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Online Doc Exhibitor Contact and Relations Committee (Disbanded)

by Braegan Abernethy on Mon, Feb 29, 2016 at 08:07 pm

Committee Charge

Organize and run round table and vendor sponsored awards and contests. Act as a liaison between the exhibitors, the Exhibits Round Table, and ALA/NMRT.

Committee Charge

Organize and run round table and vendor sponsored awards and contests. Act as a liaison between the exhibitors, the Exhibits Round Table, and ALA/NMRT.

History of Committee

Until 1983, the committee consisted of a single person, who was known simply as the Exhibits Round Table Liaison. However, the duties of this position kept expanding, and one person could not handle everything without assistance. After consultation with many NMRT Executive Board members, it was decided to turn the liaison position into a committee, so that assistance could be supplied through the use of committee members.

Major Responsibilities

  • Act as a liaison between the exhibitors, the Exhibits Round Table, and ALA/NMRT.
  • Obtain gift bags from EBSCO for Orientation Committee (Midwinter and Annual).
  • Obtain pens from SIRSI for Orientation Committee (Midwinter and Annual).
  • Work to fulfill other Committee vendor requests.
  • Meet with Exhibitor’s Round Table (ERT).
  • Contact Alfred Jaeger, Inc. to obtain annual donation for NMRT Resume Review Services.
  • Publicize and judge the Marshall Cavendish essay contest.
  • Attend Exhibitor's Round Table meetings at Midwinter and Annual.
  • Brainstorm and develop new ways that we can serve as liaisons between the exhibitors and NMRT.

Procedures Used to Accomplish Major Responsibilities

  • Contact EBSCO and SIRSI representatives 6 weeks to 2 months prior to conferences to arrange for delivery of bags and pens.
  • Attend ERT Board meeting at Midwinter and Annual in order to discuss opportunities for ECRC to assist exhibitors at both conferences.
  • Approximately one month to 6 weeks prior to ALA Annual begin to advertise the Marshall Cavendish essay contest the NMRT listserv.
  • Evaluate essay submissions, name the winner(s), and provide Marshall Cavendish representative with that information so they may present the winner(s) with banquet tickets.

Committee Composition and Terms(s) of Office

All terms are Annual - Annual

  • Committee chair (2 yrs - first year as vice chair / chair elect)
  • Committee vice chair / chair elect (1 yr)
  • 4 - 6 members (1 yr)

Reports to

Treasurer

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • Orientation Committee chair
  • EBSCO and SIRSI representatives
  • ERT chair
  • ALA Conference Services representative
  • Cognotes editor and photographer
  • Publicity Needs:
  • Advertising for Marshall Cavendish essay contest.

Records Generation and Archiving Schedule

Still to be determined.

Documents to Create

  • Press releases for Marshall Cavendish essay contest.
  • Maintain updated list of donating vendors and contact information.

Reminders and Helpful Hints

  • Publicize the Marshall Cavendish essay contest through as many avenues as possible, relying upon various listservs.
  • Attend the ERT meetings and get to know the exhibitors.

Timetable

On-going

Throughout the year, as requests are received for specific needs and projects, contact exhibitors for contributions. Midwinter conference requests receive first priority.

August

  • Contact all NMRT officers and committee chairs, outlining procedure for requesting vendor support.
  • Refer them to the Committee Request Form for Exhibitor Support available on the NMRT homepage.

September

Schedule Midwinter Committee Meeting(s) if needed.

November

  • Schedule meeting(s) for Annual Conference if needed.
  • Contact EBSCO and SIRSI representatives for bags and pens for Midwinter Orientation.

December

Prepare Midwinter report

Midwinter

  • At conference thank exhibitors who have contributed and make contact with those who will receive requests for assistance before the Annual Conference. Try to finalize needs for Annual Conference with committee chairs.
  • Attend Exhibitor’s Round Table (ERT) meetings.

April/May

  • Start listing press releases on listservs and other avenues to adequately advertise Marshall Cavendish Essay contest.

June

  • Prepare vendor lists.
  • Announce winners of the Marshall Cavendish essay contest.
  • Prepare report for Annual Conference.

Annual

  • Provide information on essay winners to Cognotes.
  • Attend ERT meetings.
  • Thank exhibitors.
  • Make preliminary lists of needs and priorities for committees for next year.

 

Last Revised: October 2004

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Online Doc Association Options Fair Committee (Disbanded)

by Braegan Abernethy on Mon, Feb 29, 2016 at 08:05 pm

(Formerly called Membership Pavilion Committee)

Committee Charge

The NMRT Association Options Fair Committee plans and hosts the Association Options Fair at Annual Conferences. This event offers new members the opportunity to engage with Association, Division, Committee, and Round Table representatives and to explore opportunities for active involvement within ALA.

(Formerly called Membership Pavilion Committee)

Committee Charge

The NMRT Association Options Fair Committee plans and hosts the Association Options Fair at Annual Conferences. This event offers new members the opportunity to engage with Association, Division, Committee, and Round Table representatives and to explore opportunities for active involvement within ALA.

History of the Committee

The first Association Options Fair took place at Annual 2012. In December 2011, NMRT proposed that a group of Emerging Leaders research the feasibility of an ALA wide event modeled on the Professional Options Fair of previous years, hosted for the Spectrum Scholars Program. The project proposal was approved and the assigned Emerging Leaders group began research on this project. At the same time, 2011-2012 ALA President, Molly Raphael, appointed a task force to begin working toward the same goal, as part of her “Empowering Diverse Voices” initiative. The Emerging Leaders group joined forces with the task force, and the event was named the Association Options Fair. It was described as follows:

One of the most essential steps towards leadership development is to know the leadership and involvement opportunities that are available to you. The Association Options Fair, planned as an event at the Annual Conference, will provide new members with an opportunity to visit with Association, Division, Committee, and Roundtable representatives to discuss volunteer opportunities. By shedding light on the many volunteer opportunities available throughout the Association, it is hoped that more members can benefit from the leadership opportunities and experiences available through involvement and that more member groups can benefit from the contributions of members.

