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 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 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 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

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

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

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

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 1^st.

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 25^thdeadline.

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

d)      April 25^th:  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

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

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

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.)

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

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 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

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

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.

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 their 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 the distribution of SCALL grants for the AALL Annual Meeting, the SCALL Annual Institute, and the WestPac Annual Meeting. Grants to attend other legal information-related meetings or online conferences 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 grant application form via email and the SCALL website. Updates PDF forms as appropriate.

• (Note that SCALL grant recipient registration fees are waived for the SCALL Institute, so two PDF forms are necessary.)

e) Reviews and evaluates the submitted grant applications.

If the number of qualified applicants exceeds the available funds, the committee will consider the following factors:

1. Financial need
2. Demonstrated potential to impact law librarianship through active participation in AALL and SCALL
3. Past and current service within SCALL, including leadership or service roles
4. AALL service or commitments at the annual meeting, such as leading a committee or SIS, or presenting at an AALL session
5. The candidate's statement

f) Selects candidate(s), notifies successful candidate(s), and announces grant recipient(s). The recipient(s) are notified. The recipient(s) are announced on the SCALL website and/or Newsletter.

g) Sends a list of recipients along with the amount of the award to the 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, a list of recipients, resolutions, and letters.

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

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

3) Calendar

a) April:

• Announces availability of SCALL grants for AALL Annual Meeting
• Receives grant applications for AALL. The grants committee meets to review applications and notifies grant recipients within two weeks of the application deadline. The committee informs the treasurer and newsletter committee about successful grant recipients.

b) May:

• Submits an annual report at the June Business Meeting and to the Archivist.

c) August:

• Submits a proposed budget to the President and/or Board liaison.
• Sends an announcement via SCALL Listserv about WestPac grants cycle

d) September:

• Receives grant applications for WestPac. The grants committee meets to review applications and notifies grant recipients within two weeks of the application deadline. The committee informs the treasurer and newsletter committee about successful grant recipients.

e) December:

• Late December: Announces availability of SCALL grants for SCALL Institute

f) January:

• Early January: deadline for applications to attend SCALL Institute.
• Mid-January: Receive grant applications for SCALL Institute. The grants committee meets to review applications and notifies grant recipients within two weeks of the application deadline. The committee informs the treasurer and newsletter committee about successful grant recipients.

g) General Calendar guidelines:

• Ideally, grant applicants will have 8 weeks to submit the grants application form. Following the grant application deadline, the grants committee should meet to decide and inform successful applicants within 2 weeks of receipt.

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.

Community Youth Internship Experience 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: Community Youth Internship Experience 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 Policies and Procedures- Updated 2023.01.12
Download PDF

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 programs. The Chair’s duties are to provide a quality educational program which produces revenue to meet SCALL’s needs.

3)    Vice President Tasks

a)         June-August:  Select the Institute location

• The location for the Institute is selected by the outgoing and incoming SCALL Vice Presidents and the outgoing Past President. The incoming Vice President may also consult with the Board and other SCALL members as necessary. For example, it’s helpful to have the Exhibitor Chair join the site visit to evaluate whether the site will work for exhibitor booths.
• Submit requests for proposals to county visitors’ bureaus and/or individual hotels, universities, or other potential sites. Previous Vice Presidents should be able to provide examples of past RFPs.
• Review submitted proposals, visit potential sites as necessary, select a site, and review and sign the contract.
• Tips for selecting a location:
  • Historically, the SCALL Institute has taken place on a Friday and Saturday in late February to late March, with vendors setting up on Friday morning; 3-4 presentations and an exhibitor break with refreshments on Friday afternoon; a reception on Friday night; a breakfast on Saturday; 2-4 presentations and an exhibitor break with refreshments on Saturday morning; and then a closing lunch.
  • There has been periodic discussion of converting the Institute to a one-day event or of alternating between a cheaper, local one-day event and a larger two-day, destination event. The main sticking point is that hotels are less interested in hosting a one day event because there’s less guarantee that attendees will book a hotel room and stay overnight. However, some hotels and many universities might be able to accommodate a one-day event.
  • The location should accommodate presentations and exhibitor booths in preferably one room; a minimum of 6,000 square feet is required.
  • Make sure the conference room provides:
    • Extensive electrical outlets for exhibitors
    • Internet
  • Expect almost everything to cost extra (e.g., internet, a microphone at a podium, electrical extension cords). Locations will often waive some of these fees as part of the contract but always double check what is included and what is an extra charge.
  • Conference room rental fees will commonly be waived for meeting a food and beverage minimum. When estimating costs, keep in mind that food and beverages are almost always ++- i.e., there is the listed price (which is the only part that counts towards the food and beverage minimum), plus a 15-25% service charge, plus tax.
  • Review the food menus to make sure that there are a variety of options to accommodate common food restrictions (e.g., vegetarian, vegan, kosher, halal, gluten-free, and nut and shellfish allergies). Hotels will often provide you with sample food during your site visit.
  • Likewise, check that there are an adequate number of rooms accessible to people with disabilities and if there is anything specific that registrants need to do to get an accessible room (e.g., specify a room on the first floor or in a specific building).
  • Check parking and resort fees. Many hotel rooms offset cheaper room rates with high parking rates and mandatory resort fees.
  • Check whether the hotel can provide the following:
    • A projector.
      • Usually, the price of a projector is exorbitant and it’s much cheaper to pay for the hotel’s projector support package (typically a screen and a stand) and borrow a projector from someone’s office.
    • Equipment for holding a hybrid meeting or recording the meeting.
      • Members increasingly want and expect hybrid meetings or recordings.
      • Hotels may not have hybrid meeting or recording facilities or may charge exorbitant prices for them. As an alternative, basic recordings can be made with a laptop, a microphone, and Zoom.
    • 2-4 easels for the signs identifying the registration table and thanking the sponsors for meal breaks.
      • Often, hotels will provide these for free and, if not, it’s typically easy to bring them for free from a library that owns them.
      • However, it’s good to know in advance whether or not these need to be borrowed from someone’s library.
    • About 8 to 12 exhibitor tables, each about 8 feet long.
      • Hotels may include a certain number of exhibitor tables in the price but charge extra for additional tables.
      • If the tables require tablecloths and skirts, make sure that those are included in the price and not an unexpected extra.
    • Storage for exhibitor boxes that arrive before the Institute and return shipping of exhibitor boxes back to exhibitors after the Institute.
      • Hotels will typically agree to store a specified number of boxes, starting at a specific date before the Institute, and will charge more for additional boxes and for boxes that arrive too early.
      • If the Exhibitor Chair is willing, it may be cheaper for the Exhibitor Chair to mail the boxes back to the exhibitors themselves, then seek reimbursement from the SCALL Treasurer.
    • Enforcement of safety protocols. If the hotel does not check vaccinations or enforce masking, you will need to make arrangements to do this as appropriate.
  • The final contract should clearly identify:
    • Dates
    • Which conference rooms SCALL will use
    • Hotel room types and rates
    • The deadline to register at the SCALL group rate
    • How members will register
      • Typically, members have been given the option to register online or by phone with a special code or link.
      • Many hotels also offer an option to collect member names yourself and then send them a rooming list. SCALL hasn’t done this in the past, but it makes it easier to, e.g., give the hotel rooms of members who cancel to members who register late.
    • The number of hotel rooms allocated to SCALL (the room block)
      • Hotels typically charge penalty fees for not meeting the minimum number of rooms by the deadline (attrition).
      • Hotels typically give bonuses (e.g., a free room) for exceeding a certain number of rooms.
      • Hotels are often (but not always!) willing to increase the number of rooms later or to extend the deadline to register at the group rate.
      • Typically, there are a large number of rooms reserved for Friday night, with smaller numbers reserved for Thursday and Saturday, for those who want to stay longer or need to arrive early and help set up (e.g., the Vice President, the Exhibitors Committee, sometimes the Registration Committee).
    • Cost to SCALL, including any food and beverage minimums, cancellation penalties, and attrition penalties and the due dates of any deposits.
    • Any specific promises made by the hotel- e.g., if the hotel rep has promised free internet or a discounted price on the projector, make sure that those are included in the contract. The most commonly included items are discounted parking and resort fees, free or discounted exhibitor tables, and storage and shipping of exhibitor boxes.
  • Final arrangements for meals and technology will usually be made at a later date and do not typically need to be included in the contract.
  • As soon as the final contract is confirmed, notify the Treasurer of the deadlines for any deposits and add calendar reminders for yourself to follow up and make sure that the deposits are paid.
    • Historically, it was common for members to put large amounts of money on their personal credit cards and then request reimbursement from the Treasurer and for the hotel bill to be partially paid in gift cards donated by vendors.
    • The Treasurer now has both a credit card and a checkbook and should pay the hotel directly instead.

