VI, sections 1,4,5; Article VII, sections 1,2,3.

Must be an individual members of ILA

DUTIES

ADOPTION OF STANDARDS AND GUIDELINES

CODE OF CONDUCT POLICY

The Idaho Library Association sponsors a variety of forums, correspondences, meetings and professional development opportunities, including the annual Conference,regional conferences, and meetings with legislators. The purpose of these events is to provide Idaho librarians with opportunities to learn, connect and grow, which we believe to have a positive impact on the development and improvement of libraries throughout the state.

Idaho Library Association does not tolerate harassment of members, attendees, staff, contracted consultants, venue workers, speakers or other participants at any meetings or events we sponsor. We recognize a shared responsibility to create and maintain an environment based on mutual respect and free of harassment for the benefit of all. Participants may - and do - exercise their option to leave a session or a conversation. As a statewide professional development association for librarians and library workers in Idaho, the events and meetings sponsored by ILA are an extension of work and no person should work under threat of harassment.

In an effort to create an environment based on mutual respect and free of harassment, some behaviors are specifically prohibited. These include, but are not limited to:

All participants and presenters are expected to observe these rules and behaviors at all ILA meetings or events. Your attendance at an ILA meeting or event signals your willingness to comply with this Code of Conduct. Any breach of this code of conduct will result in an appropriate course of action including, but not limited to:

Anyone can report harassment. If someone’s behavior has made you uncomfortable, or if you witness the same happening to someone else, you should immediately contact an ILA officers person, or Event/Meeting convener. The ILA webpage will list an email address and phone number for reporting code violations and all agendas, programs and contracts will include a link to that information. If a code violation is reported we will ask the reportee for information regarding the code violation including where and when the incident occurred, who was involved, who may have witnessed the code violation and what action is being requested of ILA as a result of the report. If a reportee wishes to remain anonymous ILA will honor that request.  Reportees should be aware, however, that an anonymous report may be difficult to substantiate or take action upon.

Any reports of code violations will be forwarded immediately to the President, or designee, who will determine and carry out the appropriate course of action, and who may consult with and engage other ILA officers, leaders and legal counsel as appropriate.

Site security and/or local law enforcement may be involved, as appropriate based on the specific circumstances. A follow-up report will be made to individuals who report being harassed and a written summary of all such code violations will be made annually to the ILA Executive Board. The President, in consultation with the Executive Board, may develop additional procedures to implement this policy.

ILA Officers and/or meeting conveners who receive reports of code violations are responsible for reporting the incident immediately to the President and documenting the report in writing and forwarding it to the President within 24 hours.

Actions that result in expulsion or exclusion from an event or revocation of ILA membership can be appealed in writing to the President. If relief is denied, a hearing may be requested in front of the Executive Board.

FISCAL POLICY

GENERAL

The ​fiscal year of operation for the Association is the calendar year.

Association funds can be spent only for purposes authorized or budgeted by the Executive Board. The Treasurer verifies all expenses, except for Treasurer expenses, which are verified by the Vice President. All committee and division chairs should submit their budget requests to the Treasurer as soon as possible after taking office. Funds allocated to committees and divisions may be used only in support of activities and products related to the respective purposes thereof except as otherwise directed by the Executive Board. Association funds may not be used for personal gifts except as specifically authorized by the Executive Board.

All officers and committee chairpersons submit a copy of expenses authorized to the Treasurer.

No official of the Association shall be reimbursed for any travel to a regional or national conference or other meeting unless specifically authorized in advance by the Executive Board, and unless sufficient funds are available without jeopardizing the operating funds of the Association. Any such authorization shall be based on a need for the Association to be officially represented at the meeting in question.

It shall be the goal of the association to build and maintain unrestricted net assets which, at the end of a given year, are equal to a minimum of fifty percent (50%) of the association’s total budgeted expenses for the following year. These monies shall constitute ILA’s operating reserve and shall be used to provide for temporary cash flows exigencies as well as to meet unexpected or emergency needs that severely impair the association’s ability to operate. Ten percent (10%) of the net proceeds from conferences shall be dedicated to the building and maintaining the operating reserve and shall be transferred into the association’s pool of long-term investments.

ILA will develop a long term investment strategy.

MISCONDUCT POLICY

Like all organizations, the Illinois Library Association (ILA) is faced with the risks that come from wrongdoing, misconduct, dishonesty, and fraud. As with all business exposures, we must be prepared to manage these risks and their potential impact in a professional manner. The impact of misconduct and dishonesty may include:

The purpose of this policy is to establish and maintain an environment of fairness, ethics, and honesty for our association members, conference attendees, volunteers, board members, and individuals with whom we contract with whom we have a relationship. To maintain such an environment requires the active assistance of officer every day. ILA is committed to the deterrence, detection, and correction of misconduct and dishonesty. The discovery, reporting, and documentation of such acts provides a sound foundation for the protection of innocent parties, the taking of disciplinary action against offenders up to and including dismissal where appropriate, the referral to law enforcement agencies when warranted by the facts, and the recovery of assets.

