Introduction, Bylaws and Executive Board

Foreword

Foreword

The Southern California Association of Law Libraries Policy and Procedures Handbook serves as a guide for the Officers and Committee Chairs in interpreting and performing their duties and responsibilities. It is not intended to be a complete, detailed list of duties, but rather attempts to present the highlights of each position or activity. All references to "Association" are to "SCALL."

During the course of the year each Officer, Chair or Coordinator should keep a list of recommended revisions, additions or corrections (to his/her own duties or those of any other office or committee). One month prior to the close of the Association year (June through May), all outgoing officers should return their manuals to the Past President. Any discrepancies, omissions, suggestions, or recommendations should be brought to the Past President's attention so that the Executive Board can review the suggested changes, check to see that they are in accordance with the bylaws, and approve them for incorporation in the Guidelines. All incoming Officers and Chairs will receive a copy of the Guidelines with any approved changes.

Effective operation of the Association is dependent on your familiarity with the contents of this manual. Please read carefully those portions that pertain to your duties, and be aware of the duties of the other Officers and Chairs.

It is my intention that this handbook be a living document. The handbook reflects current policies and procedural guidelines for SCALL Executive Board members and committee chairs. As policies and procedures within SCALL change, the handbook should be revised to reflect those changes. SCALL is a living organization which will grow, develop and change. The handbook that will be used in the year 2000 should not be the one compiled here. It is my hope that each future board member and committee member accept their responsibility of revising the entry pertaining to their position in order to keep the handbook a meaningful source for SCALL practices. Under ideal circumstances each year's revisions to the handbook should create an accurate reflection of SCALL's current practices.

The editor acknowledges the invaluable assistance of SCALL members who contributed to many of the entries. In addition, several sections of the handbook were patterned after the New Jersey Law Librarians Association Guidelines for Policy and Procedures (May 15, 1993). Also, I extend my sincere appreciation to Paul George, SCALL President 1993/94, who offered me the opportunity of editing this handbook and to Sandi Contreras for her expertise in word processing.

Leonette M. Williams

January 24, 1995

Bylaws

Bylaws of Southern California Association of Law Libraries

[Fall 1992, Revised June 1994, March 2000, June 2001, October 2006, April 2009, November 2010, June 2014 & June 2016]

Article I Name

The name of this association is Southern California Association of Law Libraries ("SCALL"), a chapter of the American Association of Law Libraries.

Article II Offices

The principal office for the transaction of the activities and affairs of the association (principal office) is located at 301 West First Street, Los Angeles, in Los Angeles County, California. The Board of Directors ("Board") may change the principal office from one location to another. Any change of location of the principal office shall be noted by the Secretary on these Bylaws opposite this Section, or this Section may be amended to state the new location.

Article III Purposes and Limitations

The association is established for educational and scientific purposes. It shall be conducted as a nonprofit association to promote and enhance the value of law libraries, to foster the profession of law librarianship, to provide leadership in the field of legal information and to foster a spirit of cooperation among the members of the profession.

Article IV Members

  • 1. Classes and Qualifications of Members

The association shall have members, designated as follows: Active, Life, Associate, Student, and Honorary Members.

(a) Active Members: Any person who is interested in the objectives of the association and works with legal information in a library or information center.

(b) Life Members. The association may, at any regular or annual meeting, by a vote of two thirds (2/3) of those present, elect to life membership those who have been members of the association for five (5) or more years, but who have retired from active library work. Someone who is currently working for a vendor is not "retired."

(c) Associate Members. Other persons who are interested in the objectives of the association and in legal information, including providers of library services on an independent contract basis, non-library employees of the information industry, and members of library governing boards.

(d) Student Members: Persons enrolled in a degree program related to law librarianship. Membership in this category is limited to five consecutive years.

(e) Honorary Members: The association may, at any regular or annual meeting, at which a quorum is present, by a vote of two thirds (2/3) of those present, elect nonmembers as honorary members.

  • 2. Rights and Privileges

(a) Members in all categories have the right to serve on committees and receive association publications.

(b) Members in all categories within the geographical boundaries of SCALL have the right to chair SCALL committees and to vote in elections.

(c) Active members and Life members within the geographical boundaries of SCALL also have the right to hold elective office.

(d) Active members who become unemployed during a membership period shall remain active members for the duration of that period.

(e) The geographical boundaries of SCALL are generally understood to extend from the northern boundary of San Luis Obispo County to the Mexican Border and to reach as far east as the California/Nevada/Arizona boundary.

(f)  In unclear cases, the membership categories and the geographical boundaries may be determined on a case-by-case basis by the Board.

(g) If a member changes membership categories during the time the member is serving an elective office, that member may, at the discretion of the Board, continue in office provided the Board is satisfied that the member can otherwise fulfill the duties of the office and comply with the Conflict of Interest provisions and policies authorized under Article XII.

  • 3. Dues

(a) Dues for active, life, associate, student, and honorary members shall be determined by the Executive Board.

(b) Those members who have paid the required dues as determined by the Executive Board and are not suspended shall be members in good standing.

(c) Upon thirty (30) days notice to the membership, the Executive Board shall have authority to modify the amount of annual dues for any category of membership, subject to ratification by a simple majority vote of those members present at any regular or business meeting. Any change in dues shall take effect in the following fiscal year.

(d) Membership dues are not prorated. If a new member joins after March 31st, the dues will apply to the current and the next year.

  • 4. Termination and Suspension of Membership

(a) Causes of Termination. A membership shall terminate upon occurrence of any of the following events:

(1) Resignation of a member upon reasonable notice to the association;

(2) Expiration of the period of membership, unless the membership is renewed on the renewal terms fixed by the Board;

(3) Failure of the member to pay dues as set by the Board within 90 days after they become due and payable.

(4) Occurrence of any event that renders the member ineligible for membership, or failure to satisfy membership qualifications.

(5) Expulsion. Expulsion of a member shall be based on a good faith determination by the Board that such member has failed in a material and serious degree to observe the rules of conduct of the association, or has engaged in conduct materially and seriously prejudicial to the purposes and interest of the association.

(b) Suspension of Membership.

(1) A member may be suspended based on the good faith determination by the Board, upon the recommendation of a committee authorized by the Board to make such a recommendation, that the member has failed in a material and serious degree to observe the association's rules of conduct, or has engaged in conduct materially and seriously prejudicial to the purposes and interests of the association.

(2) A person whose membership is suspended shall not be a member during the period of suspension.

(3) The committee shall consist of a least three persons, none of whom shall be members of the Board.

(c) Procedure for Expulsion or Suspension.

(1) Notice shall be given by any method reasonably calculated to provide actual notice.

Any notice given by mail shall be sent by registered mail to the member's last address as shown on the association's records.

(2) The member shall be given an opportunity to be heard, either orally or in writing, at least ten (10) days before the effective date of the proposed expulsion or suspension. The hearing shall be held, or the written statement considered, by the committee authorized by the Board to recommend whether the expulsion or suspension should take place.

(3) The Board, upon the recommendation of the committee in writing, shall decide whether or not the member should be suspended, expelled, or sanctioned in some other way. The member shall be entitled to a copy of the committee's recommendation to the Board, together with the reasons therefore, and may respond in writing. The decision of the Board shall be final.

(4) Any action challenging an expulsion, suspension, or termination of membership, including a claim alleging defective notice, must be commenced within one (1) year after the date of the expulsion, suspension, or termination.

  • 5. Transfer of Memberships.

Membership dues paid by an institution can be transferred or assigned by the institution. Membership dues paid by an individual cannot be transferred or assigned.

Article V Meetings of Members

  • 1. Place of Meeting.

Meetings of the members shall be held at any place within the geographical boundaries of the association as designated by the Board.

  • 2. Annual Meeting.

An annual meeting of the association shall be held, to the extent possible, in June of each year at such time and place as the Board shall designate.

  • 3. Regular Meetings.

Regular meetings shall be held, to the extent possible, in the months of October, December, February, and April of each year at such times and places as the Board shall designate.

  • 4. Notice Requirements for Members' Meetings

(a) Appropriate General Notice Requirements. Whenever members are required or permitted to take any action at a meeting, a notice of the meeting shall be given to each member entitled to vote at that meeting. The notice shall specify the place, date, and hour of the meeting.

(b) Manner of Giving Notice. Notice of regular meetings shall be sent to each member in writing at least two weeks prior to the date of the meeting. Notice of the annual meeting shall be sent to each member in writing at least thirty days prior to the date of the

meeting. Notice shall be either published in an association publication, which is sent to all voting members, or by sending e-mail to the member s email address of record, sending electronically transmitted facsimile copy (fax) to the member s fax number of record, or mailing printed or written notice to the member s postal address of record.

  • 5. Quorum

A quorum for a business meeting of the Association shall consist of ten percent of the active members.

Article VI Nomination and Election Procedures

  • 1. Nomination Procedures

(a) Not later than January 15 of each year, the President shall appoint a nominating committee of three (3) members, none of whom shall be a member of the Board and no one of whom shall be candidate for office at the succeeding election. The nominating committee shall attempt to nominate two (2) or more candidates for elective office positions of Vice President (President-Elect), Secretary or Treasurer (whichever office is standing for election) and member-at-large on the Board.

(b) The nominating committee shall complete their process in time to provide notice of the names of the nominees to the membership in the March Newsletter.

(c)  In the event that the current Vice President cannot assume the duties of President and such fact is known prior to April 1st, the committee shall nominate a candidate for office of president for the term of one year.

(d) Further nominations, except for the office of President, may be made by written petition of ten (10) members of good standing. Such petition must be filed with the Secretary of the association on or before April 25th, so that the Secretary may prepare the official mail ballot.

(e) The Secretary of the association shall present the names of the candidates nominated by the committee or written petition to the Board by April 1st, to enable the Board to inform the membership of the candidates in a timely manner.

(f) The membership committee shall provide the Secretary with a list of members entitled to vote by April 1st.

  • 2. Candidacy Requirements

All nominees for the position of Vice President/President-Elect shall be a member of the American Association of Law Libraries and shall have previously served as a SCALL officer, Board member, or committee chair. All nominees for the position of Secretary, Treasurer or

Board member shall have previously served on a SCALL or American Association of Law Library ("AALL") committee.

  • 3. Elections

(a) The officers, except for President, and membership on the Board of Directors shall be elected by postal or electronic mail ballot distributed to those members entitled to vote at least thirty (30) days prior to the annual meeting of the association. The winners of the elections shall be those candidates with a plurality of votes.

(b) The secretary shall prepare an official ballot, including nominations by petition. The professional position of each nominee shall appear on the ballot.

(c) All ballots, in order to be counted, must be received by the Secretary on or before seven (7) days prior to the annual meeting. The Secretary shall receive, verify and count the ballots, and certify the results of the election to the current President by Wednesday next preceding the annual meeting.

(d) The current President shall inform each of the candidates of the election results prior to the annual meeting and announce the election results at the annual meeting.

  • 4. Secretary as Candidate

If the Secretary is a candidate for office, the Board shall appoint a person to act in place of the Secretary for all duties required of the Secretary under this Article.

Article VII Officers & Elected Directors

  • 1. Officers

(a) The officers shall consist of a President, a Vice President, a Secretary and a Treasurer.

The Vice President shall be elected annually by the association. The Vice President shall automatically become President after one year and shall so serve during the second year following his or her election. The President and Vice President shall be individual members or designated individual members of the American Association of Law Libraries. No officer may hold more than one office at a time.

(b) The Secretary and the Treasurer shall be elected biannually in alternate years by the association.

  • 2. Elected Directors

There shall be a Board of Directors of seven, consisting of the officers named in Article VII, Section 1, the last retiring President, and two members whose terms shall be two years, one of whom shall be elected annually by the association.

  • 3. Duties of Officers

The President, Vice President, Secretary and Treasurer shall perform the duties usually pertaining to their respective offices and such other duties as may be assigned by the Board of Directors.

  • 4. Right of Indemnity

The association shall indemnify its directors, officers and other persons against all expenses and other amounts actually and reasonably incurred by them in connection with business of the association.

  • 5. Insurance

The association shall have the right to purchase and maintain insurance on behalf of its officers, directors and other agents against any liability incurred by them in connection with business of the association.

  • 6. Vacancies

(a)  The Executive Board shall have the power to fill any vacancy in elective offices except that of President and Vice President. The person elected by the Executive Board will serve the unexpired term.

(b)  In the case of the death or resignation of the President, the Vice-President shall become President and shall serve until the end of his or her own elected term. A special election shall be held to fill the office of Vice President upon the assumption of the office of President by the Vice President or any other reason of vacancy.

Article VIII Councils

  • 1. Creation

Councils may be created by the Board by approving the written petition of 20 voting members of SCALL. The petition shall state the aims of the proposed council, and shall state that the group has functioned as an informal caucus for the three years immediately prior to the filing of the written petition. The aims of the proposed council may be modified before final executive board approval, by mutual agreement between the board and the petitioners.

  • 2. Membership

Any member of SCALL may affiliate with one or more councils upon payment to SCALL of an annual fee for each council. Council fees shall be approved by the Board.

  • 3. Bylaws

Each council shall be empowered to adopt bylaws for its own governance. These bylaws shall not be in conflict with the SCALL bylaws and shall be submitted to the SCALL Bylaws

Committee for review. When the Board, on the advice of the committee, determines that a council bylaw is in conflict with the SCALL Bylaws, the council shall be directed by the Board to remedy the conflict in accordance with the recommendation of the committee, as approved by the Board.

