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CHECKLIST OF DUTIES: LIRT PRESIDENT
ONGOING DUTIES AND RESPONSIBILITIES FOR LIRT OFFICERS
_____ Attend ALA Midwinter and Annual conferences.
_____ Monitor LIRT-S and LIRT-E and respond to any issues or requests that come up on the list.
_____ Ensure that your contact information is listed correctly on the online LIRT Directory of Officers and Chairpersons; inform the Vice-President and Electronic Resources Manager of any changes. (Note: this contact information will be listed in the ALA Handbook of Organization).
ONGOING DUTIES AND RESPONSIBILITIES FOR LIRT PRESIDENT
_____ Chair the Executive Board and Steering Committee.
_____ Establish routine communication with officers and committee chairs via LIRT-S and LIRT-E.
_____ Train Vice-President so she is prepared to assume the role of President.
_____ Ensure the realization of the goals and objectives of LIRT as established by the Organization & Planning committee.
_____ Serve as a LIRT representative to the Round Table Coordinating Assembly (RTCA) .
_____ Serve as LIRT’s primary representative to ALA via the LIRT ALA Liaison.
TIMELINE OF DUTIESPOST-ANNUAL CONFERENCE
_____ Prepare a "to do" list based on notes from the Annual Conference.
_____ Write “From the President” column for LIRT News (deadline is typically July 15).
_____ The Secretary should send you a copy of the minutes from Annual conference. Review and make suggestions for revisions, if needed.
BETWEEN ANNUAL CONFERENCE AND MIDWINTER_____ Write “From the President” column for LIRT News (deadline is typically October 15).
_____ Confirm with Conference Program Planning Chair the final time, audience size, and equipment needs for upcoming Annual Conference Program.
_____ Contact LIRT committee that proposed hosting Midwinter Discussion Forum to confirm that they still intend to host this event. Confirm time, audience size, and any equipment needs.
_____ The LIRT ALA Liaison should request meeting room information from you for Midwinter and Annual conference (usually in August or September). Request meeting rooms for the following meetings/events: All Committees I and II, Steering Committees I and II, Executive Board I and II, Midwinter Discussion Forum and Annual Conference Program. Also, request a separate meeting room for the Nominations subcommittee which needs to meet as a closed session. This meeting should take place during the All Committees I time. Consult the Standard Meeting Times.
_____Send preliminary Midwinter meeting schedule to Steering Committee and Executive Board members via LIRT-S listserv by October 15 (to meet LIRT-News deadline for October newsletter). Remind committee chairs to let their committee members know which meetings they need to intend (and if the committee plans to hold a meeting during All Committees II).
_____Check ALA Conference Services meeting scheduling web page <http://www.ala.org/ala/confservices/meetingscheduling.htm> frequently for Midwinter schedule to be posted. (The LIRT ALA Liaison should send you this information, but likely you will not be notified when the schedule is posted). Check LIRT meetings and events to make sure that everything is accurate. In particular, make sure that the Saturday and Monday meetings are scheduled in the same room.
BEFORE MIDWINTER_____Email LIRT-S to request that committee chairs complete the Committee Conference Planning Form prior to the Midwinter Conference.
_____Email LIRT-S to request that Steering Committee and Executive Board members send housing information via the online Housing Information Form._____ Send emails to LIRT-S and LIRT-E to solicit Midwinter agenda items for Steering Committee and Executive Board Meetings.
_____ Create agendas for Steering Committee and Executive Board meetings based on input from chairs and officers. Send the agendas to LIRT-S and LIRT-E prior to conference.
_____ Send list of housing information for committee chairs and officers to LIRT-S prior to conference.
_____ Remind Conference Program Planning Committee chair that she will need to submit a preliminary title and description of the ALA Annual Conference program that will take place the following year and the final program title and description for the current year’s conference program.
_____ Consult with Vice-President about plans for Midwinter meetings. Determine which committee meetings the Vice-President should attend.
_____ Prior to conference, send final Midwinter meeting schedule to Steering Committee and Executive Board members via LIRT-S listserv.
_____ Sign up for BITES with LIRT at Midwinter Conference.
MIDWINTER MEETINGNon-LIRT Meetings to attend:
_____ HRDR Leader’s meeting (usually Friday at noon)
_____ Round Table Coordinating Assembly (RTCA) (usually Friday afternoon).
_____ (Optional, depending on topic) ALA Planning and Budget Assembly (usually Saturday afternoon).
LIRT responsibilities:
_____Chair Steering Committee and Executive Board meetings (see: Conference Meeting Schedule for times).
_____ Attend Organization and Planning committee meetings at All Committees I and II (see: Conference Meeting Schedule for times).
_____Make announcements and welcoming remarks at the All Committees I meeting.
_____ Discuss proposed budget with Steering Committee. Finalize and approve it in Executive Board meetings.
_____ At Steering I Committee meeting, ask if a committee is interested in hosting the Midwinter Discussion Forum. Committee chairs can discuss this idea with their members, then decide by Steering II if they will host the Forum. The topic of the Midwinter Discussion Forum should usually relate to either the previous or the upcoming LIRT annual conference program.
_____ At the Steering II Committee meeting, the Conference Program Chair will submit a preliminary title and description of the ALA Annual Conference program that will take place the following year and the final program title and description for the current year’s conference program. The two descriptions need to be approved by the Steering Committee and submitted to the LIRT ALA Liaison at conference.
_____ Remind committee chairs at Steering Committee meetings to complete the Committee Conference Summary Form after Midwinter conference.
