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

OFFICERS

President

• Charge

• Serves as chief administrative officer of the chapter.
• Presides at all meetings.
• Signs all contracts.
• Represents the chapter to AALL.
• Responsible for the performance and enforcement of all chapter rules and procedures.

• Executive Board meetings
• • Sets the date and location of all Executive Board meetings including teleconferences.
  • Prepares and distributes the agenda.
  • Requests attendance by committee chairs with issues requiring Executive Board input.
    

• Annual chapter meeting
• • Works closely with the Local Arrangements and Program Committees to plan the annual chapter meeting and select a program theme. In particular, responsible for Annual Meeting budget planning.
  • The President and Executive Board review and approve applications for hosting the annual chapter meeting. Sites should be chosen at least two years in advance of the meeting.
  • Coordinates visit from an AALL Board representative at the annual chapter meeting.
  • Solicits names of retired and deceased members from the Membership Committee for recognition at chapter meeting.
  • Announces scholarship winners.
    

• Joint Chapter Meetings
• • Responsible for any negotiations between SEAALL and other chapters in connection with a joint meeting.
  • Joint meeting revenue will be shared between the two organizations in proportion to the membership of the two chapters on January 1 of the year of the meeting.
    

• Committees
• • Works with committee chairs to establish goals and projects for the year.
  • Appoints special committees or task forces as needed.
  • Provides names of newly appointed committee chairs and members to Website Coordinator(s).
  • Appoints archivist and newsletter editors as needed.
    

• Other Duties and Responsibilities
• • Writes a column on chapter affairs for each issue of the Southeastern Law Librarian.
  • Serves as a member of the AALL Council of Chapter Presidents.
  • Submits reports required by AALL. This responsibility may be delegated to another officer at the President's discretion.
  • Serves as a member of the Articles and Bylaws Committee.
  • Coordinates solicitation of Annual Meeting location proposals.
    

• Financial Responsibility
• • Alternate signatory to the Chapter's accounts in case of incapacity of the Treasurer.
  • May authorize the expenditure of up to $500 without Executive Board approval.
  • Has the sole authority to sign contracts and other legal documents on behalf of the chapter for the performance of work or the obligation of chapter funds.
  • Maintains the original of all current contracts. Non-current contracts should be conveyed to the Chapter's archives.
  • Responsible for coordinating Annual Chapter Meeting and Educational Institute budget.

Vice-President/President-Elect

• Charge
• • Serves as Chair of the Program Committee for the annual chapter meeting.
  • Assists the President in conducting the affairs of the chapter.
  • Prepares for term of office as President.

• Duties and Responsibilities
• • Serves as Chair of the Program Committee.
  • Assumes all duties and obligations of the President in the absence or withdrawal of the President.
  • Serves as a member of the Articles and Bylaws Committee.
  • Solicits and appoints committee chairs and members.
  • Attends the Council of Chapter Presidents meeting and any associated training offered by AALL either virtually or at the AALL annual meeting.
  • Presents outgoing President with a gift of appreciation from Executive Board during the chapter business meeting at the annual chapter meeting.

• Committee Appointment Guidelines
• • Balances committee membership by the type of library represented, length of service on a particular committee and geographical representation of the members.
  • Committee chairs should have served on the committee the previous year.
  • In general, committee appointment is for two years with half of the committee’s membership turning over annually.
  • The Scholarship Committee chair provides names of scholarship recipients who choose committee membership as requirement for service award.

• Specific Committee Membership Requirements
• • Articles and Bylaws -- The President, Vice-President/President-Elect and the Immediate Past President comprise the membership of this committee. The Immediate Past President serves as chair.
    Government Relations - At AALL’s request, a member from each state included in the geographic area of SEAALL should be appointed.
  • Newsletter/Public Relations - The chair serves a minimum of two years.
  • Nominating – Committee membership must be approved by the Executive Board. Must have an odd number of members to avoid tie votes. Diversity of library type particularly important. Members are appointed for one year
  • Program - Members are appointed for one year
  • Service to SEAALL –The previous two award winners and Immediate Past President serve as the committee. The award winner serving in the second year of his/her term serves as chair.