  • 4. Funds

Funds shall be provided annually from SCALL's income to the council in an amount equal to a formula established by the Board for the dispersal of funds to all councils. Ordinarily, the amount shall be based on the number of SCALL members who have affiliated with the council, but the Board shall have the right to charge a set amount to each council for serving the needs of the council, such as collection of fees and payment of bills. The Board shall also have the power to allocate special funds to a council upon petition to the Board. Special activities may be financed by direct charges on those members participating. All funds received by a council shall be used for purposes incident to the fulfillment of council objectives, as stated in its bylaws, and may be subject to Board review. All council records are subject to audit by the Board. No council may incur indebtedness for SCALL.

  • 5. Meetings

Scheduling of meetings during SCALL events must be cleared with the SCALL committee chair for that event. Those events and all other events shall be listed with the Secretary of the association as soon as possible. Councils shall strive to avoid conflicts with SCALL events and with other councils' events. In the event of a conflict in scheduling, upon the petition of one of the parties, the President shall resolve the dispute. All council meetings shall be open to all SCALL members, but no person may vote in any council who is not a council member in good standing.

  • 6. Reports

Each council shall submit an annual report on its activities and a financial statement to the Secretary of the association. This report shall be submitted at a time set by the President.

  • 7. Dissolution

Dissolution of a council shall be ordered by the Board when, after consultation with the council officers, in the opinion of the Board, its usefulness has ceased. Upon dissolution, all assets of the council shall revert to the association.

Article IX Committees and Representatives

  • 1. There shall be two classes of committees: Standing committees; and Special committees. Standing committees shall be those established for purposes requiring the continuous attention of SCALL. Special committees shall be those established for a stated period to accomplish a specific purpose. At the end of the stated period, the continuation of every special committee shall be decided upon by the Board.
  • 2. The Board shall designate the purpose of the committee and the term of a special committee. These resolutions shall be presented to the members at the next meeting following their adoption by the Board.
  • 3. Members of standing committees shall be appointed for terms of one year, beginning at the close of the annual meeting.
  • 4. The Vice President shall appoint the committee chairperson and committee members to serve during his or her presidency. Committee members shall be chosen from those members who have the right to vote.
  • 5. Each committee shall file an annual report with the Secretary at the time set by the President, and other reports shall be submitted as requested by the President or the Board.
  • 6. SCALL representatives to other organizations, agencies, and to meetings of other associations, shall be appointed by the President or Vice President and shall report in the manner set forth in the preceding paragraph.
  • 7. No committee or representative shall incur expenses on behalf of SCALL except as authorized, nor shall any committees or representatives commit SCALL by any declaration of policy.

Article X Parliamentary Authority

The rules contained in the current edition of Sturgis Standard Code of Parliamentary Procedure shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Association may adopt.

Article XI Anti-Discrimination

Neither membership nor full participation in the activities of this Association shall be denied or abridged to any individual on account of race, color, religion, gender, age, national origin, disability, sexual orientation, or gender identity.

Article XII Conflicts of Interest

SCALL officers, committee chairs or committee members shall not use their positions for personal gain. An officer, committee chair or committee member shall bring an existing or potential conflict of interest to the attention of the SCALL President, SCALL Board, committee chair or committee members and shall not vote or attempt to influence the vote of others on the subject of the conflict of interest. Any member under consideration for an appointment to serve as an officer or committee chair or committee member shall disclose to the SCALL President, SCALL Board, Nominating Committee, or other person or committee making nominations or appointments to a SCALL office or committee, upon request, any relationships or potential relationships that could be construed as posing a conflict of interest relating to existing or proposed service. Existing or potential conflicts of interest may be taken into consideration in the nomination or appointment process. Both paid and unpaid affiliations should be disclosed. The SCALL Board may approve appropriate policies and forms to implement this article.

Article XIII Association's Assets

The property of SCALL is irrevocably dedicated to charitable purposes, and no part of the net earnings or assets of SCALL shall ever inure to the benefit of any director, officer, or private person, except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in these bylaws. No substantial part of the activities of the association shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Upon the dissolution or winding up of the association, its assets remaining after payment, or provision for payment, of all debts and liabilities of this organization shall be distributed to a nonprofit fund, foundation, organization or corporation, which is organized exclusively for charitable purposes and which has established its tax-exempt status under the Internal Revenue Code.

Article XIV Amendment of Bylaws

  • 1. New Bylaws may be adopted, or these Bylaws may be amended, repealed or suspended, by approval of two-thirds vote of active members present at any regular or business meeting. No amendment, however, may extend the term of an officer or director beyond that for which the officer or director was elected.
  • 2. Notice of a proposed Bylaw change must be given to the membership in accordance with the notice for the meeting at which the vote on the change will be held.
  • 3. Amendments to these Bylaws shall be submitted to the American Association of Law Libraries Bylaws Committee by the President upon adoption by the membership of the association
General Responsibilities of Officers, Board Members, and Committee Chairs

General Responsibilities of all Officers, Board Members and Committee Chairs

  1. Submit estimated budgets, as appropriate, to the Treasurer in August of each year at the request of the President.  Committee budgets may be augmented by the Executive Board during the year in order to fund special needs.
  2. Submit all bills promptly to the Treasurer for payment.
  3. Submit all receipts promptly to the Treasurer for deposit.
  4. Executive Board members, as appropriate, and committee chairs are to submit written annual reports to the President in May of each year.
  5. Board liaison to a committee is responsible for ascertaining the committee's concerns and needs and bringing those concerns and needs to the Board's attention.  At a minimum, the liaison should contact the chair of the committee prior to each Executive Board Meeting.
  6. Designate your Association office or appointment on all external correspondences.
  7. Letterhead  - Authorization to use Association letterhead, stationary or Logo must be obtained from Association Officers, Board Members or Committee Chairs.
  8. Submit any publications including websites representing the Association for prior approval to their Board liaison.
Special or Ad Hoc Committees

Special or Ad Hoc Committees

Special or Ad hoc Committees are created by the Board in accordance with the Bylaws. No Special or Ad hoc Committee shall have a term of existence of more than two years. The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President, and/or Board liaison appoint additional committee members as needed.

1)      Charge

Each Special or Ad hoc Committee will be given an individual charge by the Board.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Each Special or Ad hoc Committee will do what is necessary in order to carry out their charge within the time frame established by the Board.  The time frame will be indicated in the charge.

The results of the Special or Ad hoc Committee's task will be delivered to the Board in a written report.

Executive Board

Executive Board

The Board consists of seven members elected by the membership: President, Vice President/President-Elect, Secretary, Treasurer, Past President and two Board Members.  The members of the Board must be members of SCALL and the President and Vice President/President-Elect must additionally be members of AALL.  Annual elections for Officers and Board Members are held prior to the June Business Meeting, and the term of office of those elected shall commence at the adjournment of that annual business meeting.

1)      Charge

To direct the affairs and programs of the Association.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Directs the affairs and programs of the Association.

c)      Manages the property of the Association.

d)      Determines and implements policies in support of Association's objectives.

e)      Approves the Association’s annual budget.

f)        Authorizes all Association expenditures.

g)      Fills any vacancy in the membership of the Board for the remainder of the elected term, except that of President, which is governed by the Bylaws.

h)      Assures Chapter compliance with AALL directives.

i)        Attends AALL meetings appropriate to each Board position and remains in contact with the appropriate AALL entities during their term.

j)        Completes and submits all required AALL reports prior to the deadline.  Reports are to prepared by the appropriate Board member.

k)      Serves as liaisons to the Association committees.

l)        Establishes special or ad hoc committees as needed, and creates and assigns charges to those committees.

m)    Reviews and approves all revisions to Association's Policies and Procedures Handbook.

n)      Reviews all publications published under the auspices of the Association, including the SCALL Website and any brochures publicizing SCALL.  The SCALL Newsletter and the SCALL Directory are primarily reviewed by the appropriate committee; the Board reserves the right to make a final review.

3)      Calendar

a)      The Board shall hold at least four meetings annually and may hold additional meetings upon call of the President or upon written request of any member of the Board.

b)      June:  The Board shall meet before the June Business Meeting with incoming Board members in order to review the year's activities and annual reports and to review recommendations for changes.

4)      Guidelines

a)      Four members of the Board, excluding the President, constitute a quorum.

b)      The Board may adopt policies by Board action allowing business to be conducted via email or conference call.

The Secretary shall keep minutes of all meetings and actions of the Board.

President

President

The Vice President/President-Elect succeeds to the presidency at SCALL’s June Business Meeting, and his/her term of office starts at the adjournment of that meeting.  The President shall be the chief executive officer of the Association, and shall have general supervision and control over Association affairs.  The President shall be a member of SCALL and the AALL.

1)      Charge

To conduct the business of and to supervise the Association’s affairs.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Presides at all meetings of the Association and of the Board.

c)      Calls the meetings of the Board and presents an agenda to the Board prior to each meeting.

d)      Appoints the chairs of all committees in accordance with the Association's Bylaws.  Solicits the membership to volunteer for committee appointment.

e)      Serves with the newly elected Vice President/President-Elect and the current Vice President/President-Elect on a subcommittee to select the site for the next calendar year's SCALL Institute.  (This subcommittee does not need to meet if the Board has already approved a site for a Joint Institute.)

f)        Serves as a member ex-officio of all committees, except the Nominations Committee.

g)      Requests an estimated budget from each committee chair or Board Member, as appropriate.  Works with the Treasurer to propose a fiscal year budget which is presented to the Board at the Board’s first meeting of the fiscal year.

h)      Recommends to the Board policies and activities to support the Association's goals and objectives.

i)        Attends, with the Vice-President/President-Elect, meetings of the AALL Council of Chapter Presidents in the Association year in which he or she is President.  If unable to attend, designates a Board member who is a member of AALL to serve as an alternate representative.  Reports, or asks his or her designee to report, a summary regarding such meetings to the Board.

j)        Signs contracts and other legal documents.

k)      Writes a President’s column for the Newsletter.

l)        Represents the Association, or appoints a representative, to library-related meetings or events, as required.

m)    Attends all Board meetings.

n)      Attends all Association meetings.

o)      Attends the annual Meeting of the AALL.

p)      Submits an annual report on the activities and programs of the Association to the Board, to the AALL Executive Office, and to the Archivist.

q)      Submits an annual report at the June Business Meeting.

r)       Provides records of unfinished business and other appropriate Association records to the incoming President at the close of the Association year.

s)       Joins and participates in the Council of Chapter Presidents’ listserv.

t)        Communicates with AALL Headquarters, the Chair of the Council of Chapter Presidents and the leadership of other chapters.

u)      Prepares or assigns the preparation of all forms required by AALL or the Council of Chapter Presidents and submits them prior to the due date.

v)      Plans the Pacific Chapters Joint Reception for the AALL annual Meeting as designated by the rotation schedule.

3)      Calendar

a)      June/July/August:  Appoint committee chairs prior to or immediately after the commencement of his or her term. Appoint Board liaisons for each committee. Committee members may be appointed by the President in consultation with the committee chairs. Appointments will be confirmed by letter or email.

b)      June/July/August:  Serve with the newly elected Vice President/President-Elect and the current Vice President/President-Elect on a subcommittee to select the site for the next calendar year's SCALL Institute.  (This subcommittee does not need to meet if the Board has already approved a site for a Joint Institute.)

c)      July:  Attend, along with the Vice President/President-Elect, meetings of the AALL Council of Chapter Presidents held during the Association year.

d)      August:  Request committee chairs or Board members to prepare an estimated budget for the fiscal year.

e)      September/October:  Present the budget, as approved by the Board, to the membership for its information.

f)        May:  Obtain annual reports from officers and committee chairs prior to the June Business Meeting.

g)      June:  Prepare President's annual report, which is sent to the AALL Executive Office, Law Library Journal, and the SCALL Archivist.

h)      June:  Provide records of unfinished business and other appropriate Association records to the incoming president at the close of the Association year.

i)        June:  Send letters of appreciation to all members of the Board and committee chairs at the end of the Association year.

j)        June:  Send all important papers, annual reports, and other material of historical importance to the Archivist.

4)      Guidelines

a)      Upon taking office the President should have:

i)        Bylaws, both SCALL and AALL.

ii)       SCALL Policy & Procedures Handbook.

iii)     Council of Chapter Presidents' Guidelines.

iv)     File of President's reports for the previous two years.

v)      Minutes of Board meetings for the previous two years.

vi)     Reports of officers and committees for the previous two years.

vii)   Correspondence relating to unfinished business.

b)      The President should consult all members of the Board and obtain approval on the matters below.  Such approval should generally be obtained at a regular Board meeting, but may be obtained by mail, telephone, email, or by calling a special meeting of the Board.  Any such action should be recorded in the minutes of the next regular meeting.

i)        Matters pertaining to policy, including any emergencies.

ii)       Matters involving the raising of money or monetary expenditures not included in the budget.

iii)     Matters relating to AALL activities.

c)      At Board meetings, the President should ensure that specific motions are made on all questions of policy and on all matters requiring approval of the Board.

d)      The President should work closely with all officers and committees.  The President should keep the Vice President/President-Elect informed on all matters pertaining to the Association. The President should appoint Board Liaisons to each Association Committee.

e)      All Association members must consult the President on all matters of Association policy and procedure.

