SLA Military Libraries Division
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Table of Contents

Introduction

Name and Mission

The name of this unit is the Military Libraries Division, Special Libraries Association.

The mission of this Division shall be that of the Special Libraries Association.

The scope of the Division is to bring together those interested in the betterment of military library service. It is a forum for the exchange of ideas and information on military librarianship; it conceives and carries out projects that assist members in improving services to their constituencies; it works to promote the professional advancement of its members and to enhance understanding of the importance of libraries to a successful national defense.

--Adapted from the November 2007 MLD Governing Document.

The official newsletter of the Division is THE MILITARY LIBRARIAN.

Brief History of the Military Libraries Division (MLD)

Our earliest record of interest in forming an organization of military librarians was in 1944. Five years later, 28 Military Librarians met at a breakfast meeting during the SLA Conference in Los Angeles (1949) to discuss a formal organization. The initial steps toward a formal organization took place in 1952, spearheaded by librarians from the Military Service Academies. In 1953, a Military Library Institute was held in conjunction with the SLA Conference in Toronto, Canada. The Military Librarians Section of the Social Sciences Division, forerunner to MLD, was formed in 1953. The Military Librarians Division of the Special Libraries Association was created from the Social Sciences Division Military Libraries Section and met at the SLA Conference in Detroit in 1955.

  • This information taken from "The Military Librarians Workshop: A Premier Gathering of Military Librarians, 1957-1999," by William A. Palmer, Jr. and with a postscript by Marcia Hanna, Ph.D. (June 2000)

In 2007, the Military Librarians Division was changed to the Military Libraries Division to promote inclusiveness of those who work at military libraries, whether or not they are librarians.

Unless specifically identified otherwise, all mention of Chair, Executive Board or Board, or other positions or duties, refer to the Military Libraries Division of Special Libraries Association.

Membership

The membership of the Division shall be those members of the Association who elect to affiliate with the Division.
The Association's Board of Directors shall define the classes of members.
Division membership falling below 25 members for more than one Association year will be reported to the Division Cabinet Chair.
Members, Associate Members and Retired Members of the Association who are members of the Division shall have the right to vote and to hold any elective or appointive office in the Division.
Student Members of the Association who are members of the Division shall have the right to vote and to hold any appointive, but not elective, office in the Division.
The Association Board of Directors shall determine the rights and benefits of Sustaining Members and Honorary Members.

Division Practices for Officers

Executive Board

The Executive Board ("Board") shall have the power and authority to manage the Division's property and to regulate and govern its affairs. A majority of board members in office shall constitute a quorum for the transaction of business at any meeting of the board.

No member shall serve in the same office for more than two consecutive terms.

Should the office of chair become vacant, the chair-elect shall assume this position for the remainder of the term. All other board vacancies, including a vacancy in the office of chair-elect, occurring before the conclusion of a departing member's term will be filled by majority vote of the remaining members of the board.

The Board shall determine Division policies within the limits of the Bylaws of the Association and the Governing Documents of the Division; shall take such actions as it considers necessary to carry out the objectives of the Division; and shall perform such other functions as the membership may direct.

The Board shall consist of eleven members elected by the membership: chair, chair-elect, past chair, secretary, treasurer, two directors-at-large, and four Military Libraries Workshop ("MLW") directors. All members of the Board shall be Members, Associate Members, or Retired Members of the Special Libraries Association.

The Board shall hold at least one meeting annually and may hold additional meetings upon call of the chair or upon written request of any two members of the Board.

The term of office of chair, chair-elect, and past chair shall be one year. The term of office of secretary, treasurer, directors-at-large, and MLW directors shall be two years. All members of the Board shall serve until their successors are elected and assume their duties. The term of office shall commence on January 1 following the election.

Function:

The Military Libraries Division Executive Board shall have the authority to manage the Division's property and to regulate and govern its affairs.

Duties:

  1. To appoint the Nominating Committee and designate its chair.
  2. To determine policies within the limits of the Association and the Division Governing Document.
  3. To take actions it considers necessary to the objectives of the Division.
  4. The designated service representatives on the Board to provide long range planning for the Military Libraries Workshop (MLW).
  5. To provide policy guidelines for the Division newsletter, THE MILITARY LIBRARIAN.
  6. To establish standing and special committees. The board shall delegate necessary functions and responsibilities to each committee. Committee chairs are required to submit annual reports. The Board shall abolish committees that do not serve a useful purpose. The term of office begins on January 1.

Reports:

Summaries of actions taken at Executive Board meetings shall be prepared by the secretary and distributed to board members.

Expenses:

(See notations for individual officers.)

Transition Checklists:

(See notations for individual officers.)

Examples:

Attach list of officer positions, letters nominating and describing volunteer duties, knowledge and skills involved and/or gained.

Example of acceptance letter(s).

Chair

Function:

The chair is the chief executive officer of the Military Libraries Division and, subject to the Executive Board, shall have general supervision and control over its affairs. The term of office is one year but is part of a three-year commitment to the Association.

Duties:

  1. Appoints all committee chairs, except the Nominating Committee. (See executive board.)
  2. Plans and presides at all business (including awards/business luncheon) and executive board meetings of the Division (at Annual SLA conferences, winter meetings, and MLWs).
  3. Recommends to the Executive Board measures necessary for the effectiveness of the Division.
  4. Signs all contracts and legal documents jointly with the secretary, unless determined otherwise by the Board.
  5. Signs checks drawn upon Division funds as co-signatory with the Treasurer, unless determined otherwise by the Board.
  6. Serves as ex officio member, without vote, of all committees except the Nominating Committee.
  7. Represents the Division at Association winter meeting and annual conference. Attends conference planning and leadership development sessions. If unable to attend, chair appoints another member, preferably an officer, to represent the Division. The chair shall fully brief the appointee.
  8. Supervise Division program planning for the Association Annual Conference during the year the office is held;
  9. Represents the Division, together with the chair-elect, at meetings of the Division Cabinet and Joint Cabinet during the Association Year in which the office is held, or, if either is unable to attend, shall designate a Member, Associate Member or Retired Member of the Division to serve as alternate representative;
  10. Provides long range planning for the Military Libraries Workshop (MLW).
  11. Conducts site survey for MLW (with chair-elect).
  12. Plans and conducts the Executive Board and awards/business meetings at the MLW.
  13. Works with the MLW host, Executive Board, and selected contractor (if any) for MLW planning.
  14. Reviews appropriate sections of the Division Practices in February. Sends recommended changes to secretary.
  15. Prepares such reports as may be required by the Association.
  16. Supervise the preparation of such reports as may be required of other Division officers by the Association.

