Librarians Assembly Executive Committee Manual

 

Table of Contents

Calendar of LAEC responsibilities

 

Purpose, Mission, Scope of Executive Committee

Mission
Duties and Responsibilities
Relationship to other University bodies
Composition

Members-at-Large, election procedures

Standing Committees

Member appointment
Ex Officio members
Member responsibility
Vacancies
Charges, creation and revision
Chairs
Duties and responsibilities
Election
Annual Reports
Annual Reviews
Minutes and Archives

Ad Hoc Committees

Members, number and appointment
Responsibilities
Vacancies
Charges
Reports and Reviews
Minutes and Archives

Communication Procedures

General and Special Meetings

Scheduling
Presiding Officer
Agenda
Parliamentarian
Minutes and Publication

Archiving of Assembly Documents

By-Laws


Calendar of LAEC responsibilities

September

* Schedule Fall General Meeting

* Review sub-committee charges and annual reports

 

October

* First announcement of Fall General Meeting

 

November

*

 

December

* Fall General Meeting

 

January

* Schedule Spring General Meeting

 

February

* Appoint Chair for Nominating Committee

* Call for volunteers for Nominating Committee

 

March

* First announcement of spring General Meeting

* Call for candidates for member-at-large

* Form for volunteers for sub-committees written and prepared for mailing (template on Assembly server)

 

April

* Call for volunteers for sub-committees mailed

* Election slate approved by LAEC

* Candidates' statements received by nominating committee

 

May

* Spring General Meeting (candidates may speak if they wish)

* Ballots mailed (due in 30 days)

* Volunteers for sub-committees reviewed and selected

* New sub-committee members informed of committee placement

 

June

* Ballots due

 

July

* Ballots counted and results announced to candidates

* Results of election posted to HULInfo

 

August

*

 

 

Purpose, Mission, Scope

 

Mission
The Executive Committee of the Librarians' Assembly works to support the activities and interests of the Assembly.

 

Duties and Responsibilities
The Executive Committee of the Librarians' Assembly sets the dates and agenda for the general meetings of the Assembly. The committee also receives and takes action on suggestions from Assembly members. The activities of the Executive Committee and sub-committees of the Assembly are approved and monitored by the Executive Committee.

 

Relationship to Other HUL Committees
The Librarians' Assembly Executive committee is responsible only to the Librarians' Assembly and the University Library Council. Proposals for collaborative efforts between the LAEC and other HUL committees are to be submitted for approval to the ULC. Once approval is granted, the LAEC may make the necessary contacts to the HUL committee or sub-committee as it sees fit.

 Librarians' Assembly

Librarians' Assembly Executive Committee

Benefits Committee

Communications and Orientation Committee

Professional Development Committee

Rights and Responsibilities Committee

 

The complete list of HUL committees is available at: http://hul.harvard.edu/cmtes/

 

Composition

The LAEC is comprised of 6 members-at-large and the chairs of all Assembly sub-committees. The members-at-large serve three-year terms, with two members rotating on/off each year. The sub-committee chairs serve as long as they remain chair of a sub-committee. The LAEC meets from September through August of the following year.

Chair: The members of the LAEC elect a chair and vice-chair in May to begin office in September. The chair and vice-chair hold office from the September following election through August of the next year.

 

Members-at-large, election procedures 

February: The LAEC appoints a Nominating Committee Chair to create the Nominating Committee. The Nominating Committee Chair puts out a call over HULInfo asking for volunteers for the Nominating Committee and thereafter forms the Committee from among the volunteers. The minimum recommended number of members is three; and it is strongly recommended that a geographic (among HUL libraries) and functional specialty (as pertains to job responsibilities) mix be obtained whenever possible. It is also helpful to have some people with LAEC experience among the members of the nominating committee.

March: The Nominating Committee sends out a call over HULInfo asking for candidate nominations to fill open members-at-large. Individuals are typically given at least one month to respond to the call for nominations. The Nominating Committee should also solicit eligible, appropriate candidates from among the Assembly membership to supplement the nominations process. It is preferable to have more candidates than open slots to allow for a choice among the membership.

April: The LAEC approves the slate. After the slate is established, the Nominating Committee notifies candidates that they will be on the election slate. Written candidate statements are collected by the Nominating Committee.

May: Ballots are written, including the candidates' statements.

Candidates are allowed to speak at the Spring General Meeting if they desire. The election is announced at the meeting.

Write-in nominations will be accommodated by the mail ballot, as well. Ballots are mailed to all members of the Assembly, using mailing labels provided by the HUL Office. Before sending ballots out, they must be stamped with an official Assembly red stamp. Any ballot that is returned without this stamp will be considered invalid.

