Articles

Article I – Name

This organization shall be called the North Carolina Library Association.

Article II - Mission

The mission of the North Carolina Library Association shall be to promote libraries, library and information services, and librarianship; and to champion intellectual freedom and literacy programs.

Article III - Goals

The Association shall pursue the following goals:

Section 1. To provide a forum for discussing library­ related issues;

Section 2. To promote research and publication related to library and information science;

Section 3. To provide opportunities for the professional growth of library personnel;

Section 4. To support both formal and informal networks of libraries and librarians;

Section 5. To identify and help resolve special concerns of minorities and women in the profession.

Article IV - Membership

Membership in the North Carolina Library Association shall consist of five classes: individual membership, institutional membership, contributing membership, honorary membership, and life membership. Only individual and life members shall have voting privileges.

Section 1 - Individual. Any person who is or has been officially connected with any library in a professional, paraprofessional, or clerical capacity, or any member of a library's governing or advisory body, or any student in a school of library and information science may, upon payment of dues, be entitled to individual membership as stated by the Bylaws and will have the right to vote.

Section 2 -  Institutional. Any institution may become an institutional member upon payment of dues.

Section 3 - Contributing. Any individual, firm or organization may, upon payment of dues, be entitled to contributing membership as stated in the Bylaws.

Section 4 - Honorary. The Membership Committee may recommend to the Executive Board for honorary, non­voting membership non-librarians who have made unusual contributions to library services. Such nominees may be elected by the Executive Board.

Section 5 - Life. The Membership Committee may recommend to the Executive Board for life membership, with voting privileges, persons who are no longer actively engaged in library work. Such nominees may be elected by the Executive Board.

Article V - Officers

The officers of the Association shall be a President; a Vice ­President, who shall be the President­-Elect; a Secretary; a Treasurer; a Treasurer-Elect; and two Directors ­at­ Large.

Article VI – Executive Board

Section 1. The officers of the Association, the past President, the representative of the Association to the American Library Association Council, the North Carolina member of the Executive Board of the Southeastern Library Association, the editor of North Carolina Libraries the chair of each section and round table, and others as stipulated in the Association’s bylaws shall constitute the Executive Board. A parliamentarian may be appointed by the President as a non-­voting member. The Administrative Assistant shall serve as a non-voting ex officio member.

Section 2. Members of the Executive Board shall serve until their successors take office.

Section 3. The President of the Association shall be the chair of the Executive Board.

Section 4. The Executive Board shall have the following powers and duties:

• To consider and develop plans for the general work of the Association;

• To appoint in case of a vacancy in any office a member from the

• Association to fill the unexpired term until the next regular election;

• To transact the business of the Association within the limits of a budget system.

Section 5.  Business of the Association may also be transacted by the Executive Board through correspondence, provided that the proposed action be submitted in writing by the President to the members of the Executive Board, and that it be approved by a quorum of the Board.

Section 6. The Executive Board shall act for the Association in intervals between meetings, make arrangements for the biennial meeting, and authorize the organization of sections or round tables by specialized interests within the Association.

Section 7. The Executive Board shall have the authority to appoint an Administrative Assistant and to determine the responsibilities and remuneration of the position.

Section 8. The Executive Board shall direct and provide for the publications of the Association and may have power to contract for such publications as may seem desirable for furthering the interests of the Association.

Section 9. The Executive Board shall nominate an individual who has been selected by the Public Library Section to be named by the Governor to serve, with the chair of the Public  Library Section and the chair of the North Carolina Public Library Trustees Association, as a member of the Public Librarian Certification Commission as required by the General Statutes of North Carolina (G.S.143B­68).

Section 10. A majority of the voting members of the Executive Board shall constitute a quorum.

Article VII. Executive Committee

Section 1. The elected officers of the Association (President, Vice-President/President-Elect, Secretary, Treasurer, Treasurer Elect, and the two Directors) shall constitute the Executive Committee.

Section 2. The President of the Association shall be the chair of the Executive Committee.

Section 3. The Executive Committee shall have the following powers and duties:

a. To meet upon call of the President to act on matters of business which in the judgment of the President cannot be held until the next scheduled meeting of the Executive Board.

b. To record its decisions and actions and transmit them to the Executive Board for its review and affirmation within 14 days or at the next meeting of the Executive Board, whichever comes first.

Article VIII - Finances

Section 1. The Executive Board shall approve all encumbrances (any claims on property) and expenditures of Association funds, but may delegate to the President authority to approve encumbrances and expenditures.

Section 2. The Executive Board shall administer the business affairs of the Association, and it shall have power in the intervals between meetings of the Association to act on all matters on which a majority of the members reach agreement.

Section 3. The finances of the Association shall be handled under a budget system.

Section 4. Funds shall be available to the President or the President's representative toward attending meetings to represent the Association. These funds must be included in the budget and approved by the Executive Board.

Section 5. Funds shall be available to the Executive Board to administer the affairs of the Association.

Section 6. No officer, committee, or member of the Association shall receive any funds or incur any expense for the Association not provided for in the Constitution unless authorized in writing by the President; nor shall the Treasurer or other authorized person make any payment except for expenditures which have been so approved.

Section 7. There shall be annual audit of all accounts.

Article IX - Affiliations

Section 1. The North Carolina Library Association shall hold chapter membership in the American Library Association and shall elect a representative to the ALA Council as provided in the ALA Constitution and Bylaws

Section 2. The North Carolina Library Association shall be a contributing member of the Southeastern Library Association and shall elect its representative to the SELA Executive Board as provided in the Constitution of the Southeastern Library Association.

