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Policies and Procedures Manual
A downloadable pdf of the PBCLA Policies and Procedures Manual is available at the bottom of this page.
PALM BEACH COUNTY LIBRARY ASSOCIATION
POLICIES AND PROCEDURES
POLICIES AND PROCEDURES
I. MEMBERSHIP
Section A. Eligibility
Membership is open to any person interested in library service (Bylaws Article III, Section A).
Two classes of membership shall be available.
1. General membership: Any interested person shall be eligible for membership in the Association upon payment of the annual dues prescribed by the Association in Article I, Section B.
2. Student membership: Student membership shall be open to any person currently enrolled in a degree program at any college or university upon payment of the annual student dues prescribed by the Association in Article I, Section B.
Section B. Dues
General membership dues shall be reviewed annually by the Board of Directors. Any change in dues amount shall take place at the start of a fiscal year.
1. General membership dues are currently set at $20. annually. Members joining in the second half of the year shall pay $10. and renew at the annual rate at the start of the next fiscal year.
2. Student dues are currently set at $10. annually. Members joining in the second half of the year shall pay $5. and renew at the annual rate at the start of the next fiscal year.
3. Dues are due at the beginning of each fiscal year. If unpaid four months after the beginning of the fiscal year, dues shall be considered in arrears and all privileges of membership shall be suspended until payment is received.
II. OFFICERS
Section A. President
1. Duties. Prepares an agenda and presides at all meetings of the Association and of the Board of Directors.
b. Acts as spokesperson for the Association on all established policies.
c. Coordinates the work of all officers, divisions, and committees.
d. Obtains annual reports from committee chairpersons before the annual meeting.
e. Reviews and approves the Secretary's minutes of all meetings before they are submitted for Board of Director’s approval.
f. Committee appointments
ii. Appoints ad hoc committees as necessary, with approval of the Board of Directors.
Section B. President-Elect
1. Duties
b. Acts in the absence of the President. If the President vacates the office, the Vice-president completes the term.
c. Communicates with the President throughout the year to solve problems and to prepare to assume the duties of the presidency.
Section C. Past President
1. Duties
b. Serves in an advisory capacity to the President and Board of Directors.
Section D. Secretary
1. Duties
b. Records and keeps minutes of Board of Directors meetings and the Association annual meeting, include a record of attendance.
c. Handles correspondence as directed by the President and Board.
d. Maintains file of names and contact information for all members serving on Board and committees.
e. Maintains a current record of the terms of office for Board members and committee chairs; informs nominating chair of upcoming vacancies.
f. Keeps permanent files of minutes, pertinent correspondence, and communications.
g. Sends copies of all minutes to all Board members following each Annual and Board of Directors meetings for approval. Upon approval sends minutes to webmaster for posting on the website.
Section E. Treasurer
1. Duties
b. Arranges, under direction of Board, for an audit of the books of the previous administration.
c. Normal, budgeted expenditures do not require prior approval of President. Pays other bills as directed by the President or the Board.
d. Receives, records, and deposits all payment of dues.
e. Maintains membership file.
f. Keeps member database current by recording names and contact information of new members as dues are received.
g. Communicates new membership information to listserv manager and to new/renewing membership chair.
h. Supplies the webmaster, for posting on the website following the annual meeting, the Treasurer's annual report and a complete membership list.
i. Submits a detailed, written financial and membership report at each Association meeting, at Board meetings, and at the close of his/her term.
j. Prepares and sends a report to the Internal Revenue Service by the 5th day of the 5th month following the close of the fiscal year.
k. Transfers books within one month following the expiration of his/her term.
l. Serves on Membership Committee and as ex-officio on Fundraising Committee, and reports to the Board on initiatives and revenues received directly as a result of those efforts.
III. MEETINGS
Section A. General membership meetings
1. Date and time is set by the Board of Directors’ discretion (Bylaws Article V, Sect. A), but are generally scheduled quarterly.
2. Meeting location is at the discretion of the Board, with an effort to ensure geographic diversity as well as type of venue.
3. The Annual Meeting will be held in the last quarter of each fiscal year (Bylaws Article V, Sect. B), at which time the election of officers shall take place.
Section B. Board of Directors meetings
1. Meetings of the Association Board of Directors are scheduled monthly at the discretion of the President of the Association.
IV. BOARD OF DIRECTORS
Section A. Duties
1. The Board of Directors shall conduct the business of the Association, including adoption, and, if necessary, revision of an annual Association budget to ensure its fiscal health.