Secretary

• Charge
• • Prepares minutes for all Executive Board and Chapter business meetings.
  • Manages the officer elections.
  • Supervises the Articles and Bylaws amendment process.
  • Maintains an up-to-date copy of the Articles and Bylaws.
• Minutes
• • Attends all Chapter business and Executive Board meetings and prepares the official minutes of all business conducted.
  • Within two weeks after the date of the meeting, distributes Executive Board and Chapter business meeting minutes to all Executive Board members for their approval.
  • Submits approved Chapter business meeting minutes to newsletter editor for publication.
• Elections
• • Prepares online ballot for officer elections using AALL services.  Biographies are prepared by the Nominating Committee.
  • Tallies the online balloting and conveys results to President and Executive Board.
  • Notifies all candidates of the election results.
  • Announces election results via SEAALL listserv.
• Articles and Bylaws Amendments
• • Coordinates providing amendment notice to members either:
  • • by publication in the Southeastern Law Librarian at least 30 days prior to balloting OR
    • by e-mail to all members at least 30 days prior to balloting.
  • In the event of an online ballot, the Secretary prepares and transmits the proposed amendments via online ballot.
  • The Secretary transmits the text of approved amendments which are approved by the membership to the Website Coordinator(s).

Treasurer

• Charge
• • Maintains the accounts and ledger of the chapter.
  • Collects membership dues.
  • If required, prepares the chapter's tax return.
• Duties and Responsibilities
• • Income and Receipts - Maintains records for the receipt of:
  • • Membership dues.
    • Donations - Donations are usually associated with vendor contributions that underwrite chapter events.
    • Registration Fees.
  • Disbursements and Checks - The Treasurer maintains records for the disbursement of:
  • Expenses incurred in the execution of chapter events such as the Annual chapter meeting, Educational Institute, AALL chapter business meeting and reception.
  • Prizes and gifts.
  • Officer or Committee expenses authorized by chapter policies.

• Guidelines
• • Income from each meeting, seminar, or other chapter event should be individually recorded.
  • Cash or checks submitted for deposit in chapter accounts must be accompanied by supporting documentation such as registration forms, membership applications, etc.
  • Requests for expenditure of Chapter funds must be accompanied by supporting documentation, such as an invoice or receipt.
  • Photocopies of checks and original copies of supporting documentation are retained in the Treasurer’s files for tax and audit purposes.
  • Copies of all email correspondence relating to expense requests will be retained.
  • In the instance of a questionable request for reimbursement, the Treasurer will consult with the President.
  • All checks should be deposited within one week of receipt.
  • Checks and payments for an amount in excess of $500.00 must be approved by the Executive Board.

• General Accounting Procedures
• • The Chapter currently uses QuickBooks financial software for the check register, general ledger, and reporting.
  • Prepares, signs and mails checks for Chapter expenses.
  • Balances the chapter's checking account.
• Maintains a general ledger record for the transfer of chapter income and expenses. General ledger categories include:
• • Income
  • Dues
  • Chapter Events -- Separate category for each event, ex: chapter meeting, chapter reception, institute
  • Vendor Support
  • Expenses
  • Annual Non-Profit Corporation report
  • Tax return preparation
  • Web hosting
  • Printing
  • Scholarships
  • Miscellaneous expenses - includes SEAALL Service Award, supplies, bank charges