Section 3. The Executive Board of the North Carolina Library Association shall be empowered to enter into other affiliations as deemed beneficial to the Association.

Article X – Sections & Round Tables

Section 1. Sections and round tables of the Association may be organized by application, signed by 100 voting members of the Association, and approved by the Executive Board.

Section 2. Each section shall represent a type of library or field of activity clearly distinct from that of other sections.

Section 3. A round table shall represent a field of librarianship not within the scope of any single section.

Section 4. The officers of the sections and round tables shall be elected by the membership of the section or round table. They shall be responsible for the program meetings and any other business of the section or round table.

Section 5. The President of the Association may appoint officers if the section or round table fails to elect officers.

Section 6. With the permission of the Executive Board, sections and round tables may charge fees for their purposes. Funds received will be earmarked and used at the discretion of the officers of the section or round table.

Section 7. The Executive Board may discontinue a section or round table when in its opinion the usefulness of that section or round table has ceased, except that in the case of a section or round table that is still active the affirmative vote of a majority of members is required prior to the Executive Board's action.

Article XI - Committees

The President, with the advice of the Executive Board, shall appoint committee chairs and suggest other members except as otherwise provided. The President shall be an ex officio member of each committee with the exception of the Committee on Nominations.

Section 1. Standing Committees. The Executive Board may establish standing committees to perform the continuing functions of the Association.

a. Standing committees shall include the following:

• Archives

• Conference

• Constitution, Codes  and Handbook

• Continuing Education

• Endowment

• Finance

• Intellectual Freedom

• Membership

• Nominations Operations Committee

• Public Relations

• Publications and Marketing

• Scholarship

b. Standing committees shall report to the Executive Board.

Section 2. Special Committees. Special committees for specific purposes may be appointed at any time by the President.

a. The Committee on Nominations, to be appointed by the Past President each biennium, shall be considered a special committee. The chair is the Past-President.

Special committees shall function until their purposes have been fulfilled.

Article XII - Meetings

Section 1. There shall be a biennial meeting of the Association at such place and time as shall have been decided upon by the Executive Board.

Section 2. Special meetings of the Association may be called by the President, by a quorum of the Executive Board, or on request of 50 members of the Association.

Section 3. At least 30 days' notice shall be given for special meetings, and only business mentioned in the call shall be transacted.

Section 4. Meetings of the Executive Board shall be held upon the call of the President, or at the request of a quorum of the members of the Executive Board.

Section 5. There shall be a minimum of four meetings of the Executive Board during the biennium.

Section 6. One hundred voting members, representing at least 10 institutions, shall constitute a quorum of the North Carolina Library Association.

Article  XIII – Non Profit Status

The North Carolina Library Association is not operated for profit. No profit shall inure to the benefit of any individual connected with the organization except in consideration for services rendered.

In the event of the dissolution of the organization, its assets would be conveyed to one or more types of organizations and institutions as set forth in NC G.S. 105-164.14. The Executive Board will vote as to which organization (s) will receive the assets. The vote must be a 2/3 affirmative vote. Entities eligible will be one or more non-profit educational, professional, or library entities.

ARTICLE XIV. AMENDMENTS

Amendments to the Constitution may be voted on only when a quorum of the Association is present, and shall require a two­-thirds vote of the members present. Notice of the proposed changes in the Constitution shall be mailed to the membership at least 30 days prior to the meeting at which a vote is to be taken on the proposed changes.

Bylaws

Article I - Elections

 

Section 1. The President will instruct the Past-President to serve as Chair of the Committee on Nominations, which shall include representatives of the various types of libraries in the North Carolina Library Association, insofar as is practical.

Section 2. Officers. The Committee on Nominations shall present, by November 1 of the year preceding the election, the names of two candidates for each office to be filled: Vice­ President, Secretary, Treasurer Elect, and two Directors­ at ­Large. In case the previously elected Vice­ President is unable to assume the presidency, the Committee on Nominations shall present the names of two candidates for the office of President.

Section 3. American Library Association Council Member. The NCLA representative to the ALA Council shall be elected for a four­ year term as provided in the ALA Constitution and Bylaws. The Committee on Nominations shall present for this office the names of two candidates who are members of ALA and shall send to the American Library Association the name of the duly elected representative.

Section 4. Southeastern Library Association Executive Board Member. The NCLA member of the Southeastern Library Association Executive Board shall be elected for a four ­year term as provided in the Constitution of the Southeastern Library Association. The Committee on Nominations shall present for this office the names of two candidates who are members of SELA and shall send to the Southeastern Library Association the name of the duly elected representative.

Section 5. The list of nominees shall be published in North Carolina Libraries.

Section 6. Any member wishing to be placed on the ballot for any office shall obtain a minimum of 50 signatures of NCLA members and submit them to the chair of the Committee on Nominations by April 1 of the year of election. The Treasurer will verify the 50 signatures and notify the member that his or her name will be placed on the ballot.

Section 7. Consent of nominees shall be obtained.

Section 8. A ballot containing spaces for write-in candidates shall be mailed to voting members of the Association by May 1 prior to the biennial meeting.

Section 9. Ballots shall be marked and returned by June 1.

Section 10. Candidates receiving the majority of votes shall be declared elected and shall take office at the close of the biennial meeting.

Section 11. In case of a tie vote the successful candidate shall be determined by lot.

Section 12. Election results shall be announced in North Carolina Libraries.

Section 13. The term of office of all officers except the Treasurer shall commence at the adjournment of the biennial meeting following their election, or if the biennial meeting cannot be held, upon their election. The term of office of the Treasurer shall commence on January 1 following the biennial conference.

