Eastern New York
CRL Chapter
Board Handbook
Table of Contents
Board Handbook 1
|. About the Chapter 1
Il. President 2
lll. Vice President 4
IV. Program Committee Chair 5
V. Treasurer 7
VI. Secretary 12
VII. Past President 15
VIII. Communications Committee Chair. 17:
IX. Membership Committee Chair 20
X. Government Relations Chair 22
XI. Archivist. 24
Appendice: 244
I. About the Chapter
The Eastern New York Chapter of the Association of College and Research Libraries (ENY/ACRL) is one of
approximately 42 local chapters of the Association of College and Research Libraries, a division of the
American Library Association. Members represent private and public college and university libraries, and
special libraries in the Eastern New York region. ENY/ACRL follows the mission of its parent organization
to “lead academic and research librarians and libraries in advancing learning and scholarship.”
The Chapter is governed by bylaws ilable at: http://enyacrl.org/site/chapter-documents.
The Chapter was granted tax exempt 501(c)(3) non profit status in 2002, and is subject to relevant IRS
tax law relative to non-profit activities (please see: Exemption Requirements — Section 501 © (3)
Organizations: http://www. irs.gov/Charities-&-Non-Profits/Charitable-Organizations/Exemption-
Requirements-Section-501(c)(3)-Organizations), as well as additional detail in the Treasurer's section of
this document.
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Il. President
Duties:
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Eastern New York
CRL Chapter
Official spokesperson for the Chapter.
Serves as chairperson of the Executive Board of Directors and calls meetings of the Board.
Appoints ad hoc committees when appropriate.
Coordinates the activities of the Chapter and its committees.
Represents (or designates a person to represent) ENY/ACRL at the ACRL Chapters Council meetings
held at the ALA Annual Conference and ALA Midwinter Meeting.
Prepares and submits reimbursement requests to National ACRL.
Determines policy and direction in conjunction with National ACRL decisions/guidelines.
Writes a President's Report for each issue of the Chapter's newsletter.
Provides information to incoming Board members (see Appendix B: New Board Members Checklist).
10. Reviews and updates the President's section of the Board Handbook with the Executive Board of
Directors annually.
President - Calendar
May Installed as President at annual spring conference; at close of Board
meeting, assumes leadership of Board and schedules Executive Board of
Directors meeting to plan activities for the year.
June/July Chairs Executive Board of Directors meeting to hear reports from
committees, especially progress of the Program Committee in planning
fall events and spring conference.
August 15 Submits reimbursement request to National ACRL.
October/November Schedules Executive Board of Directors meeting to hear reports from
committees, especially progress of the Program Committee in planning
fall events and spring conference.
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CRL Chapter
February/March/April | Schedules Executive Board of Directors meeting to hear reports of
committees, especially final plans for the spring conference.
Submits annual report to the President for the annual spring conference
April/May membership meeting Chapter report.
Spring conference Welcomes attendees, presides at business meeting, and introduces
incoming officers.
May-August (post- Prepares President's Report for the ENY/ACRL spring newsletter.
term)
Submits records to Archivist.
Reviews President's portion of Board Handbook for needed updates and
submits proposed updates to Executive Board of Directors for approval.
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CRL Chapter
Ill. Vice President
Duties:
1. Assist the President with the running of the Chapter; acclimate to duties required for the
position.
2. Facilitate potential collaboration with other organizations.
Assist Program Chair, as needed, with programming opportunities.
4. Serves as a member of the Chapter’s Executive Board of Directors and prepares and submits a
Vice President report for each Board meeting.
5. Attends ACRL Chapters Council meetings at ALA Annual Conference and ALA Midwinter Meeting
with or in place of the Chapter President.
6. Reviews and updates the Vice President’s section of the Board Handbook with the Executive
Board of Directors annually.
7. Submits an annual report to the Chapter President by June 15.
Vice President - Calendar
May Assumes role of incoming Vice President at end of board meeting at annual spring
conference.
April/May Submits annual report to the President for the annual spring conference membership
meeting Chapter report.
June Prepares the Vice President's annual report and submits it to the President and Past
President by June 15, for inclusion in the annual report to ACRL.
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IV. Program Committee Chair
Duties:
1. Serves as chairperson of the Program Committee and is responsible for the year's
programming for the Chapter, currently one conference per year (typically May), plus fall
regional brown bag events.