Committee Purpose

  • To provide members with the opportunity to engage with Association, Division, Committee, and Roundtable representatives.
  • To identify and explore opportunities for active involvement and leadership within ALA.

Major Responsibilities

Organize Association Options Fair:

  • Invite Association, Division, Committee, and Roundtable representatives to attend/volunteer.
  • Invite relevant groups to attend (new members, students, recent graduates, Emerging Leaders, Spectrum Scholars, any member wanting to find out ways they can become more involved).
  • Event marketing and promotion.

Host Association Options Fair:

  • Direct volunteer representatives to their Division/Association table.
  • Greet attendees, explain format of event, and answer questions.
  • Direct attendees to tables to balance the number of people at each table.

Procedures Used to Accomplish Major Responsibilities

  • Work with other NMRT committees, ALA Divisions and Associations to publicize the Fair.
  • Handle all event publicity.
  • Create content for NMRT Wiki.
  • Oversee the event.

Committee Composition and Terms of Office

  • Chair:1

(1 year appointment, Annual to Annual)

  • Committee Members:4

(1 year appointment, Annual to Annual)

Reports to

  • Networking Director, Barbara Lewis

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Vice-President/President-Elect
  • NMRT Secretary (Handbook Committee Supervisor)
  • NMRT Staff Liaison
  • Other NMRT Board Member Directors

Publicity Needs

  • Official press releases
  • Work with NMRT liaisons
  • ALA Connect
  • ALA Annual Conference Scheduler entry
  • ALA Direct
  • Listservs
  • Twitter
  • Association & Division websites
  • Invitations via Emerging Leaders group, ALA Conference Ambassadors, Spectrum Scholars and new ALA members.

Records Generation and Archiving Schedule

  • Survey feedback results. Keep for 5 years.

Forms Used by the Committee

  • Survey templates for Options Fair attendees and volunteers.

Documents to Create/Update (e.g. Flyers, Brochures, etc.)

  • Official press release
  • Blurb for Conference Scheduler, Association & Division websites and listservs
  • Virtual invitation
  • Survey templates for attendees and volunteers

Reports and Dates for Submitting Reports

  • Planning Report (September/October)
  • Progress Report (February)
  • Final Report (June/July)

General Timetable of Events

July

  • Read Handbook entry and files to get an idea of the event history.
  • Review follow-up surveys from previous years.
  • Review Handbook entry for changes to timeline.
  • Review the committee’s budget.

August

  • Chairs to introduce themselves to the committee and outline goals for the year ahead.
  • Discuss when and how to seek input from committee members.

September

  • Prepare Planning Report and submit via ALA Connect.
  • Draft event description for ALA Annual Conference Scheduler.

October

  • Confirm date, time and location of Association Options Fair with NMRT President.
  • Advise Web Committee of any changes required to web content.

November

  • Edit publicity plan
  • Request sponsorship for food & prizes

December

  • Arrange time and place to meet at Midwinter Meeting if possible.

January

  • Attend Midwinter Meeting if possible.
  • Draft text for Association/Division representative invitations.
  • Draft text for attendee (Emerging Leaders/Spectrum Scholars) invitations.
  • Promote the AOF more during Midwinter in publications/Twitter feed etc.
  • Hand out informational flyer during NMRT Orientation (usually happens Saturday morning).

February

  • Prepare Progress Report and submit via ALA Connect.
  • Delegate publicity assignments.
  • Confirm that room/tables/chairs/timeslot is arranged.

March

  • Delegate publicity assignments.
  • Draft NMRT Listserv/NMRT Blog/Twitter/ALA Connect communications.
  • Send invitations to Association/Division representatives.
  • Send out Press Release.

April

  • Confirm Association/Division representatives to attend event.

May

  • Begin event marketing and promotion.
  • Forward Options Fair event details to Orientations Committee for putting in orientation packets.
  • Remind Association/Division representatives of event details.
  • Create signage and sign-in sheets for representatives at each table; hand- outs with floor plan for attendees or large map/seating chart near entrance.

June

  • Prepare Final Report.
  • Finalize last minute details.
  • Assign responsibilities to members during the event.

Annual

  • Attend ALA Annual Conference.
  • Possible to meet with committee on Saturday or on Sunday before AOF.
  • Association Options Fair (Sunday afternoon of event).

Afterward

  • Submit Final Report to Executive Board via ALA Connect.
  • Thank those who volunteered their time.
  • Send follow-up survey to volunteers and attendees.
  • Review handbook to changes in timeline.

Last Revised: November 2013

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Online Doc 3M/NMRT Social Committee (Disbanded)

by Braegan Abernethy on Mon, Feb 29, 2016 at 08:04 pm

Committee Charge

The purpose of the 3M/NMRT Social Committee is to plan an event at the Annual Conference to recognize the recipients of the 3M Professional Development Grant and to provide an opportunity for NMRT members to network and socialize.

Committee Charge

The purpose of the 3M/NMRT Social Committee is to plan an event at the Annual Conference to recognize the recipients of the 3M Professional Development Grant and to provide an opportunity for NMRT members to network and socialize.

Committee Composition

  • Chair (one-year term)
  • Committee members (one-year term)

History of the Committee

For the year 2008-2009 the 3M/NMRT Social Committee has temporarily merged with the NMRT Student Reception Committee to form the NMRT Awards Reception Committee. After the 2008-2009 year, the 3M/NMRT Social Committee disbanded because 3M decided to no longer sponsor the 3M/NMRT Social.

Committee Reports to

NMRT Networking Director.

Major Responsibilities

Plan, promote, and coordinate a social at the Annual Conference to recognize recipients of the 3M Professional Development Grant and provide an opportunity for NMRT members to network with one another.

Procedures Used To Accomplish Major Responsibilities

  1. Set date and time for Social.
  2. Request meeting space for Social.
  3. Work with Committee to create a theme for the social. Present the theme to 3M Representative and NMRT Executive Board.
  4. Work closely with 3M Representative.
  5. Make arrangements for Social (catering, decorations, entertainment, door prizes).

