Board - Florida Library Association
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Transcript Board - Florida Library Association
2013-2014 Program Year
Board & Committee
Leadership Orientation
Welcome & Introductions
Name
Board position
Organization and title
FLA’s Mission
• Educational programs
• Advocacy for library employees
• Relationships with other, related professional organizations
• Opportunities for networking and skill advancement
• Information industry relationships
• Legislative advocacy
• Support for intellectual freedom and privacy rights
President Gladys Roberts’ Theme
for 2013 -14
FLA Org Chart - Staff
FLA Executive Board
EXECUTIVE
DIRECTOR
.75 FTE
COMMITTEES
Membership & Marketing Coord. - .5 FTE
Editor, Florida Libraries (contract)
Webmaster (contract)
Conference Coordinator (contract )
Meeting Manager for Conference (contract)
Parliamentarian/Archivist (volunteer)
MEMBER
GROUPS
FLA Org Chart - Committees
FLA Executive Board
EXECUTIVE DIRECTOR
COMMITTEES
MEMBER GROUPS
Awards
Leadership Development
Conference
Legislative
Lobbyist (contract)
Continuing Education
Library Personnel Recruitment
Finance
Membership
Florida Public Library Standards
Nominating
Human Resources
Planning
Intellectual Freedom
Public Relations
Scholarship
Executive Board Meetings 2013 -14
2013
May 3, 1:45 – 4 PM at conference, Orlando
July 12, 2 – 4 PM (online)
August 30 – Face to Face, Location TBD
November 8, 2–4 PM (online)
2014
January 10, 2-4 PM (online)
April 4, 2–4 PM (online)
May 9, 1:45 – 4 PM at conference, Orlando
Executive Board Members
Voting
Non-Voting
President
V.P./President-Elect
Past President
Chair, Planning Committee
State Librarian
FSU Representative
Secretary
Treasurer
Regional Directors (6)
USF Representative
Parliamentarian
Board Fellow (optional)
ALA Councilor
Board Intern (optional)
Board Responsibilities
Govern the Association
Set policy and ensure effective planning
Select, support and evaluate the Executive Director
Monitor and strengthen programs and services
Protect assets and provide proper financial oversight
Ensure legal and ethical integrity
Enhance the organization's public standing
Board Responsibilities - Individuals
Participate actively in the meetings and in all work of
the Board
Support the work of FLA with your presence,
contributions and advocacy
Be knowledgeable about FLA and its work
Represent FLA in your region (especially Directors)
Participate in Speaker’s Forum
Avoid conflict of interest (sign and return Form 12)
FLA Office
Established June 1, 2008
2-room suite (400 sq. ft.) on first floor
Lake City, FL
Staff Responsibilities
Take care of FLA business
Financial
Membership
Contracts
Journal Editor
Webmaster
Lobbyist
Conference coordination & management
Executive Director Role
Switch – channel data to destination
Conduit to Executive Board
Staff to Executive Board
Ex Officio member of all committees
Interpret policy
Manage contracts
Manage finances
and ….
Executive Director Role
(cont’d.)
Assist with special events
Assure legal requirements met to protect FLA from
legal threats
Respond to inquiries from members and the public
Lobbyist at Florida government – Legislative and
Executive branches
Committees and Member Groups
COMMITTEES – Carry out the work of the Association as
identified in FLA Manual and Strategic Plan
MEMBER GROUPS – Provide focus for members sharing a
common interest
Roles of Committee Chairs
Carry out responsibilities of your committee as
identified in FLA Manual and Strategic Plan
Maintain minutes of meetings, including names and
action items
Request funds to carry out activities
Manage budgeted funds carefully
Send reports to ED and liaison for presentation at each
Board Meeting
Roles of Committee Chairs
(cont.)
Send committee news to FLA list and Florida Libraries
Submit copies of Minutes and official correspondence to
Executive Director, President and Archivist
Submit annual report using FLA standard form
Communicate early and often
Use your liaison to keep Board informed
Copy all interested parties on emails
FLA Communication Resources
Website www.flalib.org
General email list [email protected] and member
group email lists
Membership software to identify member groups
Blogs: FLA, News Media, Friends
FaceBook
LinkedIn
Twitter @TweetFLAlibrary
Other FLA Communications
Florida Libraries
Editor, Maria Gebhardt
Web site www.flalib.org
Longleaf Web Services, Rick Davies
(contact Executive Director regarding web site changes)
Both are good places to publicize your committee’s
activities and events!
