LAMA Board Orientation 2008

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LAMA Board Orientation 2008

  1. 1. LAMA Leaders Orientation <ul><li>ALA Annual Conference </li></ul><ul><li>Anaheim, CA </li></ul><ul><li>June 28, 2008 </li></ul><ul><li>Library Administration and </li></ul><ul><li>Management Association </li></ul><ul><li>(Soon to be LLAMA!) </li></ul><ul><li>A division of the American Library Association </li></ul>
  2. 2. LAMA Mission   (core purpose) The Library Administration and Management Association encourages and nurtures current and future leaders, and develops and promotes outstanding leadership and management practices.  
  3. 3. LAMA Vision (envisioned future)   LAMA will be the foremost organization developing present and future leaders in library and information services.
  4. 4. LAMA Image (desired public perception)   LAMA is a welcoming community where aspiring and experienced leaders from all types of libraries, and those who support libraries, come together to gain skills in the quest for excellence in library management, administration and leadership.
  5. 5. LAMA Strategic Plan 2006-2010 <ul><li>Value to Members: LAMA will be an organization in which value to its members drives decisions. </li></ul><ul><li>Leadership and Management: LAMA will expand and strengthen leadership and management expertise at all levels for all libraries. </li></ul>
  6. 6. LAMA Strategic Plan 2006-2010 <ul><li>Education: LAMA will facilitate professional development opportunities to enhance leadership and management. </li></ul><ul><li>Organizational Excellence: LAMA will be the preeminent professional organization that develops and supports library leaders and managers. </li></ul>
  7. 7. Overview <ul><li>LAMA Office Functions </li></ul><ul><li>Staff Roles </li></ul><ul><li>Major Projects </li></ul><ul><li>Budget and Finance Issues </li></ul><ul><li>Publications </li></ul><ul><li>Communication/Electronic Resources </li></ul><ul><li>Important Dates </li></ul><ul><li>Marketing </li></ul><ul><li>Programs/Meetings </li></ul><ul><li>LAMA Board Member Responsibilities </li></ul><ul><li>Committee Activity </li></ul>
  8. 8. LAMA Office Functions <ul><li>Leadership and support for LAMA initiatives and ongoing activities </li></ul><ul><li>Financial responsibility – income/expense, contracts, etc. </li></ul><ul><li>Marketing of division products and services </li></ul><ul><li>Coordinates electronic communication for members – discussion lists, email blasts, conference calls, etc. </li></ul><ul><li>Prepares management tools – budgets, statistical reports, Board documents </li></ul><ul><li>Is liaison for all publication development </li></ul><ul><li>Archives committee reports, forms, agendas </li></ul>
  9. 9. <ul><li>Kerry Ward—Executive Director [email_address] , x5036 </li></ul><ul><ul><li>Board of Directors/Executive Committee business, reports, support </li></ul></ul><ul><ul><li>Budget and finance issues/questions incl. the endowment </li></ul></ul><ul><ul><li>ALA projects and responsibilities </li></ul></ul><ul><ul><li>ALA/LAMA policy and procedure questions </li></ul></ul><ul><ul><li>Contracts and negotiations </li></ul></ul><ul><ul><li>Continuing education development </li></ul></ul><ul><ul><li>Ballot development communication/support </li></ul></ul><ul><ul><li>Committee appointment communication/support </li></ul></ul><ul><ul><li>Publication development support </li></ul></ul><ul><ul><li>Comments, compliments, criticisms, suggestions for improvement for the LAMA Office </li></ul></ul>
  10. 10. <ul><li>Fred Reuland-Marketing Specialist [email_address] , x5032 </li></ul><ul><ul><li>Public relations, marketing </li></ul></ul><ul><ul><li>Awards program communication </li></ul></ul><ul><ul><li>Programs </li></ul></ul><ul><ul><li>Program scheduling </li></ul></ul><ul><ul><li>Meeting schedule coordination </li></ul></ul><ul><ul><li>AV requests </li></ul></ul><ul><ul><li>Catering requests </li></ul></ul><ul><ul><li>Onsite support at Conferences (forms, documents, messages, etc.) </li></ul></ul><ul><ul><li>LAMA website </li></ul></ul><ul><ul><li>Reimbursement requests </li></ul></ul>
  11. 11. <ul><li>Both Staff </li></ul><ul><ul><li>General assistance and information </li></ul></ul><ul><ul><li>Administration </li></ul></ul><ul><ul><li>Special Events (preconferences, bus tours, awards programs, etc.) </li></ul></ul><ul><ul><li>Onsite support at Conferences (forms, documents, messages, etc.) </li></ul></ul>
  12. 12. <ul><li>FY08 Major Projects </li></ul><ul><ul><li>Staff development/office move </li></ul></ul><ul><ul><li>Grant application </li></ul></ul><ul><ul><li>Website stabilization </li></ul></ul><ul><ul><li>Electronic communication development </li></ul></ul><ul><ul><li>Marketing plan development </li></ul></ul><ul><ul><li>Develop project management system </li></ul></ul><ul><ul><li>Awards – ALA/IIDA </li></ul></ul><ul><ul><li>Refinement of appointments process </li></ul></ul>