Contact People For Accomplishing Objectives

  • NMRT President
  • NMRT Vice-President/President Elect
  • NMRT Networking Director
  • 3M Representative
  • NMRT Publicity Chair
  • NMRT Local Arrangements Chair

Publicity Needs

The Social is announced in Footnotes, Cognotes, American Libraries, and on the NMRT listserv and the NMRT web page prior to the annual conference.

Type of Recordkeeping

The Social Committee maintains all records of correspondence.

Reports and Dates for Submitting Reports

The Social Committee submits written reports to the NMRT President and the Executive Board at the Midwinter meeting, Annual meeting, and other times upon request.

Reminders and Helpful Hints

  1. Meet all required deadlines, particularly for room reservation requests and program information.
  2. Maintain an excellent relationship with the event sponsor representative.
  3. Be creative and imaginative with theme and publicity efforts.

General Timetable of Activities

July

  • Review files from previous year and become familiar with NMRT Handbook.
  • Start to compile list of committee members.

August

  • Contact committee members.
  • Prepare planning report.
  • Schedule committee meeting for Midwinter.
  • Begin choosing a site for the social.

October

  • Decide on a theme, location and entertainment for social by Midwinter.
  • ALA Annual Conference Meeting Space request forms are due.

November

  • Gather complete information on facilities, privileges and expenses.

January

  • Contact committee members stating time and location of meeting at Midwinter.
  • Have all financial details.
  • Prepare progress report.

Midwinter

  • Attend Conference Planning Taskforce and NMRT Board meetings.
  • Present possible Social theme to Executive Committee for approval.
  • Meet with committee to divide responsibilities.

February

  • Sign contract and pay deposit (if necessary).
  • Publicity should be released immediately after Midwinter for the Social.
  • Assist event sponsor with invitation design.
  • Contact Local Arrangement Committee for help with door prizes.

March

  • Work with Local Arrangements Committee to get photo to run with Cognotes article.
  • Obtain an invitation guest list for the exhibitor.

April

  • Carefully work out details of money handling. Refer to the NMRT guidelines.

May

  • Pay final deposit (if necessary).

June

  • Prepare flyers announcing event for NMRT Orientation and Booth.
  • Finalize last minute details.

Annual

  • Submit final report to NMRT President.

 

Last Revised: January 2011

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Online Doc Treasurer

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:53 pm

Treasurer

(Authorized by the NMRT Constitution)

Treasurer

(Authorized by the NMRT Constitution)

General Description

The NMRT Treasurer is elected to a three-year term. In the first year, (s)he serves as Assistant Treasurer/Treasurer-Elect, a nonvoting board position that primarily involves training under the Treasurer. During the second and third years, (s)he serves as a voting member of the NMRT Executive Board. The Treasurer serves as fiscal officer for NMRT, channeling the funds of the Round Table as needed; serves as the financial clearinghouse for NMRT funds including coordinating the payment of bills and monitoring funds spent and encumbered so that the NMRT budget is followed; reserves the NMRT hotel blocks at the Midwinter and Annual Conferences according to NMRT needs; trains the Assistant Treasurer/Treasurer-Elect in the third year of her/his term. Being NMRT Treasurer offers one a chance to gain solid experience in fiscal management and budgeting for a sizable organization, in forecasting, and in working with other units within ALA.

Term of Office

The NMRT Treasurer is elected to the NMRT Executive Board for a three-year period.

Purpose

The purpose of the Treasurer is to serve as fiscal officer for NMRT, channeling the funds of the Round Table as needed.

Major Responsibilities

  1. To serve as the financial clearinghouse for NMRT funds including payment of bills and receipts of contributions before transmission to ALA headquarters for actual deposit and disbursement.
  2. To monitor funds spent and encumbered so that the NMRT budget is followed.
  3. Participate in the ALA Planning and Budget Assembly (PBA).

Procedures Used to Accomplish Major Responsibilities

  1. Maintain a filing system regarding moneys received and disbursements requested.
  2. Submit all requests for payment, etc. to ALA headquarters as rapidly as possible.
  3. Join the ALA Connect group for PBA and contact the ALA Finance Office to ensure that you will be included on PBA correspondence.

Contact People for Accomplishing Objectives

  • NMRT President
  • NMRT Staff Liaison
  • NMRT Vice-President
  • NMRT Councilor
  • Other members of the NMRT Executive Board
  • ALA Budget Analysis and Review Committee Chair
  • ALA Finance & Accounting Department

Types of Record-Keeping

  • Carbons of all correspondence
  • Contributions and dues revenue to NMRT
  • Requests for payment
  • Quarterly printouts from ALA

Correspondence and Carbon Correspondence

  • NMRT President
  • NMRT Vice-President
  • NMRT Staff Liaison: receives all contributions and request for payment, and correspondence on major questions.

Reports and Dates of Submitting Reports

  • Midwinter: Report on the state of NMRT finances
  • Immediately following Midwinter: A revised report from the previous
  • Annual: Report on the state of NMRT finances
  • Early fall (following the close of ALA's fiscal year): Final report on NMRT finances
  • Other reports as requested

Timetable for Activities

 Last Reviewed: May 2015; Last Revised: June 2015

Month/Date Assistant Treasurer

Year 1 of 1

Treasurer

Year 1 of 2

Treasurer

Year 2 of 2

Annual Conference

(after being voted in)

Optional Attendance:
  • NMRT Board mtg(s) as a non-voting, optional attendee [trad. Sat. am]
  • BARC PBA (Planning & Budget Assembly) [trad. Sun. pm]
  • Membership, Networking, and Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]
   
All Year Ask questions. Save emails for future reference.
  • Be in contact with your predecessor regarding problems and other matters.
  • Answer questions from committee chairs, board members, and ALA Staff Liaison
  • Answer questions from committee chairs, board members, ad ALA Staff Liaison
  • Copy Assistant Treasurer on communications and communicate decision making and thought processes to Assistant Treasurer
July Required attendance:
  • Attend online NMRT Chair and Board Orientations [late July/early August]
*Update newly approved budget and forward to ALA Staff Liaison
  • Attend online NMRT Chair and Board Orientations [late July/early August].
  • Create an email distribution list of committee chairs.
*Update newly approved budget and forward to ALA Staff Liaison
  • Attend online NMRT Chair and Board Orientations [late July/early August].
  • Create an email distribution list of committee chairs.
August

