APPENDIX A
AWARDS
DETERMINED BY THE BOARD OF DIRECTORS
Outstanding Member Award
Lifetime Achievement Award
William
S. Hein Scholarship
APPENDIX B
Grant Guidelines
Grant Qualifications and Recipients
Kate Mara Award
SWALL Travel Grants
The Marian Boner Award
Travel Grants To AALL
APPENDIX C
LIFE MEMBERSHIP AWARD
QUALIFICATIONS AND RECIPIENTS
APPENDIX D
ANNUAL
MEETING PROCEDURES
Guidelines
Site for the annual
meeting
Before the meeting
Arrangements within the
hotel
Finances
Events on the program
Those little extras
After the meeting
SWALL Meetings at AALL
APPENDIX E
SWALL BULLETIN
GUIDELINES AND PUBLICATION SCHEDULE
Introduction
Acquiring Information
Printing
Distribution
Bulletin
Contents and Printing Schedule
APPENDIX F
SWALL ARCHIVES
I. Guidelines
Attachment I
Deposit Agreement
Attachment II
Retention Schedule
Policy and Regulations Governing Use of the Archives
Archives User Application
SWALL ARCHIVES REMINDER
APPENDIX G
SWALL OFFICERS, 1958-1996
Purpose
This Procedures Manual, prepared by the Special Handbook Committee and approved by the Board of Directors (Executive Committee), will assist officers and committees in performing their duties as defined in the Articles of Incorporation and By-Laws of the Southwestern Association of Law Libraries. Each officer and committee chairperson shall read the provisions of the Articles of Incorporation and By-laws as well as the section(s) of the Procedures Manual concerned with the particular office or committee.
Responsibilities
The Procedures Manual and substantive amendments must be approved by a majority of the Board of Directors (Executive Committee). The President shall provide each chairperson with a copy of the Manual. All officers and committee chairpersons shall update the procedures outlined in their sections of the Manual. At the end of the term of office each officer and committee chairperson shall review files, discard unnecessary papers, transmit any files and the Manual to the incoming officer or chairperson, and brief the person on the position. The new officer or chairperson will then, after reading the old files, turn the files over to the archivist for processing and filing.
August 2001 Stylistic Revisions by:
August 1998 Revision edited by:
Sharon Blackburn,
Chair
Constitution and By-Laws Committee
August 6, 1998
LIST OF SWALL OFFICERS AND COMMITTEES
OFFICERS
President
Vice President/President-Elect
Secretary
Treasurer
STANDING COMMITTEES
Board of Directors (Executive Committee)
Constitution and By-Laws
Finance
Grants
Life Membership and Memorials
Local Arrangements
Membership
Nominating
Private Law Libraries
Public Relations
Program
Publications
Recruitment
SPECIAL COMMITTEES (1998-99)
Special Committee on Legal Information Services to the Public
Special Committee on Technology
GENERAL PROCEDURES FOR
OFFICERS AND COMMITTEE CHAIRS
The Southwestern Association of Law Libraries (SWALL) is a Chapter of AALL. The officers and committees of the Chapter must comply with the AALL Constitution and By-Laws and SWALL Articles of Incorporation and By-laws. For further guidance, Chapter officers and committees should follow the ensuing general procedures:
The business affairs of the Chapter reside in the hands of responsible people who:
A. Attend to office and committee communications promptly and thoroughly throughout the year;B. Keep current their financial records of income and expenseCwith receiptsCthat involve Chapter activities;
C. Maintain well-organized files that must be passed to each succeeding officer or committee chairperson and the SWALL Archives;
D. Convene committee meetings as needed and when possible. The old committee should meet before the business meeting of the annual meeting. If practicable, the incoming chair should attend. The new committee should meet after the business meeting to plan for the year ahead;
E. Coordinate plans and activities with other Chapter officers and committees with common interests and with related AALL committees, Chapters, or Special Interest Sections; and
F. Prepare accurate and complete reports of committee work and recommendations for the Board of Directors, particularly for presentation at business meetings. A copy of the report must be given to the archivist for the chapter files.
OBLIGATIONS AND PROCEDURES
OF A NON-PROFIT
CORPORATION
DUTIES IN MAINTAINING 501(C)(3) STATUS
The Internal Revenue Service has granted 501(c)(3) status as a non-profit corporation to SWALL. All officers and committee chairs should consider that the corporation is dedicated to planning and completing projects that provide education to the public on legal and law-related issues.