Vice President / President-Elect

Vice President/President-Elect

The Vice President/President-Elect begins his/her term of office at the conclusion of the June Business Meeting.  The Vice President/President-Elect shall be a member of  SCALL and the AALL.

1)      Charge

To assist the President in conducting the affairs of the Association and to serve as Chair of the Institute Committee.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Assists the President in the performance of the duties of the Presidency.

c)      Chairs the Institute Committee.

d)      Represents the Association, with the President, at meetings of the AALL Council of Chapter Presidents during the Association year in which the office is held.

e)      Serves with the incoming Vice President/President-Elect and current President on a subcommittee to select the site for the next calendar year's SCALL Institute.  (This sub-committee does not need to meet if the Board has already approved a site for a Joint Institute.)

f)        Assumes all duties and obligations of the presidency in the event of the absence or withdrawal of the President.

g)      Succeeds to the presidency at the next Association June Business Meeting.

h)      Attends all Board meetings.

i)        Attends all Association Meetings.

j)        Represents SCALL at the annual Institute of NOCALL and makes a report to the Board.

k)      Attends the AALL Annual Meeting.

l)        Joins and participates in the Council of Chapter Presidents’ listserv.

3)      Calendar

a)      June/July/August:  Serve with the incoming Vice President/President-Elect and current President on a subcommittee to select the site for the next calendar year's SCALL Institute.  (This sub-committee does not need to meet if the  Board has already approved a site for a Joint Institute.)

b)      July:  Attend, along with the President, meetings of the AALL Council of Chapter Presidents held during the Association year.

c)      May:  Submit an annual report at the June Business Meeting and to the Archivist.

d)      June:  Send all important papers, annual reports and other material of historical importance to the Archivist.

Secretary

Secretary

The Secretary shall be a member of SCALL and is elected by the membership in even-numbered years for a term of two years.

1)      Charge

To provide the Association and its membership with a written record of all Executive Board and Association business meetings.  To distribute and count ballots in elections for the Board.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Prepares minutes and keeps written records of all Board and Association meetings.  Records all motions made to the Board or membership and the final vote on each motion.  Distributes copies of the minutes to the Board for corrections and approval.  Sends approved minutes to the Newsletter Editor for inclusion in the next Newsletter, to the Archivist, and to anyone else as the Board directs.  Maintains a set of such minutes for the past two years.

c)      Assists the President with official Association correspondence.

d)      Distributes letterhead, masthead and logo to the Board and Committee Chairs.  Coordinates the maintenance and distribution of the Association letterhead, masthead and logo with the Information Technology Chair.

e)      Attends all Board and Association business meetings.

f)        Presents the names of the candidates nominated by the committee or by written petition to the Board by April 1st.

g)      Informs the membership of the upcoming election and slate of candidates in a timely manner, through publication in the Newsletter, on the Listserv, on the Website and/or any other appropriate method.  Invites the membership to submit further nominations (except for the office of President) by written petition of ten (10) members in good standing before the April 25thdeadline.

h)      Prepares an official ballot, including nominations by petition, and sends ballots to all eligible members at least thirty (30) days prior to the June Business Meeting. The professional position of each nominee shall appear on the ballot.

i)        Receives all ballots on or before seven (7) days prior to the June Business Meeting.  Verifies and counts all ballots, and certifies the results of the election to the President by Wednesday next preceding the June Business Meeting.

j)        If the Secretary is a candidate for office, the Board shall appoint a person to act in place of the Secretary for all election duties required of the Secretary under Art. VI of the Bylaws.

3)      Calendar

a)      July:  Send a roster of new Association officers to the AALL Executive Office and to the AALL Newsletter Chapter Editor as soon as possible after the election and before the AALL Annual Meeting.

b)      April 1st:  Present to the Board the names of the candidates submitted by the Nominations Committee or by written petition, so that the Board may inform the membership of the upcoming election in a timely manner.

c)      April 1st:  Coordinate with Chair of Membership Committee to obtain list of members entitled to vote.

d)      April 25th:  Deadline for nominations by written petition.

e)      May:  Prepare official ballot, and send ballots to all eligible members at least thirty (30) days prior to the June Business Meeting.

f)        May/June:  Send email to members fourteen (14) days prior to the June Business Meeting, reminding them of one-week deadline for ballots to be received.

g)      May/June:  All ballots must be received by the Secretary on or before seven (7) days prior to the June Business Meeting.

h)      May/June:  Verify and count all ballots and certify the results of the election to the President by Wednesday next preceding the June Business Meeting.

i)        May/June:  Distribute copies of the minutes from the previous June Business Meeting to the Board for corrections and approval.

j)        May/June:  Prepare annual report, including the names of the newly elected Board Members and the positions to which they were elected, for presentation at the June Business Meeting.

k)      June:  Take the minutes of the June Business Meeting.  Present annual Secretary’s report.  Ask membership's approval of the minutes of the previous June Business Meeting.  Request a motion and vote to permit the destruction of the ballots.

l)        June:  Send copies of all Board and Association minutes and correspondence to the Archivist.

m)    June:  Send membership-approved minutes of the prior year’s June Business Meeting to the Newsletter Editor for inclusion in the next Newsletter.

n)      June/July:  Turn over to the incoming Secretary the minutes of both the Board and the Association meetings for the past two years.

4)      Guidelines

a)      The Minutes should include the general, not detailed, discussion of the business of the Association as reflected in motions and votes.  Whenever possible, discussion should omit the names of non-Board members.  The vote totals from Board elections should not be announced or publicized.

b)      Minutes of Board Meetings can include whatever is appropriate from the following list:

i)        Date, place and time, starting, and ending time of the meeting.

ii)       Names and titles of the Board members present and absent.

iii)     Names and titles/affiliation of non-Board members present.

iv)     Approval of the previous meeting's minutes.  No motion is necessary for informal corrections.  If there are objections, a vote should be taken.

v)      Treasurer's Report.

vi)     President's Report.

vii)   Committee Reports:  (Attach written reports to Minutes.)

viii)  Old Business.

ix)     New Business.

x)      Date, place, time of next meeting, if known.

xi)     List of attachments.

xii)   Actions taken by the Board between meetings via phone or email.

xiii)  Any other items considered of interest to be of the membership.

c)      The record of the motions made to the Board or membership includes:

i)        Name of the person making the motion.

ii)       Name of the person seconding the motion.

iii)     Any amendments to the motions.

iv)     Final text of the motion.

v)      Discussion, if any, on the motion.

vi)     Final vote on the motion.

d)      The ballot shall include:

i)        All nominations by committee or valid written petition.

ii)       Professional position of each nominee.

Deadline for ballots to be received by the Secretary (deadline is seven (7) days prior to the June Business Meeting).

Treasurer

Treasurer

The Treasurer shall be a member of SCALL and is elected by the membership in odd-numbered years for a term of two years.

  • 1) Charge

To act as custodian and record keeper of Association funds. To oversee the Association budget and pay all Association expenditures.

  • 2) Duties
    1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
    2. b) Keeps a complete and accurate account of all monies and is custodian of the Association funds.
    3. c) Pays all expenditures approved by committee chairs and the Board for which there is a budget. Seeks Board approval for all other expenditures. Signs all checks and deposits all receipts.
    4. d) Maintains Association bank accounts for monies in his/her custody. If possible, funds are maintained in interest-bearing accounts.
    5. e) Obtains authorized signatures of President, Treasurer, and the Vice President/President-Elect or Secretary for bank account(s) maintained in the name of SCALL. Notifies the bank(s) involved as to the authorized signatures.
    6. f) Prepares with the President the Association's proposed annual budget.
    7. g) Submits necessary records to the Budget and Finance Chair for auditing at the close of the fiscal year. Responds to budget inquiries and maintains contact with the auditor.
    8. h) Attends all Board meetings. Prepares a report for each meeting.
    9. i) Works with the Vice President/President-Elect on budget-related items for the annual Institute. Finalizes procedures for payments and reimbursements as well as the deposit of funds from vendors and attendees as early as possible.
    10. j) Prepares an edited, un-audited report for the June Business Meeting
    11. k) Distributes Check Request Form, Check Deposit Form, and related instructions to each committee chair.
    12. l) Provides the Association's federal taxpayer ID number upon request.
    13. m) Receives all correspondence related to financial matters for the Association and seeks guidance from the Board on any given action or response.
    14. n) Maintains contact as necessary with AALL headquarters. Fills out and returns required forms, including but not limited to chapter insurance, in a timely manner to AALL.
  • 3) Calendar
    1. a) July: Obtain signature cards for each bank account to be signed by the President, Treasurer, and Vice President/President-Elect or Secretary immediately after the June Business Meeting.
    2. b) August/September: Meet with the President to assist in the preparation of the Association's proposed annual budget after the committees have submitted their budget requests. Present this proposed budget to the Board at the first Board meeting.
    3. c) January/February: Submit all financial records, such as cancelled checks, ledgers, banks statements, invoices, receipt records, etc. to the Budget and Finance Chair for auditing, together with one copy of the annual report for the proceding fiscal year.
    4. d) June: Present an edited, un-audited financial report to the membership at the June Business Meeting.
    5. e) June: Send copies of each Treasurer's report and other appropriate documents to the Archivist.
    6. f) June/July: Turn over to the incoming Treasurer copies of the annual budget, ledgers, annual Treasurer's reports, correspondence, bank statements, etc. for the previous year(s). Provide to the incoming Treasurer all records supplied to the Budget and Finance Chair for the annual audit.
  • 4) Guidelines
    1. a) Prepares a written report on the state of Association's finances for each Board meeting. Submits other reports as desired or requested by the Board or the President.
    2. b) The Treasurer's Report for the June Business Meeting includes the following:
      1. i) List of all committees, offices and special projects (together, "line items") that have a budget for the current year.
      2. ii) Itemization of expenses broken down by line item and totaled.
  • iii) Itemization of income broken down by line item and totaled.
  1. iv) Balance of budget remaining in a line item.
  2. v) Sum total of Association's assets and the value of each bank account where funds are held.
  3. vi) Provide highlights of financial activity since last Board meeting.
Executive Board Members

Executive Board Members

The Executive Board Members shall be members of SCALL.  There are two positions and each is elected by the membership for a term of two years.

1)      Charge

To assist in directing the affairs and programs of the Association.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Fulfill duties as enumerated in the Duties for the Board.

c)      Attend all Executive Board meetings.

Serve as Board liaison to one or more Association committees.

Past President

Past President

At the end of his/her Presidential term, the President of SCALL shall automatically become Past President for a term of one year. He/She shall be a member of SCALL and AALL.

1)      Charge

To help conduct the affairs of the Association and to act as parliamentarian at Board and other Association meetings.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Performs such duties as the Board or the President may assign.
  3. c) Serves as advisor for any requests for funding or donation requests submitted by vendors.
  4. d) Reviews need, structure, and responsibilities of all Association committees.
  5. e) Continues to serve on the SCALL Institute Site Selection Subcommittee. (This subcommittee does not need to meet if the Board has already approved a site for a Joint Institute.)
  6. f) Collects suggested revisions to SCALL's Guidelines for Policy and Procedures from the committee chairs. Makes revisions necessitated by amendments to the Bylaws. Incorporates such revisions into the Policy and Procedures Handbook on an annual basis.
  7. g) Serves as parliamentarian at all meetings of the Association and the Board. The Past President's (parliamentarian) advice is offered to the chair rather than to the assembly, and the Past President (parliamentarian) has no authority to enforce any rulings. Maintains an impartial view in carrying out these duties.
  8. h) Attends all Board meetings.
  9. i) Maintains, if desired, membership on the Council of Chapter President’s listserv to assist the President and Vice-President/President-Elect in monitoring AALL and other chapters’ activities.

3)      Calendar

  1. a) June/July/August: Continue to serve on the SCALL Institute Site Selection Subcommittee.  (This subcommittee does not need to meet if the Board has already approved a site for a Joint Institute.)

Committees

Archives Committee

Archives Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

 

1)      Charge

The Archivist collects and makes available SCALL historical information and materials.  The Archives Committee assists members and other committees in compiling, verifying, and researching SCALL information.  The Chair of this Committee is referred to as the Archivist.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Collects and organizes SCALL documents and publications.
  3. c) Maintains and makes available the archival collection.
  4. d) Performs historical research as requested.
  5. e) Submits archival collection information or materials to Information Technology Chair for publication on the website.

3)      Calendar

  1. a) July: Order the AALL Convention tapes (pursuant to Board approval).
  2. b) July: Contact the Newsletter Chair and collaborates on the process for archiving the electronic newsletter.
  3. c) July: Contact Membership Chair and collaborates on the process for archiving the electronic and print directory and membership records.
  4. d) July: Contact other committees for publications as necessary.  Reminds each Chair to submit a copy of their annual report to Archives.
  5. e) July: Contact the Secretary and collaborates on the process for archiving the Board and Association minutes.
  6. f) August: Submit a proposed budget to the President and/or Board liaison.
  7. g) March: Contact the Institute Committee for copies of the program handouts.
  8. h) May: Submit an annual report at the June Business Meeting and retains a copy for the archives.