Procedure for Follow Up Regarding Misconduct Reporting

Care must be taken in the follow-up of suspected misconduct and dishonesty to avoid acting on incorrect or unsupported accusations, to avoid alerting suspected individuals that follow-up and investigation is underway, and to avoid making statements that could adversely affect the association, an employee, officer, or other parties.

Accordingly, the general procedures for follow-up and investigation of reported incidents are as follows:

1. Employees, officers, and others must immediately report all factual details as indicated above under Policy and Responsibilities.

2. The President shall appoint a committee to review the factual details.

3. All records related to the reported incident will be retained wherever they reside.

4. Do not communicate with the suspected individuals about the matter under investigation.

5. In appropriate circumstances and at the appropriate time, the ad hoc committee shall report findings to the President of the organization.

6. The Ad Hoc Committee may also obtain the advice of legal counsel at any time throughout the course of an investigation or other follow-up activity on any matter related to the report, investigation steps, proposed disciplinary action, or any anticipated litigation.

7. Neither the existence nor the results of investigations or other follow-up activity will be disclosed or discussed with anyone other than those persons who have a legitimate need to know in order to perform their duties and responsibilities effectively.

8. All inquiries from an attorney or any other contacts from outside of the association, including those from law enforcement agencies or from the employee under investigation, should be referred to ILA’s legal counsel. Investigative or other follow-up activity will be carried out without regard to the suspected individual’s position, level, or relationship with the association.

DIVISIONS & COMMITTEES

All expenses for divisions and committees are referred to the Executive Board. (Bylaws, Article VII, section 3)

All monies collected by any division or committee are turned in to the Treasurer.

Expenses for speakers, special events, etc., are subject to approval of the Executive Board.

New association and division or committee budgets shall be set up at least one month before the fiscal year begins. Normal budgeted expenditures do not require prior approval of the Executive Board.

TRAVEL FOR BOARD MEETINGS

The ​board allows reimbursement to Board members (due to budget restraints, Division and Committee co-­chairs are not reimbursed) and to others required to attend for meals, lodging and transportation at rates commensurate with current costs for board meetings not held in conjunction with the annual ILA conference. No more than the State rate should be allowed for meals, lodging, and mileage.

ANNUAL CONFERENCE EXPENSES

The ​President, Treasurer, Conference Chair, and the Annual Conference Exhibits Chair are allowed full expenses for meals, lodging, and transportation for the duration of the Annual Conference, including the hospitality room.

TRAVEL TO ANNUAL CONFERENCE

Expenses for meals, lodging, and transportation to the ILA annual conference are paid by the Association, contingent upon attending the Board meetings as a criteria for travel for the following voting positions: President, Vice President, Treasurer, Secretary, Chairs of each division, Student Representative, Legislative Chair, Membership Chair, ALA Councilor, PNLA Representative,

EXHIBITS

Exhibit spaces for the Idaho Library Association conferences must be approved by the Exhibits Coordinator and will be rented to exhibitors in accordance with these guidelines:

Preference ​will be given to commercial vendors or those willing to pay commercial rates.

​Exhibitors ​who cancel thirty (30) days prior to the conference will receive a 90% refund.

Exhibitor ​booth rental fees will be set by the Board, after consideration of the Conference Chair’s recommendation per­use Internet access charges and equipment rental fees will be based on cost recovery pricing.

Paid ​exhibitors may receive, upon request, the names and addresses of conference registrants as part of the exhibit fee.

COMMITTEES

BYLAWS:​ Article II, section 1.b; Article IV, sections 2, 2.a, c, 3.b­d, 4.c,e; Article V, sections 2, 3.e, 4; Article VI.

GENERAL CONSIDERATIONS

Must be individual members of ILA.

Standing committees

Other standing committees are:

Committee Guidelines

RESPONSIBILITIES OF THE COMMITTEE CHAIRPERSON

Interprets ​instructions of the Executive Board to the committee and makes definite assignments to each member.

Committee ​chairpersons should send the President and President­ elect copies of all important correspondence.

Sees ​that the committee incurs no expense unless authorized to do so, nor commits the Association by a declaration of policy unless authorized or approved by the Executive Board (Bylaws, Article VI, section 5).

​Updates ​any web content pertinent to the committee.

 If the committee wishes to hold a meeting during the conference, arranges with
the conference committee for the time and place of meeting.

Keeps ​committee files up-­to-­date and turns active material over to the new committee chairperson within 30 days. Inactive material must be forwarded to the Secretary for the archives.

Each ​committee chairperson shall submit a written final report at the Annual Conference for posting on the website​,​ and/or other appropriate association publication, as determined by the Board. This report should include:

A report of work done

Recommendations

Suggestions of names for appointment to the committee for the next year.

STANDING COMMITTEES

(​Bylaws​: Article VI, section 1)

Bibliography Committee

Constitution and By­laws Committee Chair

ILA Book Award Committee

​Intellectual ​Freedom Committee

Legislative Committee

Membership Committee

Online Content Coordinator

Scholarship, Recruitment, and Awards Committee

Regional Conference Committee

AD HOC COMMITTEES

(​Bylaws​: Article VI, section 2.)

May be appointed by the President with the approval of the Executive Board. There are currently no active ad hoc committees.
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