VLA Manual & By-Laws

2004 VLA Manual & By-Laws

If you prefer a printable version: VLA-MANUAL04.pdf

!Proposed Changes to VLA Bylaws 2005 (Word) Please read the proposed changes to the bylaws. Debate on the changes may be made on the VLA listserve. The membership will have the opportunity to vote on the changes online for a week beginning October 27, 2005.

!2005 VLA Manual Draft (PDF)

TABLE OF CONTENTS

INTRODUCTION iv

1. BY-LAWS 1

2. MEMBERSHIP 5

3. BUDGET AND FINANCE 6

4. ANNUAL CONFERENCE 9

5. CONTINUING EDUCATION STANDARDS 13

6. ELECTION AND APPOINTMENT PROCEDURES 15

7. ORGANIZATIONAL STRUCTURE 17: A. Executive Committee; B. Council
8. ELECTED OFFICERS 19: A. President; B. Vice President/President-Elect; C. Second Vice President; D. Immediate Past President; E. Secretary; F. Treasurer
9. ORGANIZATIONAL REPRESENTATIVES 25: A. American Library Association (ALA) Council Member
10. APPOINTED POSITIONS 26: A. Virginia Libraries Editor; B. VLA Newsletter Editor; C. VLA Webmaster; D. Executive Director; E. Legal Counsel; F. Legislative Liaison; G. Parliamentarian; H. Personnel Grievance Officer
11. PUBLICATIONS 34: Virginia Libraries; VLA Newsletter; VLA Web Page
12. ORGANIZATIONAL UNITS 37
13. REGIONS 38
14. SECTIONS 41
15. FORUMS 42: Administration and Management Forum DISSOLVED; Collection Management Roundtable DISSOLVED; Local History, Genealogy and Oral History Forum; Multicultural Forum; New Members’ Forum; Paraprofessional Forum; Public Documents Forum; Public Services Forum; Technical Services and Technology Forum; Trustees and Friends Forum DISSOLVED; Volunteer Management Interest Forum DISSOLVED; Youth Services Forum
16. COMMITTEES: Administrative Services Committee DISSOLVED; A. Awards and Recognition Committee; B. Conference Committee; C. Continuing Education Committee; D. Finance Committee; E. Intellectual Freedom Committee; F. Legislative Committee; G. Nominating Committee; H. Publications Committee; I. Scholarship Committee
APPENDICES 82 The VLA forms are stored as a PDF files and require the latest Adobe Acobat Reader to be viewed and printed.: A. VLA Membership Application; B. Honorary Life Membership Nomination Form; C. Budget Request Form; D. Reimbursement Form; E. Program Expense Estimate Sheet; F. Conference Concurrent Session Form; G. Appointment Acceptance Form; H. Annual Report Form; I. Paraprofessional Scholarship Award Nomination Form; J. Outstanding Paraprofessional of the Year Nomination Form; K. VLA Volunteer of the Year Award Nomination Form; L. Jefferson Cup Award Criteria; M. VLA Committee Service Interest Form; N. George Mason Award Nomination Form; O. Library Trustee Award Nomination Form; P. Friends of the Library Award Nomination Form; Q. VLA/SIRS Intellectual Freedom Award Nomination Form; R. VLA Nomination Form; S. Publication Expense Estimate Sheet; T. VLA Scholarship Application; U. VLA Stationery

The VLA forms are stored as a PDF files and require the latest Adobe Acobat Reader to be viewed and printed.

INTRODUCTION

The Virginia Library Association Manual codifies the policies, procedures and structure of the Association. It includes the VLA By-laws and, in the appendices, provides samples of forms used for programming, budgeting, nominating, and other Association activities.

The Manual reflects current VLA practice and policy. The Second Vice President issues a new edition of the manual as needed. The Executive Director distributes the manual to all Council members. Updated pages are provided throughout the year as necessary. In addition, the Manual is available to all members on the Virginia Library Association Home Page (http://www.vla.org).

The policy of the Association may be altered only by a majority vote of Council, or a vote of the membership in accordance with the By-laws. The change will have the force of a policy of this Association as soon as action is taken to amend the Manual. Substantive changes to administrative procedures are made by vote of the Executive Committee and Council. The latest revision of each page is indicated by the date in the lower left corner.

The Immediate Past President is the officer in charge of ensuring Association compliance with the Manual and By-laws.

The Virginia Library Association is incorporated pursuant to the provisions of the laws of the Commonwealth of Virginia known as the Virginia Non Stock Corporation Act (Virginia Code, Chapter 10, Section 13.1.801-980).

BY-LAWS

VIRGINIA LIBRARY ASSOCIATION

Article I. Name: Section 1. The name of the organization shall be the VIRGINIA LIBRARY ASSOCIATION, sometimes referred to as the Association or VLA in these By-laws.
Article II. Purpose: Section 1. The purpose of the Association shall be to develop, promote, and improve library and information services and the profession of librarianship in order to advance literacy and learning and to ensure access to information in the Commonwealth of Virginia.
Article III. Membership: Section 1. Membership in the Virginia Library Association shall be open to any individual, organization, or library to promote the interests of libraries and library service in the Commonwealth of Virginia upon payment of required dues.; Section 2. Honorary Life Membership may be accorded to selected individuals whose nominations are approved by Council and elected thereto by members of VLA by ballot.; Section 3. After a hearing by the Executive Committee and upon recommendation, Council by a two-thirds vote of the voting members of Council, may suspend a member for cause. Council may reinstate a member by a two-thirds vote of voting members of Council.

Article IV. Regions, Sections, Forums, Standing Committees and Organizational Representatives: Section 1. Regions, sections, forums, standing committees, ad hoc committees, appointed officers and organizational representatives may be organized and supported as provided in the Manual.

Article V. Association Meetings: Section 1. The Association shall hold annually a regular meeting of the members, hereafter referred to as the Annual business meeting, for the transaction of general business.; Section 2. Thirty percent (30%) of individual members attending the annual conference shall constitute a quorum at any general meeting of the Association.

Article VI. Council: Section 1. Councilors shall be chosen as specified in the Manual.; Section 2. Terms of Office. All elected councilors shall serve until the adjournment of the annual conference at which time their successors assume office.

a. If the chair is unable to serve or complete a term, the vice-chair/chair-elect shall assume the chair. The runner-up for chair-elect (if any) assumes the position of chair-elect.

b. If the chair-elect is unable to serve or complete a term, the runner-up for chair-elect (if any) assumes the position of chair-elect.

c. If there is no runner-up or the runner-up declines to serve, has accepted another office, or is otherwise unable to serve, the vacancy shall be filled by the President with the approval of the Executive Committee. The President shall solicit names from the group in question.; Section 3. The Council of the Virginia Library Association shall be the governing body of the Association. The Council shall delegate to regions, sections, forums, standing committees, and organizational representatives authority to develop programs within assigned areas of responsibility consistent with the objectives of VLA.; Section 4. All VLA policies shall be determined by the Association through its Council and its decisions shall be binding upon the Association, except as stated in Sections 6 and 8 of this article.; Section 5. One half plus one of the voting members of Council shall constitute a quorum. Any council member may appoint a VLA member as proxy to represent that council member and vote in his or her stead.; Section 6. Any matter may be referred to Council by a resolution passed at any annual business meeting, with recommendations for action.; Section 7. Any question of policy may, by a majority vote of Council, be submitted to membership to be voted upon either at the annual business meeting, or by mail, electronic mail, or telefacsimile, as Council may determine.; Section 8. Any action of Council may be set aside at any annual business meeting by a two-thirds vote, a quorum being present, or by a majority of the members voting by mail, electronic mail, or telefacsimile.

Article VII. Executive Committee: Section 1. The Executive Committee shall consist of the elected officers of the Association. Any VLA member invited by the Executive Committee and the Executive Director serves ex officio.; Section 2. Any vacancy on the Executive Committee shall be filled either by Executive Committee appointment or by conducting a special election, depending on the time at which the vacancy occurs. The term of office of the person so appointed or elected shall be determined by the Executive Committee.; Section 3. The Executive Committee shall act for Council in the administration of established policies and programs, shall serve as the management committee of the Association, and shall make recommendations on matters of policy and operations, subject to review by Council. The Executive Committee shall report on its activities no later than the next meeting of Council.; Section 4. A majority of elected officers shall constitute a quorum of the Executive Committee.; Section 5. Motions requiring action before the next regularly scheduled meeting of the Executive Committee may be deliberated and passed by telefacsimile or electronic mail. The board member making the motion must obtain a second, and send the motion and name of the seconding member to all members. If three or more of the Committee wish to debate the motion, they may call for a telephone conference of the Committee within five working days of the original motion. If no such conference call is requested, fax/email votes will be counted by the President five working days after the faxing/emailing of the motion. If a teleconference is held, a roll call vote will be in order. In the case of telephone, facsimile or electronic mail voting, a favorable vote from a majority of Executive Committee members is required to pass a motion.

Article VIII. Officers and Duties: Section 1. Officers. Only individual members of the Association shall have the right to hold office. The officers of the Association shall be a president, president-elect, second vice president, the immediate past president, a secretary, and a treasurer. They shall be elected for terms as provided for in the Manual.; Section 2. Executive Director. A person designated as executive director shall be appointed by the Executive Committee, and shall hold office at its pleasure.; Section 3. Duties. The officers of the Association shall perform the duties pertaining to their respective offices as specified in the Manual and other duties as may be approved by the Executive Committee.; Section 4. Appointments. The President shall appoint all ad hoc committees not outlined in the Manual.

Article IX. Organizational Representation: Section 1. Council may vote to recognize any organization having purposes similar to those of the Virginia Library Association. Affiliation with Council shall be held as provided in the Manual.

Article X. Amendment of By-Laws: Section 1. Amendments to the By-laws require a two-thirds vote of the members present at the annual business meeting, a quorum being present, provided that the proposed amendment has been mailed to the members, or published in an official VLA publication at least 30 days prior to the annual business meeting.; Section 2. Mail vote on Amendments to the By-laws requires a two-thirds vote of the members voting in a mail, electronic mail, or telefacsimile vote, provided that the proposed amendment has been mailed to the members, or published in an official VLA publication at least 30 days prior to the distribution of the ballots.

