Elections & Appointments – Arizona Library Association

Are you a leader in the Arizona Library or Archives community? Do you want to see Arizona libraries, and archives thrive? Why not run for an AzLA Board Member position and put your passion into action helping to support libraries and archives throughout Arizona?

Requirements to become an AzLA Board Member

AzLA Member for at Least One Year (Excluding AzLA Student Memberships and Library Lovers)
Ability to meet the time requirements of the position

Below you will find the powers, duties, and term limits of each AzLA Board Member position. For more information please see the AzLA Handbook.

AzLA Board Positions

President-Elect

Performs such duties as are implied by the title.
Serves as a voting member of the Executive Board and the Executive Committee
Presides in the absence of the President, or upon request of the President, when he / she is present
Prepares for orderly transition through preliminary appointment lists, conference themes, etc.To this end, the President-Elect, at Association expense, may travel to the American Library Association’s Annual Conference to attend the orientation for new Chapter leaders
Arranges for conference dates and sites for a minimum of one (1) year beyond dates and sites already established
Plans and conducts the Association’s annual Planning Forum.
Prepares a report of the year’s activities to be included in the Association’s Annual Report to the Membership, which is distributed at the Annual Conference.
Participates in conference planning where possible.
Prepares files at the end of his / her term of office and sends material to the new President-Elect or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new President-Elect.

President

Performs such duties as are implied by the title.
Serves as a voting member of the Executive Board and the Executive Committee.
Presides at all meetings of the Association, Executive Board, and Executive Committee.
Directs the entire program of the Association.
- Represents the Association in all official capacities or designates a representative.
- Acts as a spokesperson for the Association on all established policies except as otherwise provided herein or by Executive Board action.
- Acts as the liaison officer between the Association and other official bodies.
- Maintains an impartial, informed, and responsive interest in the concerns, goals and activities of all Divisions, Interest Groups, and Committees.
- Is responsible for sharing important communications from the American Library Association with the AzLA membership via the AzLA listservs, the AzLA website, and / or in the Association’s newsletter. These activities may include writing a column for each issue of said newsletter.
Appoints Chairs of Standing Committees as provided herein and notifies them of their appointments and duties.
Establishes ad hoc Committees as needed, appoints Chair of such Committees, and notifies them of their appointments and duties.
Serves as an ex-officio member of all Committees.
Assures a smooth transition by working closely with the President-Elect.
Prepares files at the end of his / her term of office and sends material to the new President or the archives.
- Removes ephemeral material.
- Includes materials of historical importance.
- Includes materials of immediate use to the new President.
Presents, if appropriate, a President’s Recognition Award as described herein.
Prepares a report of the year’s activities to be included in the Association’s Annual Report to the Membership, which is distributed at the Annual Conference.
Works closely with the Association Manager to conduct Association business and meet Association timetables.

Past President

Performs such duties as are implied by the title.
Serves as a voting member of the Executive Board and the Executive Committee.
Performs a special activity / project, as appropriate and / or assigned.
Lends assistance to the President as needed.
Assists with the orientation of the new Executive Board and Executive Committee.
Chairs the Elections / Appointments Committee.
Serves as Parliamentarian for Executive Board & Executive Committee.
Prepares a report of the year’s activities to be included in the Association’s Annual Report to the
Membership, which is distributed at the Annual Conference.
Prepares files at the end of his / her term of office and sends material to the new Past President
or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new Past President.

Secretary

Performs such duties as are implied by the title.
Serves as a voting member of the Executive Board & Executive Committee. Records Minutes of the Executive Board & Executive Committee Meetings.
Distributes Minutes & Board Documents to all Board or Committee members in advance of the Executive Board or Committee Meetings.
Records Minutes of AzLA General and Special Membership Meetings.
Collects one (1) copy of all reports, memoranda, correspondence, and other pertinent materials received from any and all Executive Board Members and sends to the Association Manager for filing in Current Year Record. These shall include, but shall not be limited to:

Minutes of the proceedings of the General and Special Membership Meetings.
Minutes of the proceedings of the Executive Board and the Executive Committee.
The AzLA Annual Report