Communication Options for Committees
Face-to-face
Phone options
Your institution
Freeconference.com
Online options
Your institution
Your MLC
FLA’s GoToMeeting subscription
Tip: Consider setting schedule for the year so people can plan ahead
and block off dates.
Other FLA Publications
FLA Manual
FLA forms
Florida Public Library Standards
Intellectual Freedom Manual
FLA’s Strategic Plan
All are on the FLA website!
FLA Manual (on Web)
Section 1: Articles of Incorporation
Section 2: Bylaws
Section 3: Governance and Committees
Section 4: Member Groups
Section 5: Operating Policies and Procedures
Section 6: Proclamations
Forms (on Web)
Form 1
Form 2
Form 3
Form 5
Form 10
Form 12
Form 13
Form 14
Form 15
Member Group Annual Report
Committee Annual Report
Application for Committee M’ship
Committee Budget Request
Request for Payment/Reimbursement
Conflict of Interest Statement
Petition to Establish a Member Group
Candidate Ballot Information
Petition to Nominate a Member for
Executive Board Office
Forms (on web)
Form 16 Executive Board Leadership
Intern or Fellow Nomination
Form 17 Executive Board Motion
Form 18 Article Proposal for Florida
Libraries
Form 19 Advocate/Lobbyist Evaluation
Form 20 Award Nomination
Form 22 Graduate Scholarship Application
Form 23 Undergraduate Scholarship Application
Committee Annual Report
Form 2
Due two weeks after end of conference
Submit via email
Include digital pictures if possible
Used for FLA Annual Program Report
Content: Evaluation, activities, issues
Request for Payment or Reimbursement
Form 10 used for
Reimbursement of money you spent
Paying speaker fees and travel costs
Send to Executive Director for approval;
fax or scan receipts
Only pre-approved expenditures will be
reimbursed
Expend only what is in approved budget
FLA is exempt from Florida sales tax
Conflict of Interest
Form 12
Conflicts of Interest explained in Section 5, FLA
Manual
IRS requirement
Please sign and submit Form 12 to FLA Office (fax,
scan/email or mail)
Board Motion Form
Form 17 Executive Board
Motion
Used at face-to-face Board
meetings
FLA Budget
Executive Board
responsibilities:
Approve annual budget each fall for
next year
Include anticipated income and
expenses in budget
Monitor revenue and spending all year
for fiscal health and legal compliance
Budget Challenges
Budget year is calendar year (Jan 1 – Dec 31)
Program year is conference to conference (dates vary)
Differing budget and program years require cooperation
Primary revenue sources: dues and conference
registration
FLA budget is very lean!
FLA Budget Responsibilities
Committees – submit timely requests
Finance Committee - develop proposed budget for Board
Board – approve budget and arrange funding
Treasurer - approve payments and report to Board and
membership
FLA office – accounting, banking, bill paying and arranging
audit
Finances
2011
Income
Expenditures
Difference:
$ 275,917
$ 237,239
$ 38,678
2012
Income
Expense
Difference:
$ 304,667
$ 239,266
$ 65,401
On CPA advice, the Board has worked hard to build up reserves to protect the
Association by providing financial stability.
Committee Budgets
Legislative, Membership and Continuing Education have
a budget
Others can earn and spend, but activities must support
themselves
Use Form 5 for budget requests
Budget requests for 2014 are due in August, 2013
2014 Conference
May 7-9, 2014
Buena Vista Palace, Lake Buena Vista, FL
Who to Contact About What
Board topics and agenda –Gladys Roberts, FLA
President
Committee work – Committee Chair
Questions about Committee responsibilities – your
Board liaison
Web site, general email list – FLA Office
Membership, financial and FLA management – FLA
Office
Florida Libraries content – Editor
Questions?
Contact:
Faye Roberts, Executive Director
[email protected]
Phone
386-438-5795
Fax
386-438-5796