 

Article II – Duties of Officers

 

Section 1. President. The President shall preside at all meetings of the Association, the Executive Board, and of the Executive Committee. The President shall, with the advice of the Executive Board, appoint the editor of North Carolina Libraries and all committee chairs and suggest other committee members. Committees shall be appointed for special purposes and shall serve until the purposes are achieved. The President may execute mortgages, bonds, contracts, or other instruments which the Executive Board has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Executive Board or by the Constitution, Bylaws, or by statute, to some other officer or agent of the Association. In general the President shall perform all duties as may be prescribed by the Executive Board. The President is an ex officio member of all committees except the Committee on Nominations.

Section 2. Vice­ President/President­ Elect. The Vice­ President serves as President ­Elect and presides in the absence of the President. If it becomes necessary for the Vice­ President to complete the unexpired term of the President, the Vice­ President shall also serve his or her own term as President. In the event of the Vice President becoming President during the unexpired term of the elected President, the Executive Board shall appoint a Vice­ President to serve until the next regular election is held.

Section 3. Secretary. The Secretary shall keep a record of the meetings of the Executive Board, the Executive Committee, the biennial meetings, and any special meetings of the Association. The Secretary shall be responsible for receipt and deposit in the Association

archives all correspondence, records, and archives not needed for current use. In case of a vacancy, the Executive Board shall appoint a Secretary to serve until the next regular election is held.

Section 4. Treasurer. The Treasurer shall assist in the preparation of the budget and keep whatever records of the Association the President and the Executive Board deem necessary. The Treasurer will disburse all funds of the Association under the instructions of the Executive Board and keep regular accounts, which at all times shall be open to the inspection of all members of the Executive Board. The Treasurer shall execute a bond in such sum as shall be set by the Executive Board, the cost to be paid by the Association, and shall contract annually for an audit of all accounts. The Treasurer shall serve as a member of the Finance Committee and shall perform such other duties and functions as may be prescribed by the Executive Board. The term of office shall be two years.

Section 5. Treasurer Elect. The Treasurer Elect shall work together with the Treasurer during the biennium to ensure an orderly transition. The Treasurer Elect shall serve as a member of the Executive Board and shall serve as a voting member of the Finance Committee. If it becomes necessary for the Treasurer Elect to complete the unexpired term of the Treasurer, the Treasurer Elect shall also serve his or her own term as Treasurer.

Section 6. Directors­ at ­Large. The Directors assume such other duties as are assigned by the President. In case of a vacancy, the Executive Board shall appoint a Director to serve until the next regular election is held.

 

Article III - Membership

Section 1. Dues shall be collected on an annual basis according to a schedule recommended by the Executive Board. Categories of membership shall include individual, institutional, contributing, honorary, and life. Honorary and life members are not assessed dues.

Section 2. Each member is entitled to the choice of one section or round table at no additional cost.

Section 3. Association members may be members of more than one section or round table by paying additional dues for each additional section or round table.

Section 4. Memberships dues are renewable one year after the initial date of membership.

Section 5. No changes in the dues structure or policies regarding membership shall be made without approval of the membership by mail vote. A majority of the votes cast shall be required to make any such changes

Section 6. Publications all members of the North Carolina Library Association shall receive official periodical publication of the Association and any other publications that may be so designated. Subscriptions to North Carolina Libraries and single issues are available to non-members at a rate recommended by the Editorial Board and approved by the Executive Board.

 

Article IV – Sections and Round Tables

 

Section 1. Sections and round tables must secure the approval of the Executive Board before making any declaration of policy which involves the Association as a whole, before soliciting or receiving funds, or before incurring any expense on behalf of the Association.

Section 2. The secretaries of the sections and round tables shall submit copies of their important papers and reports to the to the Association archives located in the North Carolina State Library.

Section 3. Sections and round tables shall adopt bylaws which meet the approval of the Executive Board of the Association.

Section 4. The chairs of the sections and round tables shall submit all bills to the Treasurer for payment from their allocated funds. Bills in access of allocated funds must have the prior approval of the Executive Board.

Section 5. Sections and round tables whose paid membership on March 31 prior to the biennial conference exceeds 350 members shall name one additional representative to serve as a voting member of the NCLA Executive Board. For every 200 members above the initial 350, the section or round table shall name one additional representative to serve as a voting member of the NCLA Executive Board.

 

Article V – Amendments

 

Section 1. Amendments to the Bylaws may be voted on when a quorum is present and shall receive a majority vote of the members present or by mail ballot approved by a majority of the members voting.

Section 2. Notice of the proposed change in the Bylaws shall be mailed to the membership at least 30 days prior to final consideration of the proposed change.

 

Article VI – Parliamentary Authority

Robert’s Rule of Order, latest edition, shall be the governing authority in any matter not specifically covered by the Constitution and Bylaws of the Association

Officers

President

Election and Term of Office:

Elected by ballot as Vice-President/President Elect the preceding biennium. Takes office as President at the close of the biennial conference. Remains as member of the Executive Board the following biennium. 