4)      Partial List of Archives Holdings

  1. a) The Archives collection is currently housed at the Los Angeles County Law Library and part of it are on the Website.
  2. b) Holdings include:
  3. i) Multiple copies of the SCALL Newsletter (back to vol. 1, including one bound copy of the entire run).
  4. ii) Copies of the Membership Directory (back to 1974).

iii)     Copies of SCALL publications -- Union List, Locating the Law, salary surveys (most editions).

  1. iv) Copies of handouts/packets from the annual Institutes (from most years).
  2. v) Past-President's notebooks back to 1971 and minutes/notes from earlier time periods.
  3. vi) Financial records from the Budget and Finance Committee (formerly the Audit and Budget Committee) (several years worth).

vii)   Miscellaneous materials, including SCALL incorporation papers.

viii)  Photograph albums and clippings notebooks.

  1. ix) SCALL memorabilia (caps, t-shirts, pens, etc.)
  2. x) AALL Convention tapes (from 1981 to present).
  3. xi) Copies of the Board and business meeting minutes.
Awards Committee

Awards Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.  Current members of the Awards Committee are not eligible for Awards.

1)      Charge

  1. a) Rohan Award

To review membership service during the past year or years and determine whether to recognize an active member, members, or committee for outstanding service to SCALL.

  1. b) Vendor Award

To review vendor service during the past year(s) and determine whether to recognize a vendor or those employed by a vendor for their service to SCALL or its membership.

  1. c) Lifetime Achievement Award

To review membership service during the course of a career and determine whether to recognize a member or members for outstanding years of service to SCALL.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Reviews and evaluates the contributions of SCALL members during the past year(s).
  3. c) Reviews and evaluates the contributions of vendors or those working for a vendor during the past years or years.
  4. d) Reviews and evaluates the contributions of a SCALL member or members during the course of a career.
  5. e) Selects and notifies the recipient(s) of the award.
  6. f) Purchases a plaque for the recipient to serve as the award. (Ask the previous chair for the plaque company's contact information).
  7. g) Presents the award to the recipient at the June Business Meeting or at another appropriate time and place as designated by the Board.
  8. h) Submits an article to the next issue of the SCALL Newsletter announcing the recipient (s), stating the history and purpose of the award (s), and the reasons why the award (s) was granted.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.
  2. b) January: Submit an article to the January SCALL Newsletter requesting nominations for Association awards.
  3. c) Early April: Contact Board for names of members to submit for nomination.
  4. d) March: Submit an article to the March SCALL Newsletter requesting nominations for Association awards.
  5. e) May: Evaluate nominees and chooses recipients for each award.  Notifies Board liaison.
  6. f) May: Purchase plaques.
  7. g) May: Submit an annual report at the June Business Meeting and to the Archivist.
  8. h) June: Notify recipients at least two weeks prior to the June Business Meeting, as follows:
  9. i) With a telephone call from the Chair.
  10. ii) In a letter from the Chair on behalf of the committee.

iii)     With an article in the October SCALL Newsletter.

Budget & Finance Committee

Budget and Finance Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To review the Association's financial records and use that information to prepare tax returns.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Conducts annual audit of financial records.
  3. c) Prepares and submits information to accountant for preparation of federal and state tax returns and sales tax return. Sends copy of each tax return to Treasurer
  4. d) Consults with Treasurer in carrying out these duties.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.
  2. b) January: Submit Treasurer's record to Association's accountant for audit and tax return preparation.    During an audit, the following items are checked and accounted for:
  3. i) All deposits and disbursements are recorded.
  4. ii) Transfers between bank account balances.

iii)     Each bank account is reconciled for deposits and withdrawals.

  1. iv) Verified opening balance to closing balance of fiscal year.

May:  Submit an annual report at the June Business Meeting and to the Archivist.

Bylaws Committee

Bylaws Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To review and revise the Bylaws as needed or as directed by the Board.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Receives suggested  additions, repeals, or amendments from the Board or general membership.

c)      Prepares suggested  changes or amendments for consideration by the Board.

d)      Contacts AALL Bylaws Chair to ascertain deadline to submit proposed  changes or amendments.

e)      Sends proposed changes or amendments to the AALL Bylaws Chair for approval.

f)        Informs the general membership of proposed changes or amendments and the voting date via the SCALL Newsletter, email, the Website, program mailings and/or a separate mailing. Coordinates notification with the Newsletter Editor and/or the Programs Committee Chair.

g)      Presents proposed changes or amendments to the membership for adoption and conducts the vote on the scheduled voting date.

h)      Sends copies of all approved changes or amendments to the Archivist, the Board, Committee Chairs, and AALL.

i)        Incorporates changes into the Bylaws after their adoption and sends the revised version to the Membership Chair for publication in the membership directory.

j)        Sends incorporated changes to the Information Technology Chair for inclusion on the Website.

3)      Calendar

a)      August:  Submit a proposed budget to the President and/or Board liaison.

b)      Fall/Winter:  Compile suggested additions, repeals, or amendments.

c)      Early January:  Contact AALL Bylaws Chair to ascertain deadline to submit changes or amendments.

d)      Early Spring:  Coordinate dissemination of changes or amendments with Secretary, Newsletter Editor and Programs Committee Chair.

e)      Incorporate changes into the Bylaws after their adoption and sends the revised version to the Membership Committee Chair for publication in the membership directory.

f)        Spring:  Send incorporated changes to the Information Technology Committee Chair for inclusion on the Website.

g)      May:  Submit an annual report at the June Business Meeting and to the Archivist.

Government Relations Committee

Government Relations Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To monitor California and federal legislative, administrative, and legal developments relevant to law libraries, librarianship and the Association.  To represent the Association as an advocate when legislation or other government action of importance arises.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Monitors California and federal legislative, administrative, and legal developments.
  3. i) Monitors online legislative databases and relevant Internet email listservs.
  4. ii) Exchanges information with the Government Relations Committees from the Northern California Association of Law Libraries (NOCALL) and San Diego Area Law Libraries (SANDALL), the Council of California County Law Librarians (CCCLL) and other relevant library association legislation and/or government relations committees in order to coordinate monitoring effort.
  5. c) Reports to Board liaison and/or President about significant developments needing action by the Association.
  6. d) Requests action of members and reports significant developments through postings on the Listserv.
  7. e) Reports and promotes legislative advocacy to membership through articles in the SCALL Newsletter.
  8. f) Announces and promotes law library legislative advocacy training sponsored by SCALL, AALL chapters, and others.
  9. g) Announces and promotes annual legislative days sponsored by California AALL Chapters (held irregularly), the California Library Association (held in the district in January/February and in Sacramento in April) and the American Library Association (held in Washington, D.C. in May). This is done through postings on the Listserv, flyers, and in other ways.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.
  2. b) August/Sept: Organize committee including assigning monitors.
  3. c) March: Announce and promote annual legislative days.
  4. d) May: Submit an annual report at the June Business Meeting and to the Archivist.

 

4)      Legislative Monitoring Instructions and Guidelines

  1. a) Monitor legislation, etc. – subscribe to http://www.leginfo.ca.gov/bilinfo.html and be aware of amendments, hearing dates, analyses and other activity concerning the bill. If not state legislation, monitor in most appropriate manner.
  2. b) Action – if action is necessary:
  3. i) Develop "Talking Points" indicating SCALL's position (e.g. SUPPORT, OPPOSE, etc.) and reasons for that position.  If SCALL is not the lead organization on the bill, use the other group's materials to develop the talking points.  If SCALL is supporting CCCLL, for example, it is important to be aware of their positions and rationale.  Sometimes it helps as a geographic multi-type law library association to take a broader and less interested position, but SCALL should not interfere with another group's tactics unless it is intentional on our part.  The more difficult situation is to develop the "Talking Points" on our own.
  4. ii) Draft a letter for the SCALL President and/or chair of the SCALL GRC to send. See example below.  Indicate bill number, sponsor, brief subject and position (SUPPORT, OPPOSE, etc.) in bold under address and above salutation.  Introduce SCALL in first paragraph.  Insert concepts from talking points, written in complete sentences.  End the letter with a sentence repeating requested action.  If letter is a second letter or to a known legislator, include thanks for previous support, etc.  This can go in the first paragraph and/or at the end.
  5. c) Route "Talking Points" and draft letter to SCALL GRC members. The committee can critique, if necessary.  Otherwise, this is just for the information of the chair and members.
  6. d) Chair routes "Talking Points" and draft letter to SCALL President for Board approval, if necessary.
  7. e) Post alert to SCALL members on the Listserv including brief explanation of the bill, action we want them to take (e.g. write letter to Assembly Local Government Committee members, write letter to own Assembly member), "Talking Points" and whom to send letters, faxes and/or emails. If bill is in a committee, give the hearing date and members' names and addresses. If bill is in either house for floor vote, include request to contact members' own legislators and give link to websites to find out who they are.
  8. f) Chair or member monitoring the bill should send text of posting to NOCALL GRC chair, SANDALL GRC chair, CCCLL Legislative chair and others as appropriate. At times, may need to post to NOCALL listserv or SANDALL listserv.
  9. g) Continue monitoring, modify documents as necessary, and post alerts when it is appropriate.

 

 

SAMPLE LETTER

 

June 20, 2003

 

The Honorable Dede Alpert
California State Capitol Building #5050
Sacramento CA 95814
RE: SCA 1 – Access to Government Information - SUPPORT

Dear Senator Alpert:

I am the President of the Southern California Association of Law Libraries (SCALL).  This is an association representing over 400 law librarians from law firms, law schools, county law libraries and other institutions.

SCA 1 which declares the people's right to government information will be before the Senate Appropriations Committee. We strongly support this constitutional amendment.  As librarians we are consumers of government information.  It is our stock in trade. We search and provide access to the information from all three branches of government in order to help our clientele who include the general public, business people, pro se litigants, students, teachers and professors, and members of the judiciary and bar.  In 1996, SCALL joined other law librarians throughout the state to get SB 1507 passed which made legislative and administrative records more accessible to the public.  SCA 1 furthers those goals and ensures that courts and administrative agencies do not, through interpretation, limit the rights already granted the people of the state through various laws California Public Records Act, the Legislative Open Records Act and other acts.

As with all constitutional amendments, it is ultimately up to the people to approve this.  We just hope that they get that opportunity.  We urge your support of SCA 1.

 

Very truly yours,
Cornell H. Winston
SCALL President

 

 

 

SAMPLE LETTER

 

September 4, 2003
The Honorable Gray Davis
Governor of California
State Capitol Building
Sacramento CA 95814
Fax: (916) 445-4633
RE: AB 1095 (Corbett) – County Law Libraries – Request for Signature

Dear Governor Davis:

I am the President of the Southern California Association of Law Libraries (SCALL).  This is an association representing over 400 law librarians from law firms, law schools, county law libraries and other institutions.

We are in favor of AB 1095 which creates a task force on county law libraries.  This task force would identify and develop recommendations for funding county law library operations and facilities.  Cognizant of the financial situation that the state is currently in, the study task force will be funded entirely from existing funds from the bill's co-sponsors - the Judicial Council, the California State Association of Counties and county law libraries.

These financially bleak times are not the time to procure new sources of funding for county law libraries.  It is the appropriate time to plan for the future when new sources of revenue will be available.  County law libraries are underfunded.  The filing fees that represent the vast majority of their income have not kept up with expenses.  One example is that Los Angeles County Law Library has just announced cutbacks in hours and increased user fees to attempt to offset a projected million dollar deficit.   There is a serious need for finding new sources of income and this bill will help find them.

SCALL urges you to sign this very important piece of legislation.

 

Sincerely,

 

 

Diana Jaque
President,
Southern California Association
of Law Libraries (SCALL)

 

 

Grants Committee

Grants Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.  Current members of the Grants Committee are not eligible for grants.  A Board member may apply for a grant, provided that the grant is for an event taking place after his/her term on the Board ends.

1)      Charge

To manage and approve grants given out by the Association  during the year as approved by the Board.  Members of the Grants Committee are ineligible to apply.  Recipients must be members of the Association.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Drafts awards or resolutions for a specific purpose as designated by the  Board.

c)      Manages distribution of SCALL grants for the AALL Annual Meeting and the SCALL Annual Institute.  Grants to attend other law library related meetings may be given following guidelines established by the Board.  The committee establishes the amount of each award and the number to be given.

d)      Provides copies of the grants application form via the SCALL Newsletter, email, and Website.

e)      Reviews and evaluates the submitted applications.

f)        Selects candidate(s), notifies successful candidate(s), and announces grant recipient(s).  The recipient(s) is notified and a letter or email is sent to all applicants thanking them for their participation and encouraging them to apply again.  The recipient(s) is announced at the next meeting or via email or on the Website.

g)      Sends list of recipients along with amount of award to Treasurer.

h)      Ensures all unused grants revert to the Board for disposition.  At the Board’s discretion, the repayment of non-refundable monies paid by the recipient(s) may be waived.

i)        Maintains files containing application forms, completed applications, list of recipients, resolutions, and letters.

j)        Informs the Newsletter Editor  so that the information may be put in the SCALL Newsletter.

k)      Contacts the Treasurer to determine the funds available to be distributed as grants.

