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==DIVISION OF RESPONSIBILITIES OF NMRT OFFICERS & DIRECTORS==
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==Division of Responsibilities of NMRT Officers & Directors==
  
 
===President===
 
===President===
* Officers
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* Governance Committee
* Governance Committee  
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* Liaison Coordination & Support
* President's Program & Membership Meeting
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* President's Program Committee
* Fundraising Coordinator (ad hoc)
+
  
 
===Vice-President/President Elect===
 
===Vice-President/President Elect===
* Vice Presidential Planning ad hoc
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* Vice Presidential Planning Committee
  
 
===Immediate Past President===
 
===Immediate Past President===
 
* Nominating Committee
 
* Nominating Committee
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* LLAMA/NMRT Joint Committee
 +
* NMRT Alumni & Friends
 +
 
 
===Treasurer===
 
===Treasurer===
 
* NMRT Budget  
 
* NMRT Budget  
 
* Assistant Treasurer  
 
* Assistant Treasurer  
* ALA Budget & Resources Committee (BARC)  
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* ALA Budget Analysis & Review Committee (BARC)
* NMRT Hotel  
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* NMRT Hotel
* NMRT-L
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===Secretary===
 
===Secretary===
 
* Archives Committee  
 
* Archives Committee  
 
* Handbook Committee  
 
* Handbook Committee  
* NMRTBD list
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* Web Committee
  
 
===Councilor===
 
===Councilor===
 
* ALA Council  
 
* ALA Council  
 
===Outreach Director===
 
* Student and Student Chapter Outreach Committee
 
* Student Reception Committee
 
* Membership Promotion, Diversity & Recruitment Committee
 
* Membership Relations Committee 
 
* Student Chapter of the Year Award (SCOTYA) Committee
 
 
===Networking Director===
 
* Booth Committee
 
* 3M/NMRT Social Committee
 
* Local Arrangements Committee
 
* Midwinter Social Committee
 
* Orientations Committee
 
  
 
===Member Services Director===
 
===Member Services Director===
 
* Footnotes Committee  
 
* Footnotes Committee  
 +
* Endnotes Committee
 
* Mentoring Committee  
 
* Mentoring Committee  
* Resume Review Service Committee
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* Resume Review Service Committee
* Web Committee  
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===Leadership Development Director
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===Networking Director===
* Annual Program Committee  
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* Annual Program Committee
* Online Forum Committee  
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* Annual Conference Local Information Committee  
* Shirley Olofson Memorial Award Committee  
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* Midwinter Social Committee  
* Scholarship, Writing, and Research
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* Orientations Committee
* 3M Professional Development Grant Committee  
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+
  
Last Revised: April 2006
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===Outreach Director===
 +
* Membership Promotion, Diversity & Recruitment Committee / Liaison to ALA Diversity
 +
* Student and Student Chapter Outreach Committee (SASCO)
 +
* Student Chapter of the Year Award Committee (SCOTYA)
 +
* Student Reception Committee
  
==VICE-PRESIDENT/PRESIDENT-ELECT==
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===Leadership Development Director===
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* Annual Conference Professional Development Attendance Award Committee
 +
* Awards Reception
 +
* Mango Languages/NMRT Professional Development Grant Committee
 +
* Online Discussion Forum Committee
 +
* Shirley Olofson Memorial Award Committee
  
(AUTHORIZED BY NMRT CONSTITUTION)
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===Fundraising Coordinator===
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* Liaison between exhibitors, Exhibits Round Table, and NMRT
 
   
 
   
===Term of Office===
 
Elected as Vice President/President-Elect, serving one year as Vice-President and one year as President.
 
 
===Vice-President - Purpose===
 
The purpose of the NMRT Vice-President is to assist the President in performing those duties he or she assigns and to prepare for the following year as President by working closely with the President and other officers. The Vice-President/President-Elect also acts as a representative of NMRT.
 
 
===Officers and Committees Vice-President Supervises===
 
 
===Vice-President's Supervisor===
 
 
===Major Responsibilities===
 
* Assist the President in accomplishing the purposes and goals of NMRT.
 
* Perform those duties assigned by the NMRT President.
 
* Represent NMRT as an elected officer.
 
* Maintain close contact with the NMRT President and other officers.
 
* Prepare for the following year as NMRT President.
 
* Serve as presiding officer in the absence of the President.
 
* Appoint committee chairs for the following term.
 
* Schedule a meeting for Midwinter to discuss program themes and initiatives for the presidential year.
 
 
===Procedures Used to Accomplish Major Responsibilities===
 
* Read all correspondence concerning NMRT. Begin to consider areas that might need restructuring and ways to handle them during your term.
 
