- Communications
Chapter presidents may be asked to speak or act officially on matters which are within their areas of official responsibility and on which they are fully informed. When the Association's official position is known, particularly when it has appeared in writing, it should be quoted to ensure consistency of response. Advice from higher Association authorities should be sought when the official position is not known. Without exception, new or controversial matters should be referred to the Association President and Executive Director. This is particularly important when drafting a statement that will reflect the association's position.
There is an informal communications network that exists among all members of the Chapter Cabinet. Each chapter president becomes part of this network while serving as chapter president-elect. It is an important responsibility for the chapter president to see that the chapter's president-elect is made a part of the informal communications network.
Face-to-face interaction at the Winter Meeting and Annual Conference is the best means of establishing a productive rapport among Cabinet members. Between meetings, the telephone, fax, telex, electronic mail and the post office assist the functioning of the informal communications network.
To assure that the chapter president-elect is fully informed on all business of the chapter and the Chapter Cabinet, it is important to send copies of all chapter and association-related correspondence, even if the subject matter seems inconsequential. This keeps the president-elect both informed and prepared to substitute for the president, in case of an emergency.
- Appointment Duties
The appointment duties of the chapter president are:
- To appoint chairs for all committees specified in the chapter's bylaws and procedures manual. Appointments should be made before the newly elected president assume office. Appointments should be made for a specific period, i.e., 1995/96, and written acceptance should be obtained from each appointee. Examples of chapter committees include: Affirmative Action, Archives, Bulletin Editor or Editorial committee, Bylaws (when needed), Career Guidance, Consultation, Government Relations, International Relations, Membership, Networking, Nominating, Public Relations, Special Projects (as needed), Strategic Planning
- To appoint an auditor (not a chapter officer or incoming officer and not a current or incoming member of the SLA Board of Directors) by the end of December to audit the financial statement prepared by the chapter treasurer.
- The chapter president is to appoint an Affirmative Action liaison. If no appointee has been selected, the chapter president is to assume the role of Affirmative Action liaison.
- To appoint chairs for all committees specified in the chapter's bylaws and procedures manual. Appointments should be made before the newly elected president assume office. Appointments should be made for a specific period, i.e., 1995/96, and written acceptance should be obtained from each appointee. Examples of chapter committees include: Affirmative Action, Archives, Bulletin Editor or Editorial committee, Bylaws (when needed), Career Guidance, Consultation, Government Relations, International Relations, Membership, Networking, Nominating, Public Relations, Special Projects (as needed), Strategic Planning
- Meeting Attendance
Another responsibility of the chapter president is meeting attendance. It is imperative that both the chapter president and president-elect attend.
The following are the specific meeting responsibilities of the chapter president:
- To attend Chapter Cabinet meetings and any joint meetings of the Chapter and Division Cabinets at the Association's Annual Conference and Winter Meeting. If either the president or president-elect is unable to attend a meeting, the chapter president should appoint another chapter member, preferably an officer, to represent the chapter.
All chapter presidents and presidents-elect constitute the Association's Chapter Cabinet. Attendance at the meetings of the Cabinets is one of the most important responsibilities of chapter officers. The Chapter Cabinet can be truly effective only if all representatives participate. Section I.B. of these Guidelines provides information regarding the Cabinet.
The Association Office issues a "Call to Meeting" approximately two months before each Board of Directors and Cabinet meeting. This document includes detailed instructions on the preparation of documents for information or action at the Board and Cabinet meetings. The deadline for receipt of documents for placement on the Cabinet's agenda is usually about one month before the meeting.
If the chapter president has last-minute business to bring to a Chapter Cabinet meeting, the nature of the business should be brought to the attention of the Chapter Cabinet Chair a minimum of 48 hours before the start of the meeting. All motions, petitions, resolutions, etc., should be written (typed, if possible) in advance.
- To attend the Leadership Development Institute (LDI) formerly DACOLT meetings and any orientation and housekeeping meetings for chapter officers moderated by the Chapter Cabinet Chair and Chair-Elect. These sessions are an excellent opportunity for expanding the communications network and getting to know the Association's inner workings and concerns. It is also of real value for information on funding meetings, finances, bulletins, etc.
- To attend the open sessions of the Board of Directors at the Winter Meeting and Annual Conference as an observer.
- To preside at the chapter's annual business meeting. It is important to prepare and distribute an agenda for the business meeting, even if there is very little business. Frequently, the chapter will be asked to consider items referred to it by the Chapter Cabinet or the SLA Board. (If the chapter secretary cannot be present to take minutes the president should appoint a suitable substitute.) A parliamentarian can be appointed to advise the president on procedural questions that arise during the meeting.
- To preside at chapter board meetings. These meetings can be very useful for problem solving. They can include not only chapter officers, the bulletin editor, committee chairs, members, and others who have business to present.
- To attend Chapter Cabinet meetings and any joint meetings of the Chapter and Division Cabinets at the Association's Annual Conference and Winter Meeting. If either the president or president-elect is unable to attend a meeting, the chapter president should appoint another chapter member, preferably an officer, to represent the chapter.
- Reporting Duties
The chapter president must submit several specific reports that are due at predetermined times during the Association's business year. These reports must be submitted on or before the stated deadlines, regardless of which chapter officer or committee chair has the responsibility for preparation and distribution of the report. Refer to the action chart on pages under 7 and 8 for specific activities.
- General Duties
There are several general duties that are crucial to the successful operation of the chapter and to the smooth transitions of authority. Among the general duties of the chapter president are the following:
- To read these Chapter Guidelines and the Chapter's Bylaws thoroughly to determine the responsibilities of each chapter officer.
- On assuming office, to acquire from the past president all of the chapter's current records. Those records not needed should be forwarded to the chapter archivist. (If current records are not received within 20-25 days, contact the departing president to request their transfer.)
- To read all the information sent by the Association Office and the Chapter Cabinet Chair. The chapter president is responsible for sending the president-elect copies of any of this material on which the president-elect is not included in the originator's distribution.
- To serve on the Chapter Cabinet Committee on Chapters when asked. The Chapter Cabinet Chair informs the chapters of the schedule for serving on this committee.
- To make decisions on Chapter policy; referring questions to the appropriate chapter officer or Board.
- To take part in the interviewing process of the SLA Scholarship Program for applicants from your chapter area. Personal interviews are preferred, however, depending upon the location of the applicant, telephone interviews are acceptable. The task of interviewing may be delegated to other chapter members.
- To inform the Association Office (director of membership) at once if the chapter appoints a representative to another professional society.
- To send copies of all reports, publicity, etc., to the chapter archivist and copies of current correspondence to the chapter president-elect.
- At the conclusion of term as chapter president, to review with the president-elect the responsibilities of the position and any ongoing projects.
- On retiring as chapter president, forward all current records to the incoming president within 20 days of stepping down from office.
- To read these Chapter Guidelines and the Chapter's Bylaws thoroughly to determine the responsibilities of each chapter officer.
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