- Must be an active member of the chapter.
- Attends all chapter membership and board of directors meetings.
- May appoint additional chapter members to serve on an Archives Committee
jointly with the incoming president. Notifies committee members of
their
appointment.
- Submits goals and budget for the coming year to the president and
to the newsletter editor by June 30.
- Submits an annual report
of committee activities for the calendar
year in which she/he was chair to the president and the newsletter
editor
by May 31.
- Is prepared to report orally on committee activities
as called upon
at any membership meeting. If unable to attend, is responsible for
arranging
in advance for a representative to present the report.
- Becomes familiar
with materials and files already existing in the
chapter archives.
- Includes in the archives: documents and correspondence
reflecting
the development of the chapter; chapter publications; all versions
of
the chapter constitution, articles of incorporation and bylaws including
revisions and amendments; chapter, executive board and board of directors
meeting minutes; a complete backfile of the chapter newsletter; chapter
annual reports and biographies; and treasurers' records.
- Keeps
aware of any discussions or recommendations taking place at
the association level regarding archival material.
- Participates in any
association attempt to survey chapter archives
content, etc.
- Actively seeks out materials for the archives from chapter
members.
This includes being aware of current chapter activities and ensuring
that proper documentation is received.
- Contacts all board members and
committee chairs at the end of each
year regarding appropriate transfer of records to the archives.
- Assumes
responsibility for the proper housing and storage of the
files.
- In consultation with the president, develops retention policies
for
the chapter's archival material and regularly reviews the files for
the scheduled removal of material. These policies should be developed
covering items of both short and long term interest.
- Makes archival
material available to chapter members on request or
to other interested persons as approved by the president. Availability
may consist of either arranging for review of the files in person by
the requesting individual or by furnishing copies to the requesting
individual as appropriate.
- Supervises the constitutional and bylaws amendment process.
Prepares the final draft of any proposed amendments following board
of directors approval. Informs AALL headquarters of any change in the
chapter constitution or articles of incorporation.
- Submits requests for funds in writing,
with applicable receipts,
to the treasurer. Where no invoice or receipt exists, issues a memo
to the treasurer explaining the incurred expense. Unusual expenses
will
be taken by the treasurer to the president or board of directors for
approval.
- Maintains records as necessary during the year and turns this material over at the end of the year to the incoming chair or the chapter archives as appropriate.
Revised: March 2005