Duties: 

• To preside at all meetings of the Association, the Executive Board, and the Executive Committee.
• To appoint, with the advice of the Executive Board, all standing committee chairmen, suggest other committee members, and outline duties of all committees.
• To inform chairmen and members of committees of their appointment to or release from committees and to provide for orientation of committees.
• To appoint, with the advice of the Executive Board, ad hoc committees for special purposes to serve until the duties assigned the committee are completed.
• To appoint, if desired, a parliamentarian as a non-voting member of the Executive Board.
• To appoint each biennium, with the advice of the Executive Board, the editor of North Carolina Libraries.
• To hold quarterly meetings of the Executive Board during the biennium. To prepare the agenda and send out notices regarding these meetings. To invite committee members and others who need or wish to attend Executive Board meetings. The last meeting shall be held prior to the opening of the biennial conference and shall include the incoming members of the Executive Board.
• To serve as ex officio member of all committees except the Committee on Nominations.
• To dissolve committees which are not functioning or have completed their purposes.
• To approve all disbursements of monies by the Treasurer, to approve for payment all bills in accordance with the budget adopted by the Executive Board, and to appoint a person to reconcile monthly bank statement with the Association's fund accounts, in accordance with current NCLA financial procedures.
• To execute with the designated or proper officer of the Board any deeds, mortgages, bonds, contracts, or other instruments which the Executive Board has authorized to be executed.
• To distribute, or have distributed, handbooks, manuals, and revisions to new Executive Board members and Constitution, Codes, and Handbook Revision Committee members.
• To answer, or to have answered, all correspondence addressed to the Association.
• To write reports to the membership for North Carolina Libraries.
• To work with the editor of North Carolina Libraries in the preparation of the conference issue.
• To turn over the gavel of office to the incoming President at the end of the biennial conference. To deliver records of the biennium for his term of office to the new President and to give the records of the preceding President to the Archives Committee.
• To serve as a member of the Executive Board for two years following term as President.
• To provide representation of the Association at various meetings.
• To serve on the State Library Commission.

 

Vice President/President-Elect

Election and Term of Office:

Elected by ballot to serve as Vice-President for the first biennium following election, as President the second biennium, as past President the third biennium. In the third biennium, the Past President serves as Chair of the Committee on Nominations.

Duties:

• To preside at any meeting of the Association or the Executive Board in the absence of the
• President, or upon request of the President.
• To serve as a member of the Executive Committee.
• To serve as chair of the Conference Committee.
• To serve on the State Library Commission.
• To perform other duties prescribed by the President or the Executive Board.
• To deliver to the incoming Vice-President his or her files as Vice-President and send to the Archives Committee the files of the preceding Vice-President.

 

Secretary

Election and Term of Office:

Elected by ballot for the biennium.

Duties:

 

• To record the minutes of meetings of the Executive Board, the Association biennial meetings, and any special meetings of the Association; and to distribute within 30 days copies of all Association and Executive Board minutes to all Executive Board members and to the members of the Constitution, Codes, and Handbook Revision Committee.
• To serve as a member of the Executive Committee.
• To prepare and/or distribute Association correspondence, notices, resolutions, etc., as directed by the President and the Executive Board.
• To deposit correspondence, reports, official copies of the minutes, and other records with the Archives Committee.

Treasurer

Election and Term of Office:

Elected by ballot as Treasurer Elect the preceding biennium. Takes office as Treasurer on January 1 following the biennial conference.

The Treasurer completes all financial transactions, including tax returns. The books are audited before the new Treasurer takes office. The Treasurer and the Treasurer Elect shall work together during the biennium to ensure an orderly transition.

Duties:

• Financial
  • To be bonded in the amount set by the Executive Board.
  • To serve as a member of the Finance Committee.
  • To pay all bills, manage invested funds, maintain all financial records for the Association, and execute financial procedures established by the Executive Board.
  • To prepare regular financial reports for the Executive Board.
•  Biennial Conference
  • To work with the Conference Committee treasurer to ensure the proper transfer of funds.
• C. Executive Committee
  • To serve as a member of the Executive Committee.

Treasurer-Elect

Election and Term of Office:

Elected by ballot to serve as Treasurer Elect for the first biennium following election and as Treasurer the second biennium. The Treasurer and the Treasurer Elect shall work together during the biennium to ensure an orderly transition.

Duties:

• To serve as a member of the Executive Board.
• To serve as a voting member of the Finance Committee.

Directors-at-Large

Election and Term of Office:

Elected by ballot for the biennium.

Duties:

• To serve as members of the Executive Committee.
• To perform other duties prescribed by the President or the Executive Board.

American Library Association Councilor 

Election and Term of Office:

Must be personal member of ALA and NCLA in order to be nominated. Elected every four years as part of general election of NCLA officers. Four-year term begins at conclusion of NCLA biennial meeting in year of election.

Duties:

• To represent NCLA at Council meetings during the ALA annual conference and the midwinter meeting.
• To serve on NCLA Executive Board as voting member.
• To provide reports to NCLA Executive Board and the membership of NCLA.
• To act as liaison between NCLA and ALA.

Southeastern Library Association Representative

Election and Term of Office:

Must be personal member of SELA and NCLA in order to be nominated. Elected as part of the general election of NCLA of officers. Four-year term begins at next Southeastern Library Association biennial conference.

Duties:

• To serve as member of SELA Executive Board.
• To represent NCLA at meetings of the SELA Executive Board.
• To attend SELA President's Meeting immediately preceding each biennial conference.
• To attend SELA President's Leadership Conference in March of each non-conference year.
• To serve on NCLA Executive Board as voting member.
• To provide reports to NCLA Executive Board and the membership of NCLA.
• To act as liaison between SELA and NCLA.

NCLA Administrative Assistant

Background

In December 1989, a permanent NCLA administrative office, staffed by a part-time administrative assistant, was established at the State Library of North Carolina in Raleigh. The administrative assistant is an ex officio member of the Executive Board; Membership Committee; Finance Committee; and Constitution, Codes and Handbook Revision Committee.