Reports:

  1. Prepares an annual report of the activities for the Association Division Cabinet Chair.
  2. Prepares requests for action by the SLA Board or requests for supplemental funding, if necessary.
  3. Assures the Treasurer submits a timely and audited financial statement to the Association Office. The Division allotment is dependent upon timely and acceptable financial accounting to the Association.
  4. Arranges for transfer of files to successor or Archivist, as appropriate. At the end of operational year, all correspondence files more that one year old should be transferred to the Archives. (Exceptions should be made for those files that are necessary to maintain continuity, such as special projects, which have longevity greater than one year, as well as for ongoing publication activities, such as THE MILITARY LIBRARIAN.) All other correspondence and the Division Practices should be transferred to the incoming chair.
  5. Sends to the Association publications manager three copies of any publication prepared under the auspices of the Division. The copies are to be cited in Association publications and retained permanently in the Association archives.
  6. Assures that sample copies Division publications are sent to the Association Office, in accordance with SLA guidelines.
  7. Prepares regular columns for each issue of The Military Librarian and/or asks others to prepare columns to keep members informed.

Expenses:

The Division will provide financial support NTE $1500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Libraries Workshop, if the incumbent's organization is unable to provide travel funds[1]. The Executive Board may approve other expenses.

Transition Checklist:

  1. All pertinent files and records not sent to Archives.
  2. Paperwork on ongoing projects.
  3. Division medallions and pins.
  4. Gavel and MLD Banner - for display at annual conference and MLW.
  5. Recommendations for vacant positions.
  6. A copy of Bylaws, if necessary.
  7. A copy of Division Practices, if necessary.
  8. Lessons learned.

* Board meetings should not conflict with major Conference events (usually on Sunday.)

* Board meetings should not conflict with Officer workshops or annual conference. (Officers should attend these sessions.)

* Board meetings at MLW should not be opposite (or day after) all-day Service meetings.

* Post conference lessons learned meetings should be electronic if possible if possible--so Officers do not have to stay extra days at conference.

Examples of:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office. SAMPLE Acceptance Letter

Volunteer duties, responsibilities, WIIFM.

----[1] Financial support levels approved at MLD Board meeting, 6 Dec. 2008.

Chair-Elect

Function:

The chair-elect serves as a member of the Executive Board and participates at the request of the chair in the general supervision of Division activities. The chair-elect represents the Division, together with the chair, at meetings of the Division Cabinet and Joint Cabinet held during the Association Year in which the office is held, may represent the Division upon the request of the chair, and assumes the duties of chair in the event of the absence or withdrawal of the chair. The term of office shall commence on January 1 following the election.  The elected term of office is one year but is part of a three-year commitment to the Division and Association.

Appointments:

The chair-elect may begin appointment of chairs of all standing committees (except the Nominating Committee, which is appointed by the Executive Board, and the Auditor who is appointed by the Treasurer) before the annual business meeting at which the chair-elect becomes the chair. It is important to begin work with a director-at-large on program planning, as soon as the chair-elect becomes an officer, to allow for adequate planning. It is advisable to appoint the Membership Committee Chair well before the annual business meeting at which the chair-elect becomes chair. The Association will require a full roster of committee chairs by January 31.

Duties:

  1. Attends all executive board meetings and presides in the absence of the chair.
  2. Represents the Division, with the chair, at the Association winter meeting and annual conference. Attends conference planning and leadership development sessions. If unable to attend, appoints another division member, preferably an officer, to represent the chair-elect. In the event of a need for such an appointment, the chair-elect shall fully brief the appointee.
  3. Participates as a member of the Strategic Planning Committee, in order to help set the direction of the division in future years. Monitors committee chair activity and encourages support of the strategic plan.
  4. Assists the chair with any projects, policy planning, or other business affairs, as requested.
  5. Assists in site survey for MLW (with chair.)
  6. Reviews all officer, committee chair, and liaison position descriptions in the Division Practices, by February. Sends recommended changes to the secretary.
  7. Reviews all SLA and MLD timetables prior to taking the position of chair, to assure that committee chairs are meeting deadlines and that their planned activities support the MLD and SLA strategic plans.
  8. May post notices calling for committee chairs and volunteers on the Division's Web site, discussion list, and in THE MILITARY LIBRARIAN prior to the annual conference.

Reports:

  1. Ensures that preliminary conference program plans are reported to the Association Conference Committee according to their timetable.
  2. Reports conference plans, funding support, and other issues to the membership through The Military Librarian and other communication channels.
  3. Arranges for the transfer of all pertinent files to the incoming chair-elect.
  4. Prepares an annual report to the division chair upon request.
  5. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during year of tenure, as described in Archives section.

Expenses:

The Division will provide financial support NTE $1500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Libraries Workshop, if the incumbent's organization is unable to provide travel funds[1]. The Executive Board may approve other expenses.

Transition Checklist:

  1. All pertinent files and records not sent to Archives.
  2. Paperwork on ongoing projects.
  3. Recommendations for vacant positions.
  4. A copy of Bylaws, if necessary.
  5. A copy of Division Practices, if necessary.
  6. Lessons learned.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.
Sample letter (email)to Chair-elect nominee

Volunteer duties and responsibilities, WIIFM.

----[1] Financial support levels approved at MLD Board meeting, 6 Dec. 2008.

Immediate Past Chair

Function:

The immediate past chair serves in an advisory capacity as a member of the Executive Board.

The term of office is one year and is the last year of a three-year commitment to the Association.

Qualifications:

The immediate past chair has served as chair of the Division.

Appointments:

None.

Duties:

  1. Serves the chair as called upon.
  2. Serves on the Nominating Committee.
  3. Reviews MLD Division Practices in February. Sends recommended changes to secretary.

Reports:

  1. Submits an annual report to the Division Chair upon request.
  2. Sends to the Division Archivist all worthwhile papers of genuine historical importance accumulated during year of tenure, as described in Archives section.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. The Executive Board may approve other expenses[1].

Transition Checklist:

  1. Names of persons contacted for possible leadership positions.
  2. All pertinent files and records not sent to Archives.
  3. Paperwork on ongoing projects.
  4. Recommendations for vacant positions.
  5. A copy of Bylaws, if necessary.
  6. A copy of the Division Practices, if necessary.
  7. Lessons learned.

----[1] Removal of financial support levels for SLA meetings and MLW for Board members not listed in the Treasurer's Report of the MLD Board meeting, 6 Dec. 2008, confirmed in conversation with Division Treasurer on 11 Dec. 2008.  This was discussed in the Financial Committee, but not raised directly with the Board.

Secretary

Function:

The secretary shall keep an approved record of all meetings of the Division and board and sign legal documents jointly with the chair.

The secretary records the minutes and official business of the Division at Executive Board and business meetings during the winter meeting, annual conference, and Military Libraries Workshop.

The elected term of office is two years.