DUTIES AS A REGISTERED TEXAS NON-PROFIT CORPORATION
SWALL is registered with the Texas Secretary of State as a Non-Profit Corporation. SWALL maintains registration by filing reports and fees with the Secretary of State's office. The registered agent, currently Kay Schlueter, in consultation with the SWALL Board of Directors, files these reports. The registered office is the Texas State Law Library.
SPECIFIC DUTIES OF OFFICERS AND COMMITTEE CHAIRS
OFFICERS
President
1. The President presides at all meetings of the SWALL membership and of the Board of Directors (the Board) and enforces all regulations relating to the administration of the Chapter.
2. The President shall call meetings other than the annual meeting as deemed necessary or when requested to do so by the Board (By-laws Article 4.3).
3. The President plans the agenda of the SWALL meeting held during the AALL annual meeting. (Generally, because planning requirements for AALL take place so far in advance, the President has already arranged for a room and meeting time while serving as Vice President/President-Elect).
4. The President serves as a member of the Board of Directors and presides over its meetings.
5. The President serves as a member of the Finance Committee (Executive Committee minutes, 3/22/90).
6. The President appoints all members of the Standing Committees to perform the duties prescribed in the guidelines. (Note: In order to provide continuity and increase efficiency, the President will want to encourage the Vice President/President-Elect to solicit volunteers for committees and committee chairs that will serve during the V.P.'s tenure as president). The establishment of a Special Committee and appointment of its members require Board approval. The President gives to a Special Committee Chairperson guidelines and a specific written charge describing the duties of the Special Committee. In considering persons for any committee appointment, the President will give due consideration to geographical, type-of-library, experience, and skill factors.
7. The President sees to the publication of a roster of officers and committees in the first SWALL Bulletin following the new appointments.
8. The President furnishes each member of the Board with a copy of the proposed agenda prior to each annual meeting.
9. The President mails to the person designated by AALL, before May 1 of each year, the annual report of the Chapter. (Generally, the Immediate Past President performs this duty because the report covers his or her tenure as President).
10. The President serves as the Chapter representative to the Council of Chapter Presidents and attends the Council meeting at the annual AALL meeting (usually a Saturday).
11. The President presents commemorative awards (i.e., plaque, box, gavel, or other appropriate gift) to all outgoing Board members at the end of the SWALL annual meeting.
12. The President carries out all other customary duties of the office, those specified in the By-laws, AALL Guidelines, or assigned by the AALL Board of Directors.
13. The President submits files to the SWALL Archives, according to the Archives guidelines.
Vice President/President-Elect
1. In the absence of the President, the Vice President presides at all meetings of the Chapter and the Board of Directors.
2. The Vice President serves as a member of the Board of Directors.
3. In the event that the President resigns prior to the completion of a regular term, or, in the judgment of the Board of Directors, is unable to perform the duties of the office, the Vice President assumes the remainder of that term.
4. The Vice President chairs the Program Committee. For details, see duties listed under Program Committee in this Procedures Manual.
5. The Vice President coordinates the work of the Program and Local Arrangements Committees and oversees planning for the up-coming annual meeting. The Vice President sets the theme for the annual meeting and presides at the opening luncheon. Using the AALL Workshop in Program Planning - Workbook, 1984 as a guide, the Vice President also consults the previous annual reports of the Program and Local Arrangements Committees as well as the "Guidelines for the Annual Meeting" printed in Appendix D of this Procedures Manual.
6. The Vice President serves as a member of the Finance Committee (Executive Committee minutes, 3/22/90).
7. In order to increase efficiency and continuity, and with the President's approval, the Vice President/President-Elect will want to solicit volunteers for committees and committee chairs that will serve during the V.P.'s tenure as president. Normally a committee volunteer coupon appears in the SWALL Bulletin in the January issue.
8. The Vice President commissions and presents a commemorative award to the President (generally a plaque in appreciation of service) at the end of the SWALL annual meeting.
9. Because of AALL's need to plan far in advance, the Vice President normally makes arrangements in the fall of his or her term for the SWALL meeting to be held the following summer during the AALL Annual Meeting. After all, that meeting will occur after the Vice President has become the President.
