Table of Contents

Chapter Calendar

General Information

Expense Reimbursement

OFFICERS

• President
• Vice-President/President-Elect
• Secretary
• Treasurer
  
• Member at Large
• Immediate Past President

COMMITTEES

• Articles and Bylaws
• Community Service
• Diversity and Inclusion
• Education and Publications
• Government Relations
• Local Arrangements
• Membership
• Newsletter and Public Relations
• Nominating
• Program
• Scholarship
• Service to SEAALL

OTHER POSITIONS

• Archivist
• Handbook Editor
• Registered Agent
• Website Coordinator(s)

APPENDIX

• Business Meeting @ AALL Agenda
• Annual Meeting
  
• • Annual Meeting Exhibitor Solicitation
  • Corporate Sponsorship
  • Corporate Sponsorship Acknowledgement
  • Sample Information for Web Registration Form
  • Speaker Information and Acceptance Form
  • Evaluation Form
  • Site Nomination Form
  • Financial Report
    
• Chapter VIP Nomination Form
• Committee Volunteer Form
• Dues Notice
• Officer Candidate Biographical Information
• Financial Statement
• Committee Budget Request
• Request for Reimbursement
• Annual Committee Report
• Scholarship
  
• • Scholarship Applications
  • Continuing Member Ranking Sheet
  • New Member Ranking Sheet
• Service to SEAALL Award Nomination

MARCH/APRIL

• Annual chapter meeting and educational institute held.
  • Executive Board meets prior to business meeting.
  • Service to SEAALL award presented during business meeting.
  • Full year financial report presented by Treasurer if SEAALL Annual Meeting is held after April 1.
  • All new officers and committee chairs assume new positions at the end of business meeting.
  • President
    • Presides over Executive Board meeting and Chapter business meeting at annual Chapter meeting.
    • Passes gavel to Incoming President at the close of the Chapter business meeting.
  • Vice-President/Incoming President Elect
    • Presents gift from Executive Board to outgoing President.
  • Secretary
    • Records minutes at Executive Board meeting and Chapter Business meeting and conveys to incoming Secretary. 
    • Distributes minutes from Chapter Business meeting held at AALL for approval.
  • Treasurer
    • Annual financial report prepared as soon as possible after March 31.
    • Coordinates transfer of financial records and funds between incoming and outgoing Treasurers.
    • Prepares and distributes to the Executive Board and Local Arrangements Chair a monthly status report detailing Annual Meeting expenditures.
  • Outgoing Committee Chairs
    • Report on year’s activities at Chapter Business Meeting.
    • Submit written report to President and Secretary prior to SEAALL Annual Meeting for inclusion in the Southeastern Law Librarian and in the SEAALL Archives.
  • Community Service Committee
    • Promote chosen community service project in conjunction with the annual Chapter meeting. If Chapter meeting occurs in March, this should be pushed back to February/March.
  • Local Arrangements Committee
    • Reviews invoices from hotel and other service providers; forwards to Treasurer.
    • Prepares and sends final meeting report including a financial statement of income and expenses to President.
  • Placement
    • Facilitates communication between employers and job-seekers at the Annual Meeting.

APRIL

• Chapter fiscal year begins April 1.
• Treasurer
  • Dues notices mailed by April 1; payable by August 1.
  • Chapter annual report due to Florida Secretary of State.
  • Prepares and distributes to the Executive Board and Local Arrangements Chair a final status report detailing Annual Meeting expenditures.
• President
  • Sends newly appointed committee list to SEAALL Website Coordinator(s).
  • Corresponds with incoming committee chairs regarding special projects and any funding issues for the coming year.
  • Submits Chapter annual report to AALL.
• Local Arrangements Committee
  • If possible, choose and book hotel 2 years (or more) in advance of SEAALL Annual Meeting.
• Members at Large
  • Submits food request forms for SEAALL reception at AALL Annual Meeting to AALL headquarters.

APRIL/MAY

• All appropriate records are conveyed to new officers and committee chairs.   
• Secretary
  • Distributes the Executive Board meeting minutes (recorded by previous Secretary) from the Executive Board meeting held at the SEAALL annual meeting for approval.
  • Forwards the SEAALL roster of officers to AALL.
• Treasurer
  • Files federal and/or state of Florida income tax return.
  • Changes President, Vice-President and Treasurer signature authority on bank account as needed (at annual SEAALL meeting if possible).
• Committee Chairs
  • Contact committee members to structure and assign the year's work.

MAY

• Life membership nominations due by May 15.
• Spring Newsletter article submission deadline – May 31.