b)        August-September: Select members for Institute Committees

• The following committees are essential, require significant work and diplomacy, and should go to experienced members who you trust:
  • Speakers (Detailed information on tasks below)
  • Sponsors and Exhibitors (Detailed information on tasks below)
• The following committees are essential but can be done by the Vice President or delegated to another committee member if necessary:
  • Registration (Detailed information on tasks below)
  • Publicity
    • Emails the SCALL listserv at a minimum a) when registration opens, b) twice before early registration ends, and c) twice before final registration ends.
    • May also help promote the SCALL Institute in the SCALL newsletter, in the publications of other library associations (e.g., the NOCALL newsletter), or on other library association listservs (e.g., law-lib, GovDoc-L, AALL, or NOCALL listservs).
    • May also come up with additional ideas for promotion and help with design of the Institute logo and Institute program.
    • In some years, this task has been delegated to SCALL’s standing Publicity Committee. In other years, the Vice President has appointed an Institute-specific Publicity Committee.
  • Technology Support
    • Brings and sets up a laptop with speaker slides.
    • Brings and sets up the projector. (If not using the hotel’s projector.)
    • Brings and sets up a microphone. (If recording presentations at a location that isn’t providing recording.) Generally, the simplest option for recording presentations is to borrow a high-quality microphone (available at many academic law libraries), plug it into the laptop playing the speakers’ slides, and set up Zoom to record the laptop screen with the speakers’ slides and the audio from the microphone.
    • Troubleshoots any technology problems at the Institute.
  • The following committees can be skipped if necessary but are good, low stakes opportunities for newer members to get involved with SCALL:
    • Bibliography: Puts together a list of articles related to the Institute theme, to be posted on the Institute website and printed out to be placed in the Institute registration bag.
    • Local Arrangements: Puts together a list of nearby restaurants, fun local activities, and necessities (e.g., nearest hospital, pharmacy, and clothing store), to be posted on the Institute website and printed out and placed in the Institute registration bag.
  • SCALL’s standing Website Committee typically maintains and updates the Institute website.
  • When selecting committee members, look for SCALL members who you can trust to reply quickly, interact respectfully with other committee members and registrants, and show initiative and good judgment. It is helpful to discuss role expectations and acceptable financial expenses up front, especially for new members.

c)         September-October: Open registration and begin promotion

• Select a topic, name, and logo. In some years, the Publicity Committee has helped with the logo and, in other years, the Vice President has gotten help from co-workers or family members with design experience.
• Work with the Registration Committee to create the registration page and with the Website Committee to create the website.
  • Typically, both committees will need to know:
    • The topic, name, logo, date, and location of the Institute.
    • Whether you plan to change ticket prices or keep them the same.
    • Hotel registration information, including information on parking, any special instructions for requesting disability accessible rooms, how to register with the group rate (generally, a special link and instructions for registering by phone), and the date the hotel group rate ends.
    • Closing dates for early bird and final Institute registration. The closing date for early bird registration is generally set to be the same as the day the hotel group rate ends.
  • The Registration Committee will also need:
    • Information on lunch choices. (Typically, chicken, fish, and vegetarian.)
    • Access to the website used to process registrations (currently Wild Apricot). Generally, the previous year’s Registration Committee, the SCALL Treasurer, the SCALL Programs Committee, and/or the SCALL Membership Committee should be able to provide access.
  • The Website Committee will also need links to the registration pages once the Registration Committee creates them.
• Establish a publicity schedule with the Publicity Committee (e.g., when will emails be sent? Do they/you have any other ideas for publicity?). Provide them with the topic, name, logo, and registration link.
• Send the topic, name, logo, and registration link to the SCALL President and ask them to promote the Institute in their SCALL newsletter column.
• Send the topic, name, logo, and registration link to presidents of other local chapters (e.g., NOCALL) to request that they promote the Institute in their newsletters and listservs. When contacting local California chapters, invite them to send a VIP. The VIP gets free registration but pays for their own travel and hotel.
• Let the SCALL Grants Committee chair know the date of the Institute and the hotel group rate deadline, so that they can advertise and award grants in time.
• (Optional) Ask AALL to send a AALL board member to provide an update on AALL.
  • Generally, AALL requires requests for board visits to be submitted well in advance, so place the request early if you’d like a AALL board member to join you.
  • The update can take place over a meal (most commonly lunch) or as part of the program.
  • If you request a board update, let the Speakers Committee know so that they can factor that time into the program. If the board member has expertise in the topic of the Institute, you can also work with the Speakers Committee to invite them to participate in a panel or give a substantive presentation.
  • Generally, SCALL gives the AALL board member free registration but AALL pays for the board member’s hotel and travel expenses. However, many years ago, local chapters used to be responsible for the board member’s hotel and travel expenses, so double check AALL’s current policies before deciding whether to invite a board member.
  • AALL may also ask to send a staff member as an exhibitor. Again, the exhibitor registration fee is waived but AALL pays for the staff member’s hotel and travel expenses.

