300: Standing Committees

General Duties

1. Standing committees shall be created by the Executive Board with majority approval of the membership present and voting at a business meeting or upon written request of 20 members and majority approval of the membership present and voting at a business meeting. (Bylaws, Article XVI, Sect. 4)

2. The Executive Board may recommend the discontinuance of a standing committee when in its opinion; the usefulness of that committee has ceased. The Board shall submit such a recommendation to the next business meeting of the Association and, if the recommendation is adopted by a majority of the members present and voting, such standing committee shall thereupon be dissolved. (Article XVI, Sect. 6)

3. The President shall appoint such committee members as shall be necessary and shall serve as an ex-officio member of all committees except the Nominations and Elections Committee. The President shall designate the chair of each committee and shall make such appointments as necessary to complete the term when vacancies occur. (Article XVII, Sect. 1) Note that appointments to fill vacancies are to complete the term of the vacating member; this maintains the balance of expiration dates of the committee members’ terms, and allows each President to appoint 1/3 of the members at the beginning of his/her term.

4. The chairs of committees shall serve as non-voting, ex-officio members of the Executive Board except when they may be officers of the Association, in which case they shall have the right to vote. (Article X, Sect. 4)

5. Unless otherwise indicated, the President shall determine the number of members on a committee. (Article XVI, Sect. 1)

6. The term of appointment to a standing committee shall be for three years. Membership shall be rotated to preserve continuity of membership on the committee with the President reserving the privilege of replacing inactive members. (Article XVI, Sect. 5)

7. “Frequently boards and committees contain some members who are members by virtue of their office, and, therefore, are termed ex-officio members. If the ex-officio member is under the control of the society, there is no distinction between him and other members except where the President is ex-officio member of all committees, in which case it is evidently the intention to permit, not to require, him to act as a member of the various committees, and therefore in counting a quorum he should not be counted as a member.” (Robert’s Rules of Order, Sect. 51) This assures ex-officio members the right to vote unless that right is expressly denied. “If the ex-officio member is not under the authority of the society, he has all the privileges, including the right to vote, but none of the obligations of membership.” (Robert’s, Sect. 51)

8. The chair of each committee shall report on committee activities at each Executive Board meeting. Recommendations for Board action shall be submitted in writing. Each committee chair shall submit a written annual report electronically to the secretary and to the newsletter editor to be published in the post-conference issue of the Association’s official periodical. (Article XVI, Sect. 2)

9. The chair of each committee shall submit to the Executive Board, prior to the second meeting of the Board, a budget for the year. (Article XVI, Sect. 3)

Specific Duties and Responsibilities of Committee Chairs

1. Prior to the annual conference, the First Vice-President/President-Elect appoints new chairs, securing their consent to serve. Often the chair is in the second or third year of a three-year committee appointment. The President-Elect also appoints new members to the committee, indicating to them the term of appointment (usually three years) and the functions of the committee. Chairs are announced and introduced at the business meeting of the annual conference, when their terms begin.

2. It is the chair’s responsibility to organize the committee and to direct its activities in such a way as to fulfill the committee’s objectives.

3. Each chair submits a budget request to the Treasurer prior to the second Board meeting and outlines a work program to the Executive Board at the second Board meeting.

4. Once the Association’s budget has been approved at the second Board meeting, expenditure of any funds above the committee’s budgeted amount must be requested from and approved by the Executive Board, in advance.

5. Each committee chair presents a report of committee progress at each meeting of the Executive Board. This report is to include committee activities and recommendations and is to be submitted electronically by the dates indicated in the current NMLA Calendar. If committees are unable to submit a report prior to the meeting, a written report may be presented at the meeting. A copy of the report must be provided to those attending the meeting. A recommendation for action should be stated clearly and separately at the end of the report, which may serve as a motion for Board action.

6. Committee chairs will report on the committee’s work at the business session at the annual conference. A written annual report is distributed to Board members at the pre-conference meeting, and a copy is sent to the Editor to be published in the post-conference issue of the Newsletter.

7. All bills for committee expenses must be submitted to the Treasurer promptly. The bills must clearly state to whom the money is owed, for what purpose, and to which committee account the bill is charged.

8. Any newsworthy committee activity or news relating to the committee’s interests and objectives should be reported to the Editor for inclusion in the Newsletter. Committee chairs should keep aware of the publication schedule and supply material for publication accordingly.

9. Non-current materials relating to the committee’s work which may be of permanent value should be turned over to the Archivist.

10. Each chair should maintain the committee’s copy of the Handbook in good order, consulting the chair of the Bylaws & Procedures Committee about anything in it that may seem to be insufficient, inconsistent or incomplete. The Handbook should be correct and up-to-date when it is passed on to the succeeding chair.