_____ Attend the LIRT Discussion Forum (typically on Sunday) if possible.
_____ Prepare agenda or list of questions for LIRT ALA Liaison. Lead the meeting with LIRT ALA Liaison (typically, Monday afternoon). Discuss information learned at this meeting at Executive Board II.
POST- MIDWINTER MEETING_____ Send an email to LIRT-S to remind committee chairs to complete the Committee Conference Summary Form.
_____ The Secretary should send you a copy of the minutes from Midwinter. Review and make suggestions for revisions, if needed.
BETWEEN MIDWINTER AND ANNUAL CONFERENCE_____ Write “From the President” column for LIRT News (deadline is typically April 15).
_____ Consult with the Vice-President to appoint LIRT Appointed Representatives to ALA Assemblies as necessary. Follow the Guidelines for Appointing LIRT Representatives.
_____Send preliminary Annual Conference meeting schedule to Steering Committee and Executive Board members via LIRT-S listserv by April 15 (to meet LIRT-News deadline for June newsletter). Remind committee chairs to let their committee members know which meetings they need to intend (and if the committee plans to hold a meeting during All Committees II).
_____Check ALA Conference Services meeting scheduling web page <http://www.ala.org/ala/confservices/meetingscheduling.htm> frequently for Annual Conference schedule to be posted. (The LIRT ALA Liaison should send you this information, but likely you will not be notified when the schedule is posted). Check LIRT meetings and events to make sure that everything is accurate. In particular, make sure that the Saturday and Monday meetings are scheduled in the same room._____ Review proposed list of committee chairs that Vice-President sends to LIRT-E. Discuss any concerns with Vice-President and approve final list.
_____ Request annual reports from committee chairs (due by June 1).
_____ Receive annual reports from committee chairs. Prepare LIRT Annual Report, to be distributed at Steering I at Annual Conference.
_____ The Nominations Chair should notify you when the LIRT election results have been posted. Notify all candidates and announce election results to LIRT-S and LIRT-L.
BEFORE ANNUAL_____Email LIRT-S to request that committee chairs complete the Committee Conference Planning Form prior to Midwinter conference.
_____Email LIRT-S to request that Steering Committee and Executive Board members send housing information via the online Housing Information Form.
_____Contact LIRT Appointed Representatives to ALA Assemblies to ask them to attend either the Steering I or Steering II committee meetings to report on the activity of their assembly.
_____ Send emails to LIRT-S and LIRT-E to solicit Annual Conference agenda items for Steering Committee and Executive Board Meetings.
_____ Create agendas for Steering Committee and Executive Board meetings based on input from chairs and officers. Send the agendas to LIRT-S and LIRT-E prior to conference.
_____ Send list of housing information for committee chairs and officers to LIRT-S prior to conference.
_____ Remind Conference Program Planning Committee chair that she will need to submit detailed title and description of the ALA Annual Conference Program that will take place the following year.
_____ Consult with Vice-President about plans for Annual conference meetings. Determine which committee meetings the Vice-President should attend.
_____ Prior to conference, send final Annual Conference meeting schedule to Steering Committee and Executive Board members via LIRT-S listserv.
_____ Sign up for BITES with LIRT at Annual Conference.
ANNUAL CONFERENCENon-LIRT Meetings to attend:
_____ Attend HRDR Leader’s meeting (usually Friday at noon)
_____ Attend Round Table Coordinating Assembly (RTCA) meeting (usually Friday afternoon).
_____ (Optional, depending on topic) Attend ALA Planning and Budget Assembly meeting (usually Saturday afternoon).
LIRT responsibilities:
_____Chair Steering Committee and Executive Board meetings (see: Conference Meeting Schedule for times).
_____ Attend Organization and Planning committee meetings at All Committees I and II (see: Conference Meeting Schedule for times).
_____Make announcements and welcoming remarks at the All Committees I meeting.
_____ Discuss proposed budget with Steering Committee. Finalize and approve it in
Executive Board meetings._____ At the Steering II Committee meeting, the Conference Program Chair will submit a detailed title and description of the ALA Annual Conference Program that will take place the following year. The title and description needs to be approved by the Steering Committee and submitted to the LIRT ALA Liaison at conference.
_____ Remind committee chairs at Steering Committee meetings to complete the Committee Conference Summary Form after Midwinter conference.
_____ Attend the LIRT conference program (typically on Sunday morning). You will sit on the stage during the conference program and make brief remarks promoting LIRT.
_____ Prepare agenda or list of questions for LIRT ALA Liaison. Lead the meeting with LIRT ALA Liaison (typically, Monday afternoon). Discuss information learned at this meeting at Executive Board II.
_____ Attend meeting with LIRT ALA Liaison (typically, Monday afternoon).
POST ANNUAL CONFERENCE (also see Past President’s Checklist)_____Update the LIRT Manual.
_____ Review this checklist make any changes or additions as needed as part of your updates to the LIRT Manual.
_____Request that outgoing officers and committee chairs send you revisions and corrections for the LIRT Manual via emails to LIRT-S and LIRT-E.
_____Write thank you letters to all officers and committee chairs.
_____ Write and submit final President's report for September LIRT News by deadline (typically July 15th). This report is usually an annual report to the membership.
_____ Send an email to LIRT-S to remind committee chairs to complete Committee Conference Summary Form.
_____ The Secretary should send you a copy of the minutes from Annual Conference. Review and make suggestions for revisions, if needed.
Return to LIRT Manual Table of Contents
Contact Billie Peterson-Lugo (Billie_Peterson@baylor.edu) about these pages.
Last Updated: Content: 10 September 2005 -- Billie Peterson-Lugo; Graphics: 15 April 2001-- Jana Ronan