d)        November-December: Select speakers and monitor registration and promotion

• Check in periodically with the various committees to make sure they’re on track and to check if they need any help from you. Specifically:
  • Check with the Sponsors and Exhibitors Committee(s) to make sure that they’re receiving adequate numbers and values of exhibitor registrations and sponsorships.
  • Check with the Speakers Committee to see what speakers they have scheduled.
    • Make sure that the program that they plan provides adequate time for exhibit breaks, so that exhibitors are satisfied with the money that they spent and willing to exhibit at future Institutes. The Exhibitors Committee can provide feedback on this if you’re unsure.
    • Non-SCALL members who speak at the Institute have traditionally received free registration, travel expenses, and (if travelling a significant distance) one free night at the hotel. Check what non-member speakers the Speakers Committee plans to invite, both to keep an eye on the budget and so that you can provide the speakers names to your contact at the hotel and reserve a room for them that will be charged to SCALL’s master account.
    • SCALL members who speak at the Institute have traditionally been required to pay for Institute registration and their own hotel and travel expenses. If you decide to change this policy, make sure to do so fairly (i.e., don’t waive registration fees or pay expenses solely for speakers who are friends with you or the Speakers Committee). Generally, member speakers have been strongly encouraged to apply for a grant from the SCALL Grants Committee, since this provides a consistent, established process for waiving registration fees and covering hotel and travel expenses.
  • Check in with the Registration Committee on the number of registrants and (especially as the hotel deadline gets close) check in with your hotel contact on the number of members who have booked rooms. If numbers are too low, work with the Publicity Committee to increase promotion and reach out directly to members that you know to encourage them to register. It’s common to extend the early bird deadline to drum up registration and (if the hotel is open to it) to extend the hotel registration deadline at the same time.
  • Make sure that you or the Sponsors and Exhibitors Committee(s) and Speakers Committee notify the Registration Committee of the names and meal preferences of all speakers, VIPs from other chapters, the AALL VIP and exhibitor (if any), and additional sponsor representatives not listed on the exhibitor registration forms, so that the Registration Committee can make badges for them and include them in the meal counts. Usually, the easiest option is to have the speakers, sponsor representatives, and VIPs register online and then have the Registration Committee waive the fees.
• Send the Website Committee updates as necessary (e.g., names and schedule of speakers).

e)        January-February: Finalize registration bags, meals, and technology

• Create the registration bags given to attendees and exhibitors at check-in:
  • Generally, the Sponsors and Exhibitors Committee(s) will be able to find exhibitors who are willing to donate branded bags and merchandise.
  • If not, there are many companies, easily found online, that specialize in selling promotional products (swag) that can be branded with the SCALL name and logo.
  • Other options for filling out the bags include:
    • The Institute program, plus the bibliography and local arrangements handouts.
    • Promotional materials for local events and activities. Generally, the county visitors’ bureau will be happy to mail you these.
    • Pens and papers for notetaking, purchased from an office supply store. (But note that many hotels will provide these.)
  • Figure out:
    • Who will stuff the bags. Ask for SCALL Institute volunteers to arrive early and help stuff bags the evening before, ask co-workers or friends involved in SCALL to help stuff the bags before the Institute, or stuff the bags yourself while watching TV or listening to podcasts.
    • Where the stuffed bags will be stored. Ask the hotel about a locked room to store them in or arrange for someone to store the bags in their hotel room.
  • Create the program.
    • You can do this yourself, enlist the help of the Publicity Committee, or enlist the help of a co-worker or family member with design experience.
    • Past Vice Presidents can provide examples of previous programs. Examples are also available on past SCALL Institute websites at https://scallnet.org/scall-institute/ and https://wayback.archive-it.org/7433/20160601233018/http://www.aallnet.org/chapter/scall/archives/main.htm.
    • The program is typically printed as a double-sided, saddle-stitched booklet.
      • This format requires the number of pages to be an exact multiple of 4. (Typically, 8 pages).
      • Some libraries have printers that can do this but, if you can’t find one, you can have the program printed at an office supplies store like Staples.
    • The program typically includes:
      • Names of sponsors and exhibitors
      • Names of Institute Committee members
      • Names of SCALL Executive Board members
      • Names of any VIPs (e.g., AALL and NOCALL board members)
      • Locations, times, titles, and speakers for all programs
      • Conference room wi-fi name and password (if applicable)
      • (Optional) Additional pages for notes, if necessary to make the booklet an exact multiple of 4
    • Make sure the program is accurate:
      • Ask the Speakers Committee to confirm that the information for the speakers is correct.
      • Ask the Sponsors and Exhibitors Committee(s) to confirm that the information for sponsors and exhibitors is correct and that there is enough exhibit break time to satisfy exhibitors.
      • Confirm registration desk times with the Registration Committee. Generally, it’s enough to staff the registration desk about an hour before the start of the presentations and during exhibit breaks.
      • Triple check that the information for Institute volunteers, board members, and VIPs is correct and ask them to confirm if you’re not sure.
    • Locate the previous year’s posters identifying the registration desk and thanking sponsors. (Likely held by the previous year’s Vice President, Registration Committee, and/or Sponsors and Exhibitors Committee(s)). Evaluate whether the posters can re-used or whether you need to print new ones.
      • Staples and other office supply stores can generally print posters. They typically provide nice-looking templates for posters and you can usually find even more poster templates online.
      • When designing posters, aim for reusable designs. (E.g. Welcome to the SCALL Institute!, not Welcome to the SCALL Institute Palm Springs 2022!; Thank you to our generous sponsor, CEB!, not Thank you to our generous breakfast sponsor, CEB!)
    • Print the bibliography and local arrangements handout (if providing them). These are usually double-sided 8x11 lists that can be printed using a typical office printer.
    • Email the final program, bibliography, and local arrangements handout to the SCALL Website Committee to be posted on the Institute website.
    • Make final arrangements for meals.
      • The hotel (or other location) should tell you when they need the final meal counts. Commonly, they’ll need a tentative meal count a week or two in advance and a final meal count two days to a week in advance. The Registration Committee should be able to provide you with the meal counts and allergy information.
      • Make sure to provide meal counts and (especially) information on allergies and other accommodations in writing. Giving information over the phone makes it easy for meal counts or accommodation requests to be forgotten or garbled and hard to dispute errors.
      • Generally, the Registration Committee stuffs members’ name badges with small tickets indicating their lunch choices: blue cardstock with a fish icon for fish, tan or pink cardstock with a chicken icon for chicken, or green cardstock with a vegetable icon for vegetarian, plus a second yellow star ticket for allergies. These tickets are not collected but are placed by members next to their plates to signal to the waiters who gets what. Confirm that this procedure works for the hotel and, if not, update the Registration Committee on the alternative procedure.
      • Historically, SCALL has had exhibitor breaks with refreshments on Friday afternoon and Saturday morning, a Friday reception with hors d’oeuvre, a Saturday morning buffet breakfast, and a closing Saturday luncheon.
        • Work closely with the Sponsors and Exhibitors Committee(s) if changing these:
          • Exhibitors typically want refreshments in the same room as the exhibitors to keep attendees there. Vendors who are sponsoring meals generally want it to be a sit-down meal rather than, e.g., a boxed lunch.
          • Many vendors sponsor specific meals, so eliminating a meal break may mean eliminating a sponsorship. Conversely, the Sponsors and Exhibitors Committee(s) may be able to find vendors to sponsor additional meals or other expenses or convince a vendor to change which meal they sponsor.
          • Generally, gifts and gift cards donated by vendors are given away in a prize drawing midway through the closing Saturday lunch, supplemented with additional gift cards purchased by SCALL if necessary. The prize drawing is deliberately scheduled for midway through or towards the end of the lunch to keep members there for the lunch, since the vendor sponsoring the lunch typically does not appreciate it if members don’t attend.
        • Traditionally, after the Friday reception, the Vice President or President arranges for the board to go out to dinner with any VIPs (reimbursed by SCALL), the Speakers Committee offers to take any non-member speakers out to dinner (reimbursed by SCALL), and many members meet up for dinner with friends. This has occasionally led to 1) resentment that SCALL pays for the board to go out to dinner and 2) new members feeling left out. Consider converting the Friday reception into a dinner or hosting a Dutch dine-around. Especially if the number of registrants is smaller, the price of a dinner that everyone is invited to may be comparable to the price of a reception plus the board and speakers dinners.
      • Make final arrangements for technology:
        • The hotel (or other location) will likely reach out to you for final details regarding your technology needs (e.g., a projector support package). Many locations contract with a separate technology service (e.g., Encore Technologies) to provide their technology.
        • Typically, SCALL brings at least some of its own technology to keep costs down. As necessary make sure that at least one person (and, if possible, more than one person!) will bring the following:
          • A projector
          • A laptop for playing slides
          • A microphone to plug into the laptop and record audio (if recording)
          • Extension cords to loan to exhibitors