* Keep in close contact with the President, asking questions and soliciting opinions, ideas, and suggestions. Clarify any procedures at this time.
 
* Maintain a file on each committee, containing correspondence, telephone conversation summaries, and other pertinent information, as well as notes on plans for next year.
 
* Attend as many committee meetings as possible during Midwinter and annual conference.
 
* Meet at Midwinter with interested people to develop program themes and initiatives.
 
* Prepare a committee interest form to solicit volunteers and distribute through Footnotes the Website, NMRT-L and any other way possible to reach potential committee members and chairs.
 
* Request from current committee chairs and liaisons recommendations for possible persons to fill their positions next year.
 
* Inquire of directors and other officers if they have recommendations to make.
 
* Attend as many state or regional meetings as possible to represent NMRT.
 
* Offer to speack to area library schools to interest students in NMRT.
 
* At Midwinter work with Treasurer and Assistant Treasurer in drafting a proposed budget for the upcoming year.
 
 
===Contact People for Accomplishing Objectives===
 
* NMRT President
 
* NMRT Officers
 
* NMRT Staff Liaison
 
 
===Types of Record keeping===
 
The Vice-President/President-Elect maintains copies of all NMRT correspondence, files on committees, their correspondence and reports. The Vice-President/President-Elect maintains records of grant and award applications.
 
 
===Correspondence and Copies===
 
* NMRT President: Copies of everything
 
* NMRT Officers: Copy as it deals with their areas of responsibilities.
 
* NMRT Staff Liaison: Copy as it deals with ALA rules and regulations and other ALA units.
 
 
===Reports and Dates for Submitting Reports===
 
The Vice-President/President-Elect submits reports to the President and Executive Board at Midwinter and annual conference and at other times upon request of the President.
 
 
===VICE-PRESIDENT/PRESIDENT-ELECT'S TIMETABLE FOR ACTIVITIES===
 
 
====JULY====
 
* Set up filing system now, as there will be no time to do so when correspondence begins.
 
* Establish close working relationship with the President. Ask advice, determine the President's goals and priorities for the year, and be supportive; you can hash out differences in private.
 
 
====AUGUST====
 
Begin planning for year as President. Make notes of ideas as they occur and keep a special file. Refer to the file often, to add, omit, or revise plans.
 
 
====SEPTEMBER====
 
* Contact the persons in charge of the areas of responsibility assigned to you by the President. Introduce yourself and offer your assistance as needed.
 
* Submit space requests for Midwinter meetings.
 
 
====OCTOBER====
 
* Keep up with the activities of committees, correspondence and planning. Request approval from the President to begin to solicit volunteers for next year's committees and to make appointments.
 
* Submit space requests for Annual meetings.
 
 
====NOVEMBER====
 
* Send out letters to all chairs and liaisons requesting recommendations for their positions next year. contact officers for their input.
 
* Submit committee interest form to be included in Footnotes for the Midwinter conference issue.
 
*When committee interest forms start to come in, establish a system for easy reference to all those who have volunteered for one specific committee and all the committees any one person volunteered for. Take note of any pertinent comments, such as willingness to chair, cannot attend both conferences, and the like.
 
* Begin making appointments.
 
 
====DECEMBER====
 
* Read 3M grant applications, keeping in mind that these are possible committee chairs or members. Request a copy of the Olofson applications for use in making appointments.
 
*Publicize agenda, time, and place of planning meeting at Midwinter .
 
* Prepare Vice-President's report for Midwinter. Touch base with areas under your supervision, if applicable, to determine last-minute needs or problems for Midwinter. Check meeting times of these areas and plan to attend.
 
* Contact the NMRT President to see where you might be of special assistance at Midwinter.
 
 
====JANUARY====
 
Last-minute preparation for Midwinter.
 
 
====MIDWINTER====
 
* Distribute committee interest forms at all Executive Board meetings and through personal contact. Attend all Executive Board meetings, 3M Grant selection meetings, NMRT Orientation and Social, and as many other scheduled NMRT committee meetings as possible. Attend meetings of other committees under your area of responsibility as assigned by the President.
 
* Meet with the President and Treasurer to plan a tentative budget for the following year. A copy of the budget must be given to the ALA staff liaison.
 
* Make yourself available to membership. Meet the people who have volunteered but are unknown to you. Determine the committee or chair they are best suited for.
 
* When committee interest forms begin to come in, establish a system for easy reference to all those who have volunteered for one specific committee and all the committees any one person volunteered for. Take note of any pertinent comments, such as willing to chair, cannot attent both conferences, and the like.
 
* Attend Round Table Coordination Committee meeting.
 
* Meet with Treasurer and Treasurer-Elect to prepare budget proposal.
 