Duties:

  1. Records minutes of the business and/or executive board meetings at winter meeting, annual conference, and MLW.
  2. Drafts the minutes of the business and executive board meetings for approval by the Board, and sends approved minutes to THE MILITARY LIBRARIAN editor as close to publication schedule as possible for publication in the next issue.
  3. Prepares 5 paper copies of the approved minutes of the above and sends 1 copy to the Division Cabinet Chair, 1 copy to the Division Chair, 1 copy to the Archivist, 1 copy to Publications Chair, and 1 copy to the Association Office. Sends electronic copies to the Executive Board, if possible.
  4. Conducts official correspondence and maintains a file of current records.
  5. Executes documents as needed.
  6. Reviews and revises the Division Practicess annually in March, after officers and committee chairs send recommended revisions. Obtain approval for changes from division chair before final revision.
  7. Cast a vote for incoming officers at the annual business meeting if the election is uncontested.
  8. Handles the annual election of officers balloting if election is contested.
  1. Requests address labels from the Association well in advance - may be able to download from Association website.
  2. Prepares the ballot and accompanying biographical data using information provided by the Nominating Committee or other source.
  3. Folds, stuffs (by hand or machine) - or hires a mailing service - and mails the ballots addressed to the membership together with a return envelope addressed to the secretary.

Reports:

  1. Prepares an annual report to the chair upon request.
  2. Submits approved minutes of the annual business meeting to the Division Cabinet Chair and Division's Executive Board.
  3. Sends the Archivist a copy of the annual business meeting minutes and revised Division Practices, as noted above, as well as all worthwhile papers of genuine historical importance accumulated during the year, as described in the Archives section.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. The Division will provide financial support NTE $1000.00 to help defray expenses at the SLA annual conference, and/or Military Libraries Workshop, if the incumbent's organization is unable to provide travel funds[1]. The Executive Board may approve other expenses.

Transition Checklist:

  1. File of current records.
  2. Roster of officers with home and work contact information, as needed.
  3. Mailing labels, if current.
  4. MLD stationery.
  5. Electronic or paper templates and/or forms.
  6. Bylaws, if necessary and not available from Website.
  7. Division Practices in paper and electronic format.
  8. Division laptop, if in possession of it.
  9. Lessons learned, including notes on how to take minutes of meetings.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

----[1] Financial support levels approved at MLD Board meeting, 6 Dec. 2008.

Treasurer

Function:

The treasurer shall have custody of the Division funds and shall furnish such financial statements as required by the Board, the Chair, and the Association. The treasurer or the chair shall sign all checks drawn upon Division funds unless otherwise determined by the Board, and perform other duties as the chair and/or the Board may assign.

The Treasurer serves as a member of the Executive Board and maintains all financial records and prepares the annual financial statement, which must be audited. (See Auditor). All financial transactions are closed and reported as of December 31. The elected term of office is two years.

Duties:

  1. Collects, deposits, and expends the funds for the Division as required and authorized by the Executive Board.
  2. Keeps an accurate and detailed record of Division funds, to be able to report the financial condition of the Division whenever such a report is required by the Association and/or during Executive Board meetings. The account of Division funds is audited annually. (See Auditor) The annual financial statement must include the financial statement of THE MILITARY LIBRARIAN operations, which is provided to the treasurer by THE MILITARY LIBRARIAN editor. It must also include the funds of the Military Libraries Workshop, to be provided by the MLW Host or his/her designate.
  3. Obtains proper receipt of all money expended.
  4. Draws and signs checks for Division activities as approved by the chair. (Two signatures on checks are not required, but the account carries both treasurer and division chair as authorized to sign--either one.)
  5. Furnishes the Chair and Executive Board guidance in the preparation of the annual budget. Each officer and committee chair should submit budget requests to the treasurer by October 31.
  6. The treasurer compiles the budget and presents it to the Executive Board prior to the winter meeting.
  7. In January, provides the Auditor with the annual financial statement for the previous calendar year for certification.
  8. Provides the annual financial statement in THE MILITARY LIBRARIAN, preferably in the next issue.
  9. In June, provides a report of the Division financial status as of May 31, and presents a summary of finances at the annual business meeting.
  10. Handles budget requirements and makes payment for Division Workshop (MLW) activities.
  11. Reviews the appropriate sections of the Division Practices annually in February and sends recommended changes to secretary.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. The Division will provide financial support NTE $1000.00 to help defray expenses at the SLA annual conference, and NTE $1500.00 to help defray expenses at the Military Libraries Workshop, if the incumbent's organization is unable to provide travel funds[1]. The Executive Board may approve other expenses.

Transition Checklist:

  1. Bank information and checkbook(s).
  2. Disk(s) with SLA approved financial accounting/reporting (i.e., Quicken) software reports and reporting structure.
  3. Copies of last two treasurer's reports, in paper and in electronic format.
  4. Any unpaid receipts attached to name/address of individual to receive reimbursement.
  5. A list of expected payments or outstanding expenses along with a list of names - who will get paid or send payment - and approximate amount(s) to expect in receipts or receivables.
  6. Division laptop, if in possession of it.
  7. Current SLA approved financial accounting/reporting software.
  8. Paper and/or electronic forms and/or templates.
  9. Lessons learned, including any shortcut sheets on above-mentioned software.
  10. A copy of Bylaws and Division Practices, if necessary and not available from Website.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

General Information

  1. Current Operating Fund. The Division has an operating fund and an SLA Pooled Fund account. Current allotments may be assigned to either depending upon current financial status of Division and anticipated needs for funds. Current operating expenses may be paid from either Division checking account or SLA Pooled Fund. The SLA Pooled Fund requires at least 24 hours for withdrawals. Normal charges against Division finances include bulletin expenses, MLW, winter meeting and/or annual conference travel costs, conference program costs, election and ballot costs (rarely), awards expenses, etc.
  2. The Division has a separate Workshop Fund.
  3. All funds must be deposited to a bank account of the Division as promptly as possible. Each deposit must be identified by source. The Division may have a checking account, SLA Pooled Fund account, and/or a savings account. Treasurer should determine the most economical method of paying bills. Be aware of bank charges for minimum balances in accounts, withdrawal or check costs, etc.
  4. To avoid currency exchange problems, it is advisable that the accounts be in banks in the U.S., rather than in Canada. A bank may require the adoption of Bank Resolutions by the Division's Executive Board. There must always be alternate check signatories designated, in case of illness or the like. All bank accounts must be in the name of the Division (Special Libraries Association, Military Libraries Division) and not in the name of an individual. For tax purposes, the Association name comes first.
  5. A simplified, single-entry bookkeeping system has proven sufficient for most SLA Divisions.
  6. Division financial accounts must be maintained in the Association approved financial software.
  7. An invoice, receipt, or other formal justifying document must authenticate any expenditure.

Bank Accounts

  1. The Division checking and savings accounts are at Commerce Bank at Moorestown, NJ, and the Division may participate in the SLA Pooled Money Market Fund.
  2. There is a Military Libraries Workshop account at Commerce Bank at Moorestown NJ.
  3. The checking account requires signature of either the treasurer or chair on the checks. Both are recorded on the signature cards as authorized to write checks that can be signed by either one. This might also be true of a savings account.
  4. It is recommended that the savings and checking accounts be left in the same banks and not changed every time there is a new treasurer.

