NELA Executive Board Job Descriptions
General Executive Board Info | Elected Officer Descriptions | Section Chairs | Committee Chairs | Standing Committees | Special Committees | State Reps
GENERAL EXECUTIVE BOARD INFORMATION
Executive Board
The Executive Board is made up of the elected Officers of the Association, committee chairs, one representative selected from each of the six New England state library associations, and one representative selected by each of the NELA Sections. Executive Board members must be personal members of the Association. The Executive Board shall have general supervision of the activities of the Association, provided that it complies with the actions and principles of the Association.
No person should accept an appointment or nomination unless willing and able to devote the necessary time for the work of the Association.
Duties and Powers:
(General)
- Establishes the immediate and long-term objectives of the Association in September, presents them to the board for approval in November and evaluates them at the July Executive Board meeting.
- Approves presidential and vice presidential appointments.
- Selects date and place of Annual Conference and any special meeting of the membership.
- Notifies membership of the Annual and special meetings.
- Approves promotional materials related to the association.
- Acts in an advisory capacity to Sections and Committees regarding programming.
- Each member prepares an Annual Report of all activities. Copies should be submitted to the Library Association Administrator at least three weeks before the Annual Meeting.
(Financial)
- Controls all funds and property of the Association.
- Supervises the financial administration of the Association.
- Recommends to membership the amount of dues and assessments, including Extended Membership.
- Approves registration fees for annual conference and other NELA events.
- Approves the budget and mileage rate for staff and Executive Board.
- Approves funds for all committee projects.
- Approves the appointment of the auditor.
- Reviews and approves provisions of restricted gifts and endowments.
(Special)
- Approves the appointment, dismissal, duties, and salary and other compensation for NELA staff.
- Grants and withdraws section status to groups of members.
- Approves the establishment, and defines the structure, objectives, and procedures of standing committees.
- Appoints representatives to other organizations not otherwise covered in Bylaws.
- Approves presidential appointments to standing committees.
- Approves rules and regulations for the annual conference and other meetings.
- Approves guest invitations and defines the invitations’ parameters to conferences and events.
- Reviews Section Bylaws and, if they are found to be in accordance with NELA Bylaws, shall accept them.
- Assists with other special projects as needed and availability permits.
Executive Board Meetings
Regular meetings of the Executive Board are bimonthly. Executive Board meetings may be conducted virtually. A simple majority of voting members of the Executive Board constitutes a quorum; a quorum is required to vote. The Executive Board reserves the right to conduct electronic votes under extenuating circumstances and/or on time sensitive matters. Board members are expected to attend meetings in person or virtually and should inform the President in advance of any necessary absence. Absences may be excused at the discretion of the President. See Vacancies, Removal, and Replacement section for the consequences of multiple, unexcused absences.
Voting members of the Executive Board are elected Officers of the Association, State Representatives, Section Representatives, and Standing Committee Chairs. Each committee and section will get one vote. Substitutes for State and Section Representatives do not have a vote at meetings of the Executive Board unless so authorized in writing to the President by the State or Section Representative. If for any reason a person holds multiple voting positions, they are allowed only one vote. Staff serve as advisors only to the Executive Board, and do not have a vote. Emeritus members and special appointments do not have voting privileges.
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ELECTED OFFICER DESCRIPTIONS
President | Vice-President | Past President | Treasurer | Vice-Treasurer | Secretary | Members-at-Large
President's Duties:
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Vice President Duties
- Substitutes for the President in President’s absence.
- Becomes Acting President upon death, resignation, or other incapacity of the President.
- Serves as a member of the Executive Board, and Administrative, Conference, Personnel, and Finance Committees.
- Approves Presidential expenditures with the Treasurer.
- Works with the President on advocacy issues.
- Observes and learns all aspects of the Organization in preparation for becoming President.
- Works with the Members-at-Large to make sure Committees, Sections, and State Reps receive orientation, onboarding, and the support necessary for their roles.
- Checks in with Board members a minimum of three times a year to discuss progress on their goals and to assist with achieving them.
- As Vice President Elect, selects a Conference Chair for appointment to a two year term, to be approved by the Executive Board at the September meeting.
- As President Elect, appoints committee chairs to be approved by the Executive Board at the September meeting.
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Past President
- Serves as a member of the Administrative Committee, Executive Board, and Conference Committee.
- Serves as chair of the Nominating Committee.
- Serves as chair of the Greenaway Award Committee.