10. The summer after election, the Vice President must attend AALL leadership training and the Council of Chapter Presidents meeting held during the AALL Annual Meeting.
11. The Vice President submits files to the SWALL Archives, according to the Archives guidelines.
Secretary
1. The Secretary records and transcribes the minutes of all SWALL business meetings.
2. At least 10 days before the SWALL Bulletin deadline, the Secretary sends copies of the minutes to the SWALL officers, and, after any corrections, to the Editor of the SWALL Bulletin, to the attorney representing SWALL, and to the Archives following the established guidelines for the Archives. The Secretary keeps a copy of the corrected minutes in the SWALL minute book. The Secretary also sends a copy of the corrected minutes to the corporation's attorney (as of 8/98, send minutes in care of Doris Upton at Simmons, Plattner, Schneidman, and Schneider, 1707 East Highland Suite 190, Phoenix, AZ 85016)
3. Following the SWALL Archives guidelines, the Secretary retains correspondence and records files and submits them to the Archives.
4. The Secretary writes and files letters of invitation, notification, and appreciation. The President, Vice-President, or a Committee Chairperson may, by mutual agreement, write such correspondence but must see that copies reach the files of the Secretary.
5. If unable to attend a meeting, the Secretary must make arrangements in advance for an Assistant Secretary to read the minutes of the previous meeting and to record the current meeting.
6. The Secretary receives notices of proposed amendments to the constitution (Constitution, Article V. 1).
7. The Secretary performs duties assigned by the Board of Directors and serves as a member of the Board.
Treasurer
1. The Treasurer maintains an accurate and current record of all financial transactions of the Chapter.
2. When collecting money, the Treasurer issues receipts when necessary and deposits the monies in special Chapter accounts.
3. The Treasurer disburses monies as authorized by the Board of Directors and keeps receipts and/or documentation of all checks issued.
4. The Treasurer prepares a formal written report for presentation at the SWALL meeting held during the AALL annual meeting and gives copies of the report to the Board of Directors prior to that presentation. The Treasurer usually makes enough copies of the report to distribute one or two per table at the meeting. The report covers the transactions of the previous fiscal year which runs June 1 to May 31. The report appears in the September SWALL Bulletin.
5. The Treasurer also makes a formal written interim report for presentation at the SWALL annual meeting, once again giving copies of the report to the Board of Directors prior to that presentation. The Treasurer usually makes enough copies of the report to distribute one or two per table at the meeting. The report covers the transactions of the financial year from June 1 to the annual meeting. The report appears in the May SWALL Bulletin.
6. The Treasurer fills out appropriate reports and files the fees with the IRS and the Texas Secretary of State's office. The IRS reports and fees must be filed on or before October 15 each year.
7. The Treasurer makes copies of all financial reports, tax filings, and other official financial documents and sends them to the corporation's attorney (as of 8/98, send SWALL documents in care of Doris Upton, Plattner, Schneidman, and Schneider, 1707 East Highland Suite 190, Phoenix, AZ 85016).
8. If unable to attend a meeting, the Treasurer must make arrangements in advance for an Assistant Treasurer to distribute and read the financial report.
9. Due to the requirements of the Articles of Incorporation, the person acting as Treasurer must reside in Texas. Due to the difficulty of changing bank accounts, the Treasurer usually resides in Houston.
10. Periodically, the Treasurer transfers older financial records to the SWALL Archives.
11. The Treasurer serves as a member of the Board of Directors.
12. The Treasurer chairs the Finance Committee. For details, see the duties listed under Finance Committee in this Procedures Manual.
13. In the absence of the Treasurer, the President and Vice-President have signature authority for all SWALL bank accounts.
STANDING COMMITTEES
General Comment #1
In June 1988, the Board of Directors (Executive Committee) determined that three years is the maximum term one person may serve as chairperson of the same committee. This restriction applies only to the chairperson, not to a member of a committee.
General Comment #2
Committee chairs and members should meet face-to-face at least once during the year. The Committee chairs should schedule a meeting during the SWALL annual meeting (when a specific time is usually set aside--check with the Program Chair for the actual time) and/or the AALL annual meeting. Chairs should also maintain contact with their committee members throughout the year.
Board of Directors (Executive Committee)
Purpose: The Board of Directors (the Board) is the governing board of SWALL and serves as coordinating body and liaison with the American Association of Law Libraries. The Board consists of the President, Vice President, Secretary, Treasurer, and the Immediate Past President.