Fiscal Summary of Events

The following time frame is adapted from the Treasurer's Handbook for SLA Chapters & Divisions, distributed annually:

  • January 31 annual financial statements due to SLA Association Office: 2 copies to SLA Office, copy to chair, Archives, treasurer's File.
  • February - mid March allotments mailed to treasurers. Allotments are based on membership numbers on 31 December.
  • April annual report to chair with copies to Archives, Auditor, and THE MILITARY LIBRARIAN editor.
  • May 1 Mid-year report forms mailed to treasurers.
  • June Prepare Mid-year report for annual conference treasurers workshop held at SLA annual conference.
  • June 30 Mid-year reports due to SLA Association Office: 2 copies to SLA, back-up attachments in file.
  • July 31 Budget request form for additional funds due in Association office.
  • October 31 Receive budget requests from Division officers and committee chairs.
  • November 30 Present proposed budget to executive board for approval.
  • January 15 Submit final budget and financial issues to chair for discussion at winter meeting.
  • Quarterly Receive financial status reports on SLA Pooled Funds.
  • Ongoing Contact SLA Financial Services staff for assistance.

Annual documents that help to answer other questions include-

  • Division Guidelines
  • Tax and Legal Handbook
  • Treasurer's Handbook for SLA Chapters & Divisions: includes the forms for submitting the annual and mid-year financial statements to the Association Office.

----[1] Financial support levels approved at MLD Board meeting, 6 Dec. 2008.

Directors-at-Large

Function:

The directors-at-large shall be planners and points of contact for Division programs to be held at the Annual Conference and shall perform other duties as the chair, chair-elect, and/or the Board may assign.

The elected term of office is two years.

Duties:

  1. Works closely with the chair-elect or chair during all planning for programs for a given conference.
  2. Assists in soliciting program ideas from Division membership and from previous program planners.
  3. Prepares a summary of preliminary program ideas and presents them at the SLA winter meeting which occurs a year and a half before the actual conference.
  4. Attends conference-planning meetings at the annual conference one year prior to the actual date of the conference.
  5. Works closely with the other divisions, when necessary, to complete the schedule of events.
  6. Prepares a list of Division sponsored events about a year before the conference, which can be used by the incoming Resources Chair to help solicit sponsors.
  7. Prepares an estimate of conference costs.
  8. Prepares brief "scope notes" for MLD sponsored sessions, which are reviewed by the Division chair, prior to submission to THE MILITARY LIBRARIAN and/or the Conference Program Planning Committee.
  9. Contacts potential speakers/moderators, to obtain abstracts for sessions and submit them for pre-conference publication, usually before 1 September.
  10. Obtains biographies from speakers and identifies their equipment and presentation needs.
  11. Assures that all SLA conference forms and paperwork are completed with copies sent to the chair.
  12. Communicates with speakers and moderators to make sure all forms, information, complimentary tickets, etc., are sent to them in advance.
  13. Prepares a "MLD Division Conference Schedule Planner" for publication in the issue of THE MILITARY LIBRARIAN prior to the annual conference and posts it on the Division discussion list and Website.
  14. Works with the appropriate members to plan the Division open house or similar social and special events, as necessary.
  15. Makes signs announcing Division suite location and times, as well as other special meetings and posts them in the hotel, on the message boards, and in the Conference Update, as appropriate.
  16. Reviews Division Practices in February and sends recommended changes to secretary.

Reports:

The director(s)-at-large prepare(s) an annual report for the Division chair in the spring, as requested, outlining the accomplishments and special arrangements for social events and tours.

Expenses:

For the Director of the current year and the Director of one year out, the Division will provide financial support NTE $1500.00 to help defray expenses at the SLA Leadership Summit and/or SLA Annual Conference, if the member's organization is unable to provide travel funds. For the Director of two years out, the Division will provide financial support NTE $1000 to help defray expenses at the SLA Annual Conference.  The Division will also provide funding for such expenses as tolls, parking, postage, and telephone calls, if not borne by the member's organization. The Executive Board may approve other expenses.

Transition Checklist:

  1. All pertinent files and records not sent to Archives.
  2. Paperwork on ongoing projects.
  3. A copy of the MLD Governing Document and MLD Practices, if necessary and not available from Website.

4. Lessons Learned - to successor and MLD Executive Board.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

MLW Service Representatives

Function:

Assists the Division chair/chair-elect in securing a location for future MLWs, preferably at least two or three years out. Assists in strategic planning for the Workshop. Assists the MLW host, as needed, in planning for a forthcoming MLW. Elected term of office is two years.

Duties:

  1. Works closely with the chair/chair-elect during preliminary work on MLW.
  2. Assists in soliciting program ideas from the membership, service librarians, and previous MLW program planners.
  3. Secures the location for the MLW for their service turn - the MLW host duties rotate through the Military Services and DOD agencies. Solicits hosts for future workshops. Though the MLW follows a rotation among the services, if a particular service has a high visibility initiative, institution, or project, the regular rotation may be changed, unless firm commitments are in place from current MLW host organizations.
  4. Assists in getting commitment from potential MLW hosts: obtaining letter of agreement from host activity library director and activity commander at least two years out.
  5. Assists host in selecting Program Committee and securing sponsors for the MLW, if requested.
  6. Announces the MLW program and provides registration information to their service librarians.
  7. Provides guidance to their service Host on service-specific issues, initiatives, or trends.
  8. Provides guidance to any service host when initiatives, issues, or trends are likely to affect other/all military libraries.
  9. Reviews Division Practices annually in February and sends recommended changes to the secretary.

Qualifications:

The MLW Service Representatives should be senior service or agency librarians and should represent the Army, Navy/Marine Corps, Air Force, and Department of Defense (US). Each must be a Member or Associate or Retired Member of the Association, as well as a member of the Military Libraries Division. Ideally a working, not retired, member should hold this position.

Reports:

The Service Representatives prepare an annual report for the Division chair in the spring, as requested, outlining the work accomplished to date and outstanding work to be passed on to their successors.

Expenses:

For up to two MLW Service Directors, the Division will provide financial support NTE $1000.00 to help defray expenses at the MLW or SLA annual conference, if the member's organization is unable to provide travel funds.[1] The Division will also provide funding for such expenses as tolls, parking, postage, and telephone calls, if not borne by the member's organization. The Executive Board may approve other expenses.

Transition Checklist:

  1. All pertinent files and records not sent to Archives.
  2. Paperwork on ongoing projects.
  3. A copy of Bylaws and Division Practices, if necessary.
  4. Lessons learned, including possible contacts for next rotation of MLW.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.


 

----[1] Financial support levels approved at MLD Board meeting, 6 Dec. 2008.

Division Practices for Advisory Board/Council and Committees

Archivist

Function:

The Archivist is responsible for receiving, organizing, filing, and maintaining archival copies of records for the Division.