2. Forms the Program Committee, sets meeting schedule for the Committee coordinated with
Executive Board of Directors meetings, and carries out conference planning through delegation
of tasks among committee members, including the appointment of a Local Arrangements Chair
for each conference. Confirms that all Program Committee members are current ENY/ACRL
members.
See Local Arrangements and Conference Planning Handbook for specific responsibilities related
to conference planning.
3. Serves as a member of the Chapter's Executive Board of Directors and prepares and submits
a Program Committee report for each Board meeting, including proposed programs and
estimated conference budgets.
4. Submits conference articles (pre-conference publicity and post-conference summary) to the
Communications Chair for the Chapter newsletter and/or website.
5. Reviews and updates the Local Arrangements and Conference Handbook annually, bringing
changes to the Executive Board of Directors.
6. Reviews and updates the Program Committee Chair's section of the Board Handbook with
the Executive Board of Directors annually.
7. Submits an annual report to the Chapter President by June 15.
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CRL Chapter
Program Committee Chair - Calendar
May Assumes role of incoming Program Committee Chair at end of board meeting at
annual spring conference.
Contacts prior members of the program committee to see who wishes to remain on
the committee as well as people who have expressed interest in joining the
committee. Makes up a list of members and confirms with Membership Chair that all
proposed members are current ENY/ACRL members, and finalizes Program
Committee including listserv. Shares final list with Board and Program Committee
members.
Arranges a summer Program Committee meeting.
Identifies spring conference sites and finalizes location.
August Finalizes brown bag locations.
September- | Plans spring conference (see details in Local Arrangements & Conference Planning
May Handbook). Checks with ACRL for Speakers Bureau options (see ACRL Officers
Speakers Bureau:
http://www.ala.org/acrl/aboutacr|/directoryofleadership/Chapters/officersspeakers).
April/May Submits annual report to the President for the annual spring conference membership
meeting Chapter report.
June Prepares the Program Chair’s annual report and submits it to the President and Past
President by June 15, for inclusion in the annual report to ACRL.
Reviews and updates the Program Chair section of the Board Handbook, and also the
Local Arrangements and Conference Planning Handbook.
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CRL Chapter
V. Treasurer
Duties
Maintains Chapter checking account, credit card account, as well as PayPal account.
Pays all Chapter expenses and deposits all Chapter income.
Submits a Treasurer's Monthly Report to the Executive Board of Directors.
Submits a Treasurer's Report of each conference to the Executive Board of Directors.
Reports to the membership at the annual business meeting.
Submits an annual report to the Chapter President in January.
Maintains state sales tax exempt number and certificate.
Files Form 990-N e-Postcard with IRS.
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Files Form CHAR 500 with New York State Department of Law (Office of Attorney General) Charities
Bureau.
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. Prepares supporting documentation needed by the Chapter President for reimbursement and
budgeting.
11. Gives the Treasurer's records to the Archivist at the end of each term.
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. Arranges for reimbursement to the conference registration award winner (if needed).
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. Reviews and updates the Treasurer's section of the Board Handbook with the Executive Board of
Directors annually.
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CRL Chapter
Treasurer - Calendar
January
Submits annual report to President, itemizing income and expenditures
(January-December).
April
Files Form 990-N e-Postcard with IRS by April 15.
April/May
Submits annual report to the President for the annual spring conference
membership meeting Chapter report.
May/June
Files Form CHAR 500 with New York State Department of Law (Office of
Attorney General) Charities Bureau by May 15.
Incoming Treasurer assumes role at end of board meeting at annual
spring conference.
Outgoing Treasurer gives previous Treasurer's records to the Archivist.
Outgoing Treasurer gives current records to the newly elected Treasurer
with a brief, signed and dated statement that the outgoing Treasurer has
been replaced by the incoming Treasurer.
New Treasurer changes name and address on checking, credit card, and
PayPal accounts, using the statement provided by the outgoing Treasurer.
New Treasurer changes the name and address on the sales tax exempt
certificate and gives each board member a copy.
July
Submits to the Chapter President documentation for the request for ACRL
chapter reimbursement of expenses incurred during the previous fiscal
year (due to ACRL by August 15).
Reviews and updates the Treasurer's section of the Board Handbook with
the Executive Board of Directors.
