PUBLIC LIBRARY DIVISION CHAIR
JOB DESCRIPTION AND GUIDELINES

DATE:  8/6/00

NAME: HDB

TITLE: Public Library Division

VISION:  

MISSION STATEMENT: The mission of the Public Library Division of MLA is to develop, promote and improve library and information services in Montana Communities. Professional library staff provides multi-type access to information for all.

GOALS & OBJECTIVES: 

1. To promote communication about and among public libraries in Montana. 
   1. The public library division will hold a fall retreat yearly. (in two locations, one in Western Montana and one in Eastern Montana if feasible) The chair and vice chair will work together in planning and carrying out the workshops. (Chair at one site, Vice Chair at the other site) 
   2. PLD membership will be quarried for input of topics for the retreat 
   3. The registration will cover the cost of the retreat. 
   4. Public librarians will work with the communications committee to let Montana Librarians know what is going on in the public library world. 
   5. Wired Montana, US mail and FOCUS will be used as an avenue to get the word out about Montana Libraries. 
      
2. To provide its membership with continuing education in developments which may be utilized by librarians. 
   1. The chair will work with the state library for approval of CEU's for the PLD Retreat 
      
3. To promote a cooperative use of materials and facilities and the exchange of information among its membership.
   1. The PLD will support the Montana Library Network in local communities with education and links to the MLN site on the WEB. 
   2. Cooperative resource sharing among libraries will help expand resources in Montana Communities. ILL statistics will be tallied in each public library. 
   3. Wired Montana will be a vehicle for help through question and answer format. 
   4. Public libraries will continue to provide expanded resources to communities through cooperative sharing with the state library bids.

TIMELINE:  (PLD bylaws are not in tune with MLA on dates for ballots, elections etc.) Need to be voted on at PLD meeting at the annual conference) 

ASSOCIATION CALENDAR (PLD)

Fiscal Year: July 1 - June 30

July 1: 

New officers and directors assume office. Annual dues are due and payable.
PLD Chair submit 3 nominating committee members to the President Executive Director sends list of the new officers, and the dates and place of the next annual conference to the appropriate organizations and publications.

August 1: 

Deadline for submission of articles and advertising for September issue of Montana Library Focus.
Chairs,notify the Conference Planning Committee Chair of the size and type of room required for any separate business meeting at annual conference and any special arrangements required.

September 1: 

Newly elected ALA Chapter Councilor assumes office.
Division chairs forward names of members of division subcommittees to President and Executive Director.

September: Montana Library Focus is published.

September 30: Members whose dues are unpaid are deemed delinquent and cease to be members of the Association.

October 1: Applications for Professional Development Grants to be considered in October review are due.

November 1: Deadline for submission of articles and advertising for December issue of Montana Library Focus.

November: Executive Director send notices to delinquent members notifying them of their delinquent status.

December: Montana Library Focus is published.

January: Legislative Day held when Legislature is in session.

February 1: 

Deadline for submission of articles and advertising for March issue of Montana Library Focus.
Nominating Committee finalizes slate of officers.
Awards and Honors Committee receives nominations for awards and honors.

February 15: Mail resume of PLD Chair-Elect to the membership, include the ballot to be returned by March 15 to the Chair.

March 1: Awards and Honors Committee recommends award recipients in writing to the President for approval by the Board of Directors.

March: Montana Library Focus is published.

April 1: Applications for Professional Development Grants to be considered in the April review are due.

Conference: 

Annual business meeting of members of the Association is held.
President presents "State of the Association" report orally at a general session.
Annual business meetings of each division are held.
ALA Chapter Councilor holds a Library Issues Caucus.
State Librarian, ALA Chapter Councilor, PNLA Representative, and MPLA Representative report orally at a general session.
President-Elect presents committee chairs for upcoming fiscal year to Board of Directors for approval no later than the last Board meeting of the conference.
Awards and Honors Committee coordinates Awards Luncheon at which awards and honors are presented.
Sheila Cates Scholarship is awarded.
Candidates for office are introduced and make a short statement.

May 1: Deadline for submission of articles and advertising for June issue of Montana Library Focus.

May/June: Election is conducted.

June 1: 

President Elect completes committee member appointments to be submitted to the Board for approval at its summer meeting.
All officers and division, committee, and interest group chairs transmit records, files, and other pertinent information to their successors.

June: Montana Library Focus is published.

June 30: 

Election results announced to the members.
All expense claims for the fiscal year must be submitted before the end of the fiscal year.
Select a 3 member nominating committee for the year. This committee will present a slate of at least 2 candidates for chair-elect and secretary positions.

JOB DESCRIPTION:  

COMMITTEE ROSTER: 

Chair Chair-Elect shall become Chair of the Division at the close of the annual meeting one year following election and shall serve a term of one year as Chair, except as otherwise provided for in Section 3 of this Article. -The Chair shall preside at all meetings of the Division and of the Executive Board of the Division. (4 board meetings, PLD retreat and state conference) -The Chair shall appoint all standing or ad hoc committees and shall serve as an ex officio member of all committees with right to vote in case of tie. The Chair shall be responsible for the planning of the annual meeting of the Division at which time he or she shall report to the membership. (3 members of the nominating committee)

Chair-Elect shall assume office at the close of the annual meeting following the election and shall serve a term of one year as Vice-Chair/Chair-Elect, except as otherwise provided for in Section 3 of this Article. -The Vice-Chair/Chair-Elect shall, in the absence of the Chair, perform the duties of the Chair. -The Vice-Chair shall be responsible for all publicity on behalf of the Division (articles in focus and local newspapers, wired MT)

Secretary shall assume office at the close of the annual meeting following the election and shall serve a term of one year as Secretary, except as otherwise provided for in Section 3 of this Article. (since the retreats have been added, the division needs to vote on a bylaws change for a treasurer to be added or the duties of treasurer to be added to the sec position) -The secretary shall be responsible for the records of all meetings of the Division and of the Executive Board of the PLD, for maintenance of a file of executive correspondence, and for any communication with the membership that the Executive Board may deem necessary or desirable.

BUDGET:  

Regular yearly budget 

Postage, printing, $110.00 
Supplies $ 10.00 
Special Project $250.00 
Total 370.00

Retreat budget 

Speakers $700.00 
Postage, etc 100.00 
Publications 100.00 
Meals 2100.00 
Meeting Rooms 300.00 
Total 3300.00

HISTORY: 

Chairs 

1996 Greta Chapman 
1997 Rene Goss 
1998 Jim Peters 
1999 Donna Worth 
2000 Honore Bray 
2001 Cherie Heser

PROBLEM AREAS:  The PLD needs to get their bylaws in sink with MLA on dates etc. We will need to re-write and vote at the annual conference. Use the past chair, current chair and chair-elect to work on the re-write and let the PLD members know about the bylaw changes before the conference. Via Wired or focus or both.