MEMBERSHIP

A. Individual membership (See Appendix A): 1. Payment of annual dues provides the following benefits:

a. Voting rights at the annual business meeting and in Association elections.

b. Member registration rates at the annual conference and all other Association meetings.

c. Subscription to Virginia Libraries and the VLA Newsletter.

d. Membership Directory
B. Institutional membership: 1. Payment of annual dues provides the following benefits:

a. Member's registration rate for one designated individual at the annual conference.

b. Subscription to Virginia Libraries and the VLA Newsletter.

c. Membership Directory
C. Honorary Life Membership, conferred by vote of the membership, provides full benefits of individual membership without payment of dues. (See Appendix B)
D. Membership List: 1. The Executive Director maintains the membership list.; 2. At the discretion of the Executive Committee, the Association may provide the membership list or portions of it to appropriate organizations as a service to VLA members.; 3. The membership application shall include the option for members to request the exclusion of their names from any distributed list.

BUDGET AND FINANCE

A. Funding

VLA is funded from the following sources:

membership dues
program and conference fees
As a guideline, it is suggested that non-VLA members who participate in activities sponsored by VLA or by VLA regions, sections, and forums, be assessed a fee which is 50% higher than the fee charged to VLA members. Non-VLA members who choose to become members may attend events at member rates when their membership dues accompany the program registration.
conference income: exhibitor and other income from annual and paraprofessional conferences
investments
subscriptions to Virginia Libraries
sale of the membership list
fund raising programs
gifts and donations
Jobline

B. VLA Budget Structure

1. The operating budget funds the day-to-day operation of the Association, e.g., the Executive Director's salary, section, region, forum, and committee expenses, stipends for Virginia Libraries and the VLA Newsletter editors and the VLA Webmaster, ALA Councilor expenses, Jobline, etc.

2. The program budget funds spring and fall continuing education programs and the annual and paraprofessional conferences. The annual conference is intended to be self-supporting through exhibitor fees and registrations.

3. VLA shall develop and maintain a reserve fund with an amount equal to one year's operating budget. Proceeds from the fund are used for emergencies and other unanticipated needs of the Association.

4. Budget Preparation and Approval Calendar

December - Executive Committee retreat - budgets will be approved for presentation to Council at its February quarterly meeting
January 15 - deadline for receipt and authorization of payment for bills incurred during the previous calendar year
April - annual conference budget approved by Council at its quarterly meeting
May 15 - completion of auditor's report
September - At the quarterly Council meeting the Treasurer will provide the chairperson of each committee, section, forum and region with a packet of instructions concerning budget preparation for the upcoming year. (see Appendix C )
Oct/Nov - Annual budget proposals due to the Treasurer by the annual conference

C. Dues: 1. The Finance Committee in consultation with the Executive Director shall consider the dues structure annually. The Finance Committee will report its recommendations to the Executive Committee which will review the recommendations and present a dues structure for the coming year to Council. Council must approve any change in the dues structure. Dues changes go into effect on January 1 of the next dues year.; 2. Dues for the lowest level of membership shall meet or exceed the actual cost of administering and processing the membership record.; 3. The membership year is January 1 - December 31. Dues are not pro-rated.

D. Reimbursements The Association realizes that considerable expense may be incurred by its officers and Council members in the performance of their duties on its behalf and acknowledges that the Association has a responsibility to assist in funding those expenses within the limitations of its resources. It is suggested that, whenever possible, those persons will request that their own institutions assist in funding such expenses. Requests for funding of anticipated expenses will be made through the regular budgetary process. Council, in authorizing the annual operating budget, will establish the maximum amounts which will be reimbursed. The Executive Committee may authorize any member of the Association to attend state, regional, or national meetings or conferences as an official representative of the Association, with reimbursement from the Contingency Fund.

1. Executive Committee

Members of the Executive Committee may be reimbursed for their attendance at Council meetings for mileage at the rate which is paid by the Commonwealth of Virginia plus lodging expenses for one night as necessary. The first 100 miles of any trip are not reimbursable. Other expenses of office; e.g., telephone charges, supplies, mileage, lodging and/or meals for attendance at local, state, regional or national meetings may be billed at each individual officer's discretion. (See Appendix D)

The Executive Director's expense reimbursements are specified in that individual’s contractual agreement with the Association.

2. Members of Council The chair of any committee, region, section or forum may authorize reimbursement for a member of that unit who incurs expenses while conducting official business. (See Appendix D) Costs incurred in the course of planning programs or workshops for which a registration fee will be charged are to be included on the Program Expense Sheet. (See Appendix E)

The ALA Councilor may request funding through the regular budgetary process to cover anticipated expenses: e.g., travel, lodging, meals, etc. at ALA meetings.

3. Conferences

Annual Conference planning costs, reimbursed from the Conference budget, may include planning workshops, supplies, and mileage to committee meetings. Actual conference costs, reimbursed from the conference budget, include speaker fees, telephone charges, supplies, postage, printing, etc.

The Association through the Conference budget underwrites Conference meals and lodging for members of the Executive Committee.

ANNUAL CONFERENCE

A. General Conference Guidelines: 1. Conference Sites
The Executive Committee will recommend to Council a three-year schedule of conference sites for approval annually. That schedule shall be published in the VLA Newsletter.
The Executive Director is responsible for contracting with the conference site selected by Council.; 2. Conference Time and Date
The annual conference is held in the fall of each year. Dates are established on recommendation of the Executive Committee and confirmed during the site selection and contract process.; 3. Conference Exhibits
The Executive Director is responsible for mailing a prospectus and exhibitor proposal and registration form by May 1 of each year for that year's conference. The Director will work closely with the Conference Chair to coordinate graphics, exhibitor schedules, layouts and events. Exhibitors are assigned booth space on a first come/first reserved basis starting on May 2.; 4. Conference programs are the responsibility of the Conference Committee.; 5. Conference Budget
The annual conference is a self-supporting activity, with the bulk of its funding coming from exhibitor fees and registrations. Its budget is separate and independent of the operating budget, for which any conference profits are a source of income. The chair of the Conference Committee, in consultations with the Treasurer and the Executive Director, develops the conference budget. The Executive Committee and Council approve the conference budget.; 6. Conference Expenses
The Association provides lodging and meals at the annual conference for Executive Committee members. The Association may provide meals and lodging for the Virginia Libraries and VLA Newsletter editors, scholarship winners, General Session speakers and guests of the Association at the recommendation of the Conference Committee chair in collaboration with the Executive Committee.
B. Principles for the annual conference: 1. Philosophy
The conference financial policy has been developed recognizing that changes in the Association's funding needs or philosophy may result in changes in the amount of new income required or desired from the annual conference.
No matter what the operational needs or philosophy may be, however, the annual conference must be planned to be self-supporting, including exhibitor recruitment costs, programming costs, publicity costs, and operating costs.; 2. Policy
The Conference Committee will plan conference income and expenses to generate a minimum 10% net income.; 3. Budget
The Conference Committee Chair shall send a draft of the annual conference budget to the Treasurer, who will present it to the Executive Committee and to Council at or before the April quarterly Council meeting. The Executive Committee shall set exhibitor fees annually, in consultation with the Executive Director. Registration fees shall be reviewed annually as part of the conference planning effort. The Conference Committee shall recommend registration fees to Executive Committee for approval.
The Conference Committee may establish and approve, within reason, line-item budget transfers within the overall conference budget as approved by Council.; 4. Programming
The Conference Committee coordinates the overall program content and specifically selects the general session speakers, pre- or post-conference programs, and supplemental programs. The Conference Committee may solicit the VLA units and the membership-at-large for program proposals. (See Appendix F)
C. Principles for Joint Annual Conferences: 1. Introduction
VLA Council may invite other library associations or related organizations to participate in the VLA annual conference, either as a full partner in conference planning, costs and profits, or as otherwise agreed by all participants. These policies should be understood to apply to VLA's annual conference, although the event may or may not be an annual conference for the other participant(s).
Acceptance of joint conference agreements should be based on what the other participant(s) can bring to the VLA annual conference in terms of programs, professional development and stature, planning and presentation participation, and potential profits.; 2. Philosophy
The annual conference must break even and further, should plan to realize a 10% net income for the organization. It is necessary to maintain this perspective when negotiating budget and agreements for conferences held jointly with the VLA annual conference.; 3. Programming; The Conference Committee coordinates the overall conference program content, but specifically selects the general session speakers or programs, pre- and post-conference content and any supplementary programs. Individual VLA committees, sections and forums are responsible for all other conference program content, within a specified budget.
The Conference Committee coordinates the overall program content and specifically selects the general session speakers, pre- or post-conference programs, and supplemental programs. The Conference Committee may solicit the VLA units and the membership-at-large for program proposals. (See Appendix F)
The Executive Committee must agree to any change in the operating philosophy at the time the joint conference agreement is approved.; 4. Costs
Each association will be responsible for funding the expenses of its own convention committee members.
Conference costs and any net income will be split in the same manner that the programming costs are split (shared funding=shared net income, separate funding=separate profit on portion planned and funded). Factors to consider are expected attendance by each association's members, local arrangement responsibilities, upfront funding, etc.
Each association must agree, in advance of any conference publicity or exhibitor recruitment, to a conference budget (each association's costs and expected net income). The conference budget must be submitted to the Council by the April Council meeting.
Specific areas to be negotiated are:

a. exhibit responsibilities
b. registration fees and policies
c. program planning
d. program costs
e. net income required and the division of net income
f. on-site responsibilities
g. advance administration responsibilities
h. benefits and the division of benefits, such as complimentary hotel rooms; 5. Implementation
The Association Vice President/President-Elect will chair a committee, appointed by the President, to be responsible for negotiating any joint conference agreements. The Executive Committee must authorize any final joint conference agreement. The Presidents and Executive Directors of all participating associations must sign a conference contract.
Unless specified otherwise in the contract, either association may cancel its joint conference participation up to 18 months prior to the actual conference. The canceling association will be responsible for all costs resulting from the cancellation which cannot be recovered by either association.