1. The Board generally meets before and after the SWALL annual meeting, during the AALL annual meeting, and at other times as necessary.
2. The Board receives, considers, and approves recommendations from officers and committee chairs.
3. The Board may initiate agenda items, studies, or projects and, after approval of the membership, carry out the planned action. Any change in the Articles of Incorporation or By-laws and any projects requiring a substantial expenditure of SWALL funds must be approved by the membership. The Board will also need to seek membership approval for committee recommendations affecting the membership as a whole. The Board should also seek approval of actions that could be controversial or divisive.
4. The Board, after being furnished with an agenda and financial report, discusses those matters that are to come before the membership at the annual meeting.
5. The Board maintains relations with the American Association of Law Libraries.
6. The Board approves the charge for and the creation of Special Committees and the appointment of members to Special Committees.
7. The Board approves the purpose, number, and amount of grants to be awarded each year.
8. The Board selects the site of the meeting upon the invitation of members in the various areas. See Appendix D, "the Annual Meeting Procedures, Guidelines, I. Site for the annual meeting," in this Procedures Manual for more information.
9. The Board attends to the renewal of the Chapter liability insurance each year.
10. The Board verifies that appropriate reports and fees are filed with the IRS and the Texas Secretary of State's office and that copies are sent to the corporation's attorney (as of 8/98, send SWALL documents in care of Doris Upton, Plattner, Schneidman, and Schneider, 1707 East Highland Suite 190, Phoenix, AZ 85016).
11. The Board carries out the business of the association in such a way as to insure continuation of 501(c)(3) status granted by the I.R.S.
12. The Board verifies that the minutes and financial reports are sent to the corporation's attorney.
13. The Board evaluates and bestows the Outstanding Member and Lifetime Achievement Awards. See Appendix A in this Procedures Manual for more information on these awards.
14. The Board may determine that the President is unable to perform the duties of the office and direct the Vice President to serve as presiding officer.
15. Should a vacancy arise in an office other than President, the Board appoints someone to perform the duties of that office until a special election can be arranged.
Constitution and By-laws Committee
1. The Committee reviews and revises where necessary the SWALL Articles of Incorporation and By-laws.2. The Committee annually reviews and revises the SWALL Procedures Manual.
3. The Committee must submit proposed revisions to the Board of Directors at least 60 days prior to the next business meeting to allow the Board time to consider the proposal and distribute it to the membership. With Board approval of the wording, the proposal should then be submitted to the AALL Constitution and Bylaws Committee to make certain the proposal does not conflict with AALL policy. With AALL=s approval, the proposal should preferably appear in the SWALL Bulletin, if the publication schedule permits. Otherwise, the Board will need to notify the membership through a direct mailing. Notification to members must be made 30 days prior to the vote. The President may direct the Secretary and/or the Constitution and By-laws Chairperson to conduct the mailing.
4. Every 5 years (or sooner if a substantial change has occurred), the Committee provides the Membership Chairperson with the current version of the By-laws to be published as part of the SWALL Membership Directory. The most recent publication of the By-laws was in the 1997-98 Directory.
5. The Chairperson submits files to the Archives, according to the Archives guidelines.
6. The Chairperson submits any proposed publications to the Publications Committee.
Finance Committee
1. The Finance Committee is responsible to the Board of Directors for the assessment of SWALL's investment, income, and expenditure picture over the short and long term. The Committee develops, implements and updates a long-term plan as a continual internal audit device.
2. The Committee consists of the chairperson (the current Treasurer) and four members: the President, Vice-President, and two SWALL members who are not currently officers.
3. The chairperson presents a preliminary budget for the upcoming year along with the Treasurer's annual report on the past year to the Board of Directors prior to the SWALL annual meeting.
4. The Committee arranges and oversees external audits of the Association.
5. The Committee develops appropriate investment programs, i.e., the Memorial Fund, and devises guidelines for contributions to the Chapter.
6. The Committee advises the Board on the number and amount of grants awarded each year.
7. The Committee advises the Board on financial matters that may impact the corporation's 501(c)(3) status.
8. In the absence of the Treasurer, the President and Vice-President have signature authority for all SWALL bank accounts.
