200: Executive Board

Membership

1. The officers of the Association shall be a President, a Vice-President who is president-elect, a Secretary and a Treasurer. (Bylaws, Article IV)

2. The President shall be chair of the Executive Board. (Article X, Section 1)

3. Voting members of the Executive Board will include the officers, the ALA Councilor and the four Members-at-Large. (Article I, Sections 2-3)

4. Each of the voting members holds an elected position, and therefore represents the Association membership.

5. Non-voting members of the Executive Board include, ex-officio, the Editor of the official periodical of the Association and the chairs of the committees (except when they may be officers of the Association, in which case they shall have the right to vote). (Article X, Section 4)

Meetings and Operations

1. The Executive Board shall convene at the beginning of the annual conference, with at least three other sessions called at the discretion of the President. Special meetings of the Executive Board may be called by the President, or upon request of a majority of the Board, at such time and place as may be designated. (Article XI, Section 1)

2. Executive Board meetings are open meetings, which anyone may attend.

3. Two-thirds of the voting members of the Executive Board shall constitute a quorum. (Article X, Section 7)

4. Interest Groups shall be assigned a Member at Large liaison who shall represent the groups at Executive Board meetings. (Article XV, Section 3)

5. The President or Board may wish to invite other persons and representatives of other organizations as resource persons from time to time. (Article X, Section 6)

6. Any visitor or non-voting member may participate freely in discussion, but only voting members may make or second motions and vote upon them.

7. The President shall order that minutes of each Executive Board meeting be reproduced and distributed to the members of the Executive Board, and copies made available to the membership. A summary of the action shall be reported in the Association’s official periodical. (Article X, Section8)

8. If urgent business must be acted upon by the Executive Board, and a called meeting is impractical, the business may be presented to the Board members by letter, email, or phone, and voting may be done by mail, email or orally, recorded by the originator (normally the President), and presented for the record at the next Board meeting.

9. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with the Association’s Bylaws or and special rules of order the Association may adopt. (Article XVIII) Board members should become familiar with it.

10. By custom, the Association pays for a meal for Board members at the pre-conference Board meeting for both outgoing and incoming Board members at the post-conference Board meeting.

11. Stationery and envelopes for use of members of the Executive Board are supplied by the
Secretary, the Administrative Assistant and the printing contractor.

Duties

1. The business of the Association shall be entrusted to the Executive Board. (Article X, Section 1)

2. The Executive Board, at its first meeting during the annual conference, shall recognize the Interest Groups affiliated with the Association for the next Association year using the guidelines set in (Article XV, Section 1 and 3)

3. The Executive Board shall set the time and place of the annual conference. (Article XI, Section 5) Annual conference sites should be selected at least three years in advance.

4. The Executive Board may fix a registration fee for all persons attending any meetings or workshop presented by the Association and may determine other fees such as those for exhibitors. (Article XI, Section 3)

5. The Executive Board shall approve the Association budget and all other AssociationExpenditures. (Article XI, Section 4)

6. The Executive Board may make temporary arrangements to cooperate with other organized groups to promote joint interests. Any permanent commitments for cooperation or affiliation between the New Mexico Library Association and other organizations must be approved by the Executive Board and must be voted upon by two-thirds of the members present and voting at a business meeting. (Article IX, Section 1)

7. Each member of the Executive Board is responsible for maintaining a copy of the Procedural Handbook in good order, consulting the chair of Bylaws & Procedures Committee about anything in it that may seem insufficient, inconsistent or incorrect. Review the guidelines for maintaining the Procedural Handbook in Section 115; “How to Cope with N.M.L.A. Paperwork.” The Procedural Handbook should be correct and up-to-date- when it is passed on to the succeeding officer or chair at the first (post-conference) Board meeting.

Calendar of Executive Board Meetings

First Meeting. This meeting should be held early in the summer. Based upon budget requests submitted to the Treasurer, the Association’s budget is established. Members-at-Large and committee chairs present plans to complete work programs for the coming year. The Vice-President presents tentative themes for the conference to be discussed; and a theme is adopted. Conference registration and exhibitor fees are established. The Executive Board approves the minutes of the general business meetings of the previous conference. The minutes will be printed in the preconference issue of the Newsletter for membership study prior to the upcoming conference.

Second Meeting. This meeting should be held in September or early October and possibly in the city in which the annual conference will be held. This enables board members to survey the site; and it enables the Local Arrangements Committee and subcommittees to meet with the Board and report on specific conference arrangements. Members-at-Large, committee chairs and Interest Group liaisons submit reports delineating progress in meeting the Association’s goals. The Local Arrangements Chair and the Vice-President (Program Chair) will report on plans for the conference, and outline a tentative program plan and budget for approval.

Third Meeting. This meeting should be held in January or February, and should be held in the conference city if the fall meeting was not. At this meeting, the Vice-President presents a completed program for the conference, and pre-conference mailings are determined. Any awards and/or honorary memberships recommended by the Awards Committee are approved so that certificates, plaques or gifts may be secured prior to the conference. The work program for the next year is presented.

Fourth Meeting. This is a joint meeting of outgoing and incoming Board members held at the beginning of the annual conference and is presided over by the President. A meal is provided for the Board members in conjunction with this meeting. All unfinished business for the past year should be completed. The agenda for the conference business meeting is reviewed so that officers and chairs know when to present unit reports to the Association membership. The finalized Association work program is approved at this meeting. Committee chairs are reminded that their annual reports must be submitted to the Editor as soon as possible for inclusion in the postconference issue of the Newsletter. The Editor announces deadlines for articles to be included in issues of the Newsletter.