CONTINUING EDUCATION STANDARDS

A. Commitment

The Virginia Library Association is committed to a statewide, comprehensive, long-range plan for continuing education to improve the quality of library service. To this end, VLA has adopted the continuing education goals of the American Library Association as part of its strategic plan. Activities of VLA units should contain a significant continuing education component where appropriate. VLA has defined continuing education as those learning opportunities used by individuals in fulfilling their need to learn and grow following their preparatory education and work experiences. Individual members are responsible for undertaking continuing education activities. VLA encourages libraries to budget for continuing education and seek state, federal, and other sources of funding.

B. Standards VLA Standards for the Assurance of Quality in Continuing Education are based on Guidelines for Quality in Continuing Education for Information, Library and Media Personnel (1987) prepared by the American Library Association's Continuing Education Subcommittee on Library Education (SCOLE). Standards pertain to group programs and activities in which the participant learns a given topic through interaction with instructor(s) and other participants. These programs and activities include, but are not limited to, academic courses, institutes, workshops, seminars, and short courses.: 1. Needs Assessment
Specific needs of the target audience shall be assessed by the appropriate VLA unit to determine subject suitability and to promote maximum participation.; 2. Objectives
Specific and measurable/observable learning objectives shall be stated for each program or activity in one or more of the following areas: changes in attitude and approach to the solution of problems; acquisition of new knowledge or mastery/upgrade of skills.; 3. Human Resources
Continuing education presenters, facilitators, designers and other human resources shall demonstrate current expertise by virtue of training and/or experience in the pertinent subject field and/or educational methodologies as appropriate.; 4. Design and Presentation
The program shall be systemtically designed and delivered to accomplish the stated objectives.; 5. Learning Environment
The learning environment shall be adequate and appropriate to program objectives, instructional materials and learning activities.; 6. Timeliness
Program content shall be current and pertinent to existing library environments including federal/state funding levels, pending legislation, etc.; 7. Promotion
Continuing education programs shall be promoted responsibly, ensuring notification of program content, dates, and registration requirements to all segments of the target audience.; 8. Evaluation
Evaluation shall be an integral part of the continuing education program to assess accomplishment of stated program objectives, suitability of content, and effectiveness of materials and presenter.

ELECTIONS AND APPOINTMENTS

Voting members of the Executive Committee are elected. Chairs of other VLA units may be elected or appointed. Elections are desirable to encourage participation in the Association. Elections shall be the responsibility of the Nominating Committee and the Executive Director. See the "Charge of the Nominating Committee" (p. 77) for details of preparing the slate of candidates.

A. The Nominating Committee will submit a slate of candidates for the Executive Committee offices, including biographical information and position statements, to the Executive Director by June 1.
B. Each VLA unit holding an election shall submit the names of candidates, along with their place of employment, current job position, and a list of two or three most recent professional activities, to the Executive Director by July 1.
C. The chairs of VLA units that do not hold an election must submit a VLA Appointment Acceptance Form (Appendix G) for each incoming officer of their unit to the VLA Executive Director by July 1.
D. The Executive Director shall:: 1. Mail a ballot listing the candidates for all contested offices to the membership of the association no later than August 31. The election shall be by a plurality of the votes cast.; 2. Tabulate the returned ballots with the aid of the Chair of the Nominating Committee and one other committee member no later than September 30 and submit the results to the Executive Committee.; 3. Submit the election results to the VLA Newsletter editor, the VLA webmaster, and other professional publications.
E. The Chair of the Nominating Committee shall:: 1. Notify all candidates for office of the outcome of the elections after the ballots are tabulated.; 2. Maintain, until the conclusion of the annual conference, the returned ballots and make them available, upon authorization of the Executive Committee, in the event of a challenge.
F. The results of the elections shall be officially announced at the annual business meeting.
G. In the event of a tie vote, elections shall be by a majority vote of the voting members present at the annual business meeting. Voting shall be by secret ballot.
H. Challenges must be made in writing to the Executive Committee within 24 hours after the candidates have been notified and can only be made by a member whose name was correctly submitted for nomination to an elected position.
I. The President of the Association shall make appointments from the current membership to fill any Council vacancies.

ORGANIZATIONAL STRUCTURE

A. Executive Committee: 1. Membership
The Executive Committee is composed of the elected officers of the Association. The President serves as Chair, and the Executive Director serves ex officio.; 2. Purpose and Function
The Executive Committee administers the affairs of the Association.; 3. Responsibilities

a. Pay Association dues by January 1 of each year of office.
b. Participate fully in the affairs of the Association during term of office.
c. Transact the business of the Association between the annual meetings, including powers delegated by the Code of Virginia.
d. Administer the business affairs of the Association.
e. Prepare the Association's annual operating budget for approval by Council.
f. Act on petitions for formation of VLA forums and sections.
g. Approve the President's appointment of officers for a region, section, or forum where vacancies occur between regular elections.
h. Receive petititions for organizational affiliation and submit them to Council for approval.
i. Define and supervise activities of the Executive Director through the President.; 4. Financial Support
The Association, with the approval of the Treasurer, will reimburse the cost of travel and association support activities. (see p. 7)
B. Council: 1. Full Membership
Elected officers of the Association, region chairs, section chairs, forum chairs, standing committee chairs and organizational representatives comprise Council. The Executive Director, the Editor of Virginia Libraries, the Editor of the VLA Newsletter, the VLA Webmaster and ad hoc committee chairs shall serve on Council as ex officio members. The President serves as chair.

a. Purpose and Function
Council is representative of each element in the Association and serves to relate each part to the whole as well as to delegate authority for action to the various units. It develops policy; approves budget allocations; initiates statewide programs; recommends appointments and nominees for office; and advises the Executive Committee.

b. Responsibilities

pay Association dues by January 1 of each year of office
participate fully in the affairs of the Association during term of office
approve the annual operating budget
decide policy matters for the Association, advising the Executive Committee on needed action
advise the President on committee chair appointments and nominees; may recommend ad hoc committees for special problems or projects
advise the ALA Councilor on matters of concern to the Association
advise committee chairs on committee activities and programs and periodically review their reports of progress
determine areas of investigation or study to be assigned to ad hoc committees
cooperate with the American Library Association and state or regional library associations on matters of mutual interest or benefit approve requests for organizational affiliation

c. Financial Support
The Association, with the approval of the Treasurer, will reimburse the cost of travel and association support activities. (see p. 7)

ELECTED OFFICERS

A. President
The President is the Chair of the Executive Committee and the Chair of Council.

1. Term of Office
The President’s term is one year, and he or she assumes office immediately after the annual conference.

2. Responsibilities

a. Serve as presiding officer for the annual conference and for all meetings of the Executive Committee and Council.
b. Represent the Association in all official capacities and act as spokesperson for the Association on all established policies and any contingency which may involve the Association.
c. Call meetings of the Executive Committee, Council, and the Association.
d. Appoint all ad hoc committees not outlined in the By-laws.
e. Make appointments to fill unexpired terms of VLA representatives to other organizations.
f. Act as liaison officer between the Association and other professional organizations.
g. Coordinate the work of all officers, committees and program units and work with them on their various projects.
h. Coordinate the Association's budget preparation with the Treasurer and Executive Director.
i. Preserve and pass on to his or her successor a careful record of work and activities with recommendations for changes or actions. Send material not needed for this purpose to the Secretary for addition to the Association archives.
j. Serve as ex officio member of the Scholarship Committee.
k. Serve on the Conference Committee.
l. Evaluate the Executive Director with the Immediate Past President on behalf of the Executive Committee.
m. Make appointments to fill Council vacancies with the approval of Executive Committee.

B. Vice President/President-Elect
The Vice President/President-Elect is a member of the Executive Committee and Council.

1. Term of Office
The Vice President/President-Elect serves a one-year term and assumes the office immediately after the annual conference.

2. Responsibilities

a. Assume the President's duties in the absence of the President.
b. Assist the Executive Director in securing a site for the Annual Conference three years hence.
c. Appoint Chair of the Conference Committee for the conference eighteen months ahead and serve on the Conference Committee.
d. Preserve and pass on to his or her successor a careful record of work and activities with recommendations for changes or action. Send material not needed for this purpose to the Secretary for addition to the Association archives.
e. Serve on the Finance Committee
f. Such other duties as the President may assign.

C. Second Vice President
The Second Vice President is a member of the Executive Committee and Council.

1. Term of Office
The term of office is for two years, and he or she assumes the office immediately after the annual conference.

2. Responsibilities

a. Examine Council procedures and VLA operations and make recommendations as needed. Review the VLA By-laws and VLA Manual and recommend needed revisions.
b. Work with the Executive Director to maintain a clearinghouse of individuals interested in, and qualified for, membership and leadership of VLA committees. Recruit qulified people annually for membership on committees. Publish committee interest forms in the VLA Newsletter and distribute same at annual conference. (See Appendix M)
c. Make appointments to fill unexpired terms of committee members; ensure that all committees have a full complement of members and that appointments have been made in compliance with VLA guidelines.

d. Perform such other duties as the President may assign.
e. Preserve and pass on to his or her successor a careful record of work and activities with recommendations for changes or actions. Send material not needed for this purpose to the Association archives.

D. Immediate Past President
The Immediate Past President is a member of the Executive Committee and Council.

1. Term of Office
The Immediate Past President’s term is for one year. He or she assumes the office immediately after the annual conference, after having presided at that conference.

2. Responsibilities

a. Preside in the absence of the President and Vice President/President-Elect.
b. Ensure Executive Committee and Council compliance with VLA policy and established procedures as stated in this Manual and the By-laws of the Association.
c. Chair the Nominating Committee.
d. Serve as ex officio member of the Legislative Committee.
e. Perform such other duties as the President may assign
f. Conduct the evaluation of the Executive Director in consultation with the President on behalf of the Executive Committee.
g. Preserve and pass on to his or her successor a careful record of work and activities with recommendations for changes and actions. Send material not needed for this purpose to the Secretary for the Association archives.

E. Secretary
The Secretary is a member of the Executive Committee and Council.

1. Term of Office
The Secretary’s term is for two years, with the term to begin in alternate years from term of Treasurer. The Secretary assumes office immediately after the annual conference.