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Treasurer
- Serves as a member of the Administrative Committee, Executive Board, Conference Committee, and Personnel Committee and is the Chair of the Finance Committee.
- Presents budget for approval by the Executive Board at the January meeting of the Executive Board.
- Presents financial reports as prepared by the Library Association Administrator at the annual business meeting.
- Works with the Library Association Administrator to submit accounts for annual audit to the auditor.
- Authorizes payments made out by Library Association Administrator.
- Approves Presidential expenditures with the Vice President.
- Oversees deposits via online bank account access.
- Transfers funds from checking account to savings instruments in a federally approved agency, on approval of the Executive Board.
- Discusses fiscal responsibilities with the incoming Executive Board.
- Reviews Dues Schedule on a regular basis with the Finance and Membership Committees.
- Works with Library Association Administrator and Communication and Events Coordinator on operational tasks and evaluates performance for annual evaluation.
- Presents a financial report at each Executive Board meeting.
Vice-Treasurer
- Substitutes for the Treasurer in Treasurer's absence.
- Becomes Acting Treasurer upon death, resignation, or other incapacity of the Treasurer.
- Serves as a member of the Executive Board and Administrative, Personnel, and Finance Committees.
- Serves as a member of the Conference Committee if appointed by the Treasurer.
- Learns the responsibilities and duties of the Treasurer in preparation for taking on the role of the Treasurer.
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Secretary
- Serves as a member of the Administrative Committee and the Executive Board.
- Records minutes of all Administrative Committee and Executive Board meetings.
- Records minutes of Annual Business Meeting.
- Prepares minutes for distribution or publication within 2 weeks.
- Sends a reminder to the Executive Board to submit all reports at least five days prior to all regularly scheduled Executive Board meetings.
- Ensures that official minutes are added to the meeting folder for the date of the meeting, as well as archived in the proper location(s).
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Members-at-Large (2)
- Serve as a member of the Executive Board, and the Administrative and Governance committees.
- Work with the Vice President to make sure Committees, Sections, and State Representatives receive orientation, onboarding, and the support necessary for their roles.
- Liaison to the sections and committees and provides assistance with the continuing education programs they offer.
- Oversee ongoing career development programs offered by the organization, including Resume Review and Mentorship.
- Assists in planning orientation and onboarding of the Executive Board.
- Coordinates onboarding of new section/committee chairs who are unable to attend orientation or who assume the position midway through the year.
- Assist the President and Vice President with Association projects and initiatives.
- The second-year Member at Large serves on the Personnel Committee.
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SECTION CHAIRS
Duties:
- Attend bimonthly meetings of the Executive Board as full voting members.
- Maintain the past and present records of the Section and pass these records on to their successors. Records more than five years old may be sent to the Library Association Administrator for archiving.
- Submit a report by the deadline, prior to each bimonthly meeting of the Executive Board. Reports should include activities and updates of the section since the last Executive Board meeting. Additional information may be given orally at the Board meeting.
- Prepare an Annual Report of all Section activities. Copies should be submitted to the Library Association Administrator at least three weeks before the Annual Meeting.
- Work with the Administrative staff on promotional materials. The Executive Board reserves the right to request edits to said materials.
- All projects requiring funding should receive the approval of the Executive Board before any advance planning is initiated, if not already included on the annual budget.
- All contracts must be submitted in a timely manner to the Administrative Committee for review and approval.
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COMMITTEE CHAIRS
Duties:
- Attend bimonthly meetings of the Executive Board as full voting members.
- Set the agenda and work plan for the Committee for the year ahead and initiate any long-term planning for the Committee.
- Set meeting schedules, set short term goals, work with the volunteer coordinator to follow up on new committee volunteer interest forms, and develop annual goals consistent with the Strategic Plan.
- Maintain the past and present records of the Committee and pass these records on to their successors. Records more than five years old may be sent to the Library Association Administrator for archiving.
- Submit a report by the deadline, prior to each bimonthly meeting of the Executive Board. Reports should include activities and updates of the committee since the last Executive Board meeting. Additional information may be given orally at the Board meeting.
- Prepare an Annual Report of all Committee activities. Copies should be submitted to the Library Association Administrator at least three weeks before the Annual Meeting.
- Committees will work with the Administrative staff on promotional materials. The Executive Board reserves the right to request edits to said materials.
- All projects requiring funding should receive the approval of the Executive Board before any advance planning is initiated, if not already included on the annual budget.
- All contracts must be submitted in a timely manner to the Administrative Committee for review and approval.