f)          February-March: The Institute

• Write brief introductory remarks and thank yous to be delivered at the start of the Institute and brief closing remarks and thank yous to be delivered at the final lunch. Make sure to thank individual exhibitors and sponsors.
• Shortly before, during, and/or after the Institute, the hotel will contact you with the final estimates and bills. Review them, correct any errors, and sign them. It can be helpful to get assistance from someone who has planned the Institute or similar events before (e.g., other conferences, large parties, or weddings).
• Write thank yous to committee members. Some Vice Presidents also provide small gifts (e.g., a $5 gift card for coffee).
• Make sure that you and all other volunteers have submitted final details of income and expenses to the SCALL Treasurer, to be reimbursed and recorded. In particular:
  • Sponsors (and some exhibitors) often take a long time to submit payment. Work with the Sponsors and Exhibitors Committee(s) to make sure that sponsors and exhibitors with outstanding bills are invoiced and follow up as necessary to confirm that all payments are received.
  • Non-member speakers will need to be paid honoraria, plus mileage and other travel expenses.
  • The Registration Committee will need reimbursement for badges and possibly ribbons, snacks, and other registration desk materials.
  • Individual members who helped get posters, swag for registration bags, etc. may need to be reimbursed.
• Send copies of the program, bibliography, and local arrangements handout to the Archives Committee.
• Submit a report on the Institute at the June Business Meeting, including the topic, location, income raised, exhibitors/sponsors, and the number of attendees. Send a copy to the Archives Committee.