FY end 8/31

 
  • Post new budget to NMRT and NMRT Board ALA Connect spaces.
  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
  • Once housing opens and the block has been chosen, announce the hotel block for Midwinter on NMRT-L.
  • Send Midwinter hotel information to Footnotes for inclusion in next issue.
  • If known, forward dates/times for BARC Financial Planning Seminar at Midwinter and BARC PBA at both Midwinter and Annual to the President, Vice President, and Assistant Treasurer so they can plan their personal travel and NMRT meetings.
  • Post new budget to NMRT and NMRT Board ALA Connect spaces.
  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
  • Once housing opens and the block has been chosen, announce the hotel block for Midwinter on NMRT-L.
  • Send Midwinter hotel information to Footnotes for inclusion in next issue.
  • If known, forward dates/times for BARC Financial Planning Seminar at Midwinter and BARC PBA at both Midwinter and Annual to the President, Vice President, and Assistant Treasurer so they can plan their personal travel and NMRT meetings.
September

FY begins 9/1

 
  • Prepare a plan of action for the NMRT President.
  • Obtain the Treasurer's files by the end of September.
  • Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.
  • Send reminder to NMRTBD outlining NMRT finances and how it works. Include new budgets and the Check Request Form (update with your name and contact information) as attachments and remind them that the budget is in ALA Connect.
  • Prepare a plan of action for the NMRT President.
  • Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.
  • Send reminder to NMRTBD outlining NMRT finances and how it works. Include new budgets and the Check Request Form (update with your name and contact information) as attachments and remind them that the budget is in ALA Connect.
October Dues must be paid by Midwinter for members to be able to vote. "" ""
November Participate in any Board E-meeting prior to Midwinter as a non-voting attendee.
  • If rooms are still available, send reminder to NMRT-L re: Midwinter hotel block. Consider sending details to Student and Student Chapter Outreach to forward on to chapters if the block is slow to fill.
  • Post message on NMRT-L offering to answer any questions for potential Treasurer candidates.
  • Participate in any Board E-meeting prior to Midwinter.
  • If rooms are still available, send reminder to NMRT-L re: Midwinter hotel block. Consider sending details to Student and Student Chapter Outreach to forward on to chapters if the block is slow to fill.
  • Participate in any Board E-meeting prior to Midwinter.
December RSVP for Financial Training session once invitation is received from Treasurer (or BARC or ALA Staff Liaison)
  • Begin preparing draft budget with NMRT President for Midwinter presentation.
  • Ask Committee Chairs and Board Members for feedback on their current budget allocations and apply that feedback to draft budget as appropriate
  • Release any extra rooms in Midwinter hotel block to general ALA block slightly before housing closes. (This has not happened in the last 7 years.)
  • Forward invitation to BARC Financial Training session to President and Vice President once invitation is received from BARC or ALA Staff Liaison.
  • RSVP for Financial Training session.
  • Receive ALA budget worksheets from ALA Staff Liaison.

HOTEL:

  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
  • Once housing opens and the block has been chosen, announce the hotel block for Annual on NMRT-L.
  • Send Annual hotel information to Footnotes for inclusion in next issue.
  • Begin preparing draft budget with NMRT President for Midwinter presentation.
  • Ask Committee Chairs and Board Members for feedback on their current budget allocations and apply that feedback to draft budget as appropriate
  • Release any extra rooms in Midwinter hotel block to general ALA block slightly before housing closes. (This has not happened in the last 7 years.)
  • Forward invitation to BARC Financial Training session to Assistant Treasurer, President and Vice President once invitation is received from BARC or ALA Staff Liaison.
  • RSVP for Financial Training session.
  • Receive ALA budget worksheets from ALA Staff Liaison.

HOTEL:

  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.
  • Once housing opens and the block has been chosen, announce the hotel block for Annual on NMRT-L.
  • Send Annual hotel information to Footnotes for inclusion in next issue.
January   Finalize draft budget for presentation at Midwinter. Finalize draft budget for presentation at Midwinter.
Midwinter Meeting

Obligations usually run between Fri. afternoon and Sun. afternoon

Attend:
  • BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]
  • NMRT Board Meeting as a non-voting attendee [trad. Sat. am]
  • BARC PBA [trad. Sun. pm]
  • Meet with Treasurer at some point during meeting

Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]

Attend:
  • BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]
  • NMRT Board Meeting. Report on current financial status and hotel block. Present draft budget for discussion. [trad. Sat. am]
  • BARC PBA [trad. Sun. pm]

Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]

Attend:
  • BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]
  • NMRT Board Meeting. Report on current financial status and hotel block. Present draft budget for discussion. [trad. Sat. am]
  • BARC PBA [trad. Sun. pm]
  • Meet with Assistant Treasurer at some point during meeting

Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]

Post-Midwinter Meeting   Transfer draft budget from NMRT spreadsheet/format to ALA spreadsheet/format for BARC review. ALA Staff Liaison will provide you with spreadsheets (Note: Due date for this varies each year, and this may be due before Midwinter). Transfer draft budget from NMRT spreadsheet/format to ALA spreadsheet/format for BARC review. ALA Staff Liaison will provide you with spreadsheets (Note: Due date for this varies each year, and this may be due before Midwinter).
February  
  • Prepare revised budget to be sent out to Executive Board.
  • Write and submit Officer Progress Report.
  • Prepare,revised budget to be sent out to Executive Board.
  • Write and submit Officer Progress Report
March  
  • If rooms are still available, send reminder to NMRT-L re: Annual hotel block.
  • If Annual hotel block is slow to fill and nearing cutoff date, send details to Student and Student Chapter Outreach and request they send it to chapters.
  • If rooms are still available, send reminder to NMRT-L re: Annual hotel block.
  • If Annual hotel block is slow to fill and nearing cutoff date, send details to Student and Student Chapter Outreach and request they send it to chapters.
April Participate in any Board E-meeting prior to Annual as a non-voting attendee. "" ""
May   Release any extra rooms in Annual hotel block back to general ALA block slightly before housing closes. (This hasn't happened in the past 7 years.) Release any extra rooms in Annual hotel block back to general ALA block slightly before housing closes. (This hasn't happened in the past 7 years.)
June   Prepare budget report for the Annual Conference. Prepare budget report for the Annual Conference
Annual Conference