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Procedures
ACRL Reimbursement
The Treasurer makes a copy of all applicable receipts. The Treasurer prepares the application and has
the Chapter President review and sign the form in July. After obtaining the Chapter President’s approval
and signature, the Treasurer submits the appropriate receipts and form to ACRL for reimbursement by
August 15.
Reimbursement for conference registration award: The attendee has to submit original receipts along
with a written request to the Treasurer. The request for the reimbursement must be received by the
Treasurer before May 1 of the following year. For example, the winner of the award at the ENY/ACRL
spring 2013 conference will attend a conference afterwards, and needs to submit a request for
reimbursement to the Treasurer before May 1, 2014.
Chapter Expenses
Mark each receipt with the check number, date written, and the purpose of the expense.
Use IRS guidelines when reimbursing for travel.
Reimbursement Guidelines
Committee members not reimbursed by their employer are entitled to mileage reimbursement at the
New York State rate, when attending an ENY/ACRL committee meeting.
The Chapter President and/or Vice President or his/her designee (see ACRL Chapters guidelines:
http://www.ala.org/acrl/resources/policies/chapter5#5seven; 5.7.1/Roles and Responsibilities of
Chapters; Chapters Council section), shall attend the Chapters Council Meeting at ALA Annual
Conferences and ALA Midwinter Meetings and each may be reimbursed for reasonable transportation
expenses. Reasonable expenses assumes the most economical rate (i.e. coach fare for airline or train
travel), regardless of the mode of transportation. Each would also be entitled to reimbursement of
lodging for up to two nights at $250 per night, and the registration fee.
Workshop leaders and breakout session presenters may receive waiver for registration and
reimbursement for mileage, pending Board approval.
Keynote speakers may receive waiver for registration, and reimbursement for coach-class travel, and
lodging. They may also receive an honorarium.
Reports
The Treasurer prepares and submits a report detailing Chapter income and expenses for each Executive
Board of Directors meeting and each meeting of the Chapter. The Secretary includes this report with
the minutes which are saved to the Dropbox or other cloud storage. The Archivist will archive the
reports separately.
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CRL Chapter
The Treasurer prepares a Conference Report listing itemized income and expenses for each conference
and submits it at the first Executive Board of Directors meeting following the finalization of all
conference income and expenses.
The Treasurer submits an annual report to the President and Board in January, summarizing the year's
fiscal transactions as well as any unusual events, trends, suggestions, or actions taken by the Treasurer.
The report analyzes the fiscal health of the Chapter and may be used to determine the amount of future
reimbursements and conference fees, etc.
Sales Tax Exemption
The Chapter is exempt from state and local sales tax. The Treasurer keeps on file a copy of Exempt
Organization Certificate ST-119 which indicates our tax exempt number. Each newly elected Treasurer
must notify the Exempt Organization Section of the New York State Department of Taxation and Finance
of the change in Treasurer's name and address.
To properly notify the state, the new Treasurer must submit a letter with names and the effective date
of the change. Include our Tax Exempt Certificate Number (not the certificate itself) in the letter. Be sure
to indicate that the Chapter’s name and address remain the same. Send to:
New York State Taxpayers Assistance Bureau
Sales Tax Exempt Organization Unit
Building #9
State Campus
Albany, NY 12227
Give new copies of the large form ST-119.1 with the new Treasurer’s name to each officer. Officers
should throw away the old form and make as many copies of the new form as needed. Give the ST-119.1
form to merchants when making a purchase for the Chapter. Some merchants may only want the
number, not the form.
Keep at least one copy of the form blank to give to the next Treasurer.
If the Chapter’s name or address were to change it would be necessary to have the address corrected on
the Exempt Organization Certificate ST-119 (found in the folder labeled “Tax Exempt Status” among the
Treasurer’s materials). To notify the state of a change of address for the organization, the Treasurer
must check box A on the back of the Exempt Organization Certificate, and mail it to the address on the
back of the certificate within 30 days of the change. The state recommends that a stable post office
address be set up for organizations (i.e. one not tied to an individual officer’s address) to eliminate the
need to correct the certificate for periodic changes of officers.
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VI. Secretary
Duties:
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Eastern New York
CRL Chapter
Prepares and distributes to Board members minutes of Executive Board of Directors meetings.