  13. 13. <ul><li>FY09 Major Projects </li></ul><ul><ul><li>Transition LA&M to new website </li></ul></ul><ul><ul><li>Redesign LAMA website with new navigation, more content </li></ul></ul><ul><ul><li>Continue development of electronic resources – “ALA Connect” </li></ul></ul><ul><ul><li>Develop continuing education/certification programs </li></ul></ul><ul><ul><li>Implement marketing plan/”LLAMA” transition </li></ul></ul><ul><ul><li>Awards – John Cotton Dana </li></ul></ul><ul><ul><li>Others as determined by the Board </li></ul></ul>
  14. 14. Budget and Finance Notes <ul><li>LAMA is self-supporting – revenue from dues, registration, publication, etc., must cover all expenses. </li></ul><ul><li>The ALA fiscal year is Sept 1 - Aug 31 </li></ul><ul><li>Section and committee budgets are reviewed by Budget & Finance Committee and approved by Board </li></ul><ul><li>Committee Budget request forms are due to the LAMA Office by November 1 </li></ul><ul><li>Invoices to be paid from the current fiscal year are due by Aug 10 </li></ul>
  15. 15. Total Division Finances FY07 <ul><li>Revenues = $329,712 ↓ 3.2% </li></ul><ul><li>Expenses = $295,051 ↓ 5.0% </li></ul><ul><li>LAMA Net Operating Revenue $34,661 </li></ul><ul><li>Net Assets = $171,226 ↑ 25% </li></ul><ul><li>Endowment/Long-Term Investment = $169,097 </li></ul>
  16. 16. <ul><li>LAMA’s Indirect Costs FY07 - </li></ul><ul><li>The Price of Doing Business </li></ul><ul><li>Incurred = $211,014 </li></ul><ul><li>Paid = $15,796 </li></ul><ul><li>ALA Support = $195,218 </li></ul>
  17. 17. <ul><li>Indirect Costs - What We Get in Return </li></ul><ul><li>ALA Offices and Support Units: </li></ul><ul><li>Washington Office </li></ul><ul><li>Executive Office </li></ul><ul><li>Office for Diversity </li></ul><ul><li>Office for Intellectual Freedom </li></ul><ul><li>Advocacy Office </li></ul><ul><li>Communications and Marketing </li></ul><ul><li>ITTS/Training </li></ul><ul><li>Finance & Accounting </li></ul><ul><li>Human Resources/Staff Support </li></ul>
  18. 18. Publications <ul><li>Library Administration and Management </li></ul><ul><ul><li>Quarterly; official LAMA magazine </li></ul></ul><ul><ul><li>PDF access is a benefit of membership </li></ul></ul><ul><ul><li>Becoming fully interactive website, including archives, in FY09 </li></ul></ul><ul><ul><li>Gregg Sapp, Editor; Eric Shoaf, Asst. Editor </li></ul></ul><ul><li>Books </li></ul><ul><ul><li>“ New Supervisors in Technical Services: A Management Guide Using Checklists,” edited by Emily Bergman and Andrea Kappler , </li></ul></ul><ul><ul><li>“ Outstanding Library Public Relations: 60 Years of the John Cotton Dana Award,” by Amy Shaw and Peter Deekle </li></ul></ul>
  19. 19. Communication/Electronic Resources <ul><li>LAMA Website www.ala.org/lama </li></ul><ul><ul><li>News and information on all LAMA activities </li></ul></ul><ul><ul><li>Conference information – preconferences and programs </li></ul></ul><ul><ul><li>Continuing education </li></ul></ul><ul><ul><li>Committee rosters </li></ul></ul><ul><ul><li>Bylaws </li></ul></ul><ul><ul><li>Forms </li></ul></ul><ul><li>LEADS from LAMA blog, linked to the homepage </li></ul><ul><li>LA&M Editor’s blog, linked to the homepage </li></ul><ul><li>LAMA wiki – http://www.lama.ala.org/lamawiki/index.php?title=LAMA_Wiki </li></ul><ul><li>ALA Connect (Fall ’08) – committee discussion lists, special interest communities, searchable </li></ul><ul><li>Another Valuable Resource: ALA Handbook of Organization </li></ul><ul><ul><li>ALA Constitution and Bylaws </li></ul></ul><ul><ul><li>Operating Agreement </li></ul></ul>
  20. 20. Important Dates <ul><li>July 1 </li></ul><ul><li>Oct </li></ul><ul><li>Oct </li></ul><ul><li>Nov </li></ul><ul><li>Dec 1 </li></ul><ul><li>Jan 1 </li></ul><ul><li>Jan 23-28 </li></ul><ul><li>April </li></ul><ul><li>July 9-15 </li></ul><ul><li>New terms begin </li></ul><ul><li>Midwinter meeting requests due </li></ul><ul><li>Annual meeting /program requests due </li></ul><ul><li>Deadline for ordering AV for Midwinter </li></ul><ul><li>Deadline for most awards applications </li></ul><ul><li>Nominating Committees submit slates to LAMA Office </li></ul><ul><li>2009 Midwinter Meeting, Denver </li></ul><ul><li>Deadline for ordering AV for Annual </li></ul><ul><li>2009 Annual Conference, Chicago </li></ul>
  21. 21. Marketing <ul><li>Name change </li></ul><ul><li>Membership </li></ul><ul><li>Programs and Services </li></ul>
  22. 22. Programs - How the LAMA Office Helps <ul><li>Coordinates with LAMA Program Committee </li></ul><ul><li>Schedules programs so that they appear in the earliest conference publicity </li></ul><ul><li>Assists with publicity, including web, preliminary programs, Cognotes </li></ul><ul><li>Prepares and signs speaker contracts </li></ul><ul><li>Orders AV equipment </li></ul><ul><li>Prepares program materials </li></ul><ul><li>Assists members with meeting deadlines </li></ul><ul><li>Troubleshoots on site </li></ul>