9. The Chairperson submits files to the Archives, according to the Archives guidelines.
10. The Chairperson submits any proposed publications to the Publications Committee.
Grants Committee
1. The Grants Committee develops an annual grants plan including a statement of purpose for a grants program, the method of selection of recipient(s), and the criteria for selection for the approval by the Board of Directors.
2. The Committee should set a grants application deadline which falls at least 10 weeks prior to the SWALL annual meeting in order to allow sufficient time to select and notify grant applicants.
3. By the SWALL meeting held during AALL, the Committee submits the annual grants plan to the Finance Committee. The Finance Committee will then, by no later than one month after the meeting, make recommendations to the Board on the number and amount of grants to be awarded in that year.
4. Upon Board approval of the Grant Committee's plan and the Finance Committee's recommendations, the Grant Committee prepares the grants guidelines and application form. The Committee submits a copy to the Editor of the SWALL Bulletin for publication in the September and, if necessary, January issues.
5. As soon as the grant winners are selected, the Committee notifies all grant applicants as to the results and forwards the names of grant recipients to the Treasurer.
6. For further information on past grants winners and the current SWALL grants guidelines, see Appendix B in this Procedures Manual.
7. The Chairperson submits files to the Archives, according to the Archives guidelines.
Life Membership and Memorials Committee
1. At each SWALL annual meeting, the Life Membership Committee and Memorials Committee nominates to life membership those who qualify under By-law 2.2 d. For a list of recipients of Life Membership, see Appendix C in this Procedures Manual.
2. At the SWALL meeting during AALL, the Committee solicits suggestions for nominees for life membership from Chapter members. Suggestions should also be requested in the September and January issues of the Chapter newsletter.
3. Before the annual meeting, the Committee requests that the Secretary verify that each nominee has achieved the five-year membership requirement.
4. The Committee submits the list of recommended life members to the Board of Directors prior to the annual business meeting.
5. The Committee notifies the Board of Directors of the death of a SWALL member. The President will call upon the Committee Chairperson during the next SWALL meeting to deliver a brief memorial and moment of silence in honor of the deceased. The Committee may also choose to write a memorial to be published in the SWALL Bulletin.
6. The Chairperson submits files to the Archives, according to the Archives guidelines.
7. The Chairperson submits any proposed publications to the Publications Committee.
Local Arrangements Committee
1. This Committee makes hotel, meal, and all operational arrangements for the annual or other membership meetings. For more details, see the AGuidelines for the Annual Meeting@ in Appendix D of this Procedures Manual.
2. The Chairperson coordinates all aspects of Committee work with the Vice President who acts as Chairperson of the Program Committee.
3. It is strongly suggested that the Committee submit articles promoting the host city of the annual meeting to the SWALL Bulletin as early as the September issue with follow-up articles in the January issue. The Committee might even submit a notice for inclusion in the AALL Newsletter.
4. Preparation of a budget for the expenses of local activities related to scheduled meetings must be completed early in the planning for approval of the Vice President, Finance Committee, and the Board.
5. The Committee should prepare and distribute meeting and hotel registration materials so that they reach the membership at least 2 months prior to the annual meeting. If the Committee so chooses, annual registration materials can even be distributed in the January issue of the SWALL Bulletin.
6. The Chairperson submits files to the Archives, according to the Archives guidelines.
7. The Chairperson submits any proposed publications to the Publications Committee.
Membership Committee
1. The Membership Committee prepares a promotional fact sheet of membership information which, with membership application forms, can be distributed to interested persons.
2. The Membership Committee compiles, prints, and distributes the Membership Directory. The Directory may also be sold to appropriate individuals and companies with Board approval. As of 1998, cost of the Directory was set at $50 (Executive Committee minutes, 6/21/89).
3. Every 5 years (or sooner if a substantial change has occurred), the Membership Chairperson obtains the current version of the By-laws from the Constitution and By-Laws Committee. The By-laws are incorporated into the SWALL Membership Directory. The most recent publication of the By-laws was in the 1997-98 Directory.
4. The Membership Committee provides sets of mailing labels and updates to the Editor of the SWALL Bulletin and Committee Chairpersons upon request.
a. Mailing labels may be sold to appropriate individuals and companies with Board approval. As of 1998, cost of mailing labels was set at $50 (Executive Committee minutes, 7/6/87).
b. Mailing labels provided to the Editor of the SWALL Bulletin should include not only current and life members of SWALL, but also subscribers to the Bulletin, AALL headquarters and officers, AALL Archives, Chapter presidents and newsletter editors, the Law Library Journal Editor, library schools in the SWALL region, and the SWALL Archives.