• Treasurer
  • Prepares and sends annual membership dues notices for upcoming year.
  • Submits annual financial statement to newsletter editor for publication.

JUNE

• President
  • Emails SEAALL listserv about arrangements for chapter business meeting and reception during AALL Annual Meeting.
  • Prepares agenda for Executive Board meeting and Chapter business meeting at AALL.

• Membership Committee Chair
  • Organizes staffing, publicity and activities for the AALL Annual Meeting Exhibit Hall and CONELL Marketplace.

JULY

• Chapter membership year begins.
• Annual chapter business meeting held during AALL Annual Meeting.
  • Executive Board meets prior to Chapter business meeting.
  • Financial report presented by Treasurer.
• President
  • At AALL:
    • Attends the Council of Chapter Presidents meeting and participates in training activities.
    • Presides over Executive Board meeting and Chapter business meeting.
• Vice-President/Program Committee Chair
  • At AALL:
    • Attends the Council of Chapter Presidents meeting and participates in training activities.
    • Attends Executive Board meeting and Chapter business meeting.
• Secretary
  • At AALL:
    • Records minutes of Executive Board meeting and Chapter business meeting.
• Treasurer
  • At AALL:
    • Presents quarterly financial report at Executive Board Meeting and Chapter business meeting.
    • Attends Executive Board meeting and Chapter business meeting.
  • Sends overdue membership dues notices.
  • Prepares quarterly financial report for distribution at Executive Board meeting and Chapter business meeting at AALL Annual Meeting.
• Local Arrangements Chair
  • At AALL: 
    • Attends Executive Board meeting.
    • Presents lodging options, opening event options, and other items requiring approval for review to the Board.
• Committee Chairs
  • At AALL:
    • Reports on committee activities at Chapter business meeting.
    • If not able to attend in person, submit written report to President prior to Annual Meeting.
• Executive Board
  • Establishes Lucile Elliott Scholarships funding by July 31.

AUGUST

• Members who have not paid dues purged from membership roster and listservs.

• Summer Newsletter article submission deadline – August 31.
• Annual Chapter Meeting website archived.

President, Program Committee & Local Arrangements Committee

• Sets budget for annual chapter meeting - to be completed by September 1.
• Develops program theme for annual chapter meeting.

• President
  • Submits request for an AALL Executive Board representative to make a chapter visit during the SEAALL annual chapter meeting to the AALL Headquarters.
• Secretary
  • Distributes the minutes of Executive Board meeting at AALL for approval.
• Treasurer
  • Sends list of names and emails of non-renewing members to the Membership Committee Chair and listserv manager.
  • Submits quarterly financial statement to newsletter editor for publication.
• Local Arrangements Committee
  • Begins contacting potential corporate sponsors / exhibitors (tailor forms in Appendix).
  • Prepares and submits proposed budget for annual chapter meeting and institute to Executive Board by September 1.
• Scholarship Committee
  • Reminds Executive Board to establish scholarship budget for the year.
  • Notifies library schools about student scholarship.

SEPTEMBER

• Budget for annual chapter meeting and institute due from Local Arrangements Committee to Executive Board by September 1.

• Local Arrangements Committee
  • Books the space and transportation (if needed) for Opening Reception and other social events.
  • In collaboration with the Program Committee, investigate potential keynote speakers or other guest speakers.
• Diversity and Inclusion Committee
  • Propose program for SEAALL Annual Conference.

• Program Committee
  • Solicits program proposals.
  • In collaboration with Local Arrangements, investigate potential keynote speakers or other guest speakers.
• Scholarship Committee
  • Publicizes student scholarship availability.
• Nominating Committee
  • Solicits and evaluates nominations for officer candidates.

OCTOBER

• Student scholarship deadline – Monday of the third week of October.
• Candidate suggestions due to Nominating Committee by October 15.
• Begin making plans for SEAALL business meeting and reception at AALL.

• President
  • Completes room reservations for SEAALL business meeting and reception at AALL.
  • Delegates AALL SEAALL reception planning to Members at Large.
• Members at Large
  • Coordinates SEAALL reception at AALL.
• Local Arrangements Committee
  • Chooses registration software & builds preliminary conference website.
  • Continues to solicit exhibitors and sponsors.
• Program Committee
  • Evaluates program proposals.
• Community Service
  • Contacts the Local Arrangements Committee to solicit suggestions for possible community service organizations to support.

NOVEMBER

• Fall Newsletter article submission deadline – November 30.