3)      Calendar

a)      August:  Submit a proposed budget to the President and/or Board liaison.

b)      November/December:  Send email to the Listserv and a copy of grant application for the SCALL Institute to the Newsletter Editor.  Be sure to allow 8 weeks to return form and 2 weeks decision time.

c)      November/December:  Send email to the Listserv and a copy of grant application for the for AALL Annual Meeting to the Newsletter Editor.  Be sure to allow 8 weeks to return form and 2 weeks decision time).

d)      May:  Submit an annual report at the June Business Meeting and to the Archivist.

Information Technology Committee

Information Technology Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To provide access to, and place content, on the Association's Website.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Contacts the AALL Web Administrator and obtains the needed authorization to access the Website and Listserv.
  3. c) Manages the Listserv.
  4. d) Manages the Website, updating content (archives, Newsletter, membership directory, notices, etc.).
  5. e) Communicates with the membership concerning Information Technology via the Newsletter
  6. f) Produces and updates electronic SCALL letterhead and masthead.
  7. g) Identifies and investigates new technological enhancements in consultation with the Board.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.
  2. b) May: Submit an annual report at the June Business Meeting and to the Archivist.
Inner City Youth Internship Committee

Inner City Youth Internship Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To coordinate a paid summer internship program to introduce high school students to law librarianship by working in law–related settings  during a summer  internship.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Prepares a proposed budget and submits it to the President and/or Board liaison.
  3. c) Recruits law–related and public organizations to serve as  host sites for the summer internship period.
  4. d) Solicits donations of funds and grants to help subsidize salaries of interns placed in public organizations.
  5. e) Coordinates with high school counselors to recruit high school student applicants.
  6. f) Works with an outside agency, as needed, to administer payroll checks, and to verify timesheets of interns during internship.
  7. g) Organizes relevant programs/seminars such as court tours, professional development seminars, database training, as well as social events during internship.
  8. h) Handles procedural questions from host sites and interns.
  9. i) Ensures all host sites complete evaluation forms.
  10. j) Coordinates mentoring aspect of the program.
  11. k) Maintains a notebook containing forms, samples of correspondence, and pictures documenting each internship period.
  12. l) Contacts Treasurer to request budgeted funds.

3)      Calendar

  1. a) July/August: Internship program at host sites.
  2. b) August: Submit a proposed budget to the President and/or Board liaison.
  3. c) September: Solicit host sites and donations, funds and grants for the following summer. Solicitations should be made to previous host sites and donators and via the SCALL Newsletter and other media contacts, email and the Website.
  4. d) February: Evaluate potential host sites.
  5. e) February/March: Promote Inner City Youth Program at the SCALL Institute.
  6. f) March: Mail recruitment packets to high schools.
  7. g) May: Request budgeted funds from Treasurer
  8. h) May: Submit an annual report at the June Business Meeting and to the Archivist.
  9. i) May/June: Conduct workshops to interview candidates; selects interns; notifies all candidates and host sites of results.
Institute Committee

Institute Committee – Needs to be Revised

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

The Vice President/President-Elect is responsible for chairing and planning SCALL’s annual educational Institute. The Institute is held in mid to late February or early March. From time to time, the Institute may be a Joint Institute with one or more California chapters. When a Joint Institute, the Vice President/President-Elect serves as a Co-Chair of the Joint Institute Committee.

2)      Duties

The Institute is typically a major source of funds for SCALL and its varied programs. The Chair’s duties are to provide a quality educational program which produces revenue to meet SCALL’s varied needs.

3)      Calendar Institute Schedule:

a)      August:  Submit a proposed budget to the President and /or Board liaison.

b)      August: Begin assembling an Institute Committee.

i)        If a AALL visitor is requested, contact AALL headquarters to request the visit.

c)      September:  Select Topic.

i)        Place first announcement in SCALL Newsletter.

ii)       Contact vendors who might be interested in having Pre-Institute workshops or seminars. (If possible, the hotel contract should allow the vendors to add meeting rooms and room nights which SCALL will receive credit for.)

d)      October:

i)        Meet with Institute Committee/Assign Committee Responsibilities.

ii)       Outline Program Topic.

iii)     Contact potential speakers.

iv)     Mail Promo to AZALL, NOCALL, SANDALL and WESTPAC.  Ask that they promote the Institute in their Newsletters, etc.

v)      Place second announcement in SCALL Newsletter.

vi)     Begin solicitation of donors for meal functions, registration bags, etc.

vii)   Be sure hotel contracts are signed and any ambiguities are clarified in writing.

e)      November:

i)        Select designer and printer for brochure and provide transportation options/maps, topical ideas to brochure designer.

ii)       Confirm printing arrangements for bibliography.

iii)     Place announcements in the AALL Spectrum and AZALL, NOCALL, SANDALL and WESTPAC Newsletters.

iv)     Make final decisions on speakers and filling program slots.

v)      Design registration forms (allow for purchase of additional meal tickets, vegetarian meals, etc.). Be sure the form notes that members of AZALL, NOCALL, SANDALL and WESTPAC are to be offered the SCALL member rate.

vi)     Design brochures and programs.

vii)   Nov. 28 - route copies of final brochure to registration chair.

viii)  Obtain room registration cards from hotel.

ix)     Decide on any giveaways to be distributed with registration materials.

x)      Grant applications sent to the SCALL Newsletter editor for inclusion in the next newsletter and to the web master for posting on the web site.

xi)     Mail out letters and registration forms to potential exhibitors by mid- November at the latest.

xii)   Decide on menu selections for all meal functions.

f)        December:

i)        Have all brochure printing finished.

ii)       Obtain mailing labels from membership chair by November 25,

iii)     Mail registration packets eight weeks before Institute (by December 24).

iv)     Provide packets (without registration forms) to exhibitors upon receipt of check (or arrival at Institute).

v)      Confirm all speakers and as appropriate their meal choices, transportation and lodging arrangements.

vi)     Complete the bibliography.

vii)   Make arrangements for AV equipment as needed.

viii)  Decide on menus for breaks and other non-meal functions.

ix)     Order name badges and ribbons for speakers, exhibitors, committee, Board members, Past Presidents, AALL visitor and others as needed.

x)      Publicize in newspapers and newsletters (LA Times, L.A. Daily Journal, Metropolitan-News, San Diego Transcript, SLA, LACASIS, CLA, etc.).

g)      January:

i)        Confirm deadline for printer to produce final programs.

ii)       Obtain copies of handouts from speakers for photocopying.

iii)     Order any necessary signs.

iv)     Deadline for registration is three weeks prior to Institute.

h)      February:

i)        Have all function tickets and program printed.

ii)       Make final registration list.

iii)     Prepare name badges.

iv)     Prepare registration packets.

i)        After the Institute:

i)        A thank you should be sent to all speakers.

ii)       Final payment of bills and accounting for all receipts and spending.

j)        May/June:

i)        Location for next year's Institute selected by outgoing and incoming SCALL Vice-Presidents and the outgoing Past-President. (Note that because of needed lead time, the site selection for a Joint Institute with one or more other Chapters may have already been made at Board discretion, in which case this committee will not need to meet.)

ii)       Location should be accessible to membership of SCALL.

iii)     Location should accommodate registrants, lectures, and vendor booths in preferably one room; a minimum of 6,000 square feet is required. Hotel should also include, wherever possible, adequate internet, phone and electrical outlets in the exhibit area.

iv)     Hotel rooms should be reasonably priced.

v)      A contract between SCALL and the hotel should be signed which identifies clearly all of SCALL's expectations concerning the Institute and include a guarantee for the dates of the Institute.

k)      May:  Submit an annual report at the June Business Meeting and to the archives.

4)      Institute Subcommittees

a)      Bibliography

b)      Exhibitor

c)      Local Arrangements

d)      Publicity

e)      Registration

f)        Speakers

5)      Bibliography Subcommittee

a)      Define purpose of bibliography - starting place for collection development and research, comprehensive resource guide, or...

b)      Contract printer to discuss printing schedule. What do they need and when do they need to have it; how many copies do you need printed; pick up and delivery arrangements, etc. [You will probably want somewhere between 125 and 150 copies depending on how many people register. There are always people who couldn't go who will want a copy. Get the camera-ready copy or electronic file to the printer at least 4 week before the institute] Metropolitan News and Los Angeles Daily Journal have both printed it for us in the past for free.

c)      Set up strategy to identify sources. This will depend on what the topic is, it's breadth, and the stated purpose of the bibliography.

d)      Set up time line for completion of tasks.

e)      Divy up tasks and do the research

f)        Optional: Approach speakers with request for their bibliographic submissions. Stress that you are NOT requesting a written paper - only the sources.  Allow plenty of time for them to prepare it and get it to you.

g)      Weed findings in accordance with purpose.

h)      Decide on format and arrangements.

i)        Optional: Contact Institute Committee Chair re: introductory letter in bibliography.

j)        Prepare introductory pages, table of contents, etc. If the printing is donated, don't forget to thank the printer.

k)      Prepare and proof camera ready copy or electronic file.

l)        Deliver to printer.

m)    Pick up copies from printer.

n)      Distribute at the Institute.

o)      Send copies to the archives.

6)      Exhibitor Subcommittee

a)      The purpose of the Exhibitor Subcommittee is to solicit exhibitors for the annual Institute.  The exhibitors are important in that they provide the financial backing for the Institute, for SCALL grants and scholarships, they provide the Institute participants a chance to meet with vendors and discuss products. Therefore it is essential that the Exhibitor Subcommittee not just get vendors to exhibit at a particular Institute but that it keeps the vendors happy so they are willing to exhibit at future Institutes as well.

b)      Schedule: The Exhibitor Subcommittee requires both time and organization. Its tasks are not those that can be accomplished at the last minute. The following timetable is offered as a sample that has worked well for the past three years:

c)      September: Compile a list of potential exhibitors. Include everyone who has exhibited at the past few Institutes as well as any new companies or previous vendors you can think of.

d)      September/October: Call all potential exhibitors to verify their addresses and contact people. This is absolutely vital information, especially contact names, often changes from year to year. These initial calls also provide an opportunity to talk up the Institute.

e)      October/November:  After verifying with the Institute Chair the cost and levels of exhibiting, send out solicitation letters and registration forms.

i)        View hotel exhibit space and note any potential problems (lack of phone lines, number of electrical outlets, etc.).

ii)       Arrange with hotel to accept shipments of materials from exhibitors and discuss arrangements for post-Institute shipment back.

f)        December/January: Contact solicited exhibitors who have not responded. You will be surprised at how many want to exhibit but have "forgotten" or "mislaid" the forms.

i)        Arrange for phone lines and electrical connections with hotel.

ii)       Arrange for signs

iii)     Send a thank you to those who have responded along with whatever information on the Institute you have (brochure, hotel info, speakers).

iv)     Send exhibitor names to person designing the brochure and a proof of the brochure for misspellings before it goes to the printer.

g)      February: Be prepared for last minute registrations - you WILL get them.

i)        Design vendor game

ii)       Design vendor layout

iii)     Arrange for name tags/ribbons for all vendor representatives

h)      Institute: ARRIVE EARLY! This is when all your diplomatic skills come into play.

i)        Have one person sign in exhibitors

ii)       Have at least one person available to show exhibitors their tables and assist them with set-up. Be sure to have tape, pins, extra name tags, electrical cords and power strips available for them.

iii)     After set-up is completed, circulate among exhibitors and make sure they have everything the need, that they know where meal functions are, when schedule exhibit breaks are, etc.

iv)     Check up on exhibitors during meal functions to ensure that they are enjoying themselves.

i)        After Institute: Help exhibitors break-down their displays. Be sure those who are shipping things back to their companies have hotel contact name in case of problems

i)        A final thank you is generally written by the Institute Chair, but may also be signed or written by the Exhibits Chair.

ii)       Basic Information: There are three levels of exhibitor support: Major Sponsors, Exhibitors and Contributors. Generally, major sponsors exhibit and pay an additional donation or pay for a major function, exhibitors pay for their exhibit space and contributors donate an amount less than the cost of exhibiting and do not receive exhibit space. Keep in mind that in kind contributions such as printing the Bibliography, brochures, etc. qualifies the vendor as a major sponsor.

iii)     Layout Basics: The ideal exhibitor layout is to have all exhibitors around the perimeter of the meeting room. They prefer 8 foot tables and like one foot of space between the tables.

(1)   Exhibitors using full display backdrops may require more room. Be sure to work with the hotel as to the location of phone lines and electrical outlets.

(2)   Major Sponsors should be given prominent positions.

(3)   Be sure that companies expressing a desire NOT to be near another company (for instance, WEST and LEXIS-NEXIS) have their wishes honored.

iv)     Money: You will receive checks from exhibitors from the minute you send out letters up to and including the day of the Institute. Be sure you keep careful track of who has paid. Send all money received to the Treasurer as soon as possible.

v)      Hotel Information: You need one contact at the hotel who is reliable. Ask if this person will be available the day of the Institute. If not, who can be contacted for help (extra tables, chairs, water, etc.) You also need a contact to give to the exhibitors for purposes of arranging for shipment of materials.

(1)   Among the information you need as early as possible includes the following: size of tables, whether the hotel will be providing skirts, whether chairs will be set up for exhibitors at their tables, where and how much are electrical outlets, where and how much are phone lines (and will the hotel contact Pac Bell or do you need to), and are there sign-making facilities on site (for last minute exhibitors).

(2)   Have fun!