The voting process must be complete and compiled by July so that members-at-large may take their seats on the Committee by September 1. Therefore, it is recommended that the mail ballot be sent out by May 25th at the latest and returned by June 25th (so that votes may be tallied).

June: Ballots are received and counted.

July: The Chair of the Nominating Committee will forward the results of the election to the LAEC, including votes for any write-in candidates and the total number of ballots cast. The Nominating Committee will have carried out its mission at this point and will be automatically discharged.

The Chair of the Assembly shall notify all candidates as to the outcome of the elections, and will publicly announce the results of the election over HULInfo and at the Fall Assembly.

  

Standing Committees

 Applicable By-Laws include: Article VII; Section 1, Section 3 and Section 6.

 

Member appointment 

1. Number of members. The Bylaws do not specify the number of Committee members. The Executive Committee considers nine to be an ideal number (includes the Chairperson, but excludes ex officio members) with three rotating each year. The number is negotiable and can vary according to a Standing Committee's needs and circumstances. Whatever the number, it must be set in light of the Bylaws, Article VII, Section 3, which specifies that committee membership "shall be widely representative of the Assembly's membership."

2. Solicitation of representative members. The Executive Committee conducts an annual general solicitation of the Assembly's membership to solicit volunteers to serve on Standing Committees. In March, the solicitation is made by mail (?), HULINFO, and HU Library Notes and via a form on the Assembly's web site. Solicitation may be made along with the call for Members-at-large

3. Appointment of representative members. Those who respond to the annual solicitation for volunteers are given priority consideration. Nevertheless, the Executive Committee must also make appointments with regard to the requirements of the Bylaws that Standing Committee membership be "widely representative of the Assembly's membership." The Executive Committee, therefore, attempts to appoint members from as many different Harvard University Library units as possible. If necessary to obtain the ideal number of committee members or representation, Standing Committee Chairpersons, in consultation with the other Executive Committee members, may solicit individual Assembly members or non-Assembly members as described below. The Executive Committee appoints members who agree to serve.

4. Solicitation and appointment of non-Assembly members. Standing Committees "may include persons who are not members of the Assembly." Usually such members are included when a Standing Committee needs particular expertise or a regular liaison with other University departments. The Benefits Committee, for example, may benefit from the regular participation of someone from Human Resources. Standing Committee Chairpersons first consult with the other Executive Committee members and then solicit approved individuals. The Executive Committee

appoints individuals who agree to serve.

5. Members from the Office of the University Library. According to the Bylaws, "administrative support for committees shall be provided by the Office of the Director of the University Library." To facilitate this support, the Chair of the Executive Committee, at the request of a Standing Committee Chairperson, arranges for someone fi-om the Office of the Director to meet regularly with the Standing Committee. This support person is considered ex officio.

6. Responsibilities of committee members.

a. Participate actively in the work of the Committee, making suggestions and sharing ideas.

b. Attend all Committee meetings. Notify the Committee Chairperson if attendance at a meeting is not possible. Failure to attend three consecutive meetings without an explanation acceptable to the Chairperson may result in replacement of a Committee member. If problems arise in performing duties and assignments, contact the Committee Chairperson immediately.

 7. Vacancies in membership. Committee Chairpersons should report vacancies to the Executive Committee as soon as possible. First priority for replacements is given to those who responded to the recent general solicitation for volunteers. If the vacancy cannot be filled that way, the Chairperson, in consultation with the other Executive Committee members, may either solicit an individual member, or, depending on the needs of the Committee, wait until the next round of general solicitation of interest and appointment.

8. Charges of Committees. The Executive Committee is responsible for the creation and revision of Standing Committee charges. Proposed revisions may come from the Standing Committee itself, from the Assembly, or from the Executive Committee. Final revisions of charges must be reported to the membership through HULINFO and HU Library Notes as well as in the Annual Report of the Standing Committee to the Assembly.

9. Chair

Duties and responsibilities. The chair will schedule and facilitate monthly meetings of the sub-committee. The chair will also serve on the LAEC. Other duties include reporting on the sub-committee's activities at the general meetings and documenting the activities in an annual report due by September following the end of the chair's term.

Election. The chair is elected by the members of the sub-committee in May and assumes duties in September.

10. Annual Reports. The Chairperson of the Standing Committee presents an annual report to the Executive Committee and to the Assembly. The reports cover the period September 1 through August 31. These reports should be submitted to the Executive Committee at the time of the Executive Committee meeting before the Fall Assembly meeting. The reports should include:

* a summary of the Committee's activities and achievements during the previous year;

* any recommendations that require discussion and review by either the Executive Committee or Assembly (e.g. budget);

* any recommendations regarding the charge of the Committee;

* any matters regarding the membership of the Committee.