Sends a copy of each meeting's minutes and appropriate attachments to the Archivist for retention.
Attends all meetings of the Executive Board of Directors and annual Chapter business meetings to
take minutes and contribute to the discussion.
needed.
Assists Past President with developing the candidate ballot and mailing (or emailing) ballots as
Maintains Chapter documents (Bylaws, Board Handbook, and others as needed) and updates them
annually to reflect amendments and revisions. Coordinates with Communications Chair to post final
versions to website.
Writes annual report for submission to the President for report to members at the annual meeting.
Reviews and updates the Secretary's section of the Board Handbook with the Executive Board of
Directors annually.
Secretary — Calendar
May and throughout
year
Incoming Secretary assumes role at end of board meeting at annual
spring conference; is given seal by previous secretary.
Takes minutes at Board meetings held throughout year.
Maintains and updates Chapter documents. Coordinates with
Communications Chair to post final versions to website.
January
Requests labels or email list for ballot from Membership Chair if required.
Spring conference
Takes minutes at annual business meeting.
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CRL Chapter
VII. Past President
Duties:
Forms and serves as Chair of Nominations & Elections Committee (N&EC), making sure all
committee members are current ENY/ACRL members. Solicits nominations and conducts elections
for the Chapter offices as specified by the bylaws.
Announces election results to all candidates, nominations committee members and Executive Board
of Directors in a timely fashion.
Forms and serves as Chair of the Professional Development Grants Selection Committee. Solicits
applications for the Professional Development Grants (see Appendix A: ENY/ACRL Professional
Development Grants Sample Announcement). Applications will be reviewed on a rolling basis by the
Selection Committee.
Attends Executive Board of Directors meetings.
Provides information to incoming Board members (see Appendix B: New Board Members Checklist).
Reviews and updates the Past President's section of the Board Handbook with the Executive Board
of Directors annually.
Prepares and submits Chapter annual report to ACRL following instructions and template provided
by ACRL by approximately July 15. Please note: After two missed years, ACRL has the option to
discontinue chapter association. See: ACRL’s Policies and Procedures; 5.6.1
http://www.ala.org/acrl/resources/policies/chapter5#56one
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CRL Chapter
Past President - Calendar
April/May Submits annual report to the President for the annual spring conference
membership meeting Chapter report.
May Assumes role after the spring conference.
Receives initial training from outgoing chair at post-conference Executive
Board of Directors meeting.
May/June/July Forms and serves as Chair of Nominations & Elections Committee and
Professional Development Grants Selection Committee (see tables
below).
July 15 Prepares and submits Chapter annual report to ACRL following
instructions and template provided by ACRL by approximately July 15.
May post conference
Reviews and updates the Past President’s section of the Board Handbook
with the Executive Board of Directors.
Notification of bylaw changes must be made one month prior to elections.
Elections must be held 30 days in advance of the Annual Meeting.
Calendar for Chapter Elections
August-December
Past President solicits and chairs a Nominations & Elections Committee
(N&EC) to recruit candidates for upcoming Executive Board of Directors
vacancies. Makes sure all committee members are current ENY/ACRL
members. The Nominations & Elections Committee uses the newsletter,
website, liaisons, listservs, and personal contacts to recruit candidates. All
candidates must be members of ENY/ACRL, and Officers, if elected, must
be members of National ACRL*. (*see Bylaws)
November/December
Past President sends a call to Board for bylaw changes.
December 15
Submits proposed bylaw changes to Board.
(Bylaw changes must be submitted to the Board two months before the
election.)
January 15
Notifies the membership of any proposed bylaw changes.
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CRL Chapter
(Notification of bylaw changes must be made one month prior to
elections.)
Calendar for Chapter Elections (continued)
February 1-10
Past-President/NE&C Chair assembles final ballot. Ballot may include
proposed bylaw changes.
February 1-15
Working with the Membership Chair and Secretary, mails (or emails)
ballots to all eligible (i.e., those renewed by December 31 of previous
year) voting Chapter members.
March 23
Deadline for ballot return to Past President/NE&C Chair.
April 1
Ballots tallied by NE&C Chair/Past President. Election results announced
and the slate of new officers sent to the current President to be sent to
National ACRL.
[please see additional information about these grants at end of document]
Professional Development Grants — Calendar
May/June/July
Past President appoints members to serve on the Selection Committee.