Obligations usually run between Fri. morning & Sun. afternoon. At least one person attends RTCA (President/Vice President/Treasurer)

Attend:
  • RTCA [trad. Fri. am]
  • NMRT Board Meeting as a non-voting attendee [trad. Sat. am]
  • Meet with Treasurer at some point during Meeting
  • BARC PBA [trad. Sun. pm]
Attend:
  • RTCA [trad. Fri. am]
  • NMRT Board Meeting. Report on current financial status. Present budget for approval vote. [trad. Sat. am]
  • BARC PBA [trad. Sun. pm]
Attend:
  • RTCA [trad. Fri. am]
  • NMRT Board Meeting. Report on current financial status. Present budget for approval vote. [trad. Sat. am]
  • Meet with Assistant Treasurer at some point during conference.
  • BARC PBA [trad. Sun. pm]
July Attend:
  • NMRT Chair and Board online Orientations. [late July/early Aug]
  • NMRT Chair and Board Orientations. Provide overview of NMRT and ALA budget process, as well as general financial information. [late July/early Aug]
  • NMRT Chair and Board Orientations. Provide overview of NMRT and ALA budget process, as well as general financial information. [late July/early Aug]
  • Update newly approved budget and forward to ALA Staff Liaison.
August

End of FY on 8/31

  Prepare final report on previous year to be sent to the Executive Board
  • Remain responsible for NMRT finances until conclusion of fiscal year
  • Prepare final report on previous year to be sent to the Executive Board
  • Forward files to new Treasurer after 8/31
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Online Doc NMRT Meeting Minutes and Executive Board Report

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:47 pm

 

All Minutes of NMRT meetings as well as Reports from Board Members and Committee Chairs can be accessed via the Archives Database (currently under construction).

Search Tips for NMRT Archives Database

The following criteria are recommended for Minutes and Reports searching within the database (first the Field is named, followed by recommended search terms):

 

All Minutes of NMRT meetings as well as Reports from Board Members and Committee Chairs can be accessed via the Archives Database (currently under construction).

Search Tips for NMRT Archives Database

The following criteria are recommended for Minutes and Reports searching within the database (first the Field is named, followed by recommended search terms):

Minutes

  • Title: board
  • Description: name of meeting and/or city where meeting held, e.g. Chicago and/or Annual or Midwinter (do not use the conjunctions or operators, however; case is also irrelevant)
  • Date: year desired, or can be left blank, depending on need
  • Resource Type: select "Minutes"

 

Reports

  • Title: name of committee, e.g. Booth
  • Description: type of report, e.g. "planning", "progress", or "final"
  • Date: year desired, or leave blank, depending on need
  • Resource Type: select "Report"

Last Reviewed: November 2013; Last Revised: February 2016

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Online Doc Handbook Committee

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:35 pm

Committee Charge

The purpose of the committee is to update the official online handbook to provide pertinent information on the goals, history, and major functions of NMRT for those associated with the Round Table.

Committee Charge

The purpose of the committee is to update the official online handbook to provide pertinent information on the goals, history, and major functions of NMRT for those associated with the Round Table.

History of the Committee

Since its inception in 1975/76, the Handbook committee has gathered information on the various NMRT officers, committees, and liaisons. From 1980 to 1982, the committee was inactive, and its function was taken over by the Committee on Governance. In 1982, it was reactivated as a separate committee and has been active ever since. In 2007-2008 the handbook was transferred from the ALA web site to the NMRT wiki for quicker updating.

Committee Composition and Terms of Office

Chair and Committee members: one year term, Annual to Annual

Responsibilities

  • Communicate with committee chairs and board members to gather feedback and revisions to keep the NMRT Handbook up-to-date.
  • Review existing material.
  • Maintain annual review of each section of the Handbook. Review and update relevant changes to sections that have not been updated in more than two to three years.
  • Contact executive board members and committee chairs to request that they review their position descriptions and timetables and submit any changes needed.
  • If sweeping changes are planned for any area of the Handbook, circulate a draft copy of the changes to the officers and other necessary contact people concerned directly with the Handbook for their ideas and input.
  • When Handbook Committee Chairs rotate, outgoing chair needs to create a wiki account and assign Sysop to the newly appointed chair. The Sysop allows the Handbook Committee chair administrative authority to login and save edits to the Handbook wiki. Contact the ALA Staff Liaison if there are issues with assigning Sysop to the new chair.
  • Chair should check the Recent Changes page on the wiki (under Navigation on left side of wiki screen) periodically to remove spam and to block the spammers.

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Secretary (Handbook Committee Supervisor)
  • NMRT Vice-President/President-Elect
  • Other Members NMRT's Executive Board

Type of Record keeping

The Handbook Committee maintains files on all materials gathered by the Committee and all correspondence. Committee communications are archived on ALA Connect, and committee chairs have maintained documentation using Google Drive since 2013.

Reports and Dates for Submitting Reports

The Handbook Committee submits written reports to ALA Connect as requested by the NMRT Secretary: a Planning Report, Progress Report, and Final Report. When appropriate, articles may be submitted to Footnotes.


General Timetable of Activities

June/July

  • Following the Annual Meeting, contact committee members via email to welcome them to the committee and ask that they introduce themselves to each other. Initially, it is okay to use email to communicate with your committee members, but after the initial contact, ALA Connect is a preferred form of communication with the group, as it acts as an archive for the committee's activities.
  • New committee chair, contact former committee chair to learn about your role and responsibilities. Read through the Handbook, note areas that obviously need attention, and map out a strategy to deal with them.
  • Chair will be assigned sysop privileges by the previous chair or ALA personnel. Contact your committee members for their preferred login name and create a login account for each of your committee members (you can also ask for their password preferences, or use a generic password that they will be able to change themselves). Due to extensive spam problems in the recent past, it is preferred that committee members are assigned a login rather than doing this themselves.
  • In 2014, the Handbook Committee began planning for a migration of the Handbook to a different platform, due to notification that ALA will no longer host it on the wiki site. The 2015-16 chair should consult with the NMRT Secretary, President, and/or Past-President to prepare a plan of action for continuing this migration project. The following timeline is based on the committee’s work with the Handbook hosted on the wiki site.