Functions of the Office

• Sending membership renewal notices year round[
• Collecting, crediting, and depositing checks for dues
• Reporting membership activity to the Treasurer
• Issuing membership cards
• Maintaining a computer database of membership
• Providing printouts and mailing labels of the membership
• Handling membership inquiries and complaints
• Maintaining a North Carolina Libraries subscription database
• Printing mailing labels for North Carolina Libraries
• Assisting the editor in resolving subscription complaints
• Attending NCLA biennial conferences
• Assisting with mailing labels and mailing services for the conference
• Notifying major library journals of the conference
• Notifying the executive board, committee chairs, and guests of board meetings
• Attending board meetings
• Coordinating bulk mail services and printing for the Association
• Making available NCLA brochures, stationery, envelopes, and forms
• Assisting the President and Vice-President with correspondence
• Receiving, depositing and accounting for all income, in accordance with NCLA Financial
• Procedures
• Receiving requests for expenditures, and forwarding them to the treasurer for payment.
• Maintaining an up-to-date copy of the NCLA Handbook
• Other duties as approved by the President and/or Vice-President

 

Contact Information

Mailing address:

North Carolina Library Association
c/o State Library of North Carolina

1811 Capitol Blvd.
Raleigh, NC 27604
Telephone: 919.839.NCLA (919.839.6252)
Fax: 919.839.6253

E-mail: nclaonline [at] biblio [dot] com

Standing Committees

General Information

The following committees are regarded as essential to the operation of the Association and are defined in the Constitution as standing committees:

• Archives
• Intellectual Freedom
• Conference
• Leadership Institute
• Membership
• Nominating
• Constitution, Codes and Handbook
• Operations
• Continuing Education
• Public Policy
• Endowment
• Publications and Marketing
• Finance
• Scholarships
• Web Site

All standing committees are appointed for a two-year term.

Standing committees take office at the beginning of the calendar year following the biennial conference. Other committees may be appointed on a continuing or an ad hoc basis at the discretion of the President. The President provides a charge to the committee. Funds for committee expenses are provided in the Association budget and are available from the Treasurer on request. The President is an ex officio member of all committees except the Committee on Nominations.

Duties of Committee Chairmen:

1. To hold meetings of the committee as needed to accomplish its purposes.
2. To attend meetings of the Executive Board as a non-voting member as specified by the President.
3. To report to the Executive Board and/or the President as appropriate
4. Submit a biennial report to the President.
5. To turn over committee files to succeeding chair and/or NCLA archives as appropriate.

Sections

Round Tables

What’s a round table?

A round table represents a field of librarianship not within the scope of any single section. Round tables may be organized in the same way as sections are organized. Round tables have their budgets. They receive $5 from each NCLA member who joins the section, and may charge fees for events and programs. Round tables often have their own committees for programming and other activities. There is no difference between a section and Round Table concerning rights and privileges of NCLA.

Listserv

Title: NCLA-L

NCLA members have access to a listserv (NCLA-L) that keeps them informed of upcoming events, issues of importance to the profession, and news about the association. 

The listserv is restricted to NCLA members.

To opt out of the listserv, email nclaonline [at] ibibilo [dot] org.

To post a message to the listserv, address it to:

               nclalistserv [at] gmail [dot] com 

Please allow time for moderation.

Finally, don't forget this Website's forums at http://www.nclaonline.org/forum.

(Updated Jan 27, 2011 by Robert Burgin)

Publications and Electronic Resources

Children’s Services Section
Title: Chapbook
Frequency: Irregular

North Carolina Library Association
Title: North Carolina Libraries
Frequency: Quarterly

Government Resources Section
Title: The Docket
Frequency: Semiannual

North Carolina Library Paraprofessional Association
Title: Visions
Frequency: Quarterly 

Library Administration and Management Section
Title: On the LAMS
Frequency: Irregular

Public Library Section, Young Adult Committee
Title: Grassroots
Frequency: Irregular

Publications Committee
Title: News from NCLA
Frequency: Quarterly 

Literacy Committee
Title: NCLA Literacy Newsletter
Frequency: Irregular

Resources and Technical Services Section
Title: RTSS Update
Frequency: Annual

New Members Round Table
Title: NMRT Bulletin
Frequency: Quarterly 

Round Table for Ethnic Minority Concerns
Title: REMCo Newsletter
Frequency: Semiannual

North Carolina Association of School Librarians
Title: NCSAL Bulletin
Frequency: Quarterly

Round Table on the Status of Women in Librarianship
Title: Ms Management

Appendix A. Historical Information

• Editors of North Carolina Libraries
• NCLA Conferences: Date and Locations
• Centennial Conference History Committee Members
• NCLA Distinguished Service Awards
• NCLA Honorary Memberships
• NCLA Life Memberships
• NCLA Officers

 

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Editors of North Carolina Libraries