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STANDING COMMITTEES
Conference Planning | Educational Assistance | Finance | Governance | Intellectual Freedom | Membership | NELLS | Nominating | Personnel | Public Relations | Volunteer Coordinator
Standing Committee: Conference Planning
Membership:
The newly elected Vice-President, with the approval of the Executive Board, shall appoint one person to serve a two-year term as Conference Committee co-chair. The Conference Committee shall consist of two co-chairs, the Vice-President, President, Past President, Treasurer, Volunteer Coordinator, and one member of each active section.
Duties:
- To plan conference program topics to meet the educational needs of all segments of the Association membership
- To schedule program locations and times for the convenience of attending members
- To coordinate planning with Sections, Committees, and other groups within or outside the Association, which are presenting programs at the conference.
- To plan other conference activities in addition to education programs
- To advise the Conference Co-Chairs and the Events & Communication Coordinator on policies and procedures for conference management
- To supply the Events & Communication Coordinator with program information to publicize and promote the conference throughout New England
- To assist with program supervision and other meeting management during the Annual Conference
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Standing Committee: Educational Assistance
Membership:
The chair shall be appointed for a one-year term by the NELA President with the approval of the Executive Board. There are no predetermined members of this committee.
Duties:
- To provide financial support to Association members who pursue continuing education.
- To select the recipient of up to 4 (2 full-time and 2 part-time) annual scholarships, when available, from nominations received from the Deans of ALA-accredited library schools in New England and New York, or ALA- accredited library schools offering an MLS in New England as distance learning programs including online programs sanctioned by State Associations.
- To assist in fundraising for NELA's educational assistance endeavors
- To administer supplemental scholarships for ALA Spectrum Scholars, when available.
- To administer Continuing Education grants.
- To coordinate the Conference Scholarship program including notifying winners and submitting payment requests for their grants as directed by the Library Association Administrator.
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Standing Committee: Finance
Membership:
The Treasurer is Committee Chair. President, Vice President/President Elect, Library Association Administrator, and two members elected from the Executive Board.
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Standing Committee: Governance
Membership:
The chair shall be appointed for a one-year term by the NELA President with the approval of the Executive Board. There are no predetermined members of this committee.
Duties:
- Formulates and recommends to the membership such changes in the Bylaws as may be necessary.
- Identifies areas of the Policy and Procedures Manual in need of revision, bringing proposed changes to the Executive Board throughout the year for discussion.
- Verifies accepted changes and updates have been made to the Policy and Procedures manual.
- Sends latest versions of documents to the Library Association Administrator for the NELA archives and confirms that the most recent versions are uploaded.
- Manages previous and draft versions of the Association Bylaws and Policy and Procedures manual.
- Reviews Section Bylaws to ensure they are compatible with the Association Bylaws.
- Assist Sections with Bylaws revisions.
- The Chair shall act as Parliamentarian of the Association.
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Standing Committee: Intellectual Freedom
Membership:
The chair shall be appointed for a one-year term by the NELA President with the approval of the Executive Board. There are no predetermined members of this committee.
Duties:
- Develop appropriate programs and activities for presentation at the NELA Annual conference.
- Organize and present stand-alone programs or day conferences on topics related to Intellectual Freedom, Censorship, and other related issues.
- Track and disseminate information about Intellectual Freedom problems and/or issues in New England and beyond.
- Facilitate communication among the Intellectual Freedom Committees of the New England State Library Associations, and other related groups.
- Assist the Executive Board in the development of any NELA policies and/or activities that relate or touch upon Intellectual Freedom and Censorship.
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Standing Committee: Membership
Membership:
The chair shall be appointed for a one-year term by the NELA President with the approval of the Executive Board. There are no predetermined members of this committee.
Duties:
- Works to encourage New England librarians to become new or renewing members of the Association.
- With the Library Association Administrator, coordinates the distribution of Association promotional materials at NELA events and other library related meetings in New England and other selected areas.
- With the Treasurer and Finance Committee, reviews dues schedule and as necessary, recommends revised membership dues structure to the Executive Board.
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Standing Committee: New England Library Leadership Symposium (NELLS)
Membership:
The chair shall be appointed by the NELA President with the approval of the Executive Board and serves a one-year term. The Chair appoints members. The Selection Committee for NELLS participants must include the NELA State Representatives and may also include other members.
Duties:
- With the Facilitator, determine possible dates for the next NELLS and determine available sites for the program.