Early Fall and Early
Spring
Sends call for applications to the membership listserv (see Appendix A:
ENY/ACRL Professional Development Grants Sample Announcement).
(Ongoing)
Selection Committee reviews applications on a rolling basis After review,
Past President contacts applicants of the results of their application. Past
President also reminds awarded recipients to submit a reflective post of
their chosen professional development activity for the following
ENY/ACRL newsletter.
Spring conference
Awarded grants from the past year are announced by Past President or
designee.
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CRL Chapter
VIII. Communications Committee Chair
Duties:
1. Recruits Chapter members to serve on the Communications Committee.
2. Leads and coordinates all Communications Committee activities. The work associated with the
newsletter, website, and email discussion group may be delegated to Communications Committee
members at the discretion of the Chair. Provides information to incoming Board members (see
Appendix B: New Board Members Checklist).
3. Responsible for editing and publishing the ENY/ACRL Newsletter on http://www.enyacrl.org, and for
notifying members when a newsletter has been posted.
4. Responsible for maintaining, posting, and responding on Facebook and Twitter for the Chapter.
5. Responsible for keeping http://www.enyacrl.org organized and up to date, including timely posting
of annual reports, conference announcements, award announcements, business meeting minutes,
and fiscal reports.
6. Responsible for maintaining the Chapter’s email list platform and configuration, for'um@enyacrl.org.
7. Submits bills for web service provider and other expenses authorized by the Board, to the Treasurer,
taking care to use the Chapter’s tax exempt status.
8. Attends meetings of the ENY/ACRL Executive Board of Directors.
9. Writes annual report for submission to the President for the report to members at the annual
meeting.
10. Upon leaving office, turns over records in good order to new Communications Committee Chair.
11. Reviews and updates the Communications Committee Chair's section of the Board Handbook
annually.
Procedures
Be aware of the Chapter’s tax exempt 501 (c)(3)non profit status which means it is subject to relevant
IRS tax law relative to non-profit activities. Additional detail: Exemption Requirements - Section
501(c)(3) Organizations:http://www.irs.gov/Charities-&-Non-Profits/Charitable-
Organizations/Exemption-Requirements-Section-501(c)(3)-Organizations and information specific to
communications, which is included in political and lobbying activities section:
http://www. irs.gov/Charities-&-Non-Profits/Charitable-Organizations/Political-and-Lobbying-Activities,
as well as additional detail in the Treasurer’s section of this document.
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CRL Chapter
Newsletter Publishing Responsibilities
The ENY/ACRL Newsletter is published on http://www.enyacrl.org twice a year in the spring and fall.
New volumes begin with the spring issue. The content of the newsletter should include:
e President’s letter
¢ Notices of elections and awards
¢ Conference information
e Features about activities in member institutions written by ENY/ACRL members
e Notes from the Field: noteworthy information about personnel and programs at
member institutions. This information is solicited from institutional liaisons via
institutional liaison (IL) listserv.
The newsletter is not an appropriate venue for advertising, except for brief announcements from
member institutions about jobs or professional opportunities.
Communications Committee Chair - Calendar
January Announces February 15 deadline for Spring newsletter.
February 15 Deadline for submissions to the Spring newsletter.
March Posts Spring newsletter to website and notifies members.
April/May Submits annual report to the President for the annual spring conference
membership meeting Chapter report.
May (every other Incoming Chair assumes role at end of board meeting at annual spring
year) conference. Outgoing Chair passes on records to the Archivist or to the
incoming Chair as appropriate. Records include instructions for website
maintenance, liaison list, and list of committee members.
May (every other New Chair recruits members of the committee using recommendations of
year) outgoing Chair at his/her discretion.
August Announces September 15 deadline for Fall newsletter.
September 15 Deadline for submissions to Fall newsletter.
October Fall newsletter posted to the website and members notified.
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CRL Chapter
IX. Membership Committee Chair
Duties:
Maintains membership database and any relevant documentation.
Solicits renewals and new memberships annually. Membership year is September 1 to August 31.
Processes new and renewal memberships and regularly mails dues payments to Treasurer.
1.
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4. Organizes and maintains an accurate designation of liaisons at institutions within the Chapter area.