Feb. 1942	John J. Lund, Sidney Holmes
Apr. – Sept. 1942	Sarah Bowling, Mary D. Grant, Sidney Homes
Nov. 1942 – Jan. 1943	Hallie Sykes Bacelli, Pattie Bartee, Louise Justice Sink
Mar. – Sept. 1943	Hallie Sykes Bacelli, Louella S. Posey, Louise Justice Sink
Dec. 1943 – Dec. 1944	Ernestine Grafton, Editor-of-Chief Mary Lindsay Thorton, College Library Editor Sidney Holmes, School of Editor
Feb. 1945 – May 1946	Mary Lindsay Thornton, College Library Editor Sidney Holmes, School Library Editor Margaret Allman, Public Library Editor
Sept. 1946 – Mar. 1947	Harlan C. Brown, Nancy Burge
June/Sept. 1947 – Mar. 1949	Wendell W. Smiley
June 1949 – May 1951	Charles R. Brockmann
Oct. 1951 – May 1953	Hallie Sykes Bacelli
Oct. 1953 – Oct. 1957	Elaine von Oesen
Feb. 1958 – Fall 1959	William S. Powell
Winter 1960- Fall 1963	Charles M. Adams
Winter 1964 – Fall 1965	Adriana P. Orr
Winter 1966 – Fall 1968	Alva W. Stewart
Winter 1969 – Fall 1971	Mel Busbin
Winter 1972 – Winter 1979	Herbert Poole David Jensen, Acting Director (Winter 1973 – Spring 1974)
Spring 1979 – Summer 1983	Jonathan A. Lindsey
Fall 1983 – Summer 1985	Robert Burgin
Fall 1985	Patsy J. Hansel
Winter 1985 – 2001	Frances Bryant Bradburn
2001 – 2005	Plummer Alston “Al” Jones, Jr.
2005-	Ralph Scott

NCLA Conferences: Date and Locations

Date(s)	Conference/Meeting	Location(s)
May 14, 1904	Organizational Meeting	State Normal and Industrial College, Greensboro
Nov. 11 – 12, 1904	First Annual Meeting	Colonial Club, Charlotte
Apr. 27, 1906	Second Annual Meeting	Olivia Raney Library, Raleigh
May 23 – 24, 1907	Third Annual Meeting (with ALA)	Battery Park Hotel, Asheville
Nov. 12 -13, 1908	Fourth Annual Meeting	Greensboro Public Library
Dec. 2 – 3, 1909	Fifth Annual Meeting	Goldsboro
Dec. 7 – 8, 1910	Sixth Annual Meeting	Winston-Salem
Nov. 22 – 23, 1911	Seventh Annual Meeting	Durham Public Library
Nov. 5 – 6, 1913	Eighth Annual Meeting	Washington, N.C.
Apr. 1 – 2, 1915	Ninth Annual Meeting	Supreme Court Room, Raleigh
Apr. 12 – 13, 1916	Tenth Annual Meeting	Gastonia
Apr. 24 – 25, 1917	Eleventh Annual Meeting	Salisbury
1918	District Meetings	Durham, Winston-Salem, Charlotte
Nov. 19 – 20, 1919	Twelfth Annual Meeting	Raleigh
1920	District Meetings	Durham, Greensboro, Asheboro
Nov. 10 – 11, 1921	Thirteenth Annual Meeting	O. Henry Hotel, Greensboro
1922	District Meetings	Charlotte, Greensboro, Chapel Hill, Goldsboro, Asheville, Southern Pines
Nov. 22 – 23, 1923	Fourteenth Conference	Robert E. Lee Hotel, Winston-Salem
Nov. 19 – 20, 1925	Fifteenth Conference	Carolina Inn, Chapel Hill
1926	District Meetings	Gastonia, Winston-Salem, Raleigh, Asheville, Wilmington, Rocky Mount, Sanford
Nov. 2 -3, 1927	Sixteenth Conference	Hotel Charlotte, Charlotte
Oct. 21 – 22, 1929	Seventeenth Conference (with Southern Conference on Education and SELA)	Chapel Hill
1930	District Meetings	Charlotte, Statesville, Albemarle, Goldsboro, Warrenton
Nov. 12 -13, 1931	Eighteenth Conference	Duke University, Durham
May 10 – 11, 1933	Nineteenth Conference	Woman’s College, Greensboro
Oct. 10 – 12, 1935	Twentieth Conference	Battery Park Hotel, Asheville
Oct. 14 – 15, 1937	Twenty-first Conference	Carolina Inn, Chapel Hill
Sept. 2, 1938	Twenty-second Conference	Woman’s College, Greensboro
Oct. 26, 1939	Twenty-third Conference	Highland Pines Inn, Southern Pines
Oct. 2 – 4, 1941	Twenty-fourth Conference	King Cotton Hotel, Greensboro
Oct. 20, 1943	Twenty-fifth Conference	Hotel Charlotte, Charlotte
Apr. 25 – 27, 1946	Twenty-sixth Conference	Hotel Sir Walter, Raleigh
Oct. 16 – 18, 1947	Twenty-Seventh Conference	Robert E. Lee Hotel, Winston Salem
Apr. 28 – 30, 1949	Twenty-eighth Conference	Washington Duke Hotel, Durham
Apr. 26 – 28, 1951	Twenty-ninth Conference	O. Henry Hotel, Greensboro
Oct. 22 – 24, 1953	Thirtieth Conference	Ashville Conference
Oct. 20 – 22, 1955	Thirty-first Conference	Sheraton Hotel, High Point
Nov. 21 – 23, 1957	Thirty-second Conference	Hotel Sir Walter and North Carolina State College, Raleigh
Oct. 8 – 10, 1959	Thirty-third Conference	Washington Duke Hotel, Durham
Oct. 25 – 28, 1961	Thirty-fourth Conference	Jack Tar Hotel, Durham
Oct. 23 – 26, 1963	Thirty-fifth Conference	Jack Tar Hotel, Durham
Nov. 4 – 6, 1965	Thirty-sixth Conference	Robert E. Lee Hotel, Winston-Salem
Oct. 26 – 28, 1967	Thirty-seventh Conference	White House Inn, Charlotte
Oct. 22 – 25, 1969	Thirty-eighth Conference	White House Inn, Charlotte
Nov. 4 – 6, 1971	Thirty-ninth Conference	Winston-Salem Convention Center
Nov. 1 – 3, 1973	Fortieth Conference	Benton Convention Center, Winston-Salem
Oct. 29 – Nov. 1, 1975	Forty-first Conference	Benton Convention Center, Winston-Salem
Oct. 5 – 8, 1977	Forty-second Conference	Benton Convention Center, Winston- Salem
Oct. 17 – 20, 1979	Forty-third Conference	Civic Center, Charlotte
Oct. 7 – 9, 1981	Forty-fourth Conference (Joint Conference with South Carolina Library Association)	Civic Center, Charlotte
Oct. 26 – 28, 1983	Forty-fifth Conference	Benton Convention Center, Winston- Salem
Oct. 1 – 4, 1985	Forty-sixth Conference	Civic Center, Raleigh
Oct. 27 – 30, 1987	Forty-seventh Conference	Benton Convention Center, Winston- Salem
Oct. 10 – 13, 1989	Forty-eighth Conference	Civic Center, Charlotte
Nov. 12 – 15, 1991	Forty-ninth Conference	Market Square, High Point
Oct. 19 – 22, 1993	Fiftieth Conference	Benton Convention Center, Winston- Salem
Oct. 3 – 6, 1995	Fifty-first Conference	Koury Convention Center, Greensboro
Oct. 8 – 10, 1997	Fifty-second Conference	Raleigh Convention and Conference Center
Sept. 22 – 24, 1999	Fifty-third Conference	Benton Convention Center, Winston- Salem
Oct. 3 -5, 2001	Fifty-fourth Conference	Benton Convention Center, Winston- Salem
Sept. 23 – 26, 2003	Fifty-fifth Conference	Benton Convention Center, Winston- Salem
Nov. 9 – 12, 2004	Centennial Conference (with SELA)	Civic Center, Charlotte
Sept. 20-23, 2005	Fifty-sixth Conference	Benton Convention Center, Winston- Salem

