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Nevada Library Association Handbook

Board of Trustees

Appointed Officers & Standing Committees

 

Annual Meeting Committee Chairperson

 

HISTORY
NLA has held an annual meeting since its beginning in 1946, if one counts the organizational meeting of the small group of six librarians known as the "Committee to organize a Nevada Library Association." The location of meetings changes each year, moving around the state, and varies from large to small towns, from north to south, etc. During its formative years the group was so small that, apparently, the President of NLA also served as convention chair. Joint conferences have been held with other organizations (1967, 1978, 1985 and 1994). The 1996 conference in Laughlin was highlighted by a reunion and remembrance of many NLA leaders and members during the past 50 years.


CONDITIONS OF OFFICE
1. Terms of Office

a. The Annual Meeting Committee Chair is appointed by the President with the approval of the Board of Trustees. This appointment is usually announced at the annual meeting prior to the year of service.
b. The Annual Meeting Committee Chair serves a term of one year, beginning on January 1st and appoints a minimum of three members to this committee.

2. Vacancy in Office

a. If the Chair of the Annual Meeting Committee is removed or resigns, the President shall appoint another chairperson, with the approval of the Board of Trustees, to serve out the remainder of the unexpired term.
b. The new Chair has the option of retaining members of the committee selected by the previous Chair, or he may appoint a new group of members to be the committee.

3. Removal from Office, Procedure

a. Petition signed by one-third of the members of the Board of Trustees is submitted to the President.
b. The President, within thirty days, conducts an election among the voting members of the Board of Trustees, with a two-thirds affirmative written vote.

PURPOSE AND DUTIES
Purpose
The purpose of the Annual Meeting is to transact business and provide programs of general or specialized interest for members of NLA.

The purpose of the Annual Meeting Committee is to plan, organize and coordinate all activities at the meeting to insure the best possible scheduling and use of time, participants, guests, and exhibitors.

Personal members present at the Annual Meeting will constitute a quorum. A Parliamentarian will be appointed to assure that membership sessions are conducted properly, using the Sturgis Standard Code of Parliamentary Procedure as the authority.

The work of the Committee will be guided by the procedures in the Convention Handbook as published within the NLA Handbook.

General
The NLA President is expected to set the tone of the convention at which he/she presides. He/she may also select the theme, possibly based on goals determined jointly with the past President and President-Elect. However the convention chairperson may be asked to do both of the above plus assume responsibility for the planning. An early general outline of those plans and the selected theme are presented to the Executive Board at its midwinter meeting. Since the convention is the major activity of the organization, and it is the member's meeting, these plans should be favorably accepted by the Executive Board. Any major problems should be worked out very early in the year.

Meetings
The Annual Meeting is normally held in the second week of October, depending upon availability of site. The exact time and place are determined by the Board of Trustees.

The Annual Meeting is open to members of NLA and to other registered participants.

The August issue of Nevada Libraries is the convention issue containing the programs, registration form, and other pertinent information. This issue has replaced the two separate mailings formerly used. The convention issue is given very wide distribution (usually to everyone listed in the Nevada Library Directory, all exhibitors, and a VIP guest list compiled by the chairperson based on suggestions from the president, the executive board, and the host librarian.) The convention issue (or written notice) shall be mailed early enough to be received at least thirty days in advance of each meeting.

Budget
The Annual Meeting Chair coordinates convention expenses with anticipated convention income.

The Board of Trustees allots to each Section and interest group a specific amount of money to use in planning a program of special interest to their group.

The Annual Meeting Chair also receives a budget for start-up expenses.

The Annual Meeting Chair approves all convention bills for payment and is responsible for turning over all bills and receipts to the NLA Treasurer.

Bills are paid from revenue from exhibitors' fees and registration fees.