 
====FEBRUARY====
 
Send letters of congratulations to NMRT nominees. If you find it beneficial, consider asking both candidates to fill the same position. This way, the winner will fill the officer position and the one who was not elected will chair a committee and not be lost that year to NMRT.
 
 
====MARCH====
 
Continue to make appointments. Follow up on planning meetings. Keep in close contact with the President.
 
 
====APRIL====
 
Begin planning calendar, new board orientation, and any final plans for transition. Continue to make appointments.
 
 
====MAY====
 
* All chairs should be appointed, or, in the case of those running for office, tentatively. Send letters to all current chairs, telling them who their successor is and strongly encouraging their attendance at the New Board Orientation to transfer materials and/or communicate with the new chair about the committee. Urge them to write their successors in advance, and to evaluate the committee's activities over the past year (what went well, what could have gone better, how to better evaluated in the future).
 
* Send letters to the new chairs about the New Board Orientation, noting time and locations and the charges for their committees. Also include the names of those committee members who have accepted to date. Verify the addresses of officers, chairs, and liaisons for the directory listings.
 
* Continue to make appointments of committee members.
 
* Contact Midwinter Activities Committee to see how they are progressing, reminding them that they will be expected to present a report in June for Board approval.
 
* Prepare orientation notes for the New Board Orientation. Include:
 
**Deadline for Plans of Action. Refer to the appropriate form in the NMRT Handbook.
 
**Request for committee chairs to submit names and addresses of persons they wish to have appointed to their committees. Set a deadline.
 
**Instructions on expenditures and reimbursements. Quote financial guidelines adopted by the Executive Board in January, 1982.
 
**Notes on the importance of maintaining communication. List people who are to receive copies of correspondence. Point out that all telephone conversations are to be summarized and refer to the appropriate form.
 
**Tentative calendar and tentative list of NMRT meetings scheduled for the annual conference and Midwinter. Ask the chairs of the following committees for their deadlines to include in handouts: Footnotes, Nominating, Publicity, Scholarship, Shirley Olofson Award, and 3M Professional Development Grant.
 
**A list of the division of responsibilities.
 
* Order a memento for the outgoing President.
 
* Notify the Membership Meeting Chair of your intent to present the memento at the end of the membership meeting.
 
 
====JUNE====
 
* Assist President in last-minute preparations for Annual.
 
* Invite incoming chairs and officers and outgoing chairs and officers to new board orientation.
 
 
====ANNUAL====
 
 
* Assist the President as needed.
 
* Attend Orientation speech.
 
* Preside at and prepare handouts for the New Board Orientation. Distribute Orientation packets (orientation notes, calendar, timeline, division of responsibilities, a copy of the relevant handbook entry, budget, expenditure/reimbursement instructions, starter pack of NMRT stationery). Introduce the Board members and request that everyone stay for the entire meeting. Remind chairs and officers to notify you if they have not received files from their predecessors by September 1. Provide a list of last year's chairs so that they can make contact immediately.
 
* Send materials to any members of the new board who were not in attendance.
 
  
  
Last Revised: February 1999
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''Last Reviewed: September 2015; Last Revised: September 2015''

Latest revision as of 14:27, 1 February 2016

Division of Responsibilities of NMRT Officers & Directors

President

  • Governance Committee
  • Liaison Coordination & Support
  • President's Program Committee

Vice-President/President Elect

  • Vice Presidential Planning Committee

Immediate Past President

  • Nominating Committee
  • LLAMA/NMRT Joint Committee
  • NMRT Alumni & Friends

Treasurer

  • NMRT Budget
  • Assistant Treasurer
  • ALA Budget Analysis & Review Committee (BARC)
  • NMRT Hotel

Secretary

  • Archives Committee
  • Handbook Committee
  • Web Committee

Councilor

  • ALA Council

Member Services Director

  • Footnotes Committee
  • Endnotes Committee
  • Mentoring Committee
  • Resume Review Service Committee

Networking Director

  • Annual Program Committee
  • Annual Conference Local Information Committee
  • Midwinter Social Committee
  • Orientations Committee

Outreach Director

  • Membership Promotion, Diversity & Recruitment Committee / Liaison to ALA Diversity
  • Student and Student Chapter Outreach Committee (SASCO)
  • Student Chapter of the Year Award Committee (SCOTYA)
  • Student Reception Committee

Leadership Development Director

  • Annual Conference Professional Development Attendance Award Committee
  • Awards Reception
  • Mango Languages/NMRT Professional Development Grant Committee
  • Online Discussion Forum Committee
  • Shirley Olofson Memorial Award Committee

Fundraising Coordinator

  • Liaison between exhibitors, Exhibits Round Table, and NMRT


Last Reviewed: September 2015; Last Revised: September 2015
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