2. Responsibilities

a. Record the minutes of all meetings of the Executive Committee and Council and all of the general and annual business meetings of the Association.
b. Prepare copies of the minutes of the Executive Committee meetings for mailing and/or electronic posting to all members of the committee before the next meeting.
c. Prepare copies of the minutes of Council meetings for mailing and/or electronic posting to all members of Council.
d. Transmit copies of Executive Committee/Council minutes and relevant documents to the Secretary for transfer to the Association archives.
e. Establish a calendar of Executive Committee and Council meetings in conjunction with the Executive Committee and Council and distribute it to Council and the VLA Newsletter.
f. Make arrangements for Executive Committee and Council meetings.
g. Handle routing correspondence of the Association, Executive Committee and Council as the President may direct.
h. Send a copy of each resolution approved by Council and adopted by the Association to the person or groups concerned and to the VLA Newsletter.
i. Receive official papers of VLA, such as Council and Executive Committee meeting minutes and documents, unit annual reports, Association-wide and unit publications, and budget reports from appropriate officers. Prepare and transmit these papers to the Association arcives at the Library of Virginia. Serve as VLA contact person with the Library of Virginia regarding use of the Association archives.
j. Send notice to Council members two months prior to the annual conference requesting that annual reports be submitted two weeks prior to the conference.
k. Receive all reports and prepare them for display or distribution at the annual conference at the direction of the Executive Committee.
l. Such other duties as the President may assign.
m. Preserve and pass on to his or her successor a complete record of work and activities with recommendations for changes or actions. Send material not needed for this purpose to the Secretary for the Association archives.

F. Treasurer
The Treasurer is a member of the Executive Committee and Council.

1. Term of Office
The Treasurer’s term is for two years with the term to begin in alternate years from the term of the Secretary. Assumes office January 1 of the year after election to office with the beginning of VLA’s fiscal year.

2. Responsibilities

a. Act as chief fiscal officer of the Association.
b. Supervise Association annual operative budget preparation.
c. Receive the proposals for section, region, forum and committee budgets and incorporate them as appropriate into the annual budget proposal. With the advice of the Executive Committee, review the forum and section proposed activity and proposed budget forms for appropriateness before the annual budget is prepared.
d. With the Executive Committee, approve all unit program budget worksheets. Approve any unexpected bills before payment is made by the Executive Director. Discuss possible fiscal needs in the new budget year and suggest budget allocations to cover these needs.
e. Make all financial reports to Executive Committee, Council, and the Association.
f. Coordinate with the Executive Director activities concerned with financial administration, investment of funds, general accounting, financial and statistical reporting. Monitor performance of Association’s investments and inform Executive Committee on Association’s investments.
g. Monitor all financial activities of the Executive Director through monthly financial reports compiled by the Executive Director.
h. Serve as Chair of the Finance Committee
i. Perform such other duties as the President may assign.
j. Preserve and pass on to his or her successor a careful record of work and activities with recommendations for changes or action. Send material not needed for this purpose to the Secretary for the Association archives.

ORGANIZATIONAL REPRESENTATIVES

A. American Library Association (ALA) Council Member
The ALA Council Member is a member of the VLA Council. As long as the Virginia Library Association shall remain an affiliated Chapter of the American Library Association, the members of the Chapter shall elect one ALA Council Member in accordance with the Constitution and By-Laws of the American Library Association.

1. Term of Office
The term of office is four years with the term to begin at the conclusion of the summer conference of the American Library Association following the election of the Councilor.

2. Responsibilities

a. Participate in the deliberations of the American Library Association Council and to vote on issues which come before the Council.
b. Act as liaison between the Chapter Association (VLA) and the American Library Association (ALA).
c. Represent the Chapter Association in special meetings, including those of the ALA Chapter Relations Committee.
d. Make an annual written report to VLA, furnishing copies to the Secretary two (2) weeks prior to the annual conference, and also make a brief oral report at the annual business meeting. Any decision affecting or requiring action by VLA will be fully reported.
e. Report on federal legislative initiatives and actions throughout the year in the VLA Newsletter or through reports at Council meetings.
f. Coordinate VLA participation in the annual ALA Legislative Day.
g. Preserve and pass on to his or her successor a careful record of all work and activities with recommendations for changes or action. Send material not needed for this purpose to the Secretary for the Association archives.

APPOINTED POSITIONS

A. Virginia Libraries Editor
The President appoints the Editor following an announcement in the VLA Newsletter which notifies the membership of the vacancy and invites applications or nominations. The Publications Committee reviews applications/nominations and offers recommendations to the President. The Editor receives an annual stipend determined by the Executive Committee.

1. Term
The Editor serves for a one-year term which may be renewed by action of the incoming President.
2. Responsibilities

a. The Editor is a member of the Finance Committee and is an ex officio member of the Publications Committee and Council.
b. The Editor, with the assistance of the Executive Director, selects the printer, with the approval of the Executive Committee.
c. The Editor prepares the journal’s budget on an annual basis.
d. The Editor selects the Advertising Manager and the Editorial Board.
e. The Editor establishes editorial policy, reviews and selects material for publication, and organizes and selects content of the journal.

B. VLA Newsletter Editor
The President appoints the Editor following an announcement in the VLA Newsletter which notifies the membership of the vacancy and invites applications or nominations. The Publications Committee reviews applications/nominations and offers recommendations to the President. The Editor receives an annual stipend determined by the Executive Committee.

1. Term
The Editor serves for a one-year term which may be renewed by action of the incoming President.

2. Responsibilities

a. The Editor serves as an ex officio member of the Publications Committee and Council.
b. The Editor selects the printer with the approval of the Executive Committee.
c. The Editor selects a staff.
d. The Editor prepares the newsletter budget annually.
e. The Editor selects contents for inclusion in each issue.
f. The Executive Committee advises and assists the Editor in establishing editorial policy for the newsletter, suggesting material for publication, and suggesting modifications and improvements to the newsletter

C. VLA Webmaster
The President appoints the Webmaster. The Executive Committee reviews applications/nominations for the Webmaster position and offers recommendations to the President. The Webmaster receives an annual stipend determined by the Executive Committee.

1. Term
The Webmaster serves at the pleasure of the Executive Committee.

2. Responsibilities

a. The Webmaster serves as an ex officio member of the Publications Committee and Council.
b. The Webmaster administers and oversees all Web page issues including design, postings, password/security, formatting, content, software, and hardware upgrades.
c. The Webmaster prepares the Web page budget annually.
d. The Webmaster establishes editorial policy for the Web page, suggests material for inclusion on the Web page, and modifications/improvements to the Web page.

D. Executive Director
The Executive Committee, with the advice of Council, contracts annually with an Executive Director to provide services to the Association. The Director is an ex officio member of the Executive Committee and Council. The Director receives a management fee as specified in the contract as well as an annual operating budget as approved by Council. The Executive Director shall be bonded.

1. Responsibilities

a. Office Operations: maintain VLA office, handle requests for information, maintain legal and insurance records, maintain supply of stationary and coordinate Jobline postings.
b. Database Services: maintain and update the Association membership list; provide mailing labels as requested and distribute the Association membership list, as needed; prepare membership directory. Maintain a current list of honorary life members.
c. Member Services: handle membership recruitment and all membership needs; process the scholarship applications and requests for awards; and provide assistance to VLA units as requested.
d. Financial Management: collect and account for all VLA monies; forward copies of all financial documents to the Treasurer; and prepare quarterly budget reports for Council.
e. Elections: prepare, mail, tabulate and maintain ballots for VLA activities requiring a vote.
f. Publications: provide mailing labels for all Association publications; publish updated VLA manual as directed by Council; work with the Publications Committee to handle and recruit advertisements for VLA publications. Oversee development and distribution of promotional materials.
g. Conference Management: serve as Business Manager and oversee all logistical and contractual matters for the Annual Conference; provide financial management, registration and other services for the annual Paraprofessional conference.
h. Perform other duties as specified by the Executive Committee.

E. Legal Counsel
Legal Counsel is appointed by the President with the advice of the Executive Committee.

1. Term of office
The term of office is as mutually agreed upon by the Legal Counsel and the Executive Committee.

2. Responsibilities
Provide legal counsel and services upon request.

F. Legislative Liaison
The VLA Legislative Liaison is appointed by the President with the advice of the Executive Committee and Chair of the Legislative Committee.

1. Term of office
The term of office is as mutually agreed upon by the Legislative Liaison, the Executive Committee and the Chair of the Legislative Committee.

2. Responsibilities

a. Provide services to, and work with, the Legislative Committee on budgetary and other matters/issues that will be introduced and considered in the state legislature.
b. Offer public relations suggestions related to the legislative process.

3. Fee
The fee is determined by the Executive Committee, the Legislative Liaison, and the Chair of the Legislative Committee based on the extent of services or specific legislation under consideration.

G. Parliamentarian
The Parliamentarian is appointed by the President as needed.

1. Term of office
The term of office is as mutually agreed upon by the Parliamentarian and the Executive Committee.

2. Responsibilities

a. Make decisions on parliamentary procedure when requested to do so.
b. Advise officers on parliamentary procedure prior to annual business meetings when so requested.

3. Stipend
An annual stipend may be paid to the Parliamentarian with the amount being determined by the Executive Committee.

H. Personnel Grievance Officer
The Personnel Grievance Officer is appointed by the President as needed.

1. Term of office
The term of office is as mutually agreeable between the Personnel Grievance Officer and the Executive Committee.

2. Responsibilities

a. Investigate background and issues of a specific personnel action which the Association has identified as an allegedly illegal or improper action.
b. Monitor developments of a case and recommend possible action on the part of VLA.
c. Work with grievant on appropriate course of action.

3. Fees
Fees are as determined by the Executive Committee and the Personnel Grievance Officer.

PUBLICATIONS

A. Virginia Libraries
Virginia Libraries, the official journal of the Virginia Library Association, is issued to members four times per year (quarterly), with the volume running concurrently with the calendar year. Institutions may receive it by subscription.

1. Purpose
To develop, promote, and improve library and information services and the library profession; to advance literacy and learning; and, to ensure access to information in the Commonwealth of Virginia.

2. Editor
The President appoints the Editor for a one-year term which may be renewed by the incoming President.

3. Editorial Board
The Editor selects the Editorial Board consisting of 3-5 members who represent diverse elements within VLA. Board members serve for one-year renewable terms. The Board advises and assists the Editor in establishing editorial policy for the journal, reviewing and choosing material for publication, organizing and selecting content of the journal, and suggesting modifications and improvements to the journal.

