The Nevada Library Association's first constitution called for a combined secretary-treasurer, but these offices were separated in 1956. In 1971, the board of trustees further divided the position into an executive secretary, who sits on the board of trustees, and a recording secretary, who is an appointed officer. In 2009 the duties of recording secretary were added back onto the duties of executive secretary.
PURPOSE AND DUTIES
The executive secretary is responsible for the flow of communication among the officers of the association and between the association and others. The executive secretary also serves as the assistant to the president.
1. The executive secretary is a voting member of the board of trustees. He/she maintains the office file of board of trustees minutes and records of other board action.
2. The executive secretary receives correspondence, including surveys and questionnaires, and either routes the item to the appropriate officer for action, consults an officer as to action that should be taken, disseminates to all affected persons, or responds appropriately. He/she maintains a chronological file of correspondence, which includes copies of significant correspondence from other officers/groups.
3. The executive secretary maintains the official copy of the NLA bylaws and sees that they are published for the membership after any revision.
4. At the request of the president, the board of trustees, or other officers, the executive secretary prepares and disseminates notices, reports, and other materials.
5. The executive secretary assists the finance committee, as requested, in sending out the call for budgets in the last quarter of each year to each NLA officer.
6. At the request of the president, the executive secretary polls the board of trustees by mail, by email or by phone (with written confirmation by mail, actions and results reported at the annual meeting).
7. The executive secretary receives notification of the chairpersons of each district section and interest group for the following year within thirty days after the annual meeting.
8. The executive secretary is responsible for compiling a list of NLA officers and constituent groups and committee chairpersons, distributing this list to all officers and committee chairpersons, and submitting it for publication in the Nevada Libraries by December 1st of each year.
9. The executive secretary files certificates of the board of trustees' election in the office of the Secretary of State by December 31st of each year and notifies the same office when changes occur in trustee membership between elections.
10. The executive secretary serves as an ex-officio member of the Bylaws Committee.
11. A minimum of one copy of the handbook is maintained.
12. At the same time, the executive secretary requests all outgoing officers to send in suggestions for handbook changes. The replies are forwarded to the bylaws committee.
13. The bylaws committee reviews the suggestions for changes in the handbook and prepares them for presentation to the board of trustees at its midwinter meeting. The committee then hands its copy of the handbook and the proposed changes over to the new committee.
14. The new bylaws committee chairperson appears before the board of trustees as it considers proposed handbook changes. (If possible, the former chairperson should also be present to answer any questions.)
15. Upon approval, the bylaws committee prepares replacement text and forwards it to the executive secretary to ensure all handbooks remain up-to-date.
16. In consultation with the president, the executive secretary sets the dates and times of board of trustees meetings, makes local arrangements for meetings, compiles the agenda, and sends it out with the announcement of the meeting to the board members, calling for additional agenda items and replies if required.
17. The executive secretary issues special invitations to the board meeting and to the annual meeting to other NLA officers and others as required.
18. The executive secretary ensures that the recording secretary takes minutes at all board of trustees and membership meetings, ensures that minutes are transcribed promptly, and distributes minutes to board members and the Nevada Libraries upon approval from the Board the minutes will be distributed to NLA Membership within 30 days following the meeting.
19. The executive secretary informs the American Library Association, American Libraries, Library Journal, MPLA Newsletter, and Wilson Library Bulletin of place and date of the next NLA annual meeting in February of each year. The executive secretary also informs the appropriate journals of any change in officers.
20. By December 1st of each year, the executive secretary notifies each outgoing officer, including the chairperson of constituent groups, of the need to submit an annual report by December 31st. A suggested outline is provided, which includes outgoing and incoming officers, reports on new, continuing, and completed projects, highlights of the year such as programs, workshops, library development activities, and fund-raising events, and an expenditure report.
21. After January 1st, the executive secretary contacts once more all those who have not yet submitted a report.
22. By January 31st, the executive secretary compiles all reports received, including his/her own, and forwards a copy for publication (possibly in an abbreviated form) in the Nevada Libraries before June 1st.
23. The executive secretary reminds districts to elect a nominating committee member at least two months before each year's annual meeting.
24. The executive secretary orders, maintains, and distributes the stock of official stationery. At present the NLA letterhead is held by the Archivist. The executive secretary brings stationery to the midwinter board of trustees meeting for distribution.
The executive secretary should include the following in his/her budget:
Handbook printing and paper
Printer ribbons, supplies and cleaning
Revised at the 10/8/10 Board Meeting