Centennial Conference History Committee Members

North Carolina Library History Bibliography Subcommittee

• Wiley Williams
• Robert Anthony (University of North Carolina at Chapel Hill)
• Nicholas Graham (University of North Carolina at Chapel Hill)
• Plummer Alston “Al” Jones, Jr. (East Carolina University)

Centennial Conference Video Scrapbook Subcommittee

• Terry Beckwith (Wayne County Public Library)
• Denis Bosselman (Sandhills Community College)
• Shelia Bumgarner (Public Library of Charlotte and Mecklenburg County)
• Vanessa Gaskill-Hurtig (Carteret Community College)
• John Kincheloe (Meredith College)
• Pamela McCarter (Public Library of Charlotte and Mecklenburg County)
• June Power (University of North Carolina-Pembroke)
• Nicole Pugh (Public Library of Charlotte and Mecklenburg County)
• Trilby P. Weeks (Public Library of Charlotte and Mecklenburg County)
• Joel White (Forsyth County Public Library)

Centennial Exhibit Subcommittee

• Paula Brown (Gaston-Lincoln Regional Library)
• Shelia Bumgarner (Public Library of Charlotte and Mecklenburg County)
• Craig Fansler (Wake Forest University)
• Peggy Higgins (Brevard College)
• Victor Jones (New Bern-Craven County Public Library
• Cheryl McLean (State Library of North Carolina)
• Gena Moore (Central Piedmont Community College)
• Katie Schlee (Old Salem, Inc.)
• Marie Spencer (New Hanover County Public Library)
• Colleen Turnage (Queens University of Charlotte)

Centennial Handbook Subcommittee

• Plummer Alston “Al” Jones, Jr. (East Carolina University)
• Emily Gore (East Carolina University)
• Maurice C. York (East Carolina University)

Centennial Oral History Project

• Kevin Cherry (East Carolina University)
• Joan Sherif (Northwestern Regional Library)
• Linda Simmons Henry (Saint Augustine’s College)
• Joel White (Forsyth County Public Library)

Centennial Moments/Treasure Hunt Subcommittee

• Barb Gushrowski (University of North Carolina-Pembroke)
• Dianne Johnson (Wake Forest University School of Medicine)
• June Power (University of North Carolina-Pembroke)
• Marie Spencer (New Hanover County Public Library)
• Georgia Williams (Chowan College)

Library History Programming Subcommittee

• James V. Carmichael, Jr. (University of North Carolina at Greensboro)
• Patrick Valentine (Wilson County Public Library)

Centennial Time Capsule Subcommittee

• Eileen McGrath (University of North Carolina at Chapel Hill)

Chair, Centennial Conference History Committee

• Kevin Cherry (East Carolina University)

Chair, Centennial Conference

• John Via (Forsyth County Public Library

President, North Carolina Library Association

• Pauletta Brown Bracy (North Carolina Central University

 

 

NCLA Distinguished Service Awards

1989	Nancy Brenner Annette Phinazee (posthumously) Diana Young
1991	Elizabeth Jordan Laney
1993	O. Mel Busbin, Jr. (posthumously)
1995	Edward G. Holley
1997	Gene Lanier
2001	Elaine Christian (posthumously) Sue Ann Cody William S. Powell William H. Roberts
2003	April Wreath
2005	Diane Kester
2006	Leland Park
2007	Frances Bryant Bradburn Paula Pearce Hinton (posthumously)
2009	Dr. Benjamin F. Speller
2011	Dr. Robert Burgin

 

NCLA Honorary and Life Memberships

From 1904 to 1910, honorary memberships were given to out-of-state speakers, who came at their own expense to help establish the North Carolina Library Association.  From 1919 to 1975, honorary members were elected by a majority vote at the annual meeting.  Since 1977, honorary memberships have been presented to lay citizens who have made outstanding contributions to the development of libraries and library programs in the state.  Life memberships are given to retired librarians whose contributions to the state and the profession were especially notable.