Duties:

  1. May appoint another Division member to assist with the archives, if needed.
  2. Arranges for storage of the archives in a suitable location, easy for the Archivist to access. Such facilities should consider special needs for temperature and humidity control, etc., in accordance with Association guidelines.
  3. Organizes, selects, and files materials according to Association guidelines, as per the Association Guidelines for Division Archives, Appendix 7. (See APPENDIX II) A complete copy of this document is provided to the Division Archivist and chair. Other officers and committee chairs receive only relevant pages, according to their needs.
  4. Discard materials that are not needed, per the Association Guidelines Division Records Retention Policy, Appendix II.

Reports:

Prepares an annual report to the Division chair, upon request, in the spring.

Expenses:

The Executive Board may approve any necessary expenses incurred in the archival program.

Transfer of Materials to Archivist

Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office, along with their copies of the Division Practices. All files they received a year earlier (from their predecessor) should be reviewed as to usefulness for archival retention (see Attachment I), and items which have retention value should be sent to the Archivist. This retention of a predecessor's files is in the Association's suggested guidelines. Copies of all annual reports and minutes of meetings should be sent directly to the Archivist as they are completed.

Transition Checklist:

  1. Association Archival Guidelines.
  2. Division Archival Guidelines.
  3. Recommendations for electronic or microfilm archiving.
  4. Lessons learned.
  5. Reviews Division Practices in February and sends recommended changes to secretary.

Auditor

Function:

The Auditor examines and verifies the books of the treasurer for the annual financial statement.

Qualifications:

The Auditor must be a Member or Associate or Retired Member of the Association, as well as a member of the Military Libraries Division. The Auditor must be a disinterested third party, i.e., not a member of the Executive Board, or SLA Board of Directors, and not an employee or supervisor of the treasurer. The treasurer selects the Auditor and the Division chair confirms the selection. The term of appointment is two years.

Duties:

  1. Verifies opening balance with previous closing balance.
  2. Verifies all arithmetical computations.
  3. Verifies bank balances.
  4. Verifies all checks written and outstanding.
  5. Signs, with the treasurer, the annual financial report, after certification.
  6. Confirms that all funds transferred between accounts have been approved by the Board.

Reports:

Creates a report on the accuracy and authentication of treasurer's records for submission to the Association.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. The Executive Board may provide other expenses.

Meetings

The Division shall hold at least one business meeting each year, during the Military Libraries Workshop or at the Association Annual Conference or both. At least one business meeting shall be held during the term of offices of each elected board. Adequate notice of meetings shall be provided to the membership.

Special meetings may be held upon call of the Board or on petition of twenty members or ten percent of the membership of the Division, whichever is less. Notice of a special meeting shall specify the business to be transacted, and no business other than that stated in the notice shall be considered.

Notice of meetings shall be sent to each member at least twenty-one days before the meeting.

A quorum for the transaction of business shall be twenty Division members, or ten percent of the membership, whichever is less.

Whenever in the judgment of the Board, a question arises that should be put to a vote of the entire voting membership and cannot await the annual business meeting, the Board may submit the question for vote by mail. The closing date for the return of mail votes shall be established by the Board. The question presented shall be resolved by a two-thirds vote of the returned mail ballots sent to the entire voting membership.

When not in conflict with these Bylaws, Robert's Rules of Order Newly Revised (latest edition) shall govern all deliberations.

Committees

The board may establish committees, which shall be responsible to the board.

The board may authorize funds for committee expenses.

No Division member may serve on any one committee for more than six consecutive years.

The Division chair shall appoint the members and designate the chair of all committees except the Nominating Committee. Appointment to standing committees shall be for one year, unless determined otherwise by the Board. No member may serve continuously on any one committee in excess of six years.

Committee chairs may participate in meetings of the Board but shall not have the right to vote.

Each committee shall submit to the Board a written annual report of its activities, together with any recommendations considered necessary or advisable. Additional reports may be submitted by a committee or requested by the Board or the chair.

Funds for committee expenses shall be authorized by the Board.

Awards Committee

Function:

The Awards Committee judges applications and selects winners for the Military Librarian Achievement Award and assists the Division Chair in efforts to recognize members for outstanding service to the Division. The Division Chair appoints the chair of the Awards committee. The term of appointment is two years.

Duties:

  1. Awards committee chair may appoint additional members of the Awards committee.
  2. If possible, the winner of the Military Librarian Achievement Award should be appointed to the Committee the year following the award.
  3. Prepares announcements of the Military Librarian Achievement Award and sends them to THE MILITARY LIBRARIAN editor for publication in the next issue.
  4. Announcements for each award should include purpose, eligibility requirements, deadline date, name and address of Awards committee chair, and other pertinent information.
  5. Sends notifications to Chapter Presidents and/or Chapter Bulletin Editors and other appropriate contacts.
  6. Verifies eligibility of all applicants through the division Membership Chair or Association Membership Department, after applications have been received.
  7. Blind judging is not recommended for nominees for the MLD Achievement Award.
  8. Selects and notifies winners, and requests acceptances in writing. The Awards chair also notifies the Division Chair and Treasurer of winners and makes arrangements for awards to be sent to or picked up by winners.
  9. Provides assistance to the chair in efforts to recognize members for outstanding service to the Division, including preparation of certificates of appreciation, which are handed out to committee chairs and officers at the annual conference.
  10. Maintains an up-to-date file of names - from chair and other sources, of Division members who should be recognized for current and/or past achievements.
  11. Reviews appropriate sections of the Division Practices annually in February. Sends recommended changes to secretary.

Reports:

  1. Prepares an annual report for the chair, upon request.
  2. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during the term of tenure, as described in the Archive section.
  3. Sends a list of all award winners to the Archivist

Expenses:

The Division will provide funding for such expenses as postage and telephone calls if not borne by the organizations of the committee's members. The Executive Board may approve other expenses.

Transition Checklist:

  1. All working files, except those given to Archivist.
  2. Nominations folder, with list of past members deserving of an Award.
  3. A copy of MLD Practices, if necessary.

Lessons learned.

Governing Documents Committee

Function:

The Governing Documents Chair serves the Division by keeping abreast of Association Bylaws changes and drafting Division Governing Document changes as recommended by the Executive Board. (See Appendix I, Military Libraries Division Governing Document.)

Duties:

  1. May appoint committee members to help fulfill functions whenever necessary.
  2. Division Governing Document must be approved by the Association Bylaws Committee and may not conflict with Association Bylaws. When Association Bylaws are amended or revised, the Division must amend or revise its Governing Document accordingly.
  3. Handles mailing for amendments to the Governing Document. Good lead-time is required, together with an organized procedure. Mailing may be done in conjunction with an issue of The Military Librarian or may be done separately, as time permits.
  4. The Governing Documents Chair must submit Division Governing Document proposals to the chair of the Association Bylaws Committee before submitting proposed changes to the membership. After approval by that committee, arranges for members to vote on changes in accordance with the Division Governing Document; after approval by members, sends two original copies of the revised Governing Document, signed by the Division Chair, to Association Bylaws Committee Chair for signature, and submits one copy of amended and signed Governing Document to: Division Cabinet Chair, Division chair-elect, Division publications chair- for bulletin and website, Archives, and Association Office.
  5. Reviews the appropriate sections of the MLD Practices annually in February. Sends recommended revisions to secretary.