5. Produces a membership brochure annually.
6. Generates mailing labels and/or email lists for elections and conference promotion.
7. Serves as chairperson of the Membership Committee and is responsible for calling meetings, setting
agendas for the meetings, and overseeing completion of delegated work.
8. Coordinates membership table(s) at conference/events as needed.
9. Publishes an electronic (PDF) directory of the membership annually.
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. Works with the Communications Chair to maintain and update membership-related website
content.
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. Updates online membership form for each new membership year, updates Institutional Liaison page
as needed, updates membership brochure with new officers.
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. Manages and maintains email subscriptions for the Chapter discussion lists (e.g., Member Forum,
Liaison List) in conjunction with the Communications Chair.
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. Attends Executive Board of Directors meetings and reports membership status.
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Writes annual report for submission to the President for the report to members at the annual
meeting.
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. Reviews and updates the Membership Committee Chair’s section of the Board Handbook with the
Executive Board of Directors annually.
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CRL Chapter
Membership Committee Chair - Calendar
May Incoming chair assumes role at end of board meeting at annual spring
conference.
May/June Receives in-depth training from outgoing chair.
Reviews conference registration spreadsheet provided by Treasurer; adds
renewals and new memberships to the database.
June/July Prepares annual Membership Directory in PDF; includes new officers.
July/August Updates membership content including online membership form,
Institutional Liaison Program page (if needed), brochure for new
membership year; listserv welcome and good-bye messages; coordinates
all changes with Communications Chair.
Prepares and emails renewal message with link to online membership
form to individual members with expired memberships; use bcc field
when bulk emailing.
Prepares and distributes email messages to each liaison with the
following:
e Copy of the member renewal message
e An appeal for liaisons to seek new members, encourage renewals and
verify membership directory for their institution. Full list of
responsibilities can be found on Institutional Liaison Program page:
htt, ite, institution
Sends list of renewal message recipients to the appropriate liaisons for
follow-up.
Sends an email to arrange for committee members to contact members
at institutions without an active (current member) liaison to attempt to
secure one.
Electronically distributes the Membership Directory PDF via confirmation
email to members as dues are paid. Sends copy of the Membership
Directory to ENY/ACRL Archivist to print.
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CRL Chapter
Membership Committee Chair - Calendar (continued)
September Supports fall Brown Bag events personally and through liaisons;
coordinates a membership table or presence (e.g. human, brochures), as
requested.
September/November | Emails liaisons to remind their colleagues to renew by the end of
December to remain eligible to vote in the spring; send reminder emails
sent to individuals who have not renewed.
October/November Sends final reminder message to expired memberships.
November Purges expired memberships from Forum and liaison listservs.
December Produces labels or email list for election ballot, as requested by
Secretary, and coordinated with Past President.
January Produces labels or email list for conference announcements (postcards).
March/April May
Works with the Program Committee and the Local Arrangements
Committee Chair to verify the memberships of conference registrants
prior to conference.
Submits annual report to the President for the annual spring conference
membership meeting Chapter report.
April/May
Assists with registration table at the conference, as needed.
May
Reviews and updates the Membership Chairs section of the Board
Handbook with the Executive Board of Directors.
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CRL Chapter
X. Government Relations Chair
Duties:
1. Maintains contact with the ACRL Government Relations Committee
(http://www.ala.org/acrl/aboutacrl/directoryofleadership/committees/acr-Ig) to keep informed of
current policy.
2. Selects Chapter members to serve on the Chapter Government Relations Committee.
3. Disseminates appropriate information from national ACRL to Chapter Executive Board of Directors
and to Chapter membership via the listserv and/or website.
4. Monitors state and federal issues pertinent to libraries and education, and shares information
accordingly.
5. Works to create a legislative advocacy network in the Chapter by conveying to the members via
forum@enyacrl.org important legislative alerts as they arise.
6. Prepares helpful and timely legislative information guides for fall and/or spring conferences as part
of membership education. Continues to promote ways in which to be a successful advocate.
7. Works toward greater legislative advocacy efforts on a state and local level, by maintaining links
with other area legislative committees and listservs as appropriate; e.g. NYLA, ESLN (formerly the NY
3Rs).
8. Submits annual report to the President for the annual spring conference membership meeting
Chapter report.
9. Reviews and updates the Government Relations Chair section of the Board Handbook with the
Executive Board of Directors annually.