4. Contents and submissions
The journal contains articles on issues, concerns and current topics of interest to the library community in Virginia. At the direction of the Editor, the journal accepts and publishes letters to the Editor. These and other signed articles do not necessarily reflect approval of VLA or of the Editor and Board. The Editor reserves the right to edit all material submitted except official statements initiated and approved by the Association or its units. Ultimate responsibility for the selection of articles for the journal rests with the Editor. The Editor, Board, and publisher are not responsible for the opinions and facts of authors.

5. Business managers and subscriptions
The Executive Director of VLA serves as Business Manager for Virginia Libraries and processes all bills and subscription claims. The Executive Director also distributes non-current issues to the Secretary for the VLA archives, University Microfilms International, etc.

B. VLA Newsletter
The VLA Newsletter, the official newsletter of the Virginia Library Association, is issued to members 10 times a year (monthly, except January and July), with the volume running concurrently with the calendar year. Institutions may receive the newsletter by subscription.

1. Purpose
To enhance librarianship in the Commonwealth of Virginia through the timely dissemination of information concerning meetings and issues relevant to VLA membership.

2. Editor
The President appoints the Editor for a one-year term which may be renewed by the incoming President.
The Executive Committee advises and assists the Editor in establishing editorial policy for the newsletter, suggesting material for publication, and suggesting modifications and improvements to the newsletter.

3. Contents and submissions
The VLA Newsletter contains official statements and actions of the Association, other news of the Association and its units, and news of the library community in Virginia and the Southeast. The newsletter also publishes, as necessary and pertinent, certain items of Association business such as information and announcements about association elections and announcements of future conference sites.

4. Business manager and subscriptions
The Executive Director of VLA serves as business manager of the newsletter and processes all bills and subscription claims. Annually, the Executive Director distributes issues for the year just closed to the association archives.

C. VLA Web Page
The VLA Web Page, the official home page of the Virginia Library Association, is updated continually. Individuals and institutions may access the Web page twenty-four hours a day at http://www.vla.org.

1. Purpose.
To enhance librarianship in the Commonwealth of Virginia through the timely dissemination of digital information concerning VLA, including the Association’s history, organizational information, manual, membership, publications, jobs, conference, and awards.

2. Webmaster.
The President appoints the Webmaster, who serves at the pleasure of the Executive Committee.

3. Contents and submissions.
The VLA Web Page contains the official statements and actions of the Association and its units and news of the library community in Virginia and the Southeast. Responsibility for content of the Web page rests with the Executive Committee. The Webmaster maintains guidelines for the use of units preparing Web pages and reserves the right to reformat submissions. Responsibility for maintenance of the Web Page rests with the Webmaster.
ORGANIZATIONAL UNITS
The largest organizational units within the Association are the regions, sections, and forums. The following rules are common to all three:

A. All region, section, and forum activities are open to any member of the Association.

B. The chairs of regions, sections, and forums are voting members of Council.

C. Elections and/or appointments for section, forum, and region officers are administered by the Association with each unit choosing its own leadership. (See Elections and Appointments, p. 15).

D. The chair of each region, section, and forum makes an annual report to the Association membership by submitting two (2) copies of the document to the Secretary of the Association two weeks prior to the annual conference. (See Appendix H).

E. The annual budget of each unit is derived from the Association’s operating budget. Funding is on the basis of activity and accomplishment which must be demonstrated to the Executive Committee at the time of the annual budget request. A form outlining proposed activities for the upcoming year and a proposed budget must be submitted by each unit before the adoption of the Association’s budget. (See Appendix C).

F. The Executive Committee must approve monetary gifts to any region, section or forum.

G. Any unit planning a program for which expenses will be reimbursed through the VLA budget must provide the Treasurer with copies of written agreements/contracts between the VLA representative and the supplier of the program, materials, food, etc. A Program Expense Estimate Sheet (See Appendix E) must be provided to the Treasurer prior to the announcement of the event. Program planners shall plan for a minimum 10% net income. The treasurer or the Executive Director at the Treasurer’s direction must sign any agreement/contract. The purpose of this process is to verify and guarantee charges that will be incurred by VLA for each program.

REGIONS

A. Purpose
Regions promote ease of membership participation, accessibility to meeting locations, leadership development for the Association, and offer an effective framework for initiating statewide effort and implementing immediate action.
Six geographical divisions within Virginia comprise the regions:

Region 1 Southwest Region 4 Piedmont

Region 2 Southern Region 5 Northern

Region 3 Tidewater Region 6 Northwest

The Executive Committee and Council must approve any geographical re-division of the Association's regions.

B. Membership
VLA membership automatically constitutes membership in a regional group. In-state residents are members of the region in which they reside or work. Out-of-state residents may choose membership in a region if they wish to do so.

C. Officers
Officers in each region include a chair, vice-chair, and any other officers deemed necessary or desirable. The vice-chair serves for two years, one year as vice-chair/chair-elect, and one year as chair.

1. Responsibilities

a. Conduct business meetings as needed.
b. Keep informed of major library activities in the state, and set up special meetings, or send out special communications as necessary.
c. Keep Council apprised of any major concerns in the region.
d. Recommend to the Administrative Services Committee any VLA members from the region who will serve on standing committees.
e. Host or sponsor continuing education programs as the need is identified. (See Appendix E)
f. Assist in the dissemination of information about, and the development of local support for, legislative action affecting libraries.
g. Submit two copies of the annual report of the region to the VLA Secretary two weeks prior to the annual conference. (See Appendix H).

VLA REGIONS

Region 1: Southwest

Cities: Bristol, Clifton Forge, Covington, Galax, Norton, Radford, Roanoke, Salem

Counties: Alleghany, Bland, Botetourt, Buchanan, Carroll, Craig, Dickenson, Floyd, Giles, Grayson, Lee, Montgomery, Pulaski, Roanoke, Russell, Scott, Smyth, Tazewell, Washington, Wise, Wythe
Region 2: Southern

Cities: Bedford, Danville, Emporia, Lynchburg, Martinsville, South Boston

Counties: Amelia, Amherst, Appomattox, Bedford, Brunswick, Buckingham, Campbell, Charlotte, Cumberland, Franklin, Greensville, Halifax, Henry, Lunenburg, Mecklenburg, Nottoway, Patrick, Pittsylvania, Prince Edward
Region 3: Tidewater

Cities: Chesapeake, Franklin, Hampton, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk, Virginia Beach, Williamsburg
Counties: Accomack, Gloucester, Isle of Wight, James City, Lancaster, Mathews, Middlesex, Northampton, Northumberland, Southampton, Surry, Sussex, York
Region 4: Piedmont

Cities: Colonial Heights, Hopewell, Petersburg, Richmond

Counties: Charles City, Chesterfield, Dinwiddie, Essex, Goochland, Hanover, Henrico, King and Queen, King William, New Kent, Powhatan, Prince George, Richmond
Region 5: Northern

Cities: Alexandria, Fairfax, Falls Church, Fredericksburg, Manassas, Manassas Park

Counties: Arlington, Caroline, Fairfax, Fauquier, King George, Loudoun, Prince William, Spotsylvania, Stafford, Westmoreland
Region 6: Northwest

Cities: Buena Vista, Charlottesville, Harrisonburg, Lexington, Staunton, Waynesboro, Winchester

Counties: Albemarle, Augusta, Bath, Clark, Culpeper, Fluvanna, Frederick, Greene, Highland, Louisa, Madison, Nelson, Orange, Page, Rappahannock, Rockbridge, Rockingham, Shenandoah, Warren

LIAISONS

A. Purpose
Liaisons from existing interest groups are invited to have a representative serve on Council. Liaisons shall represent their constituencies, communicate and offer opportunities for collaboration on such issues as legislation, continuing education and special projects. They shall not be voting members. These groups are:

Friends of Virginia Libraries (representing Friends and Trustees)
Special Library Association
Virginia Association of Law Libraries
Virginia Educational Media Association
Virginia Public Library Directors Association

SECTIONS

A. Purpose
Sections are organized by type of library on a statewide basis to support and improve librarianship and information services.
The four existing sections are:

Academic Library Section Public Library Section

School Library Section Special Library Section

B. Membership
Membership in the Association allows a choice for participation in a section of interest. Members aligned with a type of library service constitute the bais of a section.

C. Officers
Officers in each section include a chair and vice-chair/chair-elect and any other position which the section determines as necessary. The vice-chair serves for two years, one year as vice-chair/chair-elect, and one year as chair.

1. Responsibilities

a. Chair all meetings of the section.
b. Host or sponsor continuing education programs as the need is identified. (See Appendix E)
c. Recommend to the Administrative Services Committee those section members who will serve on standing committees.
d. Submit two (2) copies of an annual report to the Secretary of the Association two weeks prior to the annual conference. (See Appendix H)

D. Formation
A section may be formed or dissolved by action of VLA Council.

FORUMS

A. Purpose
Forums provide a focus for interaction of members who share a common interest or activity normally not covered by any one section or region. Forums are considered ongoing units of VLA.

B. Membership
Any member may participate in any forum.

C. Officers
Officers in each forum include a chair and a vice-chair/chair-elect and any other position determined to be necessary by the forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.

1. Responsibilities

a. Attend annual Continuing Education Committee training sessions
b. Attend VLA Council meetings
c. Prepare budget request when needed to support Forum activities (See Appendix C) and submit to VLA Treasurer for review and approval.
d. Initiate and maintain communication with members of the Forum through mailings, e-mail, listservs, Web pages or meetings.
e. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
f. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
g. Submit two copies of the annual report of the forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

D. Formation
Any member of the Association may organize a forum. Members wishing to organize a forum must submit a written petition of at least 20 members to the Executive Committee, which approves or denies the request. The petition must include:

1. Name, general purpose, and specific objectives of the proposed forum.

2. Names and addresses of at least twenty (20) VLA members who plan to participate.

3. Specific funding requests.
If the Executive Committee approves the petition, the President of the Association appoints a chairperson until such time as a meeting is held and a chair is duly elected by the forum membership. The appointed chair is a member of Council.
A forum may be dissolved by a simple majority vote of its membership or by action of VLA Council.