Reports:

  1. Drafts Governing Document revisions, as needed.
  2. Prepares an annual report for the Division Chair, upon request.
  3. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during years of tenure, as described in the Archives section.

Expenses:

The Division will provide funding for such expenses as postage (may include a mailing service), printing (may include collating and folding), and telephone calls, if not borne by the incumbent's organization. The Executive Board may approve other expenses.

Transition Checklist:

  1. Copies of current bylaws.
  2. Notes on necessary bylaws revisions, if not completed during tenure of chair.
  3. All files, except those sent to Archivist.
  4. Lessons Learned.

Membership Committee

Function:

Maintain accurate and timely records of Division membership and encourage retention of current members and actively recruit new members, in support of the strategic plan. The Division chair appoints the Membership committee chair. The term of appointment is two years.

Qualifications:

The chair must be a Member of Associate or Retired Member of the Association as well as an actively involved member of the MLD. The term of appointment is two years, which is renewable.

Appointments:

Membership committee chair selects the Membership committee. Membership should represent the geographic and/or military service spread of the Military Libraries Division. The term of appointment is one year, which is renewable.

Duties:

  1. Maintains up-to-date membership records as received from the Association Office.
  2. Writes letters of "welcome to the Division" to new members upon receipt of the membership printout and lists their names in THE MILITARY LIBRARIAN.
  3. Supplies items for THE MILITARY LIBRARIAN encouraging recruitment of new members. These items should review the requirements for membership and inform members that applications may be obtained from and returned to the Association Office for processing.
  4. Annually remind members to renew memberships.
  5. Follows up with delinquent members and encourages reinstatement. The Association sends Members not renewing and Members dropped lists to Membership chair.
  6. Reviews appropriate sections of the Division Practices annually in February. Submits recommendations for revisions to the secretary.
  7. Supplies a quarterly list of new members to the Editor, THE MILITARY LIBRARIAN, for publication in each issue.
  8. Attends, if possible, the Unit Membership Chairs' workshop at the Annual Conference.
  9. Committee members should be encouraged to attend their service workshops and to promote the Association and Division at these workshops or conferences.

Reports:

  1. Prepares an annual report to the Division chair, upon request. Generally this is done in the spring.
  2. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during years of tenure, as described in Archives section.

Expenses:

The Division will provide funding for such expenses as postage, printing, and telephone calls, if not borne by the incumbent's organization. The Executive Board may approve other expenses.

Transition Checklist:

  1. Current roster of Division members.
  2. SLA and/or Division membership brochures, sponsorship brochures, and welcome packet materials.
  3. Templates of letters or forms (paper or electronic.)
  4. Division letterhead stationery and envelopes.
  5. Any remaining mailing supplies purchased with Division funds
  6. Lessons learned.
  7. A copy of the Division Practices, if necessary and not on Website.

General membership information:

General membership records are maintained at the Association Office.

Applications Information: for new membership; questions regarding membership for individuals or organizations; change of address; and requests for change in Chapter, Division, or Section affiliation should be forwarded immediately to the Manager, Membership Development, Supervisor, Membership Records, or Executive Director for Leadership Development, at the Association Office.

Copies of the Division Governing Document and Division Practices are available to Members upon request to the Membership chair. Current approved Division Governing Document and Division Practices are available on the Division Webpage.

Members should be reminded to pay dues directly to the Association Office. Membership data is not official until after notification from the Association Office. During the summer, an alphabetical printout of Division members with addresses (as of June 30) will be sent from the Association Office to persons designated to receive it. This is the official roster.

THE OLD ROSTER SHOULD BE DISCARDED IMMEDIATELY TO AVOID PERPETUATION OF ERRORS.

It is NOT NECESSARY to keep old rosters in your division Archives. Revisions will be sent once a month to indicate changes in name, address, division membership, etc. Codes for membership category, chapter and division affiliations appear to the right of the member's name and address on the printout. A list of current code numbers is sent with the June 30 printouts.

Military Libraries Workshop Host

Function:

The MLW host is responsible to the Division chair for the Workshop. This includes program planning, budget preparation, and local logistics.

Duties:

  1. The Executive Board must approve the program plan at least 90 days prior to the workshop. The MLW preliminary budget must be balanced, should be as realistic as possible, and must be submitted for approval to the Executive Board and the Association as soon as possible, but no later than 120 days before the workshop. The MLW budget should reflect all assumptions and should detail extraordinary expenses or assumptions. For example, a very low room rental expense might reflect a military discount. Because SLA unit Executive Board votes may not be conducted electronically, MLW program plans and budgets should be available for Executive Board action during the SLA annual conference, winter meeting, or previous-year's MLW.
  2. Reviews MLW Procedures Manual (See Appendix VI) in February and sends recommended changes to secretary.

Reports:

  1. Preliminary budget for MLW, to be submitted to Executive Board for approval at least 120 days prior to the beginning of the Workshop.
  2. Obtains sponsorship to support his/her workshop activities.
  3. Works closely with the treasurer, chair, his/her MLW service representative Director, and MLW Program Planning Committee to assure adequate funds are available to support Workshop activities.
    1. May seek sponsors from among own vendors or contact vendors at previous workshops,
    2. Get commitments in time for sponsorship information to appear in pre-Workshop publicity.
    3. Checks must be made out to "SLA, Military Libraries Division," not to an individual.
    4. Checks should be sent to the treasurer, so that he/she can track actual payments and have the secretary send "thank you" letters upon receipt of funds.
  1. Maintains a fund-raising notebook, with sample request letters, historical summaries of funding, a list of potential vendors, and tips for success.

Expenses:

Transition Checklist:

  1. MLW Lessons Learned - to next Host and to MLD Executive Board.
  2. A copy of Division Governing Document and Division Practices, if necessary.

MLW Registrar

Function:

 Qualifications:

 Duties

 Reports:

 Expenses:

The Division will provide financial support NTE $1500.00 to help defray expenses at the MLW or SLA annual conference, if the member's organization is unable to provide travel funds.[2] The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. The Executive Board may provide other expenses.

[1] MLW Registrar added due to financial support approval for this position from the MLD Board meeting, 6 Dee. 2008.  Function, qualifications, duties, and reports are to be determined.
[2] Financial support levels approved at MLD Board meeting, 6 Dec. 2008. 

Military Libraries Workshop Planning Committee

Function:

The MLW Planning Committee plans the programs and makes all logistical arrangements for speakers and programs at the Military Libraries Workshop. A contractor may be hired to arrange facilities, receptions, open houses, suites and/or tours that are part of the Military Libraries Workshop. (The MLD chair and Executive Board shall make the decision to contract and shall follow SLA guidelines in contracting.) The workshop host appoints the MLW planning committee members, and they report to the host or his/her designate. SLA units, including the Military Libraries Division, may not conduct Executive Board action and voting electronically. These actions and votes may only be done face-to-face and in person. Thus, any item requiring Executive Board action should be ready prior to the SLA annual conference, the SLA winter meeting, or the previous year's MLW, when the MLD Executive Board meets.

