2013-2014 Program Year Board & Committee Leadership Orientation
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Transcript of 2013-2014 Program Year Board & Committee Leadership Orientation
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2013-2014 Program Year
Board & Committee Leadership Orientation
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Welcome & Introductions
Name Board position Organization and title
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FLA’s Mission
• Educational programs
• Advocacy for library employees
• Relationships with other, related professional organizations
• Opportunities for networking and skill advancement
• Information industry relationships
• Legislative advocacy
• Support for intellectual freedom and privacy rights
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President Gladys Roberts’ Theme
for 2013 -14
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FLA Org Chart - Staff
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FLA Org Chart - Committees
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Executive Board Meetings 2013 -14
2013May 3, 1:45 – 4 PM at conference, OrlandoJuly 12, 2 – 4 PM (online) August 30 – Face to Face, Location TBDNovember 8, 2–4 PM (online)
2014January 10, 2-4 PM (online)April 4, 2–4 PM (online) May 9, 1:45 – 4 PM at conference, Orlando
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Executive Board MembersVoting Non-Voting
President Chair, Planning Committee
V.P./President-Elect State Librarian
Past President FSU Representative
Secretary USF Representative
Treasurer Parliamentarian
Regional Directors (6)
Board Fellow (optional)
ALA Councilor Board Intern (optional)
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Board Responsibilities
Govern the AssociationSet policy and ensure effective planningSelect, support and evaluate the Executive
DirectorMonitor and strengthen programs and
servicesProtect assets and provide proper financial
oversightEnsure legal and ethical integrityEnhance the organization's public standing
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Board Responsibilities - Individuals
Participate actively in the meetings and in all work of the Board
Support the work of FLA with your presence, contributions and advocacy
Be knowledgeable about FLA and its workRepresent FLA in your region (especially
Directors)Participate in Speaker’s ForumAvoid conflict of interest (sign and return
Form 12)
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FLA Office
Established June 1, 20082-room suite (400 sq. ft.) on first
floorLake City, FL
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Staff ResponsibilitiesTake care of FLA business
FinancialMembershipContracts
Journal EditorWebmasterLobbyistConference coordination &
management
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Executive Director Role
Switch – channel data to destinationConduit to Executive BoardStaff to Executive Board Ex Officio member of all committeesInterpret policyManage contractsManage financesand ….
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Executive Director Role(cont’d.)
Assist with special eventsAssure legal requirements met to
protect FLA from legal threats Respond to inquiries from members
and the publicLobbyist at Florida government –
Legislative and Executive branches
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Committees and Member Groups
COMMITTEES – Carry out the work of the Association as identified in FLA Manual and Strategic Plan
MEMBER GROUPS – Provide focus for members sharing a common interest
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Roles of Committee ChairsCarry out responsibilities of your
committee as identified in FLA Manual and Strategic Plan
Maintain minutes of meetings, including names and action items
Request funds to carry out activitiesManage budgeted funds carefullySend reports to ED and liaison for
presentation at each Board Meeting
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Roles of Committee Chairs (cont.)
Send committee news to FLA list and Florida Libraries
Submit copies of Minutes and official correspondence to Executive Director, President and Archivist
Submit annual report using FLA standard formCommunicate early and oftenUse your liaison to keep Board informedCopy all interested parties on emails
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FLA Communication Resources
Website www.flalib.org General email list [email protected]
and member group email lists Membership software to identify
member groups Blogs: FLA, News Media, Friends FaceBook LinkedIn Twitter @TweetFLAlibrary
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Other FLA Communications
Florida LibrariesEditor, Maria Gebhardt
Web site www.flalib.orgLongleaf Web Services, Rick Davies(contact Executive Director regarding web
site changes)
Both are good places to publicize your committee’s activities and events!
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Communication Options for Committees
Face-to-facePhone options
Your institutionFreeconference.com
Online optionsYour institutionYour MLCFLA’s GoToMeeting subscription
Tip: Consider setting schedule for the year so people can plan ahead and block off dates.
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Other FLA PublicationsFLA ManualFLA formsFlorida Public Library StandardsIntellectual Freedom ManualFLA’s Strategic Plan
All are on the FLA website!
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FLA Manual (on Web)
Section 1: Articles of Incorporation Section 2: Bylaws Section 3: Governance and Committees Section 4: Member Groups Section 5: Operating Policies and Procedures Section 6: Proclamations
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Forms (on Web)
Form 1 Member Group Annual ReportForm 2 Committee Annual ReportForm 3 Application for Committee M’shipForm 5 Committee Budget RequestForm 10 Request for
Payment/ReimbursementForm 12 Conflict of Interest StatementForm 13 Petition to Establish a Member
GroupForm 14 Candidate Ballot InformationForm 15 Petition to Nominate a Member
for Executive Board Office
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Forms (on web)
Form 16 Executive Board Leadership Intern or Fellow NominationForm 17 Executive Board MotionForm 18 Article Proposal for Florida LibrariesForm 19 Advocate/Lobbyist EvaluationForm 20 Award NominationForm 22 Graduate Scholarship ApplicationForm 23 Undergraduate Scholarship
Application
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Committee Annual ReportForm 2Due two weeks after end of conferenceSubmit via emailInclude digital pictures if possibleUsed for FLA Annual Program ReportContent: Evaluation, activities, issues
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Request for Payment or Reimbursement
Form 10 used forReimbursement of money you
spentPaying speaker fees and travel
costsSend to Executive Director for
approval; fax or scan receiptsOnly pre-approved
expenditures will be reimbursedExpend only what is in
approved budgetFLA is exempt from Florida
sales tax
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Conflict of Interest Form 12Conflicts of Interest explained in
Section 5, FLA ManualIRS requirementPlease sign and submit Form 12 to
FLA Office (fax, scan/email or mail)
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Board Motion Form
Form 17 Executive Board Motion
Used at face-to-face Board meetings
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FLA BudgetExecutive Board responsibilities:
Approve annual budget each fall for next year
Include anticipated income and expenses in budget
Monitor revenue and spending all year for fiscal health and legal compliance
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Budget ChallengesBudget year is calendar year (Jan 1 –
Dec 31)Program year is conference to
conference (dates vary)Differing budget and program years
require cooperationPrimary revenue sources: dues and
conference registrationFLA budget is very lean!
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FLA Budget Responsibilities
Committees – submit timely requestsFinance Committee - develop proposed
budget for BoardBoard – approve budget and arrange
fundingTreasurer - approve payments and report
to Board and membershipFLA office – accounting, banking, bill
paying and arranging audit
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Finances2011
Income $ 275,917 Expenditures $ 237,239
Difference: $ 38,678
2012 Income $ 304,667 Expense $ 239,266 Difference: $ 65,401
On CPA advice, the Board has worked hard to build up reserves to protect the Association by providing
financial stability.
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Committee BudgetsLegislative, Membership and Continuing
Education have a budgetOthers can earn and spend, but
activities must support themselvesUse Form 5 for budget requestsBudget requests for 2014 are due in
August, 2013
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2014 ConferenceMay 7-9, 2014Buena Vista Palace, Lake Buena Vista, FL
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Who to Contact About WhatBoard topics and agenda –Gladys
Roberts, FLA PresidentCommittee work – Committee ChairQuestions about Committee
responsibilities – your Board liaisonWeb site, general email list – FLA OfficeMembership, financial and FLA
management – FLA OfficeFlorida Libraries content – Editor