- On NELA’s behalf, secure a draft contract with the NELLS site for approval by the NELA Executive Board. Once the contract is approved, the Co-Chairs are responsible for contract payment deadlines and other contract-stipulated documents (schedules, rooming arrangements, meals, etc.)
- In consultation with the NELA Treasurer, develop a NELLS budget and the participant fees and association contributions needed to fund it.
- With the assistance of the State Representatives, request contributions from the six State library associations and answer any questions that arise, in consultation with the NELA President or Administrator as needed.
- Determine an appropriate calendar for publicity and for the application process.
- With the assistance of the State Representatives, the NELA Board, the State library associations, and the NELA Events and Communications Coordinator, develop and distribute publicity for the forthcoming symposium. This may include events at the NELA Annual Conference preceding the planned NELLS, as well as publication on State listservs, etc.
- Review and refresh application materials and distribute them as widely as possible.
- In consultation with the NELA President, determine a selection process for NELLS participants, including a target number of participants from each State, taking into account any extraordinary funding provided by a State library association or other organization, such as a State Library.
- Convene selection panels for each State, including the State Representatives to NELA and representatives of other major supporters as appropriate.
- Notify all applicants of the results of the selection process.
- As directed by the NELLS Facilitator, invite guests to the symposium (such as Mentors and State library association representatives for NELLS and panel participants for NELLS II) and complete any necessary details for their attendance (housing, travel, etc.).
- Work with the NELLS Facilitator to develop materials for participants to use before and at the symposium. These may include books, notebooks, assigned articles, etc. The Co-Chairs gather and assemble all needed supplies, distributing materials ahead of the event or delivering it to the site as requested by the Facilitator.
- Gather and deliver any presentation equipment or materials needed by the Facilitator.
- In preparation for the symposium, complete housing charts, special diet information, etc., as requested by contract with the NELLS site.
- During the event, serve as liaisons between the Facilitator and the participants and the event venue staff.
- As requested by the Facilitator, may organize recreational activities to be made available during free time at NELLS or NELLS II.
- When the symposium ends, make sure that the venue has been left in good condition, reporting any problems to site staff.
- Assure that all bills are paid on time and that all participant payments are received.
- Conduct an evaluation by participants to be used in future planning.
- Consider feedback from participants in the previous NELLS to help shape the forthcoming event, communicating that feedback to the NELLS Facilitator. Serve as liaison between the Facilitator and the NELA Executive Board in determining the NELLS or NELLS II curriculum.
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Standing Committees: Nominating
Membership:
The six State Representatives to the Executive Board and the Past President, who shall serve as chair.
Duties:
- Develop a slate by correspondence, meetings, telephone, and email as needed. If by correspondence, all committee members should see all records and suggestions before the slate is established.
- Present approved slate to the Executive Board for vote.
- Biographical data on nominees and a picture should be sent to the President so that membership is informed of nominations prior to May 31.
- Work with the Library Association Administrator to ensure smooth operation of election, appropriate timing and deadlines are met.
- Report the results of the election to the Executive Board by the (July or September) Executive Board Meeting, and to the Membership at the Annual Meeting.
- Verify that nominees are members in good standing and ensure receipt of written acceptance of all nominees.
- Ensure that written acceptances are received from all nominees and are forwarded to the President with the slate.
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Standing Committees: Personnel
Membership:
Treasurer, President, Vice President, and a Member-at-large. One member is selected by the group to serve as Personnel Chair.
Duties:
- Meet with NELA staff to review annual evaluations and set future goals.
- Annual Staff Review Procedure
- Each year, the NELA Executive Board, upon the direction from the Personnel Committee is responsible for evaluating the work performed by Association’s staff and for negotiating new job descriptions as needed for the work of the Association. The timeline for the evaluation process and contract negotiation is:
- September Board meeting- Personnel Chair or President sends out a reminder that evaluation forms for the Library Association Administrator and Events & Communications Coordinator will be sent to the Administrative Committee after the NELA Annual Conference.
- Late October- Personnel Chair or President sends out annual evaluation forms to the Administrative Committee for all employees. Forms are due back by the first week of November.
- Early November- Evaluation forms are reviewed by the Personnel Chair or President, compiled, and sent electronically to the Administrative Committee for review.
- December Administrative Meeting- Any changes to employee salaries are incorporated into the budget preparation for approval at the January Executive Board meeting.
- Propose salary adjustments on an annual basis.
- Review Personnel Manual annually to make any appropriate adjustments.
- Review leave of absence or other time-off requests and make recommendations to the Administrative Committee to be submitted to the Executive Board for approval.