Prepares an Annual Report of the Secretary’s activities for the AzLA membership for inclusion in the Annual Report to the Membership. Conference.
Compiles the Annual Report to the Membership and sends it to the Association Manager for inclusion on the website. The Secretary will then distribute a hand-out at the Annual General Membership Meeting directing members to the link on the AzLA homepage where these reports are available and offering a print copy to those members who do not have access to the World Wide Web. The Annual Report is a compilation of reports from Officers, Divisions, Interest Groups, and Committees of their activities for the year.
Prepares files at the end of his / her term of office and sends material to the new Secretary or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new Secretary

Treasurer

Performs such duties as are implied by the title.
Serves as a voting member of the Executive Board and the Executive Committee.
Monitors the Association’s fiscal activities, which include, but shall not be limited to:

Receives and deposits all monies paid to the Association.
Pays approved bills of the Association and its sub-units in a timely manner.
Prepares a written report of the Association finances showing all income and all expenses for each meeting of the Executive Board.
Keeps accurate records of all appropriate financial transactions / records and submits them for annual professional review.

Arranges for a Certified Public Accountant / tax consultant to file each year, on or before the fifteenth (15th) day of the fifth (5th) month following the close of the annual accounting period, an
Internal Revenue Information Return and an Arizona Corporation Commission Annual Report.
Transfers control of all Association funds to the newly elected Treasurer at the end of the term of office.
Retains the current and immediate preceding years’ books and records of account and to sends all other prior years’ records to the Association Manager.
Prepares an Annual Report of the Treasurer’s activities for the AzLA membership for inclusion in the Annual Report to the Membership, which is distributed at Annual Conference.
Prepares files at the end of his / her term of office and sends material to the new Treasurer or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new Treasurer.

Regional Representatives (Southern, Central, Northern)

Represents the diverse membership of his / her designated region of the Arizona Library Association.
Serves as a voting member of the Executive Board.
Attends all Executive Board meetings and reports the activities of his / her region.
Reports to his / her regional membership the decisions and issues covered in Executive Board meetings via an AzLA listserv or other means.
Submits regional activities to the newsletter and website.
Executes duties as delegated or assigned by the President and / or the Executive Board.
Prepares a report of the year’s activities to be included in the Association’s Annual Report to the Membership, which is distributed at the Annual Conference.
Prepares files at the end of his / her term of office and sends material to the new Regional Representative or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new Regional Representative.

Councilor to the American Library Association

Represents the Arizona Library Association at meetings of the American Library Association.

The Councilor is expected to attend both the Annual Conference and Midwinter Meeting of ALA at AzLA expense.
At all ALA Conferences, the Councilor is expected to attend all ALA Council meetings and Chapter Caucuses.

Serves as a voting member of the AzLA Executive Board for a term concurrent with the term on ALA Council.Keeps the members of AzLA informed of activities in ALA of interest to Arizona libraries and librarians.
Responds to requests for information from ALA.
Notifies the AzLA President of any ALA policies, which might require some action or response by AzLA. Said action or response may be taken by the Executive Board or may be referred to the Annual or a Special Membership Meeting of AzLA.
Prepares a report of the year’s activities to be included in the Association’s Annual Report to the Membership, which is distributed at the Annual Conference.
Prepares files at the end of his / her term of office and sends material to the new ALA Councilor or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new ALA Councilor.

Mountain Plains Library Association Representative

Represents the Arizona Library Association at meetings of the Mountain Plains Library Association at AzLA expense.
Serves a three (3) year term as representative to MPLA and serves as a voting member of the AzLA Executive Board for those years.
Acts as a two (2) way liaison between the MPLA Executive Board and the AzLA’s Executive Board.
Responds to requests for information from MPLA and promotes MPLA membership within Arizona.
Provides the MPLA Newsletter Managing Editor and the MPLA Public Relations Committee with library news of the state.
Actively assists the MPLA Conference Chair, if the MPLA Annual Conference is to be held in the represented in Arizona in conjunction with the AzLA Annual Conference.
Prepares a report of the year’s activities to be included in the AzLA’s Annual Report to the AzLA Membership, which is distributed at the AzLA Annual Conference.
Prepares files at the end of his / her term of office and sends material to the new MPLA Representative or the archives.

Removes ephemeral material.
Includes materials of historical importance.
Includes materials of immediate use to the new MPLA Representative.