2. The Board shall assist the incoming President in obtaining committee chairpersons and committee members.
3. The Board shall review the specific duties of each committee at the beginning of the year, indicating the direction that the work should take and the goals that each committee should strive to reach within the year. The chairpersons of all committees shall be notified of such direction through the President. and Secretary.
4. Votes taken by the Association Board may be conducted either in person, via email or by telephone and will be considered valid.
V. FISCAL POLICY
Section A. General
1. An annual budget proposed by the Treasurer, with the input of any interested member, shall be approved at the beginning of each fiscal year (7/1-6/30).
2. Association funds can be spent only for purposes authorized or budgeted by the Board. The Treasurer verifies all expenses, except for those incurred by the Treasurer, which are verified by the President.
3. All officers and committee chairpersons must submit a copy of expenses authorized to the Treasurer.
4. A new Association budget shall be set up at least one month before the fiscal year begins. Normal budgeted expenditures do not require prior approval of the Board.
VI. COMMITTEES
The work of committees shall be under the direction of the Board of Directors.
Section A. General Considerations
1. All committee members must be members of the Association, unless otherwise approved by the Board.
2. Committees may undertake projects with the agreement of the President.
Section B. Responsibilities of Committee Chairperson
1. Interprets instructions of the Board to the committee and makes assignments to each member.
2. Communicates with the President regarding committee activities.
3. Maintains committee files and turns active material over to the new committee chairperson within 30 days. Inactive material will be forwarded to the Secretary for the archives.
4. Submits a written report to the Board when requested, including a report of work done and any recommendations.
Section C. Standing Committees
1. Membership
b. Encourages a large active membership and solicits new memberships as well as renewal of lapsed memberships.
c. Revises and prints membership brochure, as needed.
d. Notifies members of dues payable.
e. Provides membership brochures for distribution at appropriate locations.
f. Maintains a welcoming presence with a physical station at all Association events.
2. Programming
b. Board members will be invited to make suggestions or endorse the tentative calendar of programmed events.
c. The chair of this committee will coordinate all aspects of holding events, working closely with the committee on hospitality, equipment, scheduling and logistics.
d. The chair will convey relevant information to the Publicity/Communications Committee chair 30 days prior to the event for the purpose of notifying the Association membership of an upcoming meeting or event.
e. The chair will make a request to the Technology chair for placement of an online satisfaction survey and report a summary of responses to the Board.
f. The Board will review strengths any shortcomings of the event and recommend changes for future events, if applicable.
g. The chair will coordinate with the Secretary to ensure that a thank you letter is sent to the presenter(s) of the program within one week of the event.
3. Scholarship
b. Ensures that full information, including application form, will be posted on the website.
c. Establishes criteria for scholarship awards and administers selection of recipients for scholarships.
d. Provides name of winner to Communications Committee chair.
4. Technology
b. Ensures that Association business is published in a timely manner at the appropriate time during the year.
c. Reviews all web content prior to and after release to maintain high level of quality of the pages.
d. Collaborates with Communications chair on content of significant releases.
e. Maintains e-mail discussion lists necessary for the business of the Association.
f. Interfaces with listserv manager, who shall be a standing member of the committee.
5. Communications
b. Monitors library news and developments and contributes these to Association’s webmaster.
c. Use media to promote the visibility of the organization and its events
d. The chair will maintain a news archive (print or online) and prepare an end-of-year report for the Annual meeting.
6. Fundraising
b. Communicate budgetary need for projects and awards to Treasurer.
c. Innovate strategies for raising funds.
d. Conduct fundraising at regular meetings, record receipts and ensure that funds are received by Treasurer.
e. The chair will update the Treasurer of progress prior to the regularly scheduled Board at the Directors meeting.
7. Bylaws
b. When changes to the Bylaws have been approved by the Board, takes the appropriate steps to ensure that the changes are placed on the ballot for voting, or brought before the membership for a vote.
c. After changes are approved by the membership, takes appropriate steps to have new documents published on the website
d. Maintains file of Association documents and provides Board members and other interested parties with copies upon request.
Section D. Ad Hoc Committees
1. Budget Committee
b. Members include incoming President and Treasurer
c. Members solicit input from officers and committee chairs.
2. Nominating Committee
b. Prepares a ballot naming at least one candidate for each elective office and containing provisions for write-in votes.
c. Assists Association President with election at annual meeting.
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| PBCLA Policies and Procedures Manual.pdf | 27.89 KB |