FORUMS

Name Year Established

Local History, Genealogy, and Oral History Forum 1976

Multicultural Forum
(formerly Ethnic Librarians Forum) 1988

New Members Forum
(formerly New Members Roundtable)

Paraprofessional Forum 1979

Public Documents Forum 1978

Public Services Forum
(incorporates: Business Information Roundtable-1991, Library Instruction Forum-1977, Interlibrary Loan Forum-1981, and Outreach Forum-1990) 1999

Technical Services and Technology Forum
(formerly TSAR Forum-1981, incorporates: Microcomputer Forum-1983, Collection Development Forum-2004) 1999

LOCAL HISTORY, GENEALOGY, AND ORAL HISTORY FORUM

A. Purpose: The Local History, Genealogy, and Oral History Forum provides a forum for the exchange of ideas and information for the better use of specialized Virginiana collections and oral history collections.
B. Special Objectives: 1. Provide continuing education programs annually for interested library personnel.; 2. Assist interested institutions in collection development and management of Virginiana, oral history, and genealogical collections.
C. Officers: Officers include a chair and vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (See Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

MULTICULTURAL FORUM

A. Purpose: The Multicultural Forum promotes library services to culturally diverse populations.
B. Specific Objectives: 1. Plan, promote, and sponsor continuing education programs of interest to librarians that serve diverse populations.; 2. Promote recruitment of an inclusive workforce and VLA membership.; 3. Identify the various ethnic librarians and paraprofessionals and their areas of expertise.; 4. Encourage more ethnic groups to enter the field of librarianship.
C. Officers: Officers include a chair and vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (see Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

NEW MEMBERS’ FORUM

A. Purpose: The New Members’ Forum helps the individual member become oriented to the profession and encourages membership participation in national, state and local library organizations. In addition, NMF seeks to promote a greater feeling of responsibility for the development of library service and librarianship.
B. Specific Objectives: 1. Recruit new members for VLA.; 2. Assist actively in the recruitment of qualified persons for the profession.; 3. Sponsor programs on issues which affect library staff.; 4. Host the NMF Hospitality Suite at the annual conference.; 5. Provide a library position openings file at the annual conference.; 6. Review VLA/NMF by-laws to make sure that they follow national NMRT by-laws.
C. Officers: Officers include a chair and a vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (see Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

PARAPROFESSIONAL FORUM

A. Purpose: The Paraprofessional Forum provides a formal network for paraprofessionals throughout Virginia.
B. Specific Objectives: 1. Provide members with information pertinent to paraprofessionals.; 2. Increase formal and informal opportunities for in-service training and staff development for library paraprofessionals in order to enhance career mobility by awarding the Paraprofessional Scholarship Award. (See Appendix I); 3. Increase awareness in the library community of the role of paraprofessionals in providing library service.; 4. Create a formal structure whereby Virginia paraprofessionals may make meaningful contributions to VLA and may benefit from the Association’s support and guidance.; 5. Plan and present the Paraprofessional Conference.; 6. Provide a mechanism for recognition of paraprofessionals who demonstrate excellence in their library fields of expertise, foster communication among library employees throughout Virginia, and advance and strengthen the image of paraprofessionals, by awarding the Outstanding Paraprofessional of the Year award. (See Appendix J)
C. Officers: 1. Officers include a chair and vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (see Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. Plan, promote and sponsor continuing education programs each calendar year as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H); 2. Paraprofessional Forum Executive Board; The Paraprofessional Forum Executive Board includes elected officers (co-chairs, co-chairs-elect, a recording secretary, a corresponding secretary, a treasurer and the immediate past co-chairs) as well as members-at-large.

a. Co-chairs
1. Conduct VLAPF Board meetings.
2. Prepare operating budget and conference/programs budget and monitor expenditures and receipts.
3. Coordinate Forum sponsored conferences and program responsibilities
4. Attend VLA Council meetings and communicate concerns between the Council and the Forum.
5. Prepare an annual report for the association archives and send corrected copies of the Board meeting minutes to the Secretary of the Association.
6. Chair the VLA Paraprofessional Forum Award and Outstanding Paraprofessional Award Committees.

b. Co-Chairs-Elect
1. Act in a training status to co-chairs.
2. Share in conference and program execution as delegated by co-chairs.
3. Preside over VLAPF Board meetings in the absence of the co-chairs.
4. Attend Council meetings in the absence of the co-chairs.

c. Recording Secretary
1. Record attendance and minutes of the VLAPF Board meetings. Distribute minutes and announcements of future meetings to each board member.
2. Maintain and distribute directory of VLAPF board members.
3. Provide corrected copies of board meeting minutes to the co-chairs.

d. Corresponding Secretary
1. Handle external communication such as thank-you notes, press releases to Virginia Libraries and other publications.
2. Record attendance and minutes of VLAPF Board meetings in the absence of the Recording Secretary.

e. Immediate Past Co-Chairs
1. Provide continuity of leadership within the Forum.
2. Act as advisor to co-chairs, as requested.
3. Preside at VLAPF Board meetings in the absence of the co-chairs and co-chairs-elect.
4. Maintain archives of the Forum’s programs and publications.

f. Members-at-Large
1. Attend monthly Forum Executive Board meetings.
2. Assist in planning and executing annual conference, programs and other projects of the Forum.

PUBLIC DOCUMENTS FORUM

A. Purpose: The Public Documents Forum provides a forum for discussion of problems and concerns, and for the exchange of ideas among library staff working with government publications (international, federal, state, and local).
B. Specific Objectives: 1. Provide a force for initiating and supporting programs to increase the availability, use, and bibliographic control of government publications within Virginia.; 2. Coordinate efforts with the Publications Committee to maintain Shipping List online.
C. Officers: Officers include a chair and vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (see Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

PUBLIC SERVICES FORUM

A. Purpose: The Public Services Forum facilitates communication and fosters awareness of trends and issues of interest to library staff who provide services in traditional and non-traditional settings including reference, circulation, instruction, outreach, and interlibrary loan services.
B. Objectives:: 1. Establish and maintain a clearinghouse for sharing ideas and information to enhance the skills of library staff.; 2. Identify concerns and potential needs of library users and suggest ways to meet those needs.; 3. Encourage cooperative activities among libraries and other providers of information services to the library community.
C. Officers.: Officers include a chair and vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (See Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. lan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

TECHNICAL SERVICES AND TECHNOLOGY FORUM

A. Purpose: The Technical Services and Technology Forum provides continuing education and an exchange of ideas on topics of interest to technical services and systems staff, and others who develop network and access technologies. In addition, the Forum educates and disseminates information on technology, its use and function in libraries.
B. Specific Objectives: 1. Explore new ideas and emerging technologies.; 2. Foster communication and cooperation among Virginia libraries in areas of collection management, acquisitions, cataloging, serials management, systems, and technology.; 3. Increase awareness in the library community of the roles of technical services, systems, and technology specialists.; 4. Identify and encourage cooperative activities among staff in technical services, systems, and public services in order to promote high quality library services for users.; 5. Monitor changes and trends in national, regional, and local standards; contribute to the formation and revision of standards.
C. Officers: Officers include a chair and vice-chair/chair-elect and any other position determined to be necessary by the Forum. The vice-chair/chair-elect serves for two years, one year as vice-chair, and one year as chair.; Responsibilities:

1. Attend annual Continuing Education Committee training sessions.
2. Attend VLA Council meetings.
3. Prepare budget request when needed to support Forum activities (See Appendix C) and submit to VLA Treasurer for review and approval.
4. Initiate and maintain communication with members of the Forum through mailings, listservs, e-mail, Web pages or meetings.
5. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
6. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
7. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)

YOUTH SERVICES FORUM

A. Purpose: The Youth Services Forum promotes quality library services and programs for all children and young people throughout the Commonwealth.
B. Specific Objectives: 1. Provide members, and in turn appropriate library staff personnel, with information pertinent to services and programs for children and young people.; 2. Serve as an advocate for the implementation of quality library services and programs to all children and young people.; 3. Promote reading as a year-round, life-long, enjoyable and necessary activity for children and young people.; 4. Promote continuing education opportunities for those who provide services and programs to children and young people at the annual VLA conference and on a regional basis throughout the year.; 5. Encourage and promote quality writing for children and young people by awarding the Jefferson Cup annually to an author of an outstanding book in the fields of American history, American biography, or American historical fiction. (See Appendix L); 6. Encourage the exchange of information and ideas about library services, programs and concerns among those who work directly with children and young people.; 7. Ensure access to information using modern technologies is provided to children and young people and those who serve them.
C. Officers: Youth Services Forum officers include a chair, a chair-elect, a secretary and regional representatives who form the Youth Services Forum Executive Committee.; 1. Chair; Responsibilities:

a. Attend annual Continuing Education Committee training sessions.
b. Attend VLA Council meetings.
c. Prepare budget request when needed to support Forum activities (See Appendix C) and submit to VLA Treasurer for review and approval.
d. Initiate and maintain communication with members of the Forum through mailings, e-mail, listservs, Web pages or meetings.
e. Plan, promote and sponsor continuing education programs as a need is identified. (See Appendix E)
f. Maintain record of Forum activities; preserve and pass on to successors a record of work and activities with recommendations for changes or actions; send material not needed for this purpose to the Secretary for addition to the Association's archives.
g. Submit two copies of the annual report of the Forum to the VLA Secretary two weeks prior to the annual conference. (See Appendix H)
h. Serve an additional year as Past-Chair and as a member of the Jefferson Cup Award Committee.; 2. Chair-Elect; Responsibilities:

a. Attend Youth Services Forum meetings.
b. Assist Chair in preparing agenda, program planning, budget preparation, etc.
c. Attend VLA Council meetings in the absence of the Chair.
d. Serve the following year as Chair.; 3. Secretary; Responsibilities:

a. Take minutes at meetings and send minutes to Youth Services Forum Executive Board members.
b. Secure method of posting minutes on VLA Web site for all Youth Services Forum members to read.
c. Submit correspondence at the request of the Chair and Executive Committee including letters, thank-you notes, etc.; 4. Regional Representatives; Responsibilities:

a. Attend meetings of the Youth Services Forum Executive Board.
b. Gather and disseminate information from region to share at meetings.
c. Work on task forces as needed.
d. Attend Youth Services Forum workshops and VLA annual conference.
e. Plan, promote and sponsor a need is identified.
f. Serve a two-year term.