4)    Speakers Committee Tasks

• Typically, the Speakers Committee will need to arrange for:
  • A keynote speaker to open on Friday (Generally one hour)
  • Two to three additional speakers or panels on Friday afternoon (Generally 45 minutes to one hour each)
  • Two to four additional speakers or panels on Saturday morning (Generally 45 minutes to one hour each)
• Make sure to leave plenty of time for exhibit breaks, so that exhibitors are satisfied with the money that they spent and willing to exhibit at future Institutes.
• Check with the Vice President to see if they have arranged for an update from a AALL Board Member and when they plan to schedule it (e.g., over lunch, over breakfast, or during the program). If the AALL Board Member fits into your planned theme, you can also work with the Vice President to invite them to participate in a panel or speak on a substantive topic.
• When contacting potential speakers, you may need to explain some or all of the following:
  • SCALL - what it is and does
  • Dates and times of the Institute
  • Possible topics to cover in the talk
  • Length of talk
  • Title of talk
  • Other speakers (if known) and other topics to be covered (to avoid overlap)
  • For speakers who are not SCALL members and not vendors, SCALL traditionally provides:
    • A $200 honorarium
    • Free Institute registration, including all meals. As a courtesy, you can also allow the speaker to bring a meal guest.
    • One night at the hotel, for speakers travelling a significant distance. Provide the names of speakers who need hotel rooms to the Vice President, so that the Vice President can ask their hotel contact to reserve a room that will be charged to SCALL’s master account.
    • Reimbursement for mileage, coach class plane tickets, and/or transportation to and from the airport. SCALL can also buy the plane tickets directly, if the speaker prefers.
    • Consult with the Vice President about potential costs before committing to a speaker. Generally, the SCALL Institute invites either one or two outside speakers who need to be flown in and given a hotel room or three or four local outside speakers who need honoraria plus mileage.
  • Vendors have traditionally been expected to pay hotel and travel expenses for vendor employees who speak at the Institute. Consult with the Vice President if this creates a problem.
  • SCALL members who speak at the Institute have traditionally been required to pay for Institute registration and their own hotel and travel expenses. If you decide to change this policy, make sure to do so fairly (i.e., don’t waive registration fees or pay expenses solely for speakers who are friends with Speakers Committee members or the Vice President). Generally, member speakers have been strongly encouraged to apply for a grant from the SCALL Grants Committee, since this provides a consistent, established process for waiving registration fees and covering hotel and travel expenses.
• Usually, it will take more than one call or email before a speaker is comfortable committing to speak.
• Once the speaker has confirmed:
  • Provide the Vice President with the names of any speakers who need a hotel room, so that the Vice President can ask the hotel to hold a room for them.
  • Provide the Vice President and Treasurer with the names or any speakers who need honoraria and expense reimbursements, so that you can get the speaker reimbursed at or immediately after the Institute.
  • Make sure that you or the Vice President provide the Registration Committee with the names and meal preferences of all speakers, so that the Registration Committee can make badges for them and include them in the total meal counts.
    • If a speaker is receiving free registration, usually the easiest option is to have the speaker register online and then have the Registration Committee waive the fee.
    • If a speaker is not receiving free registration, double check with the Registration Committee that they have registered.
  • Make sure that all of the following is confirmed in writing (e.g., emails):
    • Whether the speaker will receive free Institute registration
    • Whether the speaker will receive an honorarium
    • Who is responsible for making and paying for hotel and travel arrangements
    • Date of hotel stay and date and times of travel (if SCALL is making these arrangements for the speaker)
    • When and how the speaker will receive any honorarium and expense reimbursements. (Generally, by check or electronically at or immediately after the Institute.)
    • The speech title, time, length, and topic
    • Whether speakers are OK with sharing their slides and/or being recorded and whether they have any handouts or other materials they would like posted online or distributed in print.
      • Let the Vice President know if a speaker doesn’t want to be recorded, so that recording can be turned off for that presentation.
      • Send any slides or other materials to be posted to the Vice President, so that the materials can be posted on the Institute website.
      • It’s rare for speakers to want materials distributed in print but, if they do, send the materials to the Vice President to be printed and included in the Institute registration bag.
    • How the speaker would like their name, title, and organization to appear on the Institute program
      • Assuming that the speaker has registered themselves, the most efficient option is for the member making the program to use the information the speaker entered in the registration form and then for you to confirm with the speaker that the final program looks OK.
      • The Vice President should send you a copy of the program to proof. Contact them if you haven’t received a copy by two or three weeks before the Institute.
    • Generally, part of the role of the Speakers Committee is to work with the speakers to make sure that their presentations are coordinated and fit together well.
      • Some speakers may want a lot of back-and-forth and feedback, others may already have a good idea of what they want to speak about.
      • Occasionally there are speakers who go completely off the rails and speak about something of their own choosing. To cut down on this risk, it’s helpful to check in with speakers regularly and provide feedback to keep them on track. However, this is not always preventable so, if it happens to you, know that you’re not the first.
      • Occasionally there are speakers who drop out at the last minute, so it’s helpful to have back up speakers in mind.
      • Good speakers are the key to a good Institute, so it’s important for anyone working directly with speakers to have good people skills, be supportive and encouraging, and be able to diplomatically steer the development of presentations so that they all fit together well.
    • The Speakers Committee should also make sure that the speakers feel welcomed at the Institute:
      • Greet speakers and see if they need anything. If speakers seem lost or left out, provide directions and make introductions.
      • Invite speakers out to dinner after the SCALL Institute reception (if the reception is hors d’oeuvres rather than a full dinner). Pay for dinner and submit a reimbursement request to the SCALL Treasurer.
      • After the Institute, write thank you notes to all speakers and (if applicable) include an honorarium and reimbursement check from the SCALL Treasurer.
      • Follow up with speakers to make sure that they received reimbursement for any expenses and that their honorarium went through (if applicable).

5)    Sponsors and Exhibitors Committee(s) Tasks

• This can be handled by one committee or split into two, with one committee handling exhibitors and the other handling sponsors.
• Vendors are essential to the success of the Institute. The goal is both to get vendors for the current Institute and keep vendors happy enough that they see the value in returning for future Institutes.
• At the same time, exhibiting and sponsoring does not entitle vendors to, e.g., threaten to sue you if you don’t provide the attendee list before the Institute or try to lure attendees away from other vendors’ tables. Assume a good faith misunderstanding, if possible; politely but clearly explain the expectations; and loop in the Vice President if necessary.