  23. 23. Programs-What Members Do <ul><li>Establish topic and learning goals </li></ul><ul><li>Work with section program committees </li></ul><ul><li>Work with LAMA Program Committee—submit proposals, including budget; attend hearings </li></ul><ul><li>Provide LAMA Office with speakers’ names, contact information and negotiated compensation </li></ul><ul><li>Prepare 75-word program description for the ALA program book by October 1 </li></ul><ul><li>Communicate with speakers about AV needs and reserve equipment well in advance of April 1 deadline </li></ul>
  24. 24. Meetings-How the LAMA Office helps <ul><li>Coordinates meeting scheduling—ALA Conference Services sets deadlines </li></ul><ul><li>Supports program planning, tracking and publicity </li></ul><ul><li>Arranges catering and logistics for special occasions </li></ul><ul><li>Assists chairs with arrangements </li></ul>
  25. 25. Meetings-What Chairs Do <ul><li>Submit online meeting requests and AV requests on time </li></ul><ul><li>Distribute information about meeting time, location </li></ul><ul><li>Create and distribute agenda </li></ul><ul><li>Report actions to Section Executive Committee or LAMA Board </li></ul><ul><li>Discussion and Interest Groups elect new chairs at Annual Conference; submit chairs’ names to LAMA Office by July 1 </li></ul><ul><li>File written reports with LAMA Office </li></ul>
  26. 26. LAMA Board Member Responsibilities <ul><li>As a LAMA Board Member, your role is to create policies and make decisions that set the course for the association. This checklist enumerates your most important responsibilities. </li></ul><ul><li>Support LAMA’s mission and vision, and act responsibly and prudently as its steward. </li></ul><ul><li>Exercise legal and ethical responsibility to ensure that the organization does the best work possible in pursuit of its goals. </li></ul><ul><li>Interpret LAMA’s work and values to the library community, promoting the association’s benefits, products and services. </li></ul>
  27. 27. LAMA Board Member Responsibilities <ul><li>Attend both sessions of the LAMA Board meetings at the ALA Midwinter Meeting and Annual Conference, as well as other committee meetings and special events. </li></ul><ul><li>Make an annual personal financial contribution to the LAMA Endowment and actively participate in one or more fundraising activities. </li></ul><ul><li>Inform the board and staff about activities of other LAMA groups (sections, division committees), as well as developments and trends in other ALA groups and in the librarianship affecting LAMA. </li></ul>
  28. 28. LAMA Board Member Responsibilities <ul><li>Stay informed about what's going on in LAMA; ask questions and request information. </li></ul><ul><li>Participate in and take responsibility for making decisions on issues, policies and other board matters. </li></ul><ul><li>Act in the best interests of the organization, and refrain from participation in discussions and votes where there is a conflict of interest. </li></ul><ul><li>Work cooperatively with staff and other board members as partners towards achievement of LAMA’s goals. </li></ul>
  29. 29. Committee Activity <ul><li>Meetings </li></ul><ul><li>Working between Conferences </li></ul><ul><li>Programs </li></ul><ul><li>Reporting and recordkeeping </li></ul>
  30. 30. Committee Work Between Conferences <ul><li>Committee appointments begin July 1-end June 30 </li></ul><ul><li>LAMA website has rosters updated dynamically from the ALA membership database </li></ul><ul><li>Use of email, discussion lists, and conference calls to conduct business between conference </li></ul><ul><li>Any group may request that the office create a discussion list or set-up a conference call </li></ul>
  31. 31. Appointments <ul><li>Division president-elect and section vice-chairs make appointments </li></ul><ul><li>2-year term of office, renewable once consecutively </li></ul><ul><li>Chair—1-year term, renewable up to 4 years </li></ul><ul><li>Discussion and Interest Group chairs are elected at the Annual Conference, not appointed </li></ul><ul><li>Member is limited to 3 assignments each year </li></ul><ul><li>Process begins after Midwinter, must be completed by June 1 </li></ul><ul><li>Office sends and receives correspondence, verifies eligibility, updates records, creates rosters </li></ul>
  32. 32. ALA Open Meeting Policy <ul><li>“ All meetings of the American Library Association and its units are open to all members and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions.” </li></ul>
  33. 33. Thank you for your commitment to

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