August

  • It is good to maintain communications with officers and chairs throughout the year. Assign 3-4 committee chairs to each of your committee members and ask them to contact their assigned chairs in order to introduce themselves and let them know they will be the liaison for any requested changes throughout the year. The chair may choose to solicit revisions from NMRT chairs and officers in the fall and/or spring; officers are typically more likely to send revisions throughout the year.
  • In the event that any requested changes may need Executive Board attention, request that changes be submitted well before Midwinter Conference.
  • Prepare Planning Report and submit to ALA Connect.

September/October

  • Stay in touch with committee members as they begin to carry out their assignments; assist them with any questions that come up in their communications with committee chairs.
  • Check in on the Recent Changes page of the wiki to monitor the spam, block unknown users, and delete the pages and content they have created. This was a problem in 2012 and the wiki crashed due to a tremendous amount of spam on the wiki.

November/December

  • In the event that any section of the Handbook requires Executive Board action (i.e. any major structural changes or any committee charges that need major revisions), prepare information to share with the board before midwinter conference.

January

  • If you choose to request changes from chairs and officers in the spring, have committee members communicate with them after the Midwinter conference. Communications should describe the purpose of the Handbook, request that chairs/officers review their Handbook pages, and ask that they send any needed revisions, additions, or editing of their description and timetable.
  • If you have already requested changes in the fall, have committee members send follow-up emails to remind chairs that they are liaisons for any needed changes to their Handbook pages.

February

  • Prepare Progress Report and submit via ALA Connect.

March

  • Check in with your committee members on their work; assist with any questions or issues.
  • Check in on the Recent Changes page of the wiki to monitor the spam, block unknown users, and delete the pages and content they have created.

May

  • Finish up Handbook revisions. Requests for changes may trickle in at end of the year. If a committee chair never responds to the committee member's requests for changes, assume that no changes were needed to the page; edit the page as reviewed with the month and year.
  • Prepare Handbook Committee materials for next Chair.

June

  • Prepare Final Report outlining what the committee accomplished during the term.
  • Outgoing chair should contact the ALA Staff Liaison to have the sysop assigned to the newly appointed chair. The Sysop allows the Handbook Committee chair administrative authority to login and save edits to the Handbook wiki.
  • Send thank you emails to your committee members.

Annual

  • Upon request, prepare Final Report and post to ALA Connect.

Last Reviewed: June 2015; Last Revised: June 2015

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Online Doc Parliamentarian

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:33 pm

General Description

The chair of the Governance Committee is typically appointed as Parliamentarian, because the Governance Committee is the advisory committee to the Board.

Term of Office

The Parliamentarian will be appointed for a two-year term by the President.

General Description

The chair of the Governance Committee is typically appointed as Parliamentarian, because the Governance Committee is the advisory committee to the Board.

Term of Office

The Parliamentarian will be appointed for a two-year term by the President.

Purpose

The Parliamentarian counsels the NMRT Executive Board on matters of parliamentary procedure, providing guidance on rules of order and the conduct of NMRT Board meetings. The Parliamentarian also serves as chair of the Governance Committee.

Major Responsibilities

The Parliamentarian is required to attend NMRT Executive Board meetings, either in person or virtually, in order to provide any needed parliamentary guidance at meetings. As chair of the Governance Committee, the Parliamentarian also leads periodic reviews of the NMRT Constitution and Bylaws, and if needed helps draft any amendments or revisions proposed by the Executive Board or the Governance Committee. Any proposed changes approved by the Executive Board must then be voted upon and approved by the NMRT Membership, before being integrated into the official NMRT Constitution and Bylaws.

Procedures Used to Accomplish Major Responsibilities

  • Become familiar with the current NMRT Constitution and Bylaws, as well as with Roberts Rules of Order, current edition
  • Attend NMRT Executive Board Meetings, offering support and guidance as needed.
  • Communicate with NMRT President, Executive Board, Governance Committee

Contact People for Accomplishing Objectives

  • NMRT President
  • NMRT Executive Board
  • NMRT Governance Committee

Types of Record-Keeping

Constitution and Bylaws (permanent)

Correspondence and Copies

  • NMRT President and Vice President: copies of most correspondence
  • NMRT Officers and Committees: copies as applicable to their responsibilities

Timetable of Activities

July

  • Obtain and review any files from previous Parliamentarian
  • Send welcome message to Governance Committee

August-September

  • Post Governance Committee planning report to ALA

October-November

  • Attend Fall NMRT E-Board Meeting

December-January

  • Only if needed: If any proposals for changes to NMRT Constitution or Bylaws were approved by NMRT Executive Board, they must be submitted to ALA in time to be placed on the spring ALA ballot.

Midwinter

  • Attend Midwinter NMRT Board Meeting

February

  • Post Governance Committee progress report to ALA

March-April

  • Attend Spring NMRT E-Board Meeting

Annual

  • Attend Annual NMRT Board Meeting

July-August

  • Post Governance Committee final report to ALA

Last reviewed: July 2015; Last revised: July 2015

 

More...

Online Doc Fundraising Coordinator

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:33 pm

General Description

In July 2015 NMRT President Kirby McCurtis, with the support of the NMRT Executive Board, decided to no longer appoint a person for this position as all fundraising now happens through the ALA office.

Term of Office

The Fundraising Coordinator position is a non-elected and non-voting two-year appointment (i.e. 2009-2011, 2011-2013). This position is appointed by the incoming NMRT President.

General Description

In July 2015 NMRT President Kirby McCurtis, with the support of the NMRT Executive Board, decided to no longer appoint a person for this position as all fundraising now happens through the ALA office.

Term of Office

The Fundraising Coordinator position is a non-elected and non-voting two-year appointment (i.e. 2009-2011, 2011-2013). This position is appointed by the incoming NMRT President.