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CRL Chapter
Government Relations - Calendar
May Incoming Chair assumes role at end of board meeting at annual spring
conference.
Receives initial training from outgoing Chair at post-conference Executive
Board of Directors meeting.
April/May Submits annual report to the President for the annual spring conference
membership meeting Chapter report.
May post conference Reviews and updates the Government Relations section of the Board
Handbook with the Executive Board of Directors.
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CRL Chapter
XI. Archivist
Duties:
1. Advises the Executive Board of Directors on types of materials that shall be deposited in the Chapter
Archives.
2. Proposes retention schedules for archival materials, both print and electronic.
3. Monitors acquisitions of archival material from Executive Board of Directors and/or Chapter
members.
4. Houses and maintains archives locally and in cloud storage.
5. Retrieves archival information requested by the Executive Board of Directors.
6. Assists Chapter members and non-members interested in using archives or in accessing archival
information.
7. Reviews and updates the Archivist section of the Board Handbook with the Executive Board of
Directors annually.
Items to be retained in the Archives:
e Annual Report of Archives
e Annual Reports of all committees and officers
e By-laws
¢ Conference brochures/packets
* Conference evaluations
e Election ballots
e Event materials (i.e. brown bags)
e Executive Board of Directors minutes
e Membership committee forms
¢ Membership directories
e Membership brochure
¢ Newsletters
e Publicity material (i.e. events)
¢ Treasurer's reports
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CRL Chapter
Archivist - Calendar
May Incoming Archivist assumes role at end of board meeting at annual spring
conference, or when there is a change in Archivist.
Receives initial training from outgoing Chair at post-conference Executive
Board of Directors meeting.
April/May Submits annual report to the President for the annual spring conference
membership meeting Chapter report.
May post conference Reviews and updates the Archivist’s section of the Board Handbook with
the Executive Board of Directors.
Per retention Performs acquisition and deposit activities.
schedule
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CRL Chapter
APPENDICES
APPENDIX A
ENY/ACRL Professional Development Grants Sample Announcement
ENY/ACRL is currently accepting applications for Professional Development Grants. We will provide up
to $300 in stipends to support a library professional development activity of the applicant’s choice. The
opportunity to apply for a stipend will be limited to current ENY/ACRL members. Applicants will be
reviewed on a rolling basis.
Award Information
Purpose
To support and foster ENY/ACRL members’ continuing education and engagement in the profession.
Eligibility and Criteria
Applicants must be a current member of ENY/ACRL. Applicants must also be willing to write a reflective
post (approximately 400-500 words) for the following ENY/ACRL Newsletter after the conclusion of their
chosen professional development activity. Applicants will provide a short statement of their chosen
activity, as well as his/her current professional goals and how participating in this activity will support
these goals. At this time, applicants are only eligible to receive this grant once every other year.
Process
The Past President of ENY/ACRL will appoint a Selection Committee following the spring conference,
which will include the Past President who will serve a one year term and act as Chair. Committee
members will not be eligible to be nominated for the award during their tenure on the Committee.
A call for nominees will be made through the ENY/ACRL Newsletter and forum@enyacrl.org, our email
discussion group which is electronically available to all members. The purpose, eligibility, and criteria for
selection will be included, along with the application form. The nominees will be notified of their
application’s receipt and result, which will be reviewed by the Selection Committee on a rolling basis.
The recipient(s) will be selected, and will be sent their reimbursement (up to $300) upon receipt of their
post-activity reflective post, which will be included in the following ENY/ACRL Newsletter. The awarded
grant recipients for the year will be announced at the annual spring conference.
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Eastern New York)
CRL Chapter
APPENDIX B
New Board Members Checklist
Communications Chair:
e Adds board member(s) to board listserv and makes sure they have board and forum list
addresses.
e Provides new board members with Dropbox username/password and instructions for accessing.
e Updates ENY/ACRL website.
Membership Chair
e Assumes Program Committee listserv ownership.
e Works with Program Chair to update committee listserv.
President:
e Sends election results to ACRL Chapter liaison for posting on ACRL Chapter roster pages.
e Informs new officers about Board Handbook and Local Arr Handbook.
e Provides new officers with Information about when meetings/conferences typically occur.
Past President:
e Invites incoming board members to annual board meeting.
Secretary:
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