11. Annual Reviews. According to the Bylaws the Executive Committee must annually review the work of the Committee. Normally this will occur around the time of the Fall Assembly meeting. The review should be completed before the next call for volunteers so that any new or revised charge will be in place. The Executive Committee will review the Committee in light of the Committee's charge.

12. Minutes and archives. The Committee Chairperson is responsible for seeing that minutes of each Committee meeting is made available to the Executive Committee and the Assembly (please see the communication procedures). Normally this is accomplished by posting on the Assembly's web site. Brief reports of the Committee's activities are given at the meetings of the Executive Committee. A paper copy of the minutes, official correspondence, official notices, and annual reports (after review by the Executive Committee and Assembly) will be submitted to University Archives.

 

Ad Hoc Committees

 Bylaws Sections relevant to ad hoc committees: Article 7, Section 2, Section 3 and Section 5.

0. Deciding whether or not to create an ad hoc committee in the first place

The Executive Committee evaluates requests for the formation of ad hoc committees. These requests may arise from within the Executive Committee, or, according to the Bylaws, from the Assembly membership. If the Executive Committee, after reviewing such a request from the membership, decides not to form an ad hoc committee, an explanation of the Committee's reasons should be provided in some form.

If the Executive Committee agrees to create a new ad hoc committee, it should give it a name.

1. Number of members

The Bylaws do not specify the number of members to be appointed to an ad hoc committee. However, the number may be influenced by the requirement that "membership . . . shall be widely representative of the Assembly's membership and may include persons who are not members of the Assembly." The Executive Committee determines the number according to the ad hoc committee's needs and circumstances.

2. Appointment of members and chairperson

When the Executive Committee appoints to an ad hoc committee an individual who agrees to serve, it does this by means of a written communication that includes information such as: the committee's charge, the name of the committee chairperson, the length of the term of appointment, and/or the date and time of the committee's first meeting.

The Executive Committee shall appoint the chairperson of the ad hoc committee. According to the Bylaws, this person must be a member of the Assembly.

3. Members from the Office of the University Library

According to the Bylaws, "administrative support for committees shall be provided by the Office of the

Directory of the University Library." If the Executive Committee considers it necessary, the Chairperson of the Executive Committee may arrange for someone from the Office of the Director to meet regularly or occasionally with the ad hoc committee. This support person is considered ex officio.

4. Responsibilities of committee members

Members must participate actively in the work of the committee, making suggestions and sharing ideas. They must also attend all committee meetings and notify the committee chairperson if attendance at a meeting is not possible. Failure to attend three consecutive meetings without an explanation acceptable to the chairperson may result in replacement of a committee member. If problems arise in performing duties and assignments, members must contact the committee chairperson immediately.

5. Vacancies in membership

Committee chairpersons should report vacancies to the Executive Committee as soon as possible. The Chairperson of the Executive Committee, in consultation with the Executive Committee, may either solicit other individuals for their interest in being appointed to the ad hoc committee, or, depending on the needs of the ad hoc committee, allow the reduced committee to remain as it is.

6. Charges of committees

The Executive Committee is responsible for the creation and revision of ad hoc committee charges. Proposed revisions may come from the ad hoc committee itself, from the Executive Committee, or from the Assembly. Final revisions of charges must be reported to the membership. The Executive Committee should strongly consider setting a time frame for the duration of the ad hoc committee's existence in its charge.

7. Reports and reviews

The Executive Committee shall determine what kind of reporting it requires from the chairperson of the ad hoc committee and shall include this information in the committee's charge. Such reports might include: summaries of the committee's activities and achievements to date; any recommendations that require discussion and review by either the Executive Committee or Assembly; any recommendations regarding the charge of the committee; and/or any matters regarding the membership of the committee.

The Executive Committee shall decide in what manner it wishes to review the work of the ad hoc committee.

8. Minutes and archives

The chairperson of the ad hoc committee is responsible for seeing that minutes of each committee meeting are made available to the Executive Committee and the Assembly (please see the communications procedures). Normally this is accomplished by posting on the Assembly's website. Brief reports of the ad hoc committee's activities may be given at meetings of the Executive Committee. A paper copy of the committee's minutes, official correspondence, official notices, and reports (after review by the Executive Committee) will be submitted to the University Archives.

 

Communication Procedures

Direct Mail

Because of the time and cost involved, direct mail should be used only for ballots since they have unique requirements. They must be returned anonymously, and they need some form of authentication, such as an official stamp. Ballot for election of members-at-large and ballots for amendments to the by-laws would require direct mail.