7)      Local arrangements Subcommittee

a)      The decision on where to hold the SCALL Institute (city and specific hotel/resort) is generally made by the Board well in advance of appointing the Local Arrangements Committee. Local Arrangements can be subdivided into: a) hotel food and meeting room arrangements b) local restaurant and events guide, and c) "disaster" backup (knowing where local rushing printing can be done, supplies can be bought or borrowed, hospital emergency room locations!). While the Local Arrangements Committee will be primarily responsible for items b and c, they may be called upon to assist with item a.

b)      Hotel food and meeting room arrangements must be carefully reviewed as to estimated attendance, presentation requirements, ease of getting back and forth between meetings, food functions, and exact pricing. Almost everything will cost extra - a microphone at a podium, electrical extension cords, telephone hookups for online displays, an A-V equipment. When figuring food costs per person, there are usually 3 components - the listed price, a 15-18% service charge and sales tax calculated on the total of both other elements. Sometimes meeting room charges, and bartender charges will be dropped if attendance is over a certain number or a minimum has been spent.

c)      Most hotels require an advance confirmation of 48 hours as to the number of people attending each food function. You will probably have separate figures for vegetarian orders and other special meals. (Be sure to fax everything in writing to them - verbal information seems to get "garbled" and then you can't argue future billing problems or errors as easily). The Registration Committee will be feeding you weekly counts to keep on top of this and hotels will generally be prepared to add 3-4 unexpected orders at the last minute. (It wouldn't hurt to ask the hotel to treat the Chairs of Local Arrangements, Registration and Exhibits and the VP/PE to lunch and to tour the facilities to aid in menu selection and to answer site questions.)

d)      You should insist on a written catering contract with all food, bar, A-V and program requirements spelled out. The Program and Exhibits Committee Chairs should review these as well as the Institute Chair (Vice President/President-Elect). The hotel will want a deposit on the food functions and appropriate direct billing forms should be sent to the VP/PE or the Treasurer. The hotel will ask that only one person be authorized to deal with catering, particularly if it comes to adding items that have run out at the reception or breakfast. If a vendor is sponsoring (paying for) one of these events, their representatives may "pre-empt" you and start giving orders, however always feel free to call on last year's Chair for advice and expect to be in fairly close contact with the VP/PE and other Committee Chairs.

e)      With regard to a local restaurant guide and events list, keep it simple as most registrants do not arrive too far ahead or linger after the Institute. There's usually only a little time for places within walking distance so a street map is helpful. Brochures of local events can also be placed at the Registration Table. The hotel may be able to provide you with material or contact the Local Chamber of Commerce, tourist bureau, etc.

f)        The last thing to consider as Local Arrangements Committee is to be prepared for every possible disaster - a phone book, local directories, your own library staff may be needed at a moment's notice, not to mention band aids and lots of aspirin. Have someone ready to drive, walk or call for something necessary. The hotel never seems to have packing tape, magic markers, etc. and their printing or fax charges could be triple that of a nearby printing/copying store.

g)      Be calm, consistent, vigilant, flexible and helpful!

8)      Publicity Subcommittee

a)      Place approximately 4 different announcements about the Institute on the following Internet discussion lists: law-lib, intlaw, Govdoc-L, and the list serves of the following chapters: AZALL, NOCALL, SANDALL and WESTPAC as well as SCALL.

b)      The first one is a general announcement about the program giving dates, location and contact for registration information. The second one is a reminder about the registration deadline and reproduce the registration form. The third one gives more information about sponsors, vendor exhibitors and speakers. The last message, on the eve of the Institute, gives directions to the site of the Institute.

9)      Registration Subcommittee

a)      The SCALL Registration subcommittee is responsible for creating a registration form and managing the Institute mailing, coordinating volunteers to accept checks and forwarding them to the treasurer, answering questions about the Institute, keeping a roster of registered participants, providing name tags for participants, and staffing the Institute registration desk. Members of this committee communicate frequently with the Institute chair regarding the number of registrants, and field questions from other committee chairs about the program.

b)      The official registration form must include the following information:

c)      Theme and date of the Institute

d)      Functions (Opening reception, Saturday Breakfast, Saturday Luncheon)

e)      Meal choices.

f)        The cost of registration for members and non-members.

g)      The prices for additional meals for guests of attendees.

h)      Contact name and address for returning registration information and payment.

i)        Room for name, address, phone, and affiliation of participant

j)        Names and numbers of contacts if people have questions.

k)      Hotel registration information, including a toll-free number and/or web site.

l)        The registration mailing should include a copy of the hotel brochure, if possible. Transportation options and a map should be included. If the location is away from metropolitan Los Angeles, train and airport information should also be provided. Contact the committee member in charge of brochures and establish a deadline for receipt so that mailing can be finished by the end of December.

m)    December

i)        Complete mailing of Institute registration material by deadline.

ii)       MAILING

iii)     Get mailing labels from Membership chair well in advance of deadline.

iv)     If envelopes are needed for mailing, request them from the SCALL Secretary.

v)      Determine the date registration materials will be sent. If possible try to avoid the period between mid-December and about the 27th.

vi)     Get Institute brochures and registration form from volunteers handling them.

vii)   Determine the cost of guest meals for reception, breakfast, and luncheon.

viii)  If applicable, determine parking options and costs.

ix)     Forward the registration form to the SCALL Newsletter Editor for inclusion in the January issue and to the SCALL web master for posting on the web site.

x)      Get brochures, maps, and registration materials from the hotel to include in the mailing.

n)      January

i)        RECEIVING REGISTRATION FORMS

ii)       Use of a spreadsheet program such as EXCEL will make keeping the roster of participants an easier task. The roster will be used at the Institute registration desk and should include columns for check-in, name, affiliation, functions (Opening Reception, Breakfast, Lunch, Tour), Additional Reservations, Payment (amount and check #), and Notes.

iii)     Field calls/questions from potential registrants.

iv)     All SCALL members, including speakers and Institute Committee members are responsible for registering and paying their registration fee. Speakers and committee members are eligible to apply to the Grants Committee for assistance. Note that the official representatives from NOCALL and SANDALL as well as the AALL visitor are not to be charged registrations fees, but will fill out the form to indicate their meal preferences and to help with the production of their name tags.

v)      Produce name tags

vi)     Assemble tickets for functions and keep them with name tags

vii)   Signs from previous Institutes should be available. If the sponsors have not changed, they may be reused to cut down on costs. If the sponsors have changed, new signs will have to be printed. Check on the disposition as early as possible to avoid a last-minute rush. A new sign will have to be printed when the Institute theme is established.

o)      February

i)        Ribbons for name tags and plastic tag holders need to be ordered if the previous years' ribbons and holders can not be found or are not being used. These ribbons designate SCALL Board members, Past Presidents, exhibitors, major sponsors, and speakers.

ii)       Draft and make copies of receipts for registrants who request them.

iii)     The Registration chair should solicit volunteers to help with the mailing, produce name tags, coordinate pickup or delivery of the Institute bibliography, and encourage early arrivals to the Institute to set up and staff the registration desk.

iv)     Check with hotel or local arrangements chair to confirm the availability of an outlet for a typewriter (should be very close to registration desk), easels for signs (at least four), whether you have the ability to tape directional signs to the walls. If possible, the registration chair should tour the facility.

v)      Registration Desk

(1)   Assemble packets for participants that include name tags, freebies, games, programs.

(2)   Attach ribbons to VIP's name tags.

(3)   Make sure you have an operating typewriter for same day sign-ups, pens, pencils.

(4)   Have a cash box and about $200 in change for same day sign-ups who want to pay cash.

(5)   Have receipts available.

(6)   The SCALL Institute brochure is organized on 2-sided 8 ½ x 11" paper for a triple-fold to include in the Registration mailing. Information contained in the brochure is as follows:

(7)   Title page and announcement

(8)   Statement of the Institute Chair

(9)   Preliminary Program schedule

(10)                       Featured speakers, their titles, and their institutions

(11)                       Where, when and How to register

(12)                       Cost

(13)                       Information on hotel accommodations

(14)                       Information on transportation to the Institute

(15)                       Parking options

(16)                       List of SCALL Institute Committee members

(17)                       List of SCALL Executive Board members

(18)                       The SCALL Institute program is arranged on 2-sided, 8 ½ x 11" paper in folio. It includes the same design and title page, and more detailed information regarding the Institute program. The SCALL Institute Committee and Executive Board members are listed, and a statement thanking the companies who agreed to be major sponsors, exhibitors, and contributors to the Opening reception, Breakfast, Luncheon and bibliography sponsors is included.

(19)                       The timetable for completing the brochure and program is based on Registration deadlines and the date of the Institute. Information must be confirmed for accuracy and forwarded to the graphics designer at various stages in the process. Dates and helpful contacts follow:

p)      September/October

i)        Obtain the budget for brochure and program from the Institute Chair. Determine who the graphics designer will be and discuss the budget. Have examples of previous brochures available as examples of how information is arranged. Confirm that design, printing, paper, delivery charges, labor and tax are included in your quote.

ii)       Get the title/theme from the Institute chair and communicate this to the graphics designer. When several designs have been presented, fax or mail them to the Institute chair for approval.

q)      October/November

i)        Determine the budget for the Institute (it is best to do this as early as possible). The budget should reflect projected costs and revenue based upon a realistic projection as to the number of attendees, vendor donations and exhibitor revenue.

ii)       Establish contact name and address of the committee member in charge of receiving registration forms and checks (contact registration chair).

iii)     Determine Institute date and location, and research transportation options to and from the Institute hotel (local arrangements chair should be able to help.)

iv)     Confirm names and titles of speakers from person in charge of speakers (or the Institute chair).

v)      Confirm program schedule with Institute chair.

vi)     Complete, edit, and submit copy to graphics designer.

r)       December

i)        Final editing and preparation should be completed by early in the month. Deliver printed brochures to registration committee by the December deadline for mailing.

s)       January

i)        Finalize program information for graphics designer. You will need the programs for distribution during the Institute.

t)        February - Early

i)        Complete the program. Contact local arrangements chair for the hotel rooms that events will be held in. Confirm all times, speaker names, and speaker topics with the person in charge of speakers. Contact committee on exhibitors to finalize the list of exhibitors, major sponsors, and contributors.

ii)       Deliver final draft to graphics designer by first week in February.

10)  Speakers

a)      Coordinating Speakers for the SCALL Institute

b)      Once the Institute topic has been selected (late September), the Institute Committee gathers names of possible speakers. These names are given to the speakers Coordinator (or Chair of the Speakers Subcommittee) by early October.

c)      Procedures/Duties of the Coordinator

d)      (Early October) Call other contacts to locate other possible speakers or people who would know about speakers who have already been submitted. By calling colleagues, the Coordinator will find out a lot about the quality of speakers and maybe e able to eliminate some suggestions. The Coordinator may also want to run database searches to locate information about and publications by potential speakers.

e)      (Early October) The Committee, Committee Chair, and Coordinator should try to determine the number of speakers

Typically, an Institute program may include the following:

i)        A keynote speaker (one hour)

ii)       Four or five additional speakers (each speaker will generally have 45 minutes to one hour)

iii)     Exhibit and refreshment breaks.

iv)     A panel with two or more speakers.

v)      Note that the AALL visitor will typically be asked to address the luncheon gathering.

f)        (Early October -- as early as possible) The Committee, Committee chair, and Coordinator should try to determine who out of all of the suggested speakers would be the best person to be the keynote speaker.

g)      (Early October) Call potential speakers, including members of SCALL (submitted by Institute Committee) to see if they are available and willing to speak.

i)        Some explanations are needed during this call:

(1)   SCALL - what it is and does

(2)   Dates and times of the Institute

(3)   Honorarium (if any) ($200 is given to keynote and guest speakers)(SCALL members and vendor representatives do not receive an honorarium for speaking.)

(4)   Hotel and meal arrangements (SCALL covers one night lodging for non-SCALL speakers and meal functions during the time that person is at the Institute. As a courtesy, you may also wish to invite the non-SCALL member to bring a guest for functions such as the Opening Reception.)

(5)   Expense reimbursement for travel (airline coach class) (tax/hotel/limo). Speakers that are not members of SCALL or vendors are the only speakers eligible for reimbursement of travel expenses. Members of SCALL and vendors must supply their own transportation. Any exceptions must be approved by the Executive Board. Keep in mind that the Institute serves two purposes, one is educational the other is to raise funds for SCALL. Generally, the AALL visitor and one other speaker are paid for their transportation costs. Other non-SCALL, non-Vendor speakers are offered the room night or the cost of local transportation, generally not both.