5. The Membership Committee monitors the AALL Newsletter for changes to other Chapter presidents and newsletter editors so that those changes might be made to the mailing lists.
6. The Membership Committee notifies the Editor of the SWALL Bulletin of new members or changes of address, so that this information may appear in the Bulletin.
7. The Chairperson submits files to the Archives, according to the Archives guidelines.
8. The Chairperson submits any proposed publications to the Publications Committee.
Nominating Committee
1. The Nominating Committee prepares a notice for the September issue of the SWALL Bulletin soliciting suggestions for candidates for each office of Vice President/President-Elect, Secretary, and Treasurer.
2. Traditionally, the candidate slate consists of one nominee for each office.
3. The Nominating Committee reviews the qualifications of candidates on the basis of previous Chapter service, library experience, type-of-library experience, geographical location, and leadership and time requirements to fulfill the responsibilities of the office. (Note: Due to the requirements of the Articles of Incorporation, the person acting as Treasurer must reside in Texas. Due to the difficulty of changing bank accounts, the Treasurer usually resides in Houston.)
4. The Committee ranks the candidates for each office. The top-ranked candidate for each office is contacted first. The Committee must wait for the candidate's answer before contacting the Committee's second choice.
5. If a candidate is willing to stand as a nominee for office, his or her consent must be made in writing to the Committee before formal nomination by the Committee.
6. The Committee submits the name(s) of nominee(s) to the Board of Directors and Editor of the SWALL Bulletin at least 45 days prior to the election for communication to the membership. For the annual meeting, the election slate should consist of a name for each office of Vice President/President-Elect, Secretary, and Treasurer.
7. The Chairperson presents the candidates at the annual meeting and ask for nominations from the floor.
8. Traditionally, SWALL elections require only voice vote at the annual meeting (because the elections are generally uncontested). In case there are nominations from the floor, and contests develop, the Committee must have written ballots available for the members and carry out a more formal election.
9. The Committee also identifies and submits the names of candidates for national office in AALL. Early in his or her tenure, the Chairperson contacts the AALL Nominations Committee Chairperson (found in the AALL Directory) for the nomination schedule.
10. The Chairperson submits files to the Archives, according to the Archives guidelines.
Private Law Libraries Committee
1. The Chairperson maintains liaisons with the AALL Private Law Libraries Special Interest Section.2. The Committee proposes special interest programs and consults with the Chairperson of the Program Committee regarding their presentation at the annual meeting.
3. The Committee develops projects that reflect and serve the interests of private law librarians in the southwestern region.
4. The Committee Chairperson should submit articles of interest to private law librarians to the Editor of the SWALL Bulletin for communication to the membership.
5. The Chairperson submits any proposed publications to the Publications Committee.
6. The Chairperson submits files to the Archives, according to the Archives guidelines.
Program Committee
1. The Vice President serves as Chairperson of the Committee and coordinates plans and activities of the annual meeting with the Chair of the Local Arrangements Committee.2. The Chairperson selects the theme of the SWALL annual meeting and traditionally announces it at the SWALL meeting during AALL.
3. The Program Committee plans the educational portion of the annual meeting program. This usually entails around 10 to 11 hours of programming. The Program Chairperson solicits ideas from the members of the Committee and seeks to address the educational interests and changing library problems of the membership as a whole.
4. In particular, the Program Committee seeks input from the Private Law Libraries Committee and other SWALL special interest committees.
5. The Program Committee, in conjunction with the Local Arrangements Committee, makes arrangements for speakers, panels, facilities, etc., for the annual meeting. The Program Chairperson also selects who the speaker from AALL will be.
6. Because many members of SWALL need time to seek funding from their institutions in order to attend the annual meeting and need a program agenda in order to justify their attendance, the Program Committee should publish a tentative program agenda as early as possible.
7. For guidance in planning the program, the Program Committee Chairperson should review the AGuidelines for the Annual Meeting@ in Appendix D of this Procedures Manual.
8. The Chairperson submits files to the Archives, according to the Archives guidelines.
9. The Chairperson submits any proposed publications to the Publications Committee.
Public Relations Committee
1. The Committee coordinates the public relations efforts of SWALL and works with other Chapters within the SWALL geographic area.