Duties:

1. The program plan is due for review and approval by the executive board NLT 90 days prior to the planned workshop date.

Reports:

1. MLW Lessons learned

Expenses:

Transition Checklist:

  1. MLW lessons learned - to next host and executive board.
  2. MLW Procedures Manual (Appendix VI, Division Practices.)
  3. Checklist for program planning, etc.

Nominating Committee

Function:

Each year the Division Nominating Committee shall present one candidate for chair-elect, one candidate for either secretary or treasurer, the latter two offices to be filled in alternate years, if possible, and candidates for directors-at-large and/or MLW directors, as needed.

Qualifications:

The Executive Board should appoint the Nominating Committee for the Division no later than four months (August) prior to the election. The Committee is composed of at least three members who are not members of the current Board, but one must be a former Division officer, preferably a previous MLD Division Chair who may also serve as this Committee chair. The chair should be familiar with Division activities and have knowledge of members who have potential for Division leadership. The term of appointment is one year.

Appointments: None.

Duties:

  1. Considers, selects, and contacts potential nominees well in advance of the time frame (45 days) specified by the Division Governing Document.
  2. Obtains written acceptance of each nominee prior to submitting its official report.
  3. Requests biographical data from the nominees in a standard format so this information can be consolidated for the election with minimum revision or modification.
  4. The Nominating Committee Chair forwards biographical summaries to the Editor, THE MILITARY LIBRARIAN, for publication in the pre-conference issue and ensures that the biographical data is forwarded to the secretary.

Reports:

  1. The first report of the Nominating Committee (which includes a slate of candidates) is published in the pre-conference issue of THE MILITARY LIBRARIAN. Further nominations, accompanied by written acceptance of the nominee, may be added to the ballot by petition of thirty division members, and filed with the Committee within 30 days after the slate of candidates is published.
  2. The final report, including election results, is published in the next issue of THE MILITARY LIBRARIAN.
  3. The Chair prepares an annual report of committee activity to the Division chair, upon request, in the spring.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the organizations of the Committee's members. The Executive Board may approve other expenses.

Transition Checklist:

Examples of nominating and acceptance letters.

Publications Committee

Members of this committee include the editor of THE MILITARY LIBRARIAN, the MLD discussion list manager, the MLD webmaster, and the Web Committee.

Military Librarian Editor

Function:

The editor of THE MILITARY LIBRARIAN is responsible for the editing and arrangement of material submitted and for the accuracy and appearance of the completed issues, published in accordance with the established publication schedule. Adhering to the budget and overseeing the financial status of the publication are additional responsibilities.

Qualifications:

The editor shall be a Member or Associate or Retired Member of the Association as well as a member of the MLD.

The editor should be experienced in the editing of printed materials and with the techniques of locating sources of contributed material. Skill in dealing with contributors and members of the MLD is important, along with an ability to keep costs within budgeted allotments. A good sense of how to make a publication attractive and well balanced in content is needed.

Duties:

  1. Notifies members and potential contributors of publication deadlines and other points required for orderly preparation of issues.
  2. Maintains liaison with the others who may be needed to ensure that all details are handled properly. Maintains close liaison with those who may prepare special sections for the publication on a regular basis.
  3. Locates additional material to supplement that submitted.
  4. Sees that copy for each issue is sent to the MLD layout person handling that issue.
  5. Maintains close contact with the printer to ensure the quality and timeliness of issues.
  6. Approves invoices for publication and preparation costs and keeps a close check on adherence to the budget.
  7. Reviews Division Practices in February and sends recommended changes to secretary.

Reports:

Submits an annual report to the Division chair upon request.

Expenses:

The treasurer will reimburse the editor for such expenses as postage and telephone calls, if not borne by the incumbent's organization. The MLD Executive Board may approve other expenses.

Transition Checklist:

  1. Lessons learned for Publications Chair/Bulletin Editor
  2. Last two issues, if necessary.
  3. A copy of Bylaws and Division Practices, if necessary.

Webmaster and Web Committee

Function:

The Webmaster or Web Committee is responsible for providing Web publication of general information for the Military Libraries Division. MLD Website is to remain on the SLA server. Webmasters must understand that the site and all its material must be and remain on the SLA server - this will make change of Webmasters easier and also clarifies rights to information.


Qualifications:

The division chair or the publications chair, after consulting with the Division Chair, appoints the chair (or Webmaster). The chair must be a Member or Associate or Retired Member of the Association as well as an active member of the MLD. The Webmaster should be proficient with HTML coding. Knowledge of CGI and PERL scripting is desirable, but not necessary. Term of appointment is one year, which is renewable.

Appointments:

Members of the Web Committee are selected by the Webmaster and approved by the Division chair. The term of appointment is one year, which is renewable.

Duties:

  1. Complies with the "SLA Web Site Style Guide" at

< http://www.sla.org/content/interactive/chdivsites/web-index/index.cfm >.

This is required reading for every Chapter/Division webmaster.

  1. Keeps aware of MLD initiatives and projects by communicating with the chair, monitoring the MLD discussion list, and participating in discussions with Division members interested in web-based resources.
  2. Works with the awards committee chair to advertise the MLD awards.
  3. Works with Web committee members to plan and carry out worthwhile web-based publication projects.
  4. Establishes a relationship with the SLA Webmaster to obtain information that may be shared with the MLD through the Division website.
  5. Works with the ML Editor to publish selected information from THE MILITARY LIBRARIAN to the website.
  6. Attends the annual board meeting of the Division or appoints another member of the Web Committee to attend if s/he unable to do so.
  7. Reviews appropriate sections of the Division Procedures annually in February. Submits corrections, revisions, etc., to the secretary for inclusion.

Reports:

Prepares an annual report for the Division chair. Prepares other reports, as requested.

Expenses:

The treasurer will reimburse members for such expenses as postage and telephone calls if not borne by the committee members' organizations. The Executive Board must approve other expenses.

Transition Checklist:

  1. Lessons learned from WebMaster.
  2. A copy of Governing Document and Division Practices, if necessary.

Resources Management Committee

Function:

The Resource Manager initiates and coordinates all fund-raising efforts of the Division. The Resource Manager creates templates for correspondence: invitations to sponsor a Division or workshop activity or event, thank-you notes, and instructions to sponsors.

Duties:

  1. Obtains funds to support Division activities of the current year, including all conference and some workshop activities. Works closely with the treasurer, chair, and MLW Program Planning Committee to assure adequate funds are available to support conference and/or workshop activities.
    1. Contacts vendors at the annual conference in which he/she takes office,
    2. Sends fund request letters by late September, if possible,
    3. Gets commitments by late October, if possible, so that sponsorship information appears in pre-conference publicity.
    4. Sends checks to the treasurer, so that he/she can track actual payments and have the secretary send "thank you" letters upon receipt of funds. Checks must be made out to "SLA, Military Libraries Division," not to an individual.
  1. Maintains a fund-raising notebook, with sample request letters, historical summaries of funding, a list of potential vendors, and tips for success.
  2. Reviews Division Practices in February and sends recommended changes to secretary.