COMMITTEES

A. Purpose: Committees are organizational units of the Association established to conduct the business of the organization and to perform duties that continually occur in the work of the Association. (See Appendix M)
B. Membership: Committees are of two types:; 1. Standing Committees; Standing Committees are ongoing committees of the Association. Committee members are appointed by the Second Vice President with the advice of the Executive Committee.; 2. Ad Hoc Committees; The President, Executive Committee or Council establishes Ad Hoc Committees and gives them specific charges.
C. Officers: 1. Standing committee chairs serve terms of 1 or 2 years as specified for each committee and are members of Council.

a. The immediate Past-President is chair of the Nominating Committee. The Treasurer is chair of the Finance Committee. The Vice President/President Elect appoints the Chair of the Conference Committee 18 months prior to the annual conference.
b. The Vice President/President-Elect apppoints the Chair of the Conference Committee 18 months prior to the Annual Conference.
c. The incoming President appoints chairs of all other standing committees.; 2. The President appoints Ad Hoc Committee chairs who serve until the completion of their charge and are non-voting members of Council.
D. Formation: Council or the Executive Committee with the consent of Council creates standing committees. These may be dissolved by Executive Committee action. The President, Executive Committee, or Council establishes Ad Hoc Committees for special purposes. They are dissolved at the completion of their charge.

COMMITTEE LISTINGS

A. AWARDS AND RECOGNITION COMMITTEE

1. Chair

The Chair is appointed for a two-year term by the President and is a member of Council. During the second year of his/her term, the chair may recommend a chair designee to the Vice President/President Elect for the upcoming year.

2. Membership

The Second Vice President appoints at least 7 members, one of whom is the Chair of the Trustee and Friends Forum. Members serve for two-year terms. Terms are staggered.

3. Committee Charge

a. Elect one or more individuals for Honorary Life membership to the Association (See Appendix B), for the George Mason Award (See Appendix N), and for the Trustee Award. (See Appendix O)
b. Select a group or groups for the Friends of the Library Award. (See Appendix P)
c. Administer other awards and recognitions.

4. Responsibilities

a. Solicit nominations from the membership by placing a notice in the first issue of the VLA Newsletter following the annual conference and by postings on the VLA listserv and Association Web page. The nomination forms for all awards are available in the VLA Newsletter or by request from the Executive Director.
The deadline for all nominations is April 15 of the year of the award. Entries not selected may be resubmitted with updated documentation for future consideration.
b. Collect, examine, and submit recommendations as explained under each award, and notify recipients before the annual conference. At the conference, the committee chair and members present awards and feature recipients in a manner which best suits the nature of the conference.
c. Prepare plaques or other mementos honoring the outgoing President, Secretary and Treasurer and anyone else the Association may wish to honor. These are presented at the annual business meeting during the conference. The Executive Director works with the chair to secure the plaques.

5. Awards
Four main awards are administered by the committee annually.

a. Honorary Life Membership (See Appendix B)

Policies and Procedures
Eligibility for nomination should be confined to Trustees or former Trustees, Friends of Virginia Libraries and Virginia librarians and paraprofessionals who have held membership and who have made outstanding contributions to Virginia librarianship.

Nominations
Nominations should include: biographical data; significant contributions to VLA (100 word limit); documents, testimonials, news stories or other similar supporting evidence; a statement of the number of years the nominee has been a member.

Names and information on nominees is approved by Council and appears on the annual ballot to be voted on by the membership. Members may vote on more than one nominee and more than one may be elected. A majority of 50% plus one of those voting determines life membership.

Award
Acceptance of nominees by the membership bestows on the honorary life member full benefits of membership without dues. A plaque honoring a life member is presented at the annual conference.

b. George Mason Award (See Appendix N)

Policies and Procedures.
The Committee determines whether the award is granted in any given year. Individuals, libraries, or other organizations distinguished for advocacy of libraries and/or information access are eligible. Institutions, businesses, or academic programs whose activities have contributed to the development, growth, and extension of library and information services in the local community, the state, or the nation are also eligible.

Nominations
Nominations should include contributions to the library field or information access, the nominator’s evaluation of the nominee’s contribution worthy of consideration for the award, documentation and/or letters of support for the nominee, and any other attachments deemed helpful.

Criteria
Awards may be considered for significant contributions in at least one of the following:

Promotion of library services through exemplary performance and recognition by the public served
Creative application of the use of technology in the delivery of library and information services
Design and implementation of an enlightened management and personnel system which substantially improves library and information services
Design or creation of technological or human systems programs or devices which substantially improve library and information services
Promotion and development of improved public understanding of library and information services
Creation of original work, regardless of the medium used, which substantially contributes to the improvement of library and information services
Promotion or development of a sustained legislative approach to improving the ability of libraries to provide for expanded services to users
Promotion or development of a program resulting in a sustained increase in voluntary support for library and information activities
Significant influence on attitudes of public or private officials who are in a position to support the improvement of library and information services
Leadership and service contributing to the development and effectiveness of the goals and objectives of the Virginia Library Association.

Award
The award consists of a plaque presented at the annual conference and one day’s food and lodging for the honoree or for one representative of the honored group or organization.

c. Virginia Library Association Trustee Library Award (See Appendix O)
Policies and Procedures
The Committe determines whether the award is given in any given year. The award is presented in recognition of distinguished service to libraries or a library in Virginia. The trustee or trustees honored may have served on the local, state, regional, or national level, or on a combination of levels. Trustees from small, medium and large libraries shall be given equal consideration.

Nominations
Nominations may be submitted by an individual library trustee, librarian, library board or the Virginia Library Association. Nominations shall include: a comprehensive statement of the candidate’s achievements; library related activities such as board service, library association service, with offices held, dates of service, titles given, awards received, listed in chronological order; library accomplishment, including assessment and description of the nominee’s contribution to library development resulting from these activities; and any comments or non-library activities which may be pertinent to this award. The nomination must include signatures, addresses, and telephone numbers from all nominators or co-sponsors.

Award
A plaque will be presented at the annual conference.

d. Virginia Library Association Friends of the Library Award (See Appendix P)
Policies and Procedures
The Friends of the Library Award is presented annually to one or more Friends Groups in recognition of distinguished service to libraries or a library in Virginia. Friends of small, medium, and large libraries shall be given equal consideration. Nominations may be submitted by an individual library trustee, librarian, library board, or the Virginia Library Association.

Nominations
Nominations must include a comprehensive statement of the candidate group’s achievements; library and community-related activities made on behalf of the library; the number of members and activities of the group; and contributions to the library (monetary, equipment, service, programs, etc.)

Award
A plaque will be presented at the annual conference.

B. CONFERENCE COMMITTEE

1. Chair

The Vice President/President-Elect appoints the Chair for an 18-month term. The term covers the planning of one conference. The chair serves as a member of Council and the Finance Committee during the year that the conference takes place.

2. Membership

The committee chair, in cooperation with the Second Vice President and the Vice President/President-Elect appoints at least 9 members, consisting of 1 representative from each region in addition to the President, the Vice President/President Elect and an Exhibitor Representative. The Executive Director is an ex officio member.

3. Committee Charge

a. Coordinate overall annual conference theme and program content.
b. Plan for and select speakers for the general sessions.
c. Assist sections and forums with annual conference programming activities.
d. Work with the Treasurer and Executive Director to prepare a conference budget. The Treasurer submits the conference budget to the Executive Committee and
Council for approval no later than the April meeting.
e. Select the conference graphics and handle the design of annual conference brochures and mailings.
f. Form a local arrangements committee to handle special events, volunteers and other local information at the conference.
g. Perform liaison functions with hotel and exhibit space personnel and carry out the logistical arrangements during the conference.
h. Conduct an evaluation of the conference and provide this information to the committee for the following year’s conference.

C. CONTINUING EDUCATION COMMITTEE

1. Chair

The chair is appointed by the Vice President/President-Elect for a two-year term and serves as a member of Council. During the second year of his/her term, the chair may recommend a chair designee to the Vice President/President Elect for the upcoming year.

2. Membership

The Second Vice President, as Chair of the Administrative Services Committee, appoints at least 9 members. A representative of the Library of Virginia serves as an ex officio member. Terms are for two years and are staggered.

3. Committee Charge

a. provide training, through an annual training session, for all VLA region, section, forum, and committee chairs, vice-chairs, or others responsible for presenting non-conference, continuing education programming. The training should cover the following subjects:

needs assessment
standards
purpose of the program
budgeting
VLA deadlines
VLA forms required
resources available; ways of identifying and securing presenters
cooperative programs and co-sponsorship of programs
evaluation
publicity

b. Coordinate continuing education for the Association

To ensure that advanced planning and appropriate programming is taking place, one member of the Continuing Education Committee will contact each unit chair and will serve as a program planning resource person as needed for that unit’s program planners.

c. Evaluate VLA’s continuing education program.

One representative of the Continuing Education committee will attend and evaluate each continuing education program and report the results promptly to the Committee and to the unit program planners. A copy of the evaluation form to be used by the Continuing Education Committee will be submitted to the VLA unit chairperson well in advance of the program by a Continuing Education Committee member.

Each unit will make available its non-conference program package, consisting of the program handouts, flyers, and a summary of the program self-evaluation to the Continuing Education Committee member charged with evaluating the program. This package, together with the evaluation described above, will make up the evaluation report. The Committee will use the evaluation reports to plan the next year’s training session and to present an evaluative report to Council on the year’s programs. These materials will be sent by the Chair to the Secretary for inclusion in the association archives.

D. FINANCE COMMITTEE

1. Chair

The Treasurer serves as Chair of the Finance Committee

2. Membership

The Second Vice President appoints at least 3 members for a two-year term. The immediate past Treasurer, Vice President/ President-Elect, the Conference Committee Chair, the Publications Committee Chair, and the Paraprofessional Conference Chair serve by virtue of their office. Terms are staggered. The Executive Director is an ex officio member of the Committee.