• Financial Reports
• Quarterly financial report
• • Prepares a quarterly financial statement and submits to the editor of the Southeastern Law Librarian for publication.
  • The financial statement lists all income and all expenses, by category, for a 3-month period.
• Annual financial report
• • Prepares and distributes annual report at the annual chapter meeting.
  • The statement lists all income and expenses, by category, for the chapter fiscal year (April 1 to March 31).
  • Submits a copy of the annual financial report to the editor of the Southeastern Law Librarian for publication.
• Dues
• • The chapter membership year runs July 1 - June 30.
  • Membership dues are payable by July 1 each year. Any individual not submitting payment by August 1 is considered delinquent and will be dropped from the membership list.
  • Copies of all membership forms (renewals and new members) should be retained.
• Renewal Memberships
• • Dues notices are prepared and mailed by April 1 of each year.
  • Names and emails of non-renewing members are sent to the Membership Committee Chair and Listserv Manager.
  • A reminder notice about membership renewals should be submitted to the editor of the Southeastern Law Librarian in May for publication in the summer issue.
• New Memberships
• • New members joining at times other than the annual renewal period are required to pay the full membership fee. Part year memberships are not available.
  • Names and emails of new members should be sent to the Listserv Manager and to the Membership Committee Chair.
• Scholarships
• • At least $3000 has been available for distribution annually since 1990.
  • Chair of Scholarship Committee notifies Treasurer of names and addresses of scholarship recipients, the amount of the award, and the date funds are required by the recipient.
• Annual Meeting and Educational Institute
• • The Treasurer handles all funds for the meeting. No "seed" money is provided to the Local Arrangements Committee, nor is a separate account established.
  • Registration fees, vendor support funds, bills and reimbursements are collected by the host institution(s) (as designated by the Local Arrangements Committee) and are forwarded to the Treasurer for action.
  • The Treasurer prepares and distributes to the Executive Board and Local Arrangements Chair a monthly status report detailing annual meeting expenditures beginning in January of the year of the meeting (or at the time of the first income/expenditure) and continuing until all bills are paid and a final status report is made.
• Income Tax Return
• • Federal and Florida tax returns are prepared by the Treasurer in consultation with an accountant, if required. Prior to filing, the returns are reviewed and approved by the Treasurer and President. The Treasurer signs and files the tax returns.
• Transfer of Treasury
• • The outgoing Treasurer will transfer the financial software, information for accessing the bank account online, debit card, and electronic and paper copies of the data files to the incoming Treasurer.  The outgoing Treasurer will prepare paperwork to add the incoming Treasurer to the bank account.
  • If the same bank account is used, the incoming Treasurer should remove the outgoing Treasurer from the account.
  • If it is necessary to open a new bank account, the outgoing Treasurer will provide a small sum of money (approximately $250) to the incoming Treasurer for opening an interest bearing account at a bank located conveniently for the Treasurer.  If a minimum deposit is required, the Chapter typically has $8,000 - $10,000 in the account. Approximately 60 - 70 checks are written during the year.
  • The President and Vice-President should also be a signatory on the account.
  • Once all outstanding checks have cleared, all funds remaining in the Treasury are wired to the new account by May 31 and the old chapter bank account is closed.
• Chapter Records
• • Receive from predecessor and collect during term:
  • • Accounting software currently in use by the chapter.
    • Checkbook and deposit tickets.
    • Debit card.
    • Electronic and print copies of all financial records.
    • General ledger of chapter transactions for the preceding two years.
    • Records of all receipts and disbursements (copies of checks or canceled checks, etc.) for the preceding two years.
    • Bank statements for the preceding two years.
    • Corporation reports for the preceding two years.
    • The chapter's final annual budget reports for the preceding three years.
    • Income tax returns for the previous seven years.

Member at Large

• Charge
• • Serves as a voting member of the Executive Board and represents the general membership on issues of interest or concern, particularly those that arise outside of the standing committee structure.
• Responsibilities
• • Handle all arrangements for the chapter business meeting and reception traditionally held during the AALL annual meeting.
    Coordinates any Chapter VIP.
  • Other duties as assigned by the President.

Immediate Past President

• Charge
• • The Immediate Past President advises the current President and Executive Board, serves as chair of the Articles and Bylaws Committee and participates as a member of the Service to SEAALL Committee.