a)         Before the Institute

• In June or July, you may be asked to join a site visit to confirm that possible locations are appropriate for exhibitors. Generally, you’ll want to make sure of the following:
  • Ideally, the location should provide enough space that 8 to 12 exhibitor tables, each about 8 feet long, can be placed along the edges of the room where the presentations are taking place.
  • Confirm whether the hotel can provide the following and whether they will charge extra:
    • Extensive electrical outlets, power strips, and extension cords
    • Internet
    • 2-4 easels for the signs identifying the registration table and thanking the sponsors for meal breaks
    • Cloths and skirts for the tables (if necessary)
    • Storage for exhibitor boxes that arrive before the Institute and return shipping of exhibitor boxes back to exhibitors after the Institute
  • Make sure that any promises the hotel makes are clearly spelled out in the contract. Commonly, the contract will guarantee a specific room for the presentations, free or discounted internet, a specified number of free or discounted exhibitor tables (possibly with charges for additional tables), and storage and shipping of exhibitor boxes (generally with limits on the dates that the boxes can arrive and remain and on the total number of boxes).
  • If you’re willing, it’s often cheaper to bring power strips and extension cords yourself and to ship exhibitor boxes back yourself. The SCALL Treasurer should reimburse you for these expenses and previous Sponsors and Exhibitors Committee(s) should be able to provide you with any power strips and cords they have.
• Compile a list of potential exhibitors and sponsors:
  • Include everyone who has exhibited at the past few Institutes as well as any new companies or previous vendors you can think of.
  • Vendors generally prefer to sponsor some specific aspect of the Institute (e.g., paying for a specific meal or donating Institute registration bags, swag to place in the bags, or gift cards for the prize drawing.). Review the website and ask previous Institute committee members to figure out what sponsors have paid for in the past.
• By late September or early October, the Registration Committee should have a completed online registration form for exhibitors.
  • Reach out to the Vice President if you haven’t received a registration form by early October.
  • The registration form should ask for vendor representative names, meal preferences, allergies, and disability accommodations; how the vendor would like their organization name to appear on badges and marketing materials; how many electrical outlets the vendor needs; and whether the vendor would prefer not be placed next to any other vendors.
• Contact past exhibitors and sponsors to provide them with the exhibitor registration form and solicit sponsorships. Again, vendors generally prefer to sponsor specific aspects of the Institute, especially ones they have sponsored in the past.
• Confirm what exhibitors and sponsors will receive in exchange for exhibiting or sponsoring. Generally:
  • Both exhibitors and sponsors receive a list of librarians attending the conference, with their email addresses.
  • Both exhibitors and sponsors are recognized on the Institute website, in the Institute program, and in the Vice President’s opening and closing remarks. Depending on their level of contribution, they may be recognized as exhibitors, major exhibitors, sponsors, or major sponsors.
  • Exhibitors are entitled to a table at the Institute, staffed by one vendor rep. Major exhibitors can send a second vendor rep. Registration as an exhibitor includes admission to all Institute meals and programs and at least one Institute registration bag per vendor table.
  • Sponsorships are more flexible and compensation can vary, as long as both SCALL and the vendor feel like they are getting a good deal. For example:
    • Vendors who sponsor meals are generally credited with a poster on an easel thanking them for sponsoring the meal. If they ask, they are typically allowed to include an advertising flyer in the Institute registration bag and, if they donate an especially large amount, they are often allowed to send a vendor rep as an attendee.
    • Vendors who donate attendee bags or swag to put in them are typically allowed to include an advertising flyer in the registration bag.
    • Vendors who donate gift cards are generally explicitly credited and thanked for the gift card when it is given away during the lunchtime prize drawing and are allowed to include an advertising flyer in the registration bag.
  • When in doubt, consult with previous Sponsors and Exhibitors Committee(s) and the Vice President before committing to a specific sponsorship deal or deciding whether a sponsorship qualifies as major.
• Confirm what logo vendors prefer to use and how they would like the company name written. This can change often as companies rebrand.
  • Provide the preferred name and logo to the Vice President, to be placed on the Institute website and included in the Institute program.
    • Let the Vice President know if the vendor is an exhibitor, major exhibitor, sponsor, or major sponsor so that they can get appropriate credit on the website and in the program.
    • Let the Vice President know if the vendor is sponsoring a specific meal and needs a sign thanking them at that meal.
  • Check that the preferred names and logos for all vendors are used on:
    • The SCALL Institute website
    • The program
    • Any signs recognizing vendors’ sponsorship
    • Reach out to the Vice President two or three weeks before the Institute if you haven’t seen the program or signs.
  • Communicate with the Registration Committee and Treasurer to register vendor reps and collect payment:
    • If possible, encourage Exhibitors and Major Exhibitors to register and pay using the online registration form. By default, the form should be set up to automatically deposit payments into SCALL’s bank account.
    • If possible, work with the Registration Committee and/or Treasurer to send custom online invoices to sponsors. Both the Registration Committee and Treasurer should be able to set up forms that automatically deposit payments into SCALL’s bank account.
    • If a sponsor is sending a rep as part of their sponsorship deal, make sure that the Registration Committee knows the rep is coming, has their name and organization as they should appear on their badge, and knows which meals they are attending and whether they need any allergy or disability accommodations. There are three ways to do this:
      • The Registration Committee can set up a custom invoice that also collects this information.
      • You can email the necessary information to the Registration Committee to input manually.
      • The rep can register as an attendee and select the option to pay offline. Then, you can let the Registration Committee know that they are a sponsor rep, and their payment should be waived.
    • Some vendors may still only be able to pay by check.
      • The exhibitor registration form should allow exhibitors to register and then select an option to pay offline, with instructions for mailing the check to SCALL’s mailing address.
      • Provide sponsors with SCALL’s mailing address or the address for the Treasurer. Let the Treasurer know to expect the check.
      • If checks are sent directly to you, as soon as possible, forward them to the Treasurer and notify the Registration Committee that payment has been received, so that they can mark the registration as paid.
    • Some vendors may need additional information to process payment, such as W-9s or for SCALL to register with their payment processor. Forward these requests to the Treasurer.
    • Historically, many vendors have paid by gift card, which were typically used to pay hotel bills, buy supplies (e.g., posters, swag for Institute registration bags), and buy smaller gift cards to distribute in the lunchtime prize drawing.
      • If at all possible, discourage vendors from sending gift cards (other than those that you know can be used in the prize drawing).
      • Gift cards are hard to process and are often flagged by payment processing systems and hotels as potentially fraudulent, resulting in a hold being placed on the funds.
      • Using donated gift cards to make purchases makes it harder to accurately track how money is received and spent.
    • Often, registration forms are filled out by administrators who don’t provide accurate names, meal choices, or allergy information for the vendor reps. Check if the Registration Committee needs help getting this information and let them know if you spot any information that you know is inaccurate (e.g., misspelled rep names, lack of allergy information for reps with known allergies).
    • As much as possible, accommodate last minute registrations and changes in reps. Make sure to keep the Vice President and Registration Committee updated so that they can recognize the vendors on the website and in the program, make appropriate badges for reps, and include the reps in meal counts and allergy and disability accommodations.
  • Create the room layout:
    • Follow up with the Vice President if you haven’t heard from them about the room layout by about three or four weeks in advance of the Institute.
    • Ideally, the hotel should place tables about 8 feet long around the perimeter of the meeting room, with at least 1 foot of space between tables.
    • Give the best locations to vendors who are major exhibitors and/or sponsors as well as exhibitors. If you’re not sure which position is the best from the vendor perspective, contact the vendors and ask what location they’d prefer.
    • If a vendor asks not to be placed next to another vendor, honor that request.
  • Create the vendor game:
    • The vendor game can be a paper game or a short link or QR code taped to vendor tables that sends attendees to an online form (e.g., Google Forms).
    • It consists of a short quiz, themed to the Institute location or topic. Each vendor has an answer to one question. Answering all the questions allows the attendee to enter a prize drawing at the final SCALL lunch, where they can win gift cards and gifts donated by vendors and/or purchased by SCALL
    • The vendor game has two goals:
      • Keep vendors who are exhibiting happy by encouraging members to visit their table. If possible, questions should have multiple possible correct answers and/or answers that are difficult to look up, to make sure that attendees have to go to the exhibitor tables to get the “right” answers.
      • Keep the vendor sponsoring the lunch happy, by making sure attendees go to the lunch.
    • A couple weeks to a month before the Institute, provide the vendors with information on where to ship their boxes and any special rules or limitations (e.g., “The hotel will only store two boxes per vendor and boxes must be marked with SCALL Institute.”)

b)        At the Institute

• Bring electrical cords, power strips, tape, pins, etc. or know where to get them.
• Know where to find a printer- the hotel will typically have a business center and the Registration Committee sometimes brings a small printer.
• Arrange with the Registration Committee to pick up badges and Institute registration bags for the vendors. If registration and exhibits open at noon, you may want to arrange to pick up the badges and bags from the Registration Committee earlier that morning or the night before. (Depending on who assembles the bags, they may be with the Vice President, with another member, or already with you- check with the Vice President if you’re not sure.)
• Arrive the evening before and get to the meeting room early on Friday to help exhibitors set up, make sure that they get their badges and registration bags, make sure that they know the time and location of exhibit breaks and meals, and help them get any last-minute needs (e.g., water, extra chairs, etc.)
• Check in with the vendor reps regularly to make sure that they’re having a good time, meeting people, and have everything they need on a practical level.
• Help exhibitors break down their displays and arrange for displays to be shipped back to them. If the hotel is shipping the displays back, make sure that the vendors have the name of a contact at the hotel in case of problems. Some exhibitor chairs have opted to ship the displays back themselves, then get reimbursement for shipping costs from the Treasurer.

