Chapter Manual - V. Executive Board - Membership Director

Added by Karen Huffman, last edited by Sage Hulsebus on Nov 24, 2008  (view change)

Table of Contents

Directors Overview

Election: One of two Directors, designated Fundraising Director and Membership Director, is elected annually by a simple majority of the mail votes cast by the Chapter membership. (See Chapter Bylaws Article III, Section 5; and Article X).

Qualifications: Directors are generally persons who are familiar with the Association and the Chapter, who have had prior service as Group, Chapter or Division Officers, committee Chairs, or made some outstanding contribution to the Chapter or Association.

Term: Directors are elected to a two year term. The year of election alternates between the two Directors so that only one director is elected annually. The office of Director is assumed upon adjournment of the Association's annual business meeting.

Roles and Responsibilities

The Membership Director maintains membership records, sends letters of welcome to new members, encourages recruitment of new members, and contacts non-renewing members to determine the reason for their departure and to encourage their renewal.

Duties

  1. Maintain an accurate record of all current Chapter memberships as reported by SLA.
  2. Supply membership information to all Chapter officials and to the editor of Chapter Notes.
  3. Takes an active role in any revision of the local Chapter Directory.
  4. Members of the Membership Committee are expected to assume an active role in Chapter meetings and membership events, serving as "greeters" or "hosts," making introductions and encouraging the active involvement of new members or first time participants.

Procedures

  • All official membership records are held at SLA headquarters. All applications for new memberships, questions regarding membership, address changes, and requests for change in Chapter or Division affiliation should be forwarded to headquarters.
  • Membership data and statistics are not official unless and until notification from SLA headquarters has been received.
  • The Membership Committee Chair and Members should be familiar with Article II of the SLA bylaws which specifies the various types of SLA membership.
  • All members of the Membership Committee should have a ready supply of SLA membership forms and should be certain that forms are always available to Chapter and Group Officers, and are always available at Chapter and Group meetings.
  • On the basis of data supplied monthly from SLA headquarters, the Chair of the Membership Committee should maintain an accurate roster of membership information including mailing addresses.
  • The Membership Committee will write welcome letters to new members, inviting them to attend upcoming activities, and list their names in Chapter Notes. The Committee will also follow- up delinquent members by encouraging them to renew.
  • Sets of free address labels may be required for Chapter business, and are available from SLA. They may be requested by the Membership Chair, or members of the Executive Board. The Chapter President may ask the Membership Chair to coordinate the Chapter's requests and use of mailing labels.
  • The Committee Chair assumes the responsibility for contacting local library school faculty and students to distribute both membership and recruitment information to the student chapters.

Meetings

The Membership Director should be present at any meeting of the Chapter Executive Board and Advisory Council in which Membership will be discussed, or in which the Membership Chair has requested a place on the agenda.

Files for the Next Membership Director

  • Transfer materials to the succeeding Director.
  • About our Chapter
  • Completed files, working papers, and correspondence of any specific year shall be transferred to the Chapter Archivist for review, selection and storage.

Reports

  • Submits a written annual report to the Chapter President not later than November 5 of each year. This report is incorporated into the President's report that is submitted to SLA Headquarters, with highlights appearing in the December Chapter Notes.

The Membership Director's report should include an account of:

  1. the current number of Chapter members including new enrollments, deceased, and dropped (non-renewed) members and;
  2. significant accomplishments of the Membership Committee during the current year.

Expenses

Requests for reimbursement of out-of-pocket expenditures may be submitted to the Treasurer and should be accompanied by receipts if available and brief statements concerning the nature of the expenditures. Expenditures in excess of $100.00 require approval from the Executive Board. Typical expenses of this office include incidental expenses resulting from special assignments or the organization of specific Ad Hoc committees.

Requests for funding of any projects or programs in progress will be provided to the Chapter Treasurer by a date established by the Treasurer, but in advance of the January Executive Board meeting.

Labels