3. Committee Charge

a. Identify and develop alternative sources of financial support for the Association, such as endowment funds and corporate support.
b. Monitor investment accounts and, in consultation with account representatives and/or other financial advisors, evaluate and recommend alternative investment strategies.
c. Propose annually the long-range budget goals for the Association, including investment strategies, development of reserve funds and endowment funds, etc.
d. Work with VLA units annually on the preparation of budget requests; with conference committees on preparation of conference budgets and with the Treasurer on the preparation of the annual operating budget.
e. Advise on the preparation of the Executive Director’s monthly budget report and the Treasurer’s budget reports to Council; evaluate and advise on ongoing accounting procedures; and report to Council on the results of the annual audit.
f. Evaluate the dues structure annually in consultation with the Executive Director and make recommendations to the Executive Committee.

E. INTELLECTUAL FREEDOM COMMITTEE

1. Chair

The Chair is appointed by the Vice President/President Elect for a two-year term and assumes office at the Annual Conference. The chair is a member of Council. During the second year of his/her term, the chair may recommend a chair designee to the Vice President/President Elect for the upcoming year.

2. Membership
The Second Vice President, as Chair of the Administrative Services Committee, appoints at least 6 members, 1 from each region, for two year terms. Terms are staggered.

3. Committee Charge

a. Inform Council of abridgements of intellectual freedom in the Commonwealth and recommend such action as may be necessary to safeguard intellectual freedom in relation to the libraries of the Commonwealth. Such actions may include, but are not limited to, media and/or billboard advertisements, representation at meetings or hearings, letters to the media, and moral support to local librarians.
b. Keep informed concerning matters which have been brought before the ALA Committee on Intellectual Freedom and report items of specific interest to VLA.
c. Chair represents VLA to ALA, the media, and other groups or individuals on questions of intellectual freedom after consultation with the President.
d. Work to develop educational programs concerning intellectual freedom, and develop standard procedures for handling complaints.
e. Inform the Executive Committee when a particular case that it is monitoring may require that Committee’s attention.
f. Coordinate and publicize annual Freedom of Information Day activities on March 16.
g. Coordinate and publicize annual Banned Books Week activities during the last week in September.
h. Adminster the biannual VLA/SIRS Intellectual Freedom Award and select award recipient. (See Appendix Q)
i. Coordinate with the Publications Committee to maintain the Intellectual Freedom Web page.
j. Coordinate with the Publications Committee to maintain the Intellectual Freedom Manual.

F. LEGISLATIVE COMMITTEE

1. Chair

The Chair is appointed by the President for a two-year term and is a member of Council. During the second year of the term, the Vice President/President Elect appoints a chair for the upcoming year.

2. Membership

The Second Vice President appoints at least 7 members, 1 from each region, for two-year terms. Appointments are staggered. The ALA Councilor, Region Chairs and the Immediate Past President serve as ex officio members. The Immediate Past President serves as liasion to the Executive Committee. Additional members may be appointed by the Committee Chair as needed.

3. Committee Charge

a. Propose a legislative agenda for the Association each year. Initiate studies of state/federal programs and legislation affecting all types of libraries.
b. Develop a network of VLA members and other library supporters in all Congressional Districts who are willing to write or talk to Legislators, Congressmen, and state and federal agency representatives. Activate this network as needed, organize events, and attend meetings as appropriate.
c. Coordinate activities for Virginia Legislative Day in January of each year.
d. Assist the ALA Councilor in planning activities for ALA Legislative Day in Washington, DC.
e. Prepare to give testimony at the state or federal level whenever needed, by being informed about the effect of proposed actions on the Virginia library community. f. Issue press releases or respond to the media when authorized by the Executive Committee.
g. Conduct the Association’s specific legislative campaigns, or recommend the creation of an ad hoc committee appointed by the President for a particular campaign.
h. Participate in the appointment of a legislative liaison and work with that liaison when hired.
i. Ensure that the gubernatorial candidates are informed about library issues in Virginia as well as about the VLA Legislative agenda.

G. NOMINATING COMMITTEE

1. Chair
The Chair is the immediate Past President who serves for one term.

2. Membership

The immediate Past President appoints at least six members for a one-year term, one member from each VLA region. No member of the Council shall be appointed to the Committee. No member shall serve on the Committee more than one term during a three-year period.

3. Committee Charge

a. Prepare a slate consisting of two nominees for each Executive Committee position. Call for suggestions for nominations in the February issue of the VLA Newsletter. Nominations shall be mailed to the Chair of the Committee. (See Appendix R) Contact and secure written acceptance before nomination from two persons of its choice for each position. Secure commitment of nominees to attend Council meetings as observers until the election.
b. Publish in the April issue of the VLA Newsletter notice to the membership of the Nominating Committee’s choices. Biographical information and position statements must be included with the candidate’s names, as well as a notice to include details of a one month lapse for further petitions for nominations.
c. All nominations by petition must be accomplished by the signature of the nominee and 30 other members of the Association. All petitions must be submitted to the Nominating Committee by May 30. Petition candidates shall provide biographical information and position statements, which will accompany the election ballot mailed to members.
d. Turn over the slate of all nominations to the Executive Committee and Executive Director by June 1.
e. Assist the Executive Director in counting ballots and certifying results of the election to the Executive Committee.
f. The Chair will notify all candidates for office of the outcome of their election as soon as possible after the ballots are tabulated.
g. The Chair will report the results of the election to the membership at the annual business meeting.
h. The Chair will record the number of votes cast for each nominee and the outcome of the election in a written annual report.
i. Coordinate the election of the ALA Councilor every four years.

H. PUBLICATIONS COMMITTEE

1. Chair

The Chair is appointed by the President for a two-year term and is a member of Council and serves on the Finance Committee. During the second year of his/her term, the chair may recommend a chair designee to the Vice President/President Elect for the upcoming year.

2. Membership

The Second Vice President appoints at least 9 members consisting of 1 from each VLA region in addition to the VLA Webmaster and the editors of the Shipping List, Virginia Libraries, and the VLA Newsletter who serve ex officio. Terms are staggered.

3. Committee Charge

a. Monitor the content, timeliness, relevance, and overall quality of all VLA publications. Maintain contact with the Association and unit editors, and with the Executive Committee, and address issues and problems as they arise.
b. Encourage VLA unit and Association editors to share ideas with the Committee and with each other. Serve as an advisory board to all VLA units which issue publications. (See Appendix S)
c. Mentor VLA members interested in publication. Encourage VLA members to publish articles or VLA Occasional Papers relevant to issues in librarianship.
d. Update the VLA Publications Manual as needed; distribute electronically formatted copy to the Webmaster and printed copies to Council members upon request.
e. Evaluate publication proposals from VLA units Make recommendations on need for and format of publication.
f. Recommend style and procedural gudielines for VLA publications.
g. Maintain a roster of all serial publications of the Association to include:

publication title
sponsoring unit
editor’s name, address, telephone and e-mail address
names of members of editorial board (if any)
publication frequency
publication mission statement or purpose
Review applications/nominations for editorial positions for Virginia Libraries, the VLA Newsletter, and VLA Webmaster and offer recommendations to the President.
Assure that archival copies of all VLA publications are maintained.
Publicize the VLA Jobline. Assist Webmaster and Executive Director with any problems or complications arising from Jobline.

I. SCHOLARSHIP COMMITTEE

1. Chair

The Chair is appointed by the President for a two-year term and is a member of Council. During the second year of his/her term, the chair may recommend a chair designee to the Vice President/President Elect for the upcoming year.

2. Membership

The Second Vice President appoints at least 7 members, 1 from each region, to two-year terms. Terms are staggered. The VLAPF chair/co-chair are voting members of the committee. The President serves as an ex officio member.

3. Committee Charge

a. Publicize available scholarships in the VLA Newsletter and at Virginia colleges and universities.
b. Select the recipients of the VLA Scholarships. (See Appendix T)
c. Recommend to the Executive Committee policies and regulations for announcing, administering, and awarding scholarships.
d. Publicize and solicit contributions to the VLA Scholarship Fund.

4. Responsibilities

a. Receive and review applications for the Virginia Library Association scholarships. Meet as a group to evaluate applications. Following the criteria established, the committee will rank the applications and choose the three winners from the top ranked applicants. The VLAPF chair/co-chair designate from this pool the Clara Stanley Scholarship recipient.
b. Notify winners of the decision by the committee.
c. Send letters of condolence to other applicants.
d. Send names and addresses of winners to the VLA Executive Director.
e. Prepare information about winners for publication.
f. Award scholarships at VLAPF spring conference and VLA fall conference.
g. Gather baskets for the raffle at the VLA conference.
h. Conduct raffle sales during the VLA conference.
i. Conduct the raffle drawing and notify winners during the VLA conference.

5. The Clara Stanley VLAPF Scholarship

The VLAPF Chair/Co Chair are voting members on the Scholarship Committee and have the final say as to the recipient of the Clara Stanley VLAPF scholarship. (See Appendix I)

Criteria
This scholarship requires residence in the state of Virginia, with a minimum of two years, an undergraduate degree, and an acceptance by an American Library Association accredited library school or a pending application for admission, and current employment at a Virginia library.
The major factors considered in making the award are: evidence of commitment to a career in librarianship in Virginia, financial need, potential for outstanding achievement in the library profession, academic excellence, and membership in the Virginia Library Association.

Copyright © 1996-2005 Virginia Library Association.
All rights reserved.
Webmaster: Steven P. Helm shelm@radford.edu

Region 1 Southwest	Region 4 Piedmont
Region 2 Southern	Region 5 Northern
Region 3 Tidewater	Region 6 Northwest

Academic Library Section	Public Library Section
School Library Section	Special Library Section

Name					Year Established
Local History, Genealogy, and Oral History Forum					1976
Multicultural Forum (formerly Ethnic Librarians Forum)					1988
New Members Forum (formerly New Members Roundtable)
Paraprofessional Forum					1979
Public Documents Forum					1978
Public Services Forum (incorporates: Business Information Roundtable-1991, Library Instruction Forum-1977, Interlibrary Loan Forum-1981, and Outreach Forum-1990)					1999
Technical Services and Technology Forum (formerly TSAR Forum-1981, incorporates: Microcomputer Forum-1983, Collection Development Forum-2004)					1999