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DCLA Executive Board Duties

PRESIDENT

The President is the chief executive and spokesperson for the association. In accordance with the By-Laws, the President is responsible for both substantive and administrative decisions regarding association plans and activities. In particular, the President:

1. Appoints chairs of interest groups and committees; appoints representatives;
2. Sees that information in the DCLA Handbook is updated; provides copies to the Board, committee chairs, et.al., and presides over the annual Planning Breakfast.
3. Presides over meetings of the DCLA Executive Board;
4. Presides over meetings of the DCLA membership;
5. Represents DCLA in a variety of professional activities, that may include presenting testimony before the District of Columbia City Council, participating in lobbying efforts on Legislative Day, presiding over DCLA programs, responding to ALA and other queries, and speaking on professional issues;
6. Signs checks in the absence of the Treasurer, and is a cosigner on any financial accounts requiring two signatures; ensures that the budget is well formulated and accurate.
7. Writes a president's column for Capital Librarian.
8. Oversees progress of strategic planning.

IMMEDIATE PAST PRESIDENT

The Immediate Past President attends all Board meetings and provides continuity by informing the Board of past procedures and activities. Specially, the Immediate Past President:

1. Develops a program with a checklist and arranges for materials for new chairs and officers;
2. Acts as a resource, mentor, cheerleader for interest group chairs.

VICE-PRESIDENT/PRESIDENT-ELECT

The Vice-President/President-Elect is responsible for the program activities of the Association and for acting in the place of the President as necessary. Specifically, the Vice-President/President-Elect:

1. Assists the President in making arrangements for the annual Planning Breakfast.
2. Coordinates the program activities of the interest groups and committees; keeps a master calendar of DCLA activities; maintains contact with the Washington Chapter of Special Libraries Association;
3. Organizes the Association-wide programs of DCLA;
4. Organizes the annual spring banquet;
5. Ensures that program information is carried in Capital Librarian.

SECRETARY

The Secretary is responsible for taking minutes and ensuring access to the records of the Association. In particular, the duties of Secretary are:

1. To take minutes of Executive Board meetings and distribute them to the Board prior to the following meeting;
2. To keep minutes of the business meetings of the membership;
3. To keep on file all committee reports;
4. To make the minutes and records available to all members;
   1. deposits annually the Association records with the D. C. Public Library Washingtoniana Collection
   2. furnishes current records on request
5. To have on hand at each meeting a list of all existing committees and their members;
6. To maintain record book(s) in which the By-Laws, special rules of order, standing rules, and minutes are entered, with any amendments to these documents properly recorded, and to have current record book(s) on hand at every meeting;
7. To send to the Executive Board, Interest Group Chairs, and Committee Chairs a notice of each meeting. (A telephoned or faxed message may be substituted for a written notice);
8. To handle correspondence addressed to the Secretary and additional correspondence as directed by the President or Executive Board. Supplies stationery.

TREASURER

The Treasurer is responsible for the financial affairs of the Association. The Treasurer is also responsible for informing interest groups and committees about financial procedures. In particular, the Treasurer:

1. Receives all monies paid to the Association and makes all disbursements required for authorized bills;
2. Keeps accurate, up-to-date accounts of receipts and disbursements and reports to the Executive Board on a monthly basis;
3. Prepares an annual budget for Executive Board approval;
4. Establishes procedures for receipts and disbursements involving interest groups and committees; maintains and distributes DCLA forms for reimbursement;
5. Maintains checking, savings, and investment accounts on behalf of the Association; prudently shifts money between accounts; advises Board when circumstances warrant consideration of shift of accounts to another institution;
6. Prepares an annual report of DCLA financial affairs for the Executive Board;
7. Collects mail from the DCLA mailbox and is responsible for payment of annual fee for box rental;
8. Maintains files on IRS tax exempt status; IRS Employee Identification number (i.e. tax id number); D.C. tax-exempt status, D.C. Corporations Commission and other official filing, and charter/incorporation papers.

MEMBERSHIP DIRECTOR

The Membership Director is responsible for maintaining the membership records and mailing list for the Association. In particular, the Membership Director:

1. Maintains the members-only DCLA listserv; notifies Secretary of new members each month before publication of Capital Librarian newsletter; 
   
2. Provides membership statistics through monthly reports to DCLA board using information gathered from the DCLA Membership CMS
3. Provides information to DCLA Board such as whether a specific individual is a member;
   
4. Assists in resolving problems involving individual memberships;
   
5. Serves as liaison with ALA for DCLA/ALA Joint Membership Program;
   
6. Recruits DCLA members to serve on Membership Committee;
   
7. Works with DCLA Board and Membership Committee to plan annual Fall Member Reception and social gatherings like trivia and happy hours throughout the year.

