Chapter Manual - IV. Governance Calendar

Added by Karen Huffman, last edited by Lorraine Bell on Apr 01, 2010  (view change)

Table of Contents

Governance Calendar

The Chapter's year runs January to December. Board Meetings are held every month except for January, June and July.  The DC/SLA Annual Business Meeting and Banquet server as the December meeting. A majority of Board members in office shall constitute a quorum for the transaction of business at any meeting of the Board.

January
  • Planning Breakfast
  • SLA Leadership Summit
  • Change signiture cards and resolutions for all bank accounts
  • Officer forms due to SLA by 31st
February
  • First Board meeting
  • President's first column in Chapter Notes
  • Propose and approve new budget
  • Treasurer:  Audited financial statements due at HQ
March
  • Treasurer: Recieve allotment, deposit in operating savings account
  • Select SLA Conference Stipend Award Winner (announced in Chapter Notes)
  • Dine Arounds
April
  • Joint Spring Workshop
  • International Special Librarian's Day
  • Solicit Nominations via Chapter Notes
May
  • New Member Reception
  • Nominations committee meets
June
  • SLA Annual Conference and Business Meeting
  • Treasurer: Mid-Year Financial Statements due at HQ June 30
  • No Board meeting
July
  • No Board Meeting
August
  • Nominations committee presents proposed ballot to Board
  • Elections committee formed
September
  • Dine Arounds
  • Ballots are e-mailed, mailed and published in September Chapter Notes (due mid-October)
  • Call for Annual Report submissions
  • Professional Enhancement Day
October
  • Annual Report Submissions due
  • Volunteer Appreciation Event
  • Approve Member of the Year/Board of Directors awards
  • Select InfoCurrent and DC/SLA scholarship recipients (present at Banquet)
  • Announce Election results
  • 1st VP should begin recruiting committee chairs
November
  • Chapter Board and Advisory Committee Transition Meeting
  • Budget requests for next fiscal year
December
  • DC/SLA Annual Business Meeting and Banquet
  • Officially nominate Standing Committee chairs; get approval of Board
  • SLA awards recommendations

Annual Business Meeting/Banquet

The Annual Business Meeting/Banquet serves to inform all Chapter members of the Chapter's activities on an annual basis. It offers each member a chance to participate in the business of the organization.  The meeting is held in December of each year.

Procedures

Quorum - All Chapter members in good standing are permitted to speak and vote at the Annual Business Meeting. A quorum is fifteen members.

Chair - The Chapter President presides at the Annual Business Meeting.

Agenda - The agenda for the Annual Business Meeting is prepared by the Chapter President and does not need to be adopted by the attendees.

A sample agenda includes the following:

  • Call to Order and Welcome
  • Introduction of the Board of Directors and Distinguished Guests
  • President's Annual Report on the Chapter Treasurer's Report
  • Introduction of New Officers
  • Presentation of Awards
  • Address by Guest Speaker
  • Remarks by the President-Elect
  • New Business and Announcements
  • Adjournment

This agenda is a guideline and may be amended at the discretion of the Chapter President.

The reading of the minutes is purposely omitted.

The Treasurer's report should be very brief and general in nature.

The call for new business affords members a chance to speak on issues of concern or to make announcements.

Nominations/Elections Schedule

The Nominations Committee Chair is the Past-Past President. 

  • March - Nominations Committee Chair will select a committee from membership.  The committee will be composed of no less than 3 members.   
  •  From April through July, the Nominations Committee conducts their search for possible candidates and composes a proposed ballot. 
  • August - Nominations Committee presents proposed slate of candidates to the Executive Board for approval.  Elections committee is formed. 
  • September - Survey Monkey link to ballots emailed and notice published in Chapter Notes.   
  • October - Ballots are counted by Survey Monkey.  Candidates are notifed by the Chapter President.  Results are posted to the listserv and the November issue of Chapter Notes. 

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