Reports:

Expenses:

Expenses:

For up to two members of the Resources Committee, the Division will provide financial support NTE $1000.00 to help defray expenses at the SLA Annual Conference and/or Military Libraries Workshop, if the members' organization is unable to provide travel funds.[1]

Transition Checklist:

  1. Lessons learned from Resources Chair.
  2. History/files on vendors contacted and results of contacts.
  3. Recommendations for vendors to contact.

----[1] Financial support levels approved at MLD Board meeting, 6 Dec. 2008

Strategic Planning Committee

Function:

The Strategic Planning Committee is responsible for ensuring the strategic plan is up to date, and reflects the needs and values of the membership. It solicits membership input into the strategic planning process and leads the Division in establishing its future vision.

Qualifications:

The committee chair must be a Member or Associate or Retired Member of the Association as well as an active member of the MLD. The term of appointment is one year, which is renewable.

Appointments:

Members of the committee may be selected by the Division chair or the Committee chair. Membership should reflect the demographics of the Division.

The chair-elect is an ex-officio member of the committee.

The term of appointment is one year, which is renewable.

Duties:

  1. Conducts needs and values assessment surveys of the membership every 3-5 years or as required.
  2. Recommends and implements mechanisms for obtaining membership input into the strategic plan.
  3. Leads strategic planning and visioning sessions at the annual conference.
  4. Records member input for incorporation into the strategic plan.
  5. Reviews and revises the strategic plan every 3 years or as needed.
  6. Submits revised drafts of the strategic plan to the Executive Board for approval.
  7. Works closely with the chair and other board members and committee chairs.
  8. Reviews Division Practices in February and sends recommended changes to secretary.

Reports:

  1. Prepares an annual report for the chair upon request.
  2. Prepares other reports as required and publishes results of surveys in THE MILITARY LIBRARIAN or other appropriate publications.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls if not borne by the committee members' organizations. The Executive Board may approve other expenses.

Transition Checklist:

1.Lessons learned.

2.Working files not submitted to Archives.

SUBUNITS

Sections may be established and disbanded by the Division.

Sections relating to definite areas of interest within a Division may be established by the Board upon written petition of 15 members of the Division who desire to participate in the activities of the proposed Sections. Sections shall receive needed operating funds from the Division, and shall submit to the Board an annual report including a financial statement. Should dissolution of a Section occur, its assets shall revert to the Division. Formation or dissolution of a Section shall be reported to the Division Cabinet officers and the Association Office.

FUNDS, CONTRACTS, AND PROPERTY

Funds for Division expenses shall be derived in part or in whole from the Association as an allotted share of the annual dues paid by Division members.

Eligibility for this allotment is based on the submission to the Association of the Division financial statement for the previous year and on its acceptance by the Association. Requests for additional funds or loans may be submitted to the Division Cabinet officers for presentation to the Association Board of Directors for its consideration. All funds received by the Division shall be used for purposes incident to the fulfillment of the Division's objectives. Should dissolution of the Division become necessary, its assets shall revert to the Association.

Any agreement, contract, or obligation entered into by the Division, including the purchase of property such as office machines, filing cabinets, computer equipment, etc., shall have advance approval of the board. Any agreement, contract or obligation must be in compliance with Association liability limits as prescribed in Division Recommended Practices.

If the cost or liability exceeds $1,500, the advance approval of the Division members is required. If the cost or liability exceeds $5000, the transaction must be reviewed and signed by the Association's Executive Director; any cost or liability that exceeds the Division's available or budgeted funds requires advance approval of the Association Board of Directors.

All affiliate and contractual relationships shall be directed toward the best interest of the Division and the Association and shall protect their property and identity.

NOMINATIONS AND ELECTIONS

A Nominating Committee for each election of members to the Board shall be appointed by the Board no later than 90 days prior to the Division annual business meeting. This committee shall be composed of three members, no more than one of whom is a member of the current Board but at least one of whom shall be a former Division officer or member of the previous Nominating Committee.

Each year the Nominating Committee shall present at least one candidate for chair-elect, either secretary or treasurer, the latter two offices to be filled in alternate years, two MLW directors, and one director-at-large. The Committee shall obtain the written acceptance of each nominee prior to submission of its report

The report of the Nominating Committee shall be published in the official bulletin or otherwise sent to Division members at least sixty days before the Division annual business meeting. Further nominations, accompanied by written acceptance of the nominee, may be entered by petition of twenty Division members and shall be filed with the Nominating Committee at least forty-five days before the Division annual business meeting. The report of the Nominating Committee shall be presented for approval by the membership at the Division annual business meeting.

If the slate includes more than one candidate for any office, election shall be by secret ballot mailed to each Division member 30 days before the Division annual business meeting. The candidate who receives the largest number of votes for any office shall be elected. In the event of a tie, election shall be by majority vote of the members present at the Division annual business meeting.

DISSOLUTION AND MERGER

The Division may petition the Association Board of Directors for dissolution, or for merger with another Division, by mail vote of its membership, the ballots to be mailed not more than 45 days after an annual business meeting at which a majority of the members present votes that it no longer meets the needs of the membership. If two-thirds of the mail ballots favor dissolution, or merger, the petition shall be submitted to the Division Cabinet officers for presentation to the Association Board of Directors, which shall make the final decision.

In the event of dissolution, all assets of the Division shall revert to the Association. In the event of merger, assets shall become a part of the new merged unit, as decided upon by the bodies concerned. Any other assets shall revert to the Association.

COMMUNICATIONS

Divisions shall institute suitable mechanisms to facilitate communications with and between its members regarding Division activities, affairs, issues, and other matters.

Control of all publications of the Division shall be vested in the Board.

The Division shall not be responsible for statements or opinions advanced in its publications or at meetings of the Division, or for statements by any of its members except those authorized by the Board or those reflecting duly established policies of the Division or Association.

DIVISION REPRESENTATION AND AFFILIATION

Division representatives to joint committees and meetings of other societies having objectives allied to those of the Division and of the Association shall be appointed by the chair. Such representatives shall submit at least one written report to the Board during the year.

Upon approval by a majority of the Division members voting, the Division may affiliate or disaffiliate with a local common interest organization provided that:

1.    The objectives of such organization are consistent with those of the Division and of the Association; and

2.    The activities of such organization are not in conflict with Article I: Sections 3, 4 and 5 of the Association Bylaws.

Any other affiliation, including that with a national or international organization, shall be approved by the Association Board of Directors. Notices of affiliations and disaffiliations shall be reported to the Association.

AMENDMENTS

These Division Practices may be amended by the approval of the Division Chair.  The advice of the Governing Documents Committee, and the Executive Board, is recommended for significant amendments.