ALA COUNCIL CHAPTER REPRESENTATIVE

The ALA Council Representative is responsible for representing the Association and its Executive Board within the American Library Association. The Chapter Representative is a voting member of the ALA Council and as such must exercise a considerable degree of independence, initiative, and judgment in voting and representing DCLA on the ALA Council. In particular, the Chapter Representative:

1. Attends the twice yearly conferences of the American Library Association and specifically attends the ALA Council sessions;
2. Represents and/or presents positions and wishes of the D. C. Library Association on ALA Council matters and issues;
3. Reports back to the Executive Board and the membership the decisions made by the ALA Council and its areas of concern;
4. Reports regularly to the ALA Chapter Council Office the issues, programs, and activities taking place in the Association;
5. Promotes both ALA activities and services in the Washington area.

DIRECTORS

The Directors provide guidance to the Association. Specifically, the Directors:

1. Attend Board meetings and discuss issues of concern to the Association;
2. Help to set policy for the Association;
3. Attend program meetings as feasible to monitor effectiveness of Association;
4. May be asked to serve on special committees by the President;
5. Develops, with assistance from the Board, a strategic plan for each year and two-three years in advance. Plan should be presented by January.

Advocacy Director

Career/Leadership Development Director

Systems Director

DUTIES OF THE CHAIRS AND OTHERS

These individuals are appointed by the President for a one-year term. The appointments expire with the end of the President's term. The incoming President may appoint them to another term.

INTEREST GROUP CHAIRS

The chair of an interest group of the District of Columbia Library Association is responsible for programs sponsored by the group. Specifically, the chair:

1. Arranges for meetings of planning group and plans appropriate programs. Makes contacts or has members of the planning committee make contacts to arrange for speakers, meeting places, refreshments, and other details in connection with programs. Schedules meetings to minimize conflicts with other DCLA programs such as the New Member Reception. May arrange for joint sponsorship with another interest group or with a group in the Washington Chapter of Special Libraries Association.
2. Develop a budget to cover the costs of these activities. Submits the budget to the DCLA Board for approval.
3. Allocates and spends money within the approved budget. Sees that receipts for expenses of meetings are promptly sent to the Treasurer for reimbursement. If a charge is made for a meeting, ensures that non-members are charged 25% more than members. Sees that all monies are sent to the Treasurer for deposit.
4. Sees that notice of the program is sent to the editor of Capital Librarian and other appropriate publicity is arranged;
5. keeps Vice-President/President-Elect apprised of programs; may attend Executive Board meetings to report on activities;
6. Prepares annual report of activities of the group; sends copies to editor of Capital Librarian, President, and the Vice-President/President-Elect;
7. Turn over records in good order to their successors during the summer.

COMMUNICATIONS DIRECTOR (Vacant)

The Communications Director is responsible for all DCLA communications, marketing, and social media, on behalf of the Board of Directors. They will manage the monthly email newsletter (The Capital Librarian), maintain a social media strategy and content plan, ensure that members are receiving timely DCLA communications and dues notices, and they will support official communications requests from the President, Advocacy Director, and other Board members. The Communications Director will serve as an alternate for local, state, and federal advocacy, in the event that the Advocacy Director is unavailable. They will also maintain a digital archive of past membership emails and newsletters, using any digital platforms being used by DCLA.

JOINT SPRING WORKSHOP REPRESENTATIVE (Vacant)

The Joint Spring Workshop representative serves as DCLA's representative on the committee. Specifically, the individual:

1. Attends meetings of the Joint Spring Workshop Committee; participates in selection of topic and speakers; assists with arrangements;
2. Arranges for mailing labels for use by the Committee with the Assistant Treasurer; sees that announcements are sent to membership;
3. Serves as chair of the committee when DCLA is the lead group;
4. Keeps the Board apprised of activities; submits report after Joint Spring Workshop is held.

LEGISLATION (Vacant)

The chair is responsible for planning National Library Legislative Day activities and coordinating planning with American Library Association and Special Libraries Association.

1. Assembles a planning committee;
2. Arranges for the reception to be held on Tuesday concluding National Library Legislative Day in April; selects location and caterer; sees that invitations are printed and mailed; arranges for wide publicity;
3. Keeps the Board apprised of activities; makes a report to the President at the conclusion of Legislative Week.
4. Track local and state legislation and, as appropriate, call legislators on particular legislation, organize telephoning to legislators, and speak on library issues at local or state hearings.

STUDENT FINANCIAL ASSISTANCE (Appointed)

The Student Financial Assistance chair is responsible for raising monies to fund loans and grants to full or part-time students enrolled in a Master's degree program in library science at an accredited college or university. Works closely with the Student Liaison.

1. Solicits monies from vendors, members of DCLA, and other individuals.
2. Updates application forms for students and nomination forms for DCLA members; mails to potential applicants or to interested persons.
3. Publicizes the scholarships to:
   1. deans of both area library schools;
   2. library school students with posters for bulletin boards and in LC's Gazette, and as part of a list of funding sources prepared by LC staff attending library school;
   3. members with announcements in Capital Librarian and Chapter Notes.
4. Applies selection criteria based on financial need, previous work experience, academic background and references to select appropriate candidates.
5. Brings recommendations to the DCLA Board for approval.
6. Negotiates the loan with student, with the assistance of the treasurer, arranging for the administration of the repayment schedule.