(6)   Possible topics to cover in the talk

(7)   Length of talk (see times above)

(8)   Title of talk

(9)   Other speakers (if known) and other topics to be covered (to avoid overlap)

h)      (Early October) Keep detailed notes on all phone conversations and begin creating files for those speakers who are interested

i)        (October/November) If the potential speaker is in agreement about all of the variables, the Coordinator may confirm our intention to use that speaker by phone or e-mail. It will be rare if this can be done on the first phone call.

j)        (October or November) After, a speaker has confirmed, a letter of confirmation must be sent to the speaker (with a copy to the Institute Committee Chair and archives). The letters should contain all of the responsibilities of the speaker and all of the responsibilities of SCALL.

k)      (Mid-November) Prepare and submit to the Institute Committee Chair a revised Speakers budget proposal. This cannot be done until all speakers have been identified, because transportation costs will be different for each person. The budget should be prepared in a spreadsheet format and include expenses for each speaker. Expenses would include air travel, taxi, automobile mileage, hotel, meals, meal tickets, hotel extras (Internet access, AV equipment), and honorarium.

l)        (Late January) Get all speaker information to the person designing the official Institute program. This information includes speaker names, titles, affiliations, speech times and lengths, titles of talks, and a brief description of the talk.

m)    (January/February) Proof the official program.

n)      (January/February) Be sure that outside speakers are registered for the Conference, their meal information has been received and, if applicable, that they have hotel reservations as conference participants. Speakers should also be supplied with as much conference information as possible.

o)      (At the Institute) Greet the speakers and be sure that everything concerning the Institute is being handled properly for them.

p)      (At the Institute) Distribute speakers' outlines or bibliographies.

q)      (Right after the Institute) Thank you notes for all speakers, sent to treasurer so he/she can insert honorarium check. Also make follow-up phone calls to speakers to be sure they submitted expense requests and were properly reimbursed.

(Throughout period from October through March) Keep in constant contact with the Institute Chair about speakers and all arrangements.

Library School Liaison Committee

Library School Liaison Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To establish and foster professional relationships with students enrolled in library programs in Southern California.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Informs library school students of Association activities.

c)      Encourages students to become active in SCALL and AALL.

d)      Writes article for Newsletter.

e)      Administers the annual SCALL scholarships.

f)        Alerts library schools when each Newsletter is published.

g)      Sends  representatives to library school professional events.

h)      Administers mentoring program for library students.

i)        Sends meeting announcement to library schools/students.

3)      Calendar

a)      August:  Submit a proposed budget to the President and/or Board liaison.

b)      September:  Assign committee contacts for the library school programs, and reestablishes contacts with library schools to determine effective ways to disseminate information to students.

c)      September:  Send mailings to library schools to advertise for fall meeting and to advertise the mentoring service offered to students.

d)      September:  Contact committee members to plan activities, set up future meeting dates, brainstorm for future activities, and assign responsibilities.

e)      October:  Assign mentors to students.

f)        December:  Send December meeting announcement to library schools/students.

g)      December:  Attend Fullerton Professional Associations Day.

h)      December:  Send Institute announcements and grant applications to Library schools/students.

i)        December:  Disseminate the scholarship application form.

j)        January/February:  Select the scholarship recipient (s) and sends announcement to Newsletter Editor.

k)      March:  Send Spring meeting announcement to library schools/students.

l)        May:  Send June Business Meeting announcement to library schools/students. Invites scholarship recipient(s) to the meeting.

m)    May:  Submit an annual report at the June Business Meeting and to the Archivist.

n)      June:  Participate in Fullerton QuickStartSLIS program

Membership Committee

Membership Committee

 

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

 

1)      Charge

To maintain membership records and to provide membership information to current members, to answer inquiries by non-members regarding membership, to seek out new members, to provide mailing labels, and to provide members with a directory of members.  The membership year runs from July 1st through June 30th.  Dues are not prorated.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Maintains and modifies a database of Association members as required. This entails continued communication with members as they change addresses and other membership information.
  3. c) Sends annual renewals in May. Before sending the renewals, contacts the President and /or Board liaison to ascertain whether other enclosures (e.g., SCALL Committee Volunteer Form) or information should be included in the mailing.  Sends second renewal notice (letter and renewal form) in August to those who have not renewed.  The second renewal notice can be sent either via email or regular mail.
  4. d) Provides mailing labels, whenever requested, to Association committees. Vendors and non-members may purchase the mailing labels for a $100.00 fee.  The labels are mailed to the requester.  A two week lead time is requested.
  5. e) Recruits new Association members. In the past, members have been recruited through the use of other Southern California library association mailing lists.  New members should receive aSCALL Membership Directory, information regarding the electronic SCALL Newsletter, Listserv and Website.  Checks with Public relations Committee Chair to see if any “giveaways” are available for new members.
  6. f) Designs and prints membership applications in accordance with the Bylaws, Article IV. A PDF version of the current membership application is available on the Website.
  7. g) Works with the Public Relations Committee Chair to design and print a membership brochures as needed, after approved by the Board. This brochure should contain information that is useful to new and potential new members regarding the Association.
  8. h) Communicates with interested parties regarding membership information.
  9. i) Sends a list of new members and other membership information to the Newsletter Editor for inclusion in the SCALL Newsletter. The membership section in the SCALL Newsletter contains news information regarding members as well as address and employment changes.
  10. j) Designs and updates the SCALL Membership Directory.
  11. k) Sends a PDF version to the Information Technology Chair to upload to a password protected portion of the Website.
  12. l) Mails the print version of the directory to each member.
  13. m) Sends committee archival information to the Archivist. Archived materials include ten (10) print copies of the SCALL Membership Directory, a computer disk of the current year’s membership database and the Committee’s annual report.

3)      Calendar

  1. a) July 1: Deadline for membership renewal.  Process Renewal Forms.
  2. b) August: Submit a proposed budget to the President and/or Board liaison.
  3. c) August: Send renewal notices to members who have not yet renewed.  Send a reminder announcement to the Information Technology Chair to post on the Website.  Delete membership records for those who have not renewed their membership.  Former members in good standing may rejoin at any time.  Send membership changes to Newsletter Editor for September issue.
  4. d) October: Send membership changes to Newsletter Editor for November issue.
  5. e) November: Begin preparing the Directory for publication.  Send announcement regarding directory publication deadlines (i.e., for membership information changes and/or renewals) to the Listserv and to the Information Technology Chair to post on the Website.
  6. f) December: Email SCALL Membership Directory files to printer.  Send SCALL membership changes to Newsletter Editor for January edition.
  7. g) February: Mail Directory to members.  Send membership changes to Newsletter Editor for March edition.
  8. h) April: Send SCALL membership changes to Newsletter Editor for May edition.
  9. i) April: Provide the Secretary with a list of members entitled to vote
  10. j) May: Submit an annual report at the June Business Meeting and to the Archivist.
  11. k) May: Mail a renewal form and a renewal reminder to members, along with other appropriate encloses to members.  Send a reminder announcement to the Listserv and to the Information Technology Chair to post on the Website.

4)      Guidelines

  1. a) Maintains the membership records database in a commonly used format. As of 2005, the database is in a Microsoft Excel format.
  2. b) Ensures that the Directory is sent to the printer in time for distribution in February. As of 2005, the SCALL Membership Directory is in a PDF file.  It includes the following information:
  3. i) Current Association officers.
  4. ii) Past presidents.

iii)     Topics of past Institutes.

  1. iv) Rohan, Vendor, and Lifetime Achievement award recipients.
  2. v) Committee descriptions.
  3. vi) SCALL history.

vii)    Bylaws.

viii)  Membership listings are by affiliation and by name.

  1. ix) Directory information should include.

(1)   Name.

(2)   Title.

(3)   Affiliation.

(4)   Address.

(5)   Contact information (telephone, fax numbers and email addresses).

  1. c) Renewal form should identify the membership year, (e.g., 2005 – 2006) and include a statement, "The membership year runs from July 1st through June 30th  and dues are not prorated".
  2. d) Membership dues are not prorated. If a new member joins after March 31st, the dues will apply to the current and the next year.
Newsletter Committee

Newsletter Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

  1. Charge

To produce and distribute the SCALL Newsletter  5 times a year in September/October, November/December, January/February, March/April and May/June.

  1. Duties
    1. Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
    2. Determines editorial policy and coordinates the production and distribution of the SCALL Newsletter.  Maintains and distributes guidelines for article submissions.  Solicits and edits written contributions from members of the committee and others.  Responsible for the design of the visual presentation of the SCALL Newsletter.
    3. Writes an Editor’s column for each issue.
    4. Ensures that the SCALL Newsletter is sent to the Information Technology Chair for posting on the Website.  Sends an email to the Listserv, AALL Officers, and all other Chapter newsletter editors announcing the availability of the new issue.
    5. Coordinates with the Archivist to ensure that ten (10) print copies are added to the Archives.
    6. Editor:  Attends meetings of the Council of Chapter Newsletter Editors at the AALL Annual Meeting, or sends a representative from the Committee.
    7. Editor:  Establishes and administers policies for advertising and appoints a Business Manager.  Assists the Business Manager with soliciting new and repeat advertisers, collecting advertising revenue to send to the Treasurer, and maintaining good customer relations.  The Business Manager maintains current contact information for all advertisers, and sends an electronic copy of the SCALL Newsletter to each advertiser upon publication.
    8. Ensures compliance with copyright laws and handles correspondence for the SCALL Newsletter on all matters, including copyright and reprint permission.
    9. Establishes and administers policies to protect the Association with regard to publication of opinions of various authors and the inclusion of various advertisements.
    10. Examines invoices or receipts for printing, postage reimbursement, electronic publication, and other costs before approving and forwarding them to the Treasurer for payment.
    11. Obtains the prior approval of the Board for any change that may affect the financial status of the Association.
    12. Coordinates with the Public Relations Committee to use the SCALL Newsletter for public relations purposes.
    13. Coordinates with the Programs Committee to publish announcements regarding upcoming Association meetings.
    14. Coordinates with the Institute Committee Chair to publish articles related to the annual SCALL or Joint Institute.
  2. Calendar
    1. July:  Attend Council of Chapter Newsletter Editors meetings at the AALL annual meeting.
    2. July/August:  Appoint a Business Manager.
    3. July/August:  Notify potential advertisers of the advertising deadline for each issue and obtain commitments for the numbers and sizes of advertisements they will place for the current volume.
    4. August:  Submit a proposed budget to the President and/or Board liaison.
    5. August:  Set submission deadlines for the year and notify each Newsletter Committee member, current Association officer, and committee chair.
    6. August:  Obtain a current list of AALL chapter newsletter editors and their contact information from the AALL Council of Chapter Newsletter Editors.
    7. May:  Submit an annual report at the June Business Meeting and to the Archivist.
  3. Publication Guidelines
    1. Two weeks prior to the submission deadline, sends a reminder each Committee Chairs and other news or feature contributors of the deadline.
    2. SCALL Newsletter includes the President’s Column, Board and June Business Meeting minutes, a bio-profile, job announcements, membership news, and meeting or event announcements and their registration forms.
    3. Additional article suggestions – Obtain news from the Board, committee chairs, AALL and its other chapters; read other chapter newsletters for information, and ideas; and maintain contact with AALL Executive Offices and chapter newsletter editors.
Nominations Committee

Nominations Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.  The Committee consists of at least three members.  Committee members shall not be members of the Board and are not eligible for nomination during their term.  At least one Committee member shall be a former Officer, Director, or prior member of the Committee.

1)      Charge

To develop a slate of worthy candidates for election to the various offices of the Association.  To the extent possible, the Committee should present a slate that, if elected, would maintain a balance of library types.  The Committee shall solicit names of possible candidates from the membership.  The Committee shall select nominees from those names.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Obtains a list of current active members from Membership Chair.

c)      Solicits the membership, chairs and the Board for the names of interested members for positions as officers and directors.

d)      Reviews and considers the individuals suggested for candidacy and submits a list of nominees to the Board and membership.

e)      Selects at least one nominee per open office.

f)        Contacts all nominees and provides them with the duties and responsibilities of the nominated office (as outlined in the Handbook).

g)      Obtains nominees' signed accepted forms which are on the Website.

h)      Ensures nominees are active members of SCALL and the Vice President/President-Elect nominees are also active members of AALL.  When considering nominees for the office of Vice President/President-Elect qualifications include but are not limited to active committee participation, prior experience chairing a SCALL Committee, Board experience, association meeting attendance, and AALL annual meeting attendance.

i)        Submits a slate of candidates to the President and/or Board liaison by March 1.

j)        Supplies a biography of each nominee to the Newsletter Editor for inclusion in the Newsletter and to the Secretary for inclusion with the ballot materials and for publication on the Website.

3)      Calendar

a)      August:  Submit a proposed budget to the President and/or Board liaison.

b)      January (early):  Solicit names of prospective nominees from the membership and the Board.

c)      January/February:  Consider and contacts prospective nominees.  Obtains a signed acceptance form for each selected nominee.

d)      March 1st:  Submit a slate of nominees to the President and/or Board liaison.

e)      May:  Submit an annual report at the June Business Meeting and to the Archivist.

Placement Committee

Placement Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To compile and maintain a listing of employment opportunities for the benefit of the membership.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Compiles and maintains a list of employment opportunities.

c)      Sends listings via the Listserv.  Posts and updates listings to the Website.

d)      Sends placement list to the Newsletter Editor for publication in the SCALL Newsletter after contacting employers to ensure the accuracy of the list.

e)      Contacts employers periodically to ensure the accuracy of the placement list.

3)      Calendar

a)      August:  Submit a proposed budget to the President and/or Board liaison.

b)      May:  Submit an annual report at the June Business Meeting and to the Archivist.

4)      Guidelines

a)      Job listings are free of charge.

b)      Listings may be accepted from either employers or employment agencies.