c)         After the Institute

• Write final thank yous to exhibitors and sponsors.
• Provide the exhibitors and sponsors with a list of attendee names and emails. You can get this from the Registration Committee.
• Make sure that the Vice President or President also sends a thank you to the SCALL listserv after the Institute, naming the sponsors and exhibitors individually.
• Follow up as necessary to make sure that all vendor payments have been received. There are typically various snafus, such as a vendor not receiving a final invoice, the Treasurer mistaking an unexpected e-gift card for a scam, or vendors who need additional information and/or are slow to process payments.
• If attendance is significantly less than anticipated, work with the Vice President, Newsletter Committee, and Programs Committee to offer partial refunds or extras, like free ads in the newsletter and sponsorship of future events.

6)    Registration Committee Tasks

a)         Create the registration forms for attendees, exhibitors, and guests

• In the past, the committee has used print, EventBrite, EventBee, and other platforms. As of 2023, the committee uses Wild Apricot’s Events function, which is set up to deposit money directly into the SCALL bank account.
• The Vice President or previous year’s Registration Committee should make sure you get access to Wild Apricot’s Events function. If they don’t, the SCALL Treasurer, the SCALL Programs Committee, and/or the SCALL Membership Committee should be able to provide access.
• Once you have access, you should be able to copy over the previous year’s registration forms. There are three forms: one for attendees, one for exhibitors, and one for guests.
• Get information from the Vice President on:
  • The topic, name, logo, date, and location of the Institute.
  • Whether they plan to change ticket prices or keep them the same.
  • Whether the lunch meal choices are still chicken, fish, and vegetarian, or whether they have changed.
  • Hotel registration, including information on parking, any special instructions for requesting disability accessible rooms, how to register with the group rate (generally, a special link and instructions for registering by phone), and the date the hotel group rate ends.
  • Closing dates for early bird and final Institute registration. The closing date for early bird registration is generally set to be the same as the day the hotel group rate ends.
• Update the registration form with the information from the Vice President.
• If you are creating registration forms from scratch:
  • You’ll generally need three forms: one for attendees, one for exhibitors, and one for guests. Generally, there are:
    • Two prices for exhibitors (a lower price for exhibitors, who can send one rep, and a higher price for major exhibitors, who can send two reps).
    • Two prices for guests (a lower price for reception and breakfast guests and a higher price for lunch guests); and
    • Four prices for attendees (early bird member, late member, early bird non-member, and late non-member), with members of SCALL, AALL, and any other local AALL chapter receiving the lower member’s price.
  • Ask for name and organization, as they should appear on the badge.
  • Ask whether accommodations are needed for allergies or disabilities.
  • Ask whether they plan to attend the reception and breakfast and what (if any) meal they want for lunch (generally chicken, fish, or vegetarian).
  • Ask exhibitors how many electrical outlets they need and whether there are any other vendors they prefer not to be placed next to.
  • Make sure that the confirmation email includes the names of the attendees who registered. (If not, expect emails from administrative assistants who are concerned that the registration lists only their name.)
  • Work with the SCALL Treasurer to set up the registration payment to deposit directly into SCALL’s bank account. (If you are using SCALL’s Wild Apricot account or another membership software already used by SCALL, it should already be set up to do this.)
  • Also make sure to provide an option to pay offline, for attendees and vendors who are only able to pay by check. Provide the contact information to send the check. (Generally, to you, to the Sponsor and Exhibitor(s) Committees, to SCALL’s main mailing address, or directly to the Treasurer.)
  • Provide your name and contact information for questions.
• Send the registration forms to the Vice President and Exhibitors Committee so that they can approve them and arrange for them to be sent out to members and exhibitors.

b)        Respond to questions from the SCALL Vice President, Institute committee chairs, and registrants

• The Vice President will likely request a current registrant count a couple of times and request meal counts for the hotel once or twice shortly before the Institute.
• The Sponsors and Exhibitors Committee(s) may also ask about registrant counts or ask you to modify or re-open registration to accommodate a specific exhibitor or sponsor.
• If you’re asked to collect a custom payment amount for a specific sponsor, you can go to Finances > Invoices > Add Invoice in Wild Apricot to create an invoice. Alternately, it’s perfectly fine to just forward requests for custom payments to the SCALL Treasurer to sort out.
• We’ve tried to move members and vendors away from paying by check but some still strongly prefer to do so or have employers who do. Forward checks to the SCALL Treasurer for deposit (if they are sent to you) and mark the registration as paid in Wild Apricot by going to Finances > Invoices > Select the invoice > Record payment > Select Tender: Check.
• Registration is waived for non-member speakers, grant recipients, and invited VIPs from AALL and other AALL chapters. The Sponsors Committee may also waive registration fees for vendor reps as part of sponsorship deals.
  • Generally, the most efficient option is to have these registrants complete the attendee registration form to provide you with their badge and meal information, but select the option to pay offline. Then, mark their invoice as paid by going to Finances > Invoices > Select the invoice > Record payment > Select Tender: Special discount in Wild Apricot and add an internal note stating Grant recipient, Speaker, or other relevant description.
  • It’s common for other committees to forget to notify you of, e.g., VIPs or vendor reps. Before assembling badges, email the Vice President, Speaker, Sponsor, Exhibitor, and Grants Committee chairs to confirm that you have all VIPs, speakers, sponsors, exhibitors, and grant recipients.
• Expect registrants to direct a variety of questions your way. If you’re not sure of the answer, it’s always fine to forward them to the Vice President or other Institute committee chairs. Common questions include:
  • Registrants whose organizations require specific invoice formats, W9s, or other financial verification to issue payment. Provide them with an appropriate invoice if you can and refer requests for financial information to the SCALL Treasurer.
  • Exhibitors and sponsors asking if they can send additional reps. Refer them to the Exhibitor and Sponsorship Committee(s).
  • Speakers asking to attend for free. Historically, non-members who speak have been given free registration, while SCALL members who speak have been required to purchase a ticket but encouraged to apply for a grant. Refer them to the Speakers Committee and/or Vice President.
  • Registrants asking for refunds because they can’t attend the Institute.
    • Contact the SCALL Treasurer to issue refunds. As of 2023, the refund function within Wild Apricot marks the invoice as refunded but DOES NOT actually refund any money.
    • For the past several years, the practice has been to issue a refund to anyone who doesn’t attend and asks for a refund, no questions asked. Ask the Vice President if you’re not sure of the current policy.
  • You may want to occasionally skim the list of Registrants & Invitees to confirm that everyone who has registered has paid. Before following up to request payment:
    • Check if the registration is abandoned and/or duplicate (e.g., someone started the process, didn’t pay, then registered later).
    • Check with the Treasurer to see if they’ve sent payment by check.