2. The Committee publicizes individual law library's public relations activities to SWALL members through an ongoing column in the SWALL Bulletin.
3. The Chairperson serves as Chapter liaison to the AALL Public Relations Committee.
4. The Chairperson submits files to the Archives, according to the Archives guidelines.
5. The Chairperson submits any proposed publications to the Publications Committee.
Publications Committee
1. The Chairperson of the Committee serves as the Editor of the SWALL Bulletin, and the Bulletin=s Advertising Manager is a member of the Committee.
2. The Publications Committee publishes three (3) issues per year of the SWALL Bulletin and distributes them to the membership. (See Appendix E of this Procedures Manual for the current publication schedule.) In addition, the Editor mails copies of the Bulletin to AALL headquarters, AALL Archives, chapter newsletter editors, and the SWALL Archives.
3. The Editor asks members of the Committee to suggest ideas, write articles, and/or compile bibliographies for the SWALL Bulletin.
4. The Editor negotiates the best publication price for the Bulletin and other SWALL publications.
5. The Committee edits, produces, and distributes all other SWALL Committees' formal publications in order to ensure publishing uniformity and professional appearance.
6. The Committee maintains the stock of Chapter publications not disposed of in initial distribution and sells or otherwise distributes these as required.
7. The Publications Committee studies and makes recommendations to the Board regarding publications projects.
8. The Chairperson acts as Chapter liaison to the Council of Chapter Newsletter Editors (CONE) of AALL, attends the CONE workshop and meeting during the AALL annual meeting, and maintains relations with the editors of the newsletters of other professional associations or with commercial publishing agencies as appropriate.
9. The Chairperson submits files to the Archives, according to the Archives guidelines.
Recruitment Committee
1. The Committee plans and implements recruitment programs for the Chapter and serves as a source of information and assistance with recruitment programs and projects conducted by Chapter members.
2. The Committee coordinates SWALL's participation in recruitment programs conducted by the AALL Recruitment Committee, including the selection of liaisons for the library schools located within Chapter boundaries. A library school liaison maintains contact with the dean or director of the school and offers the association's help and expertise for such events as career day, special librarianship programs or courses, etc.
3. The Committee develops and revises brochures or other publications for use in recruiting activities for the Chapter, then submits them to the Publications Committee for final production and distribution.
4. The Committee designs, publicizes, and manages a mentor program carried out at SWALL meetings to match new or prospective law librarians with veteran law librarians.
5. The Chairperson submits files to the Archives, according to the Archives guidelines.
SPECIAL COMMITTEES
General Guidelines
1. With approval of the Board of Directors, the President creates and appoints members to Special Committees.
2. The Chairperson submits files to the Archives, according to the Archives guidelines.
3. The Chairperson submits any proposed publications to the Publications Committee.
Special Committee on Legal Information Services to the Public
1. The committee works with local AALL chapters and within SWALL to present programs and prepare materials designed to educate the public on legal issues.
2. The LISP Special Committee has set up a speakers bureau featuring experts in various areas of legal information willing to speak to non-law librarians and other members of the public.
3. In 1998, LISP held a pre-meeting workshop for non-law librarians in Houston, Texas.
Special Committee on Technology
1. The committee has pursued use of the CUseeme videoconferencing technology.
SWALL ARCHIVIST
1. The Archivist collects, selects, sorts, arranges, and files the SWALL archival materials.
2. The Archivist follows the Guidelines for SWALL Archives as printed in Appendix F in this Procedures Manual.
3. The Archivist submits any proposed publications to the Publications Committee.
4. The President appoints the Archivist for an unspecified term.
AALL LIAISONS
Internet Coordinator
1. Writes an ongoing column for the SWALL Bulletin about developments on the Internet which affect or may interest law librarians.
2. Maintains the SWALL listserv SWALL-L.
3. Develops and maintains the SWALL web page (as of 9/2001, located at http://www.aallnet.org/chapter/swall ).
4. Appointed by the President for an unspecified term of office.
Public Relations Liaison
1. Receives information from the AALL Public Relations Coordinator.
2. Distributes AALL information to SWALL members through ongoing column in the SWALL Bulletin and through postings on the SWALL-L listserv.
3. Provides feedback to the AALL Public Relations Coordinator regarding chapter concerns and interests.