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Standing Committees: Public Relations
Membership:
The chair shall be appointed for a one-year term by the NELA President with the approval of the Executive Board. There are no predetermined members of this committee. The NELA Events & Communications Coordinator shall be an ex officio member of the Public Relations Committee.
Duties:
- Works closely with the Events & Communication Coordinator on promotional materials and public relations plans.
- Recommends NELA public relations procedures and policies to the Executive Board.
- Periodically evaluates NELA branding and identity statements and recommends changes to the Executive Board.
- Provides advice to NELA committees on public relations matters upon request.
- Coordinates all public relations matters for stand alone programs.
- Coordinates social media accounts for the Association.
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Standing Committees: Volunteer Coordinator
Membership:
The coordinator shall be appointed for a one-year term by the NELA President with the approval of the Executive Board. There are no predetermined members of this committee.
Duties:
- Works to encourage New England librarians to become new or returning volunteers of the Association.
- Coordinates the exhibit of Association promotional materials at state association annual conferences, with the assistance of the State Representatives to the Executive Board.
- Recruits and schedules volunteers for the Annual Conference.
- Works with Committees and Sections to establish their volunteer needs.
- Responds to Volunteer Interest forms to place volunteers, filling the needs of Committees and Sections.
- Coordinates volunteer recognition and acknowledgement of their contributions to the Association.
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SPECIAL COMMITTEES
Membership:
The President appoints a chair, or co-chairs, of all special committees with the approval of the Executive Board. The term of all special committee chairs will end with the adjournment of the Annual Business Meeting of the Association. Special Committee Chairs are non-voting members of the Executive Board. There are no predetermined members of special committees.
Duties:
- Special committee chairs’ duties are those assigned by the president, along with the duties assigned to all committee chairs.
Special Interest Group Chairs
Duties:
- Attend bimonthly meetings of the Executive Board as non-voting members.
- Maintain the past and present records of the Special Interest Group and pass these records on to their successors. Records more than five years old may be sent to the Library Association Administrator for archiving.
- Submit a report by the deadline, prior to each bimonthly meeting of the Executive Board. Reports should include activities and updates of the section since the last Executive Board meeting. Additional information may be given orally at the Board meeting.
- Prepare an Annual Report of all Special Interest Group activities. Copies should be submitted to the Library Association Administrator at least three weeks before the Annual Meeting.
- Work with the Administrative staff on promotional materials. The Executive Board reserves the right to request edits to said materials.
- All projects requiring funding should receive the approval of the Executive Board before any advance planning is initiated, if not already included on the annual budget.
- All contracts must be submitted in a timely manner to the Administrative Committee for review and approval.
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STATE REPRESENTATIVES
Commitment:
State Representatives are expected to be active members of both their State Association Board and the NELA Board, and are expected to attend the Board meetings of each.
Each State Association is responsible for deciding on the method of selecting its NELA Representative, in accordance with its bylaws and preferred practices. The State Representative is held responsible for the performance of all duties to their State Association and its Board.
Duties:
- Attend bimonthly meetings of the Executive Board as full voting members. Act as liaison between state association Executive Boards and NELA.
- Submit a report by the deadline, prior to each bimonthly meeting of the Executive Board. Reports should include activities, issues, and concerns related to libraries and library associations in their states. Additional information may be given orally at the Board meeting.
- Serve on the Greenaway Award Committee.
- Serve on the Nominating Committee.
- Serve on the selection committee for NELLS participants.
- Assist in publicizing NELLS and NELLS2 within their states, and liaise with their State Association Board on issues related to NELLS.
- Assist with the Annual Conference, when held in their state, at the request of the Conference Chair and the Conference Planning Committee.
- Act as liaison between state conference planners and NELA President to facilitate the attendance of an Executive Board member at each state association conference.
- Assist with NELA membership display at respective state conferences and arrange for a display table, in conjunction with the Volunteer Coordinator.
- Provide Library Association Administrator with current lists of state association Board members, Section chairs, and Committee chairs, and Association staff.
- Provides meeting and conference dates to be added to the external NELA Events Calendar.
- Promote NELA on the state level and, within each state, serve as a resource person for NELA information: encourage and recommend state association members to participate on NELA Committees and in Sections and at regional programs; promote NELA through state association communication channels.
- Promote within each state the NELA scholarship available to a first time attendee at the NELA Annual Conference.
- Provide information to the Public Relations Committee on noteworthy state and association activities.
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