c)         Make name badges

• The previous year’s Registration Committee chairs should provide you with:
  • Word document templates for name badges, lunch tickets, and registration desk signs.
  • A box of physical registration supplies, including ribbons for badges and badge making materials.
  • If they don’t, follow up with them. (Or just make new templates and buy new ribbons and badge making materials.)
• Check that there are adequate registration supplies, order more as needed, and request reimbursement from the Treasurer. Supplies should include:
  • Name badge paper, lanyards, and sleeves
  • Blue, green, tan, and yellow cardstock for lunch tickets
  • Scissors, tape, pens, and paper
  • Ribbons for exhibitors, major exhibitors, sponsors, major sponsors, speakers, past presidents, board members, committee chairs, and committee members. These are readily available online by searching for badge ribbons.
• A few days to a couple weeks before the Institute, assemble the following:
  • An alphabetized spreadsheet with a list of attendees, their meal choices and any important notes (e.g., allergies, speaker, exhibitor, sponsor). You should be able to download this from the event registration software.
  • Name badges, with attendee names and organizations
  • Lunch tickets
    • Small tickets inserted into the back of each attendee’s badge holder, indicating their lunch choice.
    • These tickets are not collected but are placed by members next to their plates to signal to the waiters who gets what.
    • Typically, SCALL uses blue cardstock with a fish icon for fish, tan or pink cardstock with a chicken icon for chicken, or green cardstock with a vegetable icon for vegetarian, plus a second yellow star ticket for allergies.
    • Double check with the Vice President that this is still the plan.
  • Typically, ribbons for major exhibitors, exhibitors, sponsors, and speakers are stuffed into the back of attendee’s badge holders, along with the meal ticket. Other ribbons are put out on the table with a ribbon station sign, so members can collect their own.
• Make sure to bring scissors, tape, pens, and extra badge making supplies. There are always badges that need to be reprinted, people whose print or online registrations went astray, and people who want to register onsite, so verify that the hotel has a printer, bring your own small printer, or bring pens and blank badges so attendees can handwrite their badges.

d)        Staff the registration desk

• A few weeks before the Institute, check the program on the Institute website or contact the Vice President to verify the times the registration desk is open.
  • Historically, the registration desk was open for long hours from 9 am to 5 pm on Friday and 7 am to 12 pm on Saturday.
  • Few people showed up and the registration desk time has been cut down to one hour before presentations start and during exhibitor breaks. Make sure that the time does not accidentally go back up again.
  • Consider finding volunteers to help staff the registration desk. Staffing the registration desk can be a good opportunity for new members to meet people.
• Once at the Institute:
  • The Vice President or the Sponsors and Exhibitors Committee(s) should provide you with Institute registration bags and a sign and easel identifying the registration desk. It’s helpful to bring a smaller back up registration sign just in case.
  • Make sure to give the exhibitors or the Exhibitors Committee the badges and registration bags for exhibitors before exhibits open.
  • As attendees arrive, check them off the list and give them their badges and registration bags.
  • You may also be asked to collect vendor games for the vendor prize drawing, verify vaccinations, or perform other minor tasks.
  • Because you are sitting in front, expect to receive a wide variety of questions, complaints, and requests. (E.g., Where are the bathrooms? Where is the reception/breakfast? Is there an open bar? A vendor rep is luring librarians away from other vendor’s tables. Please watch my lunch and luggage. The restroom is out of toilet paper and Kleenex.) It’s good to check the program in advance for locations and times and be prepared to give basic directions, but it’s also fine to redirect people to the Vice President, other Institute committee chairs, or hotel staff as appropriate.

e)        Provide a final list of attendees and their email addresses to the Vice President and the Exhibitor and Sponsorship Committee(s)

• The Vice President needs a final attendee count for their annual report.
• The Exhibitor and Sponsorship Committee(s) need attendee names and emails to send to exhibitors and sponsors.

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

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, , and to provide members with a directory of members. The membership year runs from July 1^st through June 30^th. Dues are not prorated.

 2. Duties

1. 1. Follows the "General Responsibilities of all Officers, Board Members and Committee Chairs" and the "Policy Statements.”
   2. 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. Emails annual renewals in early June. Emails second renewal notice in August to those who have not renewed.
   4. 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 information regarding the SCALL Membership Directory, electronic SCALL Newsletter, Listserv and Website. Checks with Public relations Committee Chair to see if any “giveaways” are available for new members.
   5. Designs membership applications in accordance with the Bylaws, Article IV.
   6. Works with the Public Relations Committee Chair to design and print membership brochures as needed, after approval by the Board. This brochure should contain information that is useful to new and potential new members regarding the Association.
   7. Communicates with interested parties regarding membership information.
   8. 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 and employment changes.
   9. Updates the SCALL Membership Directory. Provides a password-protected version of the SCALL Membership Directory on the Website.
   10. Sends committee archival information to the Archivist as needed.

3. Calendar

1. 1. Ongoing: Send membership news to Newsletter Editor for all newsletter editions.
   2. July 1: Deadline for membership renewal. Process Renewal Forms as they are received.
   3. August: Submit a proposed budget to the President and/or Board liaison.
   4. August: Send renewal notices to members who have not yet renewed. Delete membership records for those who have not renewed their membership. Former members in good standing may rejoin at any time.
   5. April: Provide the Secretary with a list of members entitled to vote.
   6. June: Submit an annual report at the June Business Meeting.
   7. June: Send renewal reminders to members. Send a reminder announcement to the Listserv.

4. Guidelines

1. 1. Maintains the membership records database. Retains a copy of the membership database in Microsoft Excel format for each membership year.
   2. Membership database information should include:
      1. Name
      2. Title
      3. Affiliation
      4. Address
      5. Contact information (telephone number and email address)
   3. Renewal form should identify the membership year, (e.g., 2020 – 2021) and include a statement, "The membership year runs from July 1^st through June 30^th, and dues are not prorated."
   4. Membership dues are not prorated. If a new member joins after March 31^st, the dues will apply to the current and the next year.

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 1^st:  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

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

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 (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

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 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 (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 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