HUL Info

Announcements of regular and special Assembly meetings (in a timely manner that fulfills the requirements of the by-laws and Executive Committee Procedures Manual.)

Reminders of the meeting dates one week before and again two or three days before the meeting.

Notices of the availability on the Assembly Web site of agendas for Assembly meetings. (Agendas should be posted on the Web site as soon as known, but no less than two weeks before a meeting. ) When HUL Notes posts reminders of meetings, the notices should include hot links to the agendas.

Notices of the availability on the Web site of minutes of meetings of Assembly committees. Notices should include hot links.

Calls for candidates for office and volunteers for Assembly committees.

Announcements of lists of candidates for office with a link to the Web page for their bios.

Note: HULInfo is ideal for these types of announcements because it provides an easy and inexpensive way to distribute timely information to the entire membership. The one disadvantage is that not everyone subscribes.

World Wide Web

Assembly By-Laws

LAEC Procedures Manual

Agenda for next scheduled meeting of the Assembly (should be posted as soon as known, but at least two weeks before the meeting date)

Summaries and complete minutes of Assembly meetings. Minutes for the current year should be posted on the main page, with links to an archive for earlier years.

Committee information (charges and membership lists) Current information should be posted on the main page, with links to an archive for earlier years.

Minutes of the Assembly committees. Minutes for the current year should be posted on the main page, with links to an archive for earlier years.

Assembly archives (minutes of Assembly meetings and Assembly committee meetings; committee charges and membership lists. All available years)

Note: The Web is particularly useful as a reference resource. It can provide one-stop shopping for all the important documents of an organization, organized in a way to make them easily findable.

Library Notes

As Library Notes is the official organ of the HUL community, it is an important vehicle for certain types of Assembly information. However, because of its space limitations , infrequent publication schedule, and lack of indexing, in practical terms it can serve only as a supplement to other communication method.

Reminders of previously announced meeting dates and agendas

Summaries of Assembly meeting minutes. The summaries should provide the URL for the summaries and full minutes available on the Web site.

Announcements of the availability on the Web of committee membership lists. This should be done on an annual basis, and the URL for the Web site should be included.

HUL Calendar

Announcements of meetings of the full assembly.

 

General and Special Meetings

From the By-laws, Artical V Meetings; Section 1. Section 2.

Scheduling

The general meetings of the Librarians' Assembly must be scheduled to allow for the 40 days notice. Because of room availability and conflicts with the President's and Library Director's Offices, it is best to begin scheduling the meeting a minimum of three months in advance. A letter should be sent to the President and Director giving possible dates.

The Chair of the Executive Committee should coordinate the availability of the various participants and schedule a meeting space.

Not all of the rooms below are acceptable but are listed here in case they are suggested by a room coordinator. Rooms in bold would be preferred choices.

CONTACT
LOCATION
SEATING SIZE
FOOD?
COMMENTS

FAS 5-1541

Harvard Hall 104

160

no

no wheelchair access

classrms@fas.harvard.edu
A.V. 495-9460

Emerson 105

315

a little

nice/OK

Emerson 210

190

no

nice/OK

Sever 113

180

no

steep amphitheater, no AV, piano in room, VERY awkward

2 Divinity Ave

275

in hall

good media, very nice

Lamont Forum Rm. 495-2455

Lamont 5th level

100-140

yes

media good, 100 seat capacity but 40 more small wooden chairs may be added

Science Center 5-2627
AV 5-5357
prep@fas.harvard.edu

Lecture Hall A,B,C,D

D is small and has a fixed lecture table

Ed. School 5-3410
Media 5-4228

Longfellow Hall 100
(Askwith Lecture Rm.)

200

in hall

very nice, $52.50/hr

Assembly billing code (use for rooms and catering)

195 14 810 7655 000001 531044 0000 - 00000

 

Presiding Officer

From the By-laws, Article IV. Officers; Section 2.

The Library Director may also serve as Presiding Officer if nobody from the President's office is available. The Presiding Officer opens and closes the meetings and may make comments if desired. The LAEC Chair will make opening remarks, introduce speakers, monitor the meeting schedule and mediate discussions during the meeting.

Agenda

The LAEC will create the agenda for general and special meetings and announce it to the Assembly membership (see communications guidelines).

Parliamentarian

From the By-laws, Article VIII. Parliamentary Authority; Section 2.

A parliamentarian appointed by the Executive Committee will be present at all regular meetings of the Assembly.

Minutes and Publication

The general meetings of the Assembly should be audio taped and transcripts placed on the Assembly web page.

 

Archiving

All manuals, reports, minutes and meeting transcripts should be placed on the Assembly web page as the official archive of the Assembly. The web site should be organized so that access to each document is easy and logical.