Purpose

The purpose of the Fundraising Coordinator is to raise funds and develop giving models for NMRT programs, scholarships, awards, and other round table activities.

Major Responsibilities

Act as a liaison between the exhibitors, the Exhibits Round Table, and ALA/NMRT.

  • Work to fulfill other Committee vendor requests.
  • Meet with Exhibitor’s Round Table (ERT).

Coordinate fundraising drives, like the NMRT member email campaign, with ALA Development.

Attend Exhibitor's Round Table meetings at Midwinter and Annual.

Brainstorm and develop new ways to serve as liaison between the exhibitors and NMRT.

Procedures Used to Accomplish Major Responsibilities

  1. Attend ERT Board meeting at Midwinter and Annual in order to discuss opportunities for ECRC to assist exhibitors at both conferences.
  2. Work closely with ALA Development to identify new avenues of sponsorship and support.

Reports to

NMRT President

Contact People for Accomplishing Objective

  1. NMRT President
  2. NMRT Vice-President/President-Elect
  3. NMRT Past President
  4. NMRT Treasurer
  5. NMRT Assistant Treasurer NMRT Liaison
  6. ALA Liaison
  7. ALA Membership Services Director
  8. ALA Development Officer

Records Generation and Archiving Schedule

The Fundraising Coordinator maintains print or electronic copies of all correspondence.

Documents to Create

Maintain updated list of donating vendors and contact information.

Reminders and Helpful Hints

  • Attend the ERT meetings and get to know the exhibitors.
  • Attend the NMRT Executive Board Meetings at Midwinter, Annual, and any e-Board meetings.

Timetable of Activities

Ongoing

Throughout the year, as requests are received for specific needs and projects, contact exhibitors for contributions. Midwinter conference requests receive first priority.

August

Contact all NMRT officers and committee chairs, outlining procedure for requesting vendor support. Refer them to the Committee Request Form for Exhibitor Support available on the NMRT homepage.

October

  • Prepare and Submit Planning report.
  • Participate in any Executive Board e-meeting.

Midwinter

  • At conference thank exhibitors who have contributed and make contact with those who will receive requests for assistance before the Annual Conference. Try to finalize needs for Annual Conference with committee chairs.
  • Attend Exhibitor’s Round Table (ERT) meetings.
  • Attend NMRT Executive Board Meeting.

February

  • Prepare and submit progress report.

March/April

  • Participate in any Executive Board e-meeting.

June

  • Prepare vendor lists.
  • Prepare report for Annual Conference.

Annual

  • Attend ERT meetings and thank exhibitors.
  • Attend NMRT Executive Board Meeting
  • Make preliminary lists of needs and priorities for committees for next year.

 

Last Revised: June 2013

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Online Doc Member Services Director

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:30 pm

Member Services Director

(authorized by the NMRT Constitution)

General Description

The Member Services Director oversees NMRT activities designed to inform and serve the membership, supporting member efforts toward professional development.

Supervises 4 committees:

Member Services Director

(authorized by the NMRT Constitution)

General Description

The Member Services Director oversees NMRT activities designed to inform and serve the membership, supporting member efforts toward professional development.

Supervises 4 committees:

  • Endnotes committee
  • Resume Review committee
  • Mentoring committee
  • Footnotes committee

The Member Services Director keeps abreast of all plans and communication within these committees. When questions arise, the Director assists in finding the answers, whether by forwarding to another NMRT officer, the ALA Liaison, or though informal means. Most questions are answered in this way.

The Member Services Director keeps track of the committees and ensures that things go as smoothly as possible. The Director is expected to attend all/most events planned by the committees, and participate in the services provided by the committees. The Director attends NMRT Board Meetings, either in person or online and votes on issues relating to the governance and future of NMRT.

The Member Services Director is also appointed to the Membership Promotion Task Force, a subcommittee of the ALA Membership Committee.

Term of Office

  • Directors are elected for two-year terms, but generally serve as a different director for each year.

 

Purpose

  • The Member Services Director oversees NMRT activities designed to inform and serve the membership, supporting member efforts toward professional development.

 

Major Responsibilities

Supervise the following committees:

  • Footnotes
  • Mentoring
  • Resume Review
  • Endnotes

Provide assistance, advice and support for the above committees.

Procedures Used to Accomplish Major Responsibilities

  1. Keep in contact with the chairs of committees, advising them of deadlines for reports and tasks, responding to their questions, linking them with other resources in NMRT/ALA, etc.
  2. Collect reports from committee chairs before each conference.
  3. Report on committee activities and items of strategic importance to the NMRT Executive Board.
  4. Attend committee and Board meetings at conferences, offering support as needed.
  5. Follow-up and thank chairs of committees for their service.

 

Contact People for Accomplishing Goals

  • NMRT President
  • NMRT Officers
  • NMRT Committees
  • Outside groups

 

Types of Record-Keeping

  • Maintain files on committees supervised.
  • Keep records of correspondence and reports.

 

Correspondence and Copies

  • NMRT President: copies of most correspondence
  • NMRT Officers and Committees: copies as applicable to their responsibilities.

 

Timetable of Activities

July

  • Term begins at end of Annual.
  • Review files and reports (on the Web) from previous director.
  • Ask about anything else that is not clear.
  • Become thoroughly familiar with the sections of the NMRT Handbook about the committees you supervise as well as your own section.
  • The coommittee chairs should plan to meet with members at the Midwinter Big Tent/All-Committees meeting.
  • Remind the chairs of the the President's deadline for planning reports. Make sure they know what is expected of them.
  • Request the chairs to send you a copy of the planning report.

August/September

  • Receive and review planning reports.
  • Correspond with chairs regarding the reports.
  • Prepare and submit your own planning report.

October

  • Check to see if committee work is progressing satisfactorily.
  • Provide assistance where needed.
  • Participate in any Executive Board e-meeting.

November

  • Continue keeping in touch with committees.
  • If no correspondence from a committee has arrived, write and ask for news of progress.