Programs Committee

Programs Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To make the arrangements, including selecting the location and arranging a program for up to four membership meetings per year.  Generally, these are dinner meetings.  Traditionally, they are held in October, December, April and June.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Organizes up to four membership meetings per year, including selecting meeting location and program. June is designated as the annual business meeting.
  3. c) Advertises and promotes meetings in the SCALL Newsletter, Website and Listserv or via other means of communication.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.
  2. b) September/October: Membership meeting with program speaker.
  3. c) December: Membership holiday meeting (no speaker).
  4. d) April: Membership meeting with program speaker.
  5. e) May: Submit an annual report at the June Business Meeting and to the Archivist.
  6. f) June: Annual business meeting (no speaker).

4)      Guidelines

  1. a) Budget Proposal: Some items to consider:
  2. i) Honorariums for non-SCALL speakers $100.00 each x 2 meetings.
  3. ii) Dinners for the speakers $30.00 each x 2 meetings.

iii)     Deposits for the meeting.  This amount can vary from $100 to $250 according to the restaurant or the location.  For budget purposes, calculate $250 for each meeting.

  1. iv) Miscellaneous items, including: name tags, microphone rental, etc.
  2. v) Miscellaneous items needed if the June Business Meeting is held at the Court of Appeals Building, e.g., tablecloths $25.00, beverages $50.00, chair rental $75.00.
  3. b) Start as early as possible to plan location and speaker for the fall meeting and possible meeting sites for future meetings, especially the Holiday meeting. Some facilities have a reservation policy of several months.
  4. c) Meeting locations should, as best as possible, reflect SCALL’s geographic area.
  5. d) The June meeting is always the business meeting.
  6. e) Site location requirements:
  7. i) Generally 50-75 members attend. Because attendance varies, try to find a facility that can accommodate approximately 100 people.   Restaurants with separate banquet rooms are preferable.
  8. ii) Members tend to like ethnic restaurants, $25-$30 range, easily accessible to freeways, ample free parking.

iii)     Board meetings:  Board meetings are held before the dinner meeting, usually at 4 PM.  Inquire whether a smaller room is available or if the room reserved for the dinner meeting can be used for the Board meeting.

  1. iv) Menu: Try to accommodate vegetarians.
  2. f) Publicity: Consult with the Public Relations Chair to prepare an announcement for distribution to the Newsletter Editor, on the Listserv, and to post on the website.  Consider whether a general mailing is required.  The announcement should include all pertinent information (e.g., location, directions, parking information, menu options, RSVP information, and RSVP deadline).   Send an announcement to the speaker and send copies to the Archivist.  Coordinate additional publicity announcements with the Public Relations Chair.
  3. g) Speakers: Members prefer a speaker with broad appeal.  Send a confirmation letter to the speaker along with an announcement that provides details regarding the upcoming meeting logistics.  After the meeting, send a thank you letter to the speaker and include the honorarium check.
  4. h) RSVPs: Maintain a list of meeting registrants and include payment and meal choice information.  Use this list to create name tags, to record who attends and their payment record, and to determine final head count for restaurant billing purposes.  Most restaurants require a confirmed meal count 48-72 hours before the event and allow for a 5% deviation in attendance. Include some variance in the confirmed meal count to allow for last minute attendees.
  5. i) Banquet coordination: Check with the on-duty banquet manager to ensure all meeting details are in order (e.g., room set-up, AV equipment, service expectations).  Confirm with banquet manager when dinner service will begin.  Prior to event, inquire how restaurant prefers to be paid, onsite directly after the event or post event via invoice.  Coordinate payment arrangements with Treasurer.
  6. j) Registration table: Set up a small table near the room entrance for registration.  As attendees arrive, check off their names, verify payment, provide receipts if attendees pay onsite, and distribute name tags.  The checks, cash and a list of those attending should be kept in an envelope to be given to the Treasurer that evening for deposit.  Any late checks may be sent later.
  7. k) Program/Speaker: Before the meeting begins, the Chair, in consultation with the President, should assign someone to greet and introduce the speaker to attendees. When necessary, assign seating for some attendees, such as the speaker, other guests and dignitaries.   Obtain biographical information prior to the meeting for the speaker's introduction.  The committee chair or a member of the committee serves as master of ceremonies for the evening.  The emcee should consult with the President to see if any announcements will be made.  A thank-you is extended at the end of the meeting.
  8. l) No-show policy: Registrants are required to pay even if they do not attend.  After the meeting, contact registrants who did not attend and who did not pay, and inform them that they cannot register for future meetings until payment is made.  This is to protect the Association from losing money.
Public Access to Legal Information Committee

Public Access to Legal Information Committee (PALI)

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To contact and serve as a resource to publicly-supported libraries and library organizations (public libraries, academic libraries, and cooperative organizations) within the Association's geographic area.  To prepare, gather, and distribute pertinent materials for use by non-law librarians and their patrons.  To investigate the public's access to legal materials.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Provides or oversees the training and education on basic legal materials for librarians working in organizations described the Charge.
  3. c) Edits and publishes Locating the Law.
  4. d) Evaluates the legal collections of libraries described under the Charge to ensure that a basic level of accuracy and currency is met.
  5. e) Publicizes the Committee's services to the appropriate library organizations.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.
  2. b) August/September: Organize Committee and determine agenda for coming year.
  3. c) September/October: If updating Locating the Law is the focus for the year, distribute chapter assignments in Fall with deadlines in Spring.

May:  Submit an annual report at the June Business Meeting and to the Archivist.

Public Relations Committee

Public Relations Committee

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To publicize the activities of Association to members and non-members as well as other entities.

2)      Duties

a)      Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".

b)      Posts, in a timely manner, publicity regarding meetings, events, and SCALL-related activities to the Listserv and submits the same to the Newsletter Editor and the Information Technology Chair for publishing in the Newsletter and on the Website, as appropriate.

c)      Sends to the Listserv, submits to the Newsletter Editor and Information Technology Chair in a timely manner publicity regarding meetings, events, and SCALL related activities for publishing in the Newsletter and placement on the Website as appropriate.

d)      Works with the Programs Committee and Membership Committee Chairs, as well as other committee chairs, to provide news releases of their activities.

e)      Sends details to the following organizations' publications about Association's programs as soon as informed by the Programs and Institutes Committees as appropriate:

i)        Los Angeles Daily Journal

ii)      Los Angeles Metropolitan News

iii)    AALL Spectrum

iv)    SCALL Newsletter

v)      Website

vi)     Other Chapter newsletters and websites (NOCALL, SANDALL, WESTPAC and AZALL)

vii)  SLA/CA Chapter Bulletin

viii)  UCLA Graduate School of Library and Information Science

ix)     San Jose State University School of Library and Information Science

x)      Other entities as appropriate (Bar Associations, listservs, Law Library Journal, etc.)

f)        Maintains a current file of contact persons for each of the above referenced publications (see d), including name, address, email, URL, telephone and fax numbers, and deadline dates.

g)      Sends news items about Association activities to the AALL Spectrum editor for chapter activities and to AALL Headquarters.

h)      Updates and maintains Association materials such as brochures, banner, pencils, etc. for distribution to members and others as appropriate.

i)        Arranges for transportation of the materials to and from Regional and National meetings, as well as conferences or programs in which SCALL is a participant.

j)        Identifies and investigates promotional opportunities and submits written recommendations, including costs, to the Board as to which should be pursued.

k)      Participates in CONELL Marketplace and sets up SCALL table at the AALL Annual Meeting

3)      Calendar

a)      July:  AALL/SCALL booth set-up & staffing.

b)      July:  If there will be SCALL PR give-aways, check to see if there is a sufficient supply.  If give-aways need to be ordered, verify the availability of budget funding.

c)      August:  Submit a proposed budget to the President and/or Board liaison.

d)      September:  Contact AALL and add Institute date and topic to AALL Spectrum’s continuing education calendar.

e)      September:  Contact Programs Committee Chair to determine promotion needed for Fall and Holiday meetings.

f)        October:  Prepare Institute press releases to be approved by the Institute Chair.

g)      November :  All press releases related to the Institute and Holiday Party should be distributed by the end of the 1st week of November.

h)      November:  Institute press release to be sent to the Information Technology Chair to post on Website.

i)        November:  Send Institute promotional messages and “keep this date” messages to appropriate listservs.

j)        December:  Continue SCALL Holiday Meeting and Institute publicity.

k)      December:  Verify that the Committee will have a table at the Institute.

l)        January:  Monitor Institute publicity as it is published in literature; send press releases to all Southern California legal newspapers by mid-January.

m)    January:  Arrange for volunteers for the exhibit booth at Institute.

n)      February/March:  SCALL Institute.

o)      April:  Association of Legal Administrators (ALA) Annual Meeting; exhibit with SLA & AALL if it's in our region.  Order AALL exhibit booth. Arrange for volunteers to staff it.

May:  Submit an annual report at the June Business Meeting and to the Archivist.

Publications

Publications and Information to be Maintained in the SCALL Archives

1. Multiple copies of the SCALL Newsletter (back to vol. 1, including one bound copy of

the entire run).

2. Copies of the Membership Directory (back to 1974).

3. Copies of SCALL publications -- Union List, Locating the Law, Salary Surveys (most editions).

4. Copies of handouts/packets from the Annual Institutes (from most years).

5. Past-President's Notebooks back to 1971 and minutes/notes from earlier time periods).

6. Financial records from the Audit and Budget Committee (several years worth).

7. Miscellaneous materials, including SCALL Incorporation papers.

8. Photograph albums and clippings notebooks

9. SCALL Memorabilia (caps, t-shirts, pens, etc.)

10. AALL Convention Tapes (from 1981 to present).

Relations with Information Vendors Committee

Relations with Information Vendors (CRIV)

The Chair is appointed by the President for a term of one year.  The Chair may, in consultation with the President and/or Board liaison, appoint additional committee members as needed.

1)      Charge

To facilitate communications between information vendors and the members of the Association in matters relating to provision of information in any format.  No member of the Committee shall be a consultant to an information vendor.  Committee members shall avoid any appearance of conflict of interest in their interactions with information vendors.

2)      Duties

  1. a) Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements".
  2. b) Monitors complaints and provides constructive suggestions to vendors.
  3. c) Forwards complaints that have a national focus to the AALL CRIV.
  4. d) Fosters a cooperative working relationship between librarians and information vendors.
  5. e) Keeps the membership informed of developments in legal publishing.

3)      Calendar

  1. a) August: Submit a proposed budget to the President and/or Board liaison.

May:  Submit an annual report at the June Business Meeting and to the Archivist.

Union List of Serials Committee

Union List of Serials and Looseleaf Services Committee

The Union List of Serials and Looseleaf Services Committee (Union List Committee) produces a union list of the holdings records for all serials titles and looseleaf services held by contributors. This tool is produced as a service to SCALL members and is sold without profit to contributors, non-contributing members and other law and library institutions.

The ULS is composed of 3 main parts: the directory of participating institutions which includes the institution's unique identification code, address, telephone and FAX numbers, interlibrary loan contact and interlibrary loan policy; a practice area/subject strength guide and local and out-of-state codes listing. Approximately 90 libraries contribute to the ULS.

1. CHARGE

To produce the annual Union List of Serials and Looseleaf Services.

2. DUTIES

a. Select and contract with a vendor to compile and maintain holdings records and produce a master ULS.

b. Encourage SCALL members to participate in contributing and maintaining current holdings data.

c. Maintain contributor institution data.

d. Reproduce and distribute the ULS.

e. Establish a budget and set the ULS price without incurring a deficit for SCALL.

3. SCALL UNION LIST FLOW CHART

A. Choose a Database Manager or System (Vendor) (July-August)

B. Write the Budget (August)

C. Update the holdings database

1. Commit to Vendor for production of Master List (September)

2. Update SCALL participants list (September)

3. Revise and approve specifications of Master List (September)

4. Vendor solicits holdings information or distributes review lists to

participants for holdings revision and updates (October)

5. Committee members telephone participants to confirm and encourage

participation (October-February)

6. Committee members solicit non-participants to join (October-February)

D. Update the SCALL database

7. Update the profile information on participants for the "front pages" (December- February)

8. Update the state and local codes listing and subject categories for the front pages

(December-February)

E. Production of the ULS

9. Vendor produces the Master List (March-April)

10. Committee chooses a format and method of reproduction

11. Committee solicits bids for reproduction (March-April)

12. Committee chooses a reproduction vendor

13. Committee determines the production run

14. Committee generates subject and state and local codes listings

15. Committee assembles parts and creates the Table of Contents

16. Committee sends the completed master to the reproduction vendor

17. Reproduction vendor delivers the completed ULS to Committee, ready for

distribution

F. Distribution of the ULS

18. Propose pricing structure to Executive Board (March-April)

a. Considerations in determining price

(1) Database maintenance fees

(2) Master List production cost

(3) Reproduction cost

(4) Postage

(5) Mailers

(6) Sales Tax (Sue Taylor recommends that we ask the buyer to figure and add appropriate sales tax for his/her county rather than include sales tax in the base price.)

b. Three classes of sales

(1) Participants/contributors

(2) Non-participants/non-contributors

(3) Additional copies

19. Produce Announcement/Order Form (April)

a. Circulate announcements/Order Form

(1) SCALL meetings & Bulletins

(2) Other law and library organizations (optional)

(3) Direct mail to participants (optional)

20. Process orders

a. Confirm remittance is appropriate

b. Distribution

(1) Package orders

(2) Create mailing labels (if necessary)

(3) Determine best (cheapest) shipping method

21. Forward checks to Treasurer