• Treasurer
  • Submits quarterly financial statement to newsletter editor for publication.
• Nominating Committee
  • November 1 - Presents slate of candidates to Executive Board.
  • Once Executive Board has approved the slate of candidates, the Chair of the Nominating Committee contacts the candidates, requesting them to send their candidate statement and biography to the Secretary and the Newsletter editor.
• Local Arrangements Committee
  • Makes arrangements for tours of local law libraries.
  • Confirms caterers.
  • Receives preliminary program from Programs Committee.
• Program Committee
  • Makes final program selection and notifies proposers of decisions.
  • Solicits and drafts descriptions of programs and speakers.
  • Solicits audio/visual needs from speakers and coordinates equipment availability with Local Arrangements Committee.
  • Chooses Annual Meeting theme; notifies Local Arrangements Committee.
• Scholarship Committee
  • Recommends student scholarship recipients and award amounts to Executive Board.

DECEMBER

• President
  • December 1- Announces slate of candidates to the membership.
• Secretary
  • Solicits candidate biographies from Nominating Committee and prepares electronic ballots.
• Treasurer
  • Mails checks to scholarship recipients.
• Local Arrangements Committee
  • Continues work on Annual Meeting website.    Includes information on travel to meeting location, restaurant recommendations, descriptions of local attractions, etc.
• Program Committee
  • Provides description of programs and speakers to Local Arrangements Committee for inclusion on annual meeting website.
• Service to SEAALL Committee
  • Send message to SEAALL mailing list and newsletter editor soliciting nominations for the award. Set a deadline of the first business day on or after February 1.

JANUARY

• Secretary
  • Prepares electronic ballots by January 15.
• Treasurer
  • Prepares and distributes to the Executive Board and Local Arrangements Chair a monthly status report detailing Annual Meeting expenditures.
• Community Service
  • Finalizes information gathering of possible community service organizations to support.
  • Selects a community service organization to recommend to the Executive Board to support.
• Local Arrangements Committee
  • Finalizes schedule for the pre-conference institute, SEAALL and Committee meetings, tours of local law libraries, programs, coffee breaks, meals and other events and post on annual meeting website.
  • Publicizes annual meeting website and registration.
• Service to SEAALL Committee
  • Send reminder messages to the mailing list inviting nominations for the award. Send one in early January and another one week before the deadline.

FEBRUARY

• Election closed by February 15 and candidates notified of results.
• Winter Newsletter article submission deadline – February 28.
• Lucile Elliott Scholarship, CONELL Grant, and AALL Annual Meeting Registration Grant applications due.
• President
  • Reminds committee chairs to prepare final committee reports.
• Secretary
  • Closes election by second week in February.
  • Notifies President and Executive Board of election outcome.
  • Notifies candidates of election outcomes.
  • Announces election results via SEAALL listserv.
• Treasurer
  • Submits quarterly financial statement to newsletter editor for publication.
  • Prepares and distributes to the Executive Board and Local Arrangements Chair a monthly status report detailing Annual Meeting expenditures.
• Local Arrangements Committee
  • Expense/revenue reports due to the President one month prior to the annual chapter meeting.
  • Sends acknowledgment to Exhibitors, which includes hotel shipping address and confirms needs for Exhibit area (tables, audio/visual, etc.).
  • Acquires registration supplies (name badges, folders, ribbons, etc.).
  • Continues marketing and promoting the Annual Meeting to potential attendees.
• Scholarship Committee
  • The Elliott Scholarship application is due 10 weeks before SEAALL Annual Meeting begins.
  • The AALL and CONELL Grants applications are due the last Friday in February.
• Service to SEAALL Committee
  • Meet in first week of February to review nominations and select an award recipient if appropriate. Order the plaque as described in the Committee’s section in this Handbook. Follow through on approving the proof and confirming receipt of the plaque.

FEBRUARY/MARCH

• Final committee reports due one month prior to annual chapter meeting or as requested by President.
• Community Service Committee
  • Promote chosen community service project in conjunction with the annual Chapter meeting. If Chapter meeting occurs in March, then this should be pushed back to February.

• Treasurer
  • Prepares and distributes to the Executive Board and Local Arrangements Chair a monthly status report detailing Annual Meeting expenditures.
• Local Arrangements Committee
  • Prepares any signs not being taken care of by the conference facility.
  • Prepares schedule for registration desk and recruits volunteers.
  • Prepares registrant badges and registration packets.
  • Gives caterer final head counts for meals, including special meal requests.
• Program Committee
• • Determines method for assessing Annual Meeting programs and evaluation of the event.