December

  • Advise committee chairs to ascertain if an increase is needed in their budgets.
    • Requests for increases must be submitted on the proper forms to the NMRT Treasurer at the Midwinter meeting.
    • Justification is required.
  • Determine the matters that the committee chairs need to have presented to the Executive Board and prepare to speak on their behalf.

January

  • Attend Midwinter and the programs of committees you supervise.
  • Help with last-minute details if necessary.
  • Attend Board meetings and report on Committee progress.

February

  • Follow up with any new business or initiatives generated during Midwinter.
  • Remind chairs to prepare committee reports in advance if possible.
  • Prepare your own Midwinter (progress) report.

March/April

  • Maintain close contact with the Committee chairs and with the Executive Board.
  • Anticipate problems and be prepared to assist.
  • Participate in any Executive Board e-meeting.

May

  • Begin preparations for Annual.
  • Ensure committee work is on track for programs and services being offered at Annual.
  • Assist as needed.

June

  • Remind committees to prepare committee reports; write and submit own report.
  • Prepare to present proposals or concerns at Executive Board meetings.
  • Finish up any last minute details for Annual.
  • Organize files transfer to successor.
  • Thank chairs of Committees for their service.

Annual

  • Attend Committee meetings.
  • Attend Executive Board meetings.
  • Attend New Board Member Orientation.

 

Last reviewed: May 2015; Last Revised: June 2015

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Online Doc Leadership Development Director

by Braegan Abernethy on Mon, Feb 29, 2016 at 07:30 pm

Leadership Development Director

Term of Office

Directors are elected for two-year terms.

Purpose

The Leadership Director oversees activities intended to give NMRT members experience in professional leadership.

Leadership Development Director

Term of Office

Directors are elected for two-year terms.

Purpose

The Leadership Director oversees activities intended to give NMRT members experience in professional leadership.

Major Responsibilities

Oversee the activities of the following committees: NMRT Professional Development Grant, Annual Conference Professional Development Attendance Award, Online Discussion Forum, Shirley Olofson Memorial Award, Awards Reception, and providing assistance, advice and support as needed.

Procedures Used to Accomplish Major Responsibilities

  • Keep in contact with the chairs of the committees, advising them of deadlines for reports and tasks, responding to their questions, linking them with other resources in NMRT/ALA, etc.
  • Report on committee activities and items of strategic importance to the NMRT Executive Board.
  • Attend committee and Board meetings committees at conferences, offering support as needed.
  • Follow-up with and thank chairs of committees for their service.

Contact People for Accomplishing Committee Objective

  • NMRT President
  • NMRT Officers
  • NMRT Committees
  • NMRT Secretary
  • Outside Groups

Correspondence and Copies

NMRT President: copies of most correspondence

NMRT Officers and Committees: copies as applicable to their responsibilities

Timetable of Activities

July

  • Term begins at end of Annual.
  • Obtain and review files from previous Leadership Development Director. Clarify any ambiguities in the files.
  • Contact committee chairs under your responsibility to ensure they contact their committee members and solicit introductions. Remind them that you should be CCed on all committee-related correspondence.
  • Become thoroughly familiar with their sections of the NMRT Handbook, as well as your own.

August/September

  • Receive and review planning reports. React with chairs regarding the reports.
  • Prepare your own planning report.

October

  • Keep up with activities/correspondence of committees.
  • Check to see if the work is progressing satisfactorily. Provide assistance where needed.
  • Participate in any Executive Board e-meeting.

November

  • Continue keeping in touch with committees. If no correspondence from a committee has arrived, write and ask for news of progress.
  • Monitor the progress of Olofson and NMRT Professional Development Grant committees on the number of applicants. Have committee chairs publicize the awards and send their finished releases to the Web committee.
  • Assist in selection of Olofson and NMRT Professional Development Grant award winners at the discretion of the chair.

December

  • Advise committee chairs to ascertain if an increase is needed in their budgets. Requests for increases must be submitted on the proper forms to the NMRT Treasurer at the Midwinter meeting. Justification is required.
  • Remind chairs to prepare committee reports in advance if possible.
  • Prepare your own Midwinter (Progress) report.
  • Determine the matters that the committee chairs need to have presented to the Executive Board and prepare to speak on their behalf.

Midwinter

  • Attend Midwinter Conference.
  • Help with last minute details if necessary.
  • Be present at programs under Leadership Director’s supervision.
  • Attend NMRT Board meeting(s). Attend NMRT Professional Grant committee and Shirley Olofson Memorial Award committee closed meetings, if being held in person.

February

  • Make sure Annual Program Committee is making progress on plans for this year's program.
  • Follow up with any new business or initiatives generated during Midwinter. Maintain contact with committee chairs.
  • Write and submit Officer Progress Report.

March/April

  • Maintain close contact with the committee chairs and the President/Vice-President.
  • Anticipate problems and be prepared to assist.
  • Participate in any Executive Board e-meeting.
  • Assist in selection of Professional Development Attendance Award winners at the discretion of the chair.

May

  • Remind NMRT Professional Development Grant and Olofson Committee chairs to submit press releases for winners to the NMRT Secretary.
  • Begin preparations for Annual; ensure Committee work is on track for programs and services being offered at Annual. Assist as needed.

June

  • Write and submit Officer Final Report.
  • Prepare to present proposals or concerns at Executive Board meetings.
  • Finish up any last minute details for Annual.
  • Organize files for transfer to successor.
  • NMRT supplies the certificates for the recipients of the Professional Development Grant, Shirley Olofson Memorial Award, and Professional Development Attendance Award and recipients are formally recognized during the Annual Conference. Obtain the certificates from NMRT's Staff Liaison; the Leadership Development Director signs and presents the awards at the NMRT Awards Reception.
  • Thank chairs of Committees for their service.

Annual

  • Attend Executive Board Meeting(s).
  • Attend NMRT Awards Reception and present certificates to winners of the Professional Development Grant, Shirley Olofson Memorial Award, and Professional Development Attendance Award.

Last Reviewed: May 2015; Last Revised: June 2015

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Pages

The mission of the New Members Round Table (NMRT) is to help those who have been association members less than ten years become actively involved in the association and the profession.

Learn more about NMRT on the ALA website.

Subscribe to NMRT (New Members Round Table)