 

 

Honorary Memberships

1904	Anderson H. Hopkins (Louisville, Kentucky) Anne Wallace (Atlanta, Georgia)
1906	Ida J. Dacus (Rock Hill, South Carolina) John P. Kennedy (Richmond, Virginia) Julia Rankin (Atlanta, Georgia)
1919	Minnie Leatherman Blanton
1923	Mary Palmer Phillips
1939	Annie F. Petty
1943	Charles Whedbee
1947	Joseph Penn Breedlove Louis Round Wilson
1949	J. Frank Wilkes
1951	Marjorie Beal Ethel Taylor Crittenden Lillian B. Griggs Nellie Rowe Jones Katharine C. Ricks
1953	Susan Grey Akers Robert D. Douglas Georgia H. Faison Harry Miller Lydenberg Charles E. Rush
1961	James W. Atkins Nell Battle Lewis Charles R. Brockmann Lucile Kelling Henderson D. Hiden Ramsey Mary Lindsay Thornton
1965	Charles F. Carroll Roy B. McKnight Mrs. Claude S. Morris, Sr. Meade H. Willis, Sr.
1969	Mary Peacock Douglas Elmer H. Garinger Benjamin Lee Smith David Stick Philip Johnson Weaver
1971	Hector Mclean Charles W. Phillips
1973	John F. Blair Hilda Austin Highfill
1975	Joseph V. Ruzicka, Jr. B. Everett Jordan
1977	Lyda Moore Merrick
1979	Thad Stem, Jr.
1981	John Emmanuel Dotterer Mary Frances Kennon Johnson (posthumously) Mary Lynn Jordon Philip Smythe Ogilvie (posthumously)
1983	Harry K. Griggs, Sr. Flora Webb Plyler
1985	Eleanor and Elliott Goldstein Harold W. Hardison George W. Miller, Jr. Samuel T. Ragan
1987	Patric G. Dorsey William C. Friday Craig Phillips
1989	Kenneth C. Royall, Jr. Robert Williams
1991	Irene P. Hairston Sarah Dale Merrill
1995	Charlie Rose Elinor Swaim
1999	L.B. Rick Beasley
2005	Marian McLawhorn Kay R. Hagan
2009	Marcia Johnson
2011	Ruth Holleman

 

 

Life Memberships

1977	Hallie S. Bacelli Harlan C. Brown Mollie Huston Lee Benjamin E. Powell Eunice Query Elaine von Oesen Carlton Prince West
1979	Paul S. Balance Willie Godfrey Boone Charlesanna Fox Mildred C. Herring Evelyn B. Pope Jane B. Wilson
1981	Cora Paul Bomar Hoyt R. Galvin Marjorie Hood Marian Leith Marianna Long Louise Moore Plybon Mary Elizabeth Poole
1983	Elizabeth Copeland Barbara Heafner Katherine Howell George Linder
1985	Mildred Council H. William O’Shea
1987	Mertys W. Bell Martha Davis Ila Taylor Justice Marjorie Wilkins Lindsey Mae S. Tucker Allegra M. Westbrooks
1989	Lualgia P. Alcorn Louise V. Boone Edith Briles Dorothy W. Campbell Lillie D. Caster Clara J. Crabtree Marion M. Johnson Issac T. Littleton Pauline F. Myrick
1991	Eunice Paige Drum
1993	Emily S. Boyce H. Eugene McLeod
1995	Neal F. Austin James Govan Miriam Ricks Alene Coley Young
1997	Camilla McConnell Ophelia Irving
1999	Doris Ann Bradley Elsie Brumback Gwen Jackson Gene Lanier Carol Southerland
2001	William H. Roberts
2003	Louise Marie Rountree
2005	Elizabeth Laney
2007	Elizabeth Herring Smith Richard Wells
2009	William H. Roberts
2011	Dr. Beverley Gass

 

NCLA Officers

1904-06	President: Annie Smith Ross 1st Vice President: Charles D. McIver 2nd Vice President:  J.A. Bivins Secretary - Treasurer: Louis R. Wilson Executive Committee: Annie Smith Ross, Louis R. Wilson, Annie Perry, J. P. Breedlove, R. D. Douglas	1915-16	President:  Mary B. Palmer 1st Vice President: Nan Strudwick 2nd Vice President: Eva E. Malone Secretary: Carrie L. Broughton Treasurer: Mrs. A. F. Griggs
1906-07	President: Annie Smith Ross 1st Vice President:  J. P. Breedlove 2nd Vice President:  Mrs. Sol Weil Secretary-Treasurer: Louis R. Wilson	1917-19	President: Mrs. A. F. Griggs 1st Vice President: Mary O. Linton 2nd Vice President: Cornelia Shaw Secretary: Carrie L. Broughton Treasurer: Eva. F. Malone
1907-08	President:  Annie Smith Ross 1st  Vice President: Mrs. Sol Weil 2nd Vice President: Annie Petty Secretary:  Louis R. Wilson Treasurer: J. F. Wilkes Executive Committee:  Annie Smith Ross, Louis R. Wilson, Mrs. Sol Weil, E. P. Wharton, J. P. Breedlove	1919-21	President: Ethel Taylor Crittenden 1st Vice President: Mrs. J. S. Atkinson 2nd Vice President: Pamela Bynum Secretary: Carrie L. Broughton Treasurer: Eva E. Malone
1908-09	President: Annie Petty 1st Vice President: Mrs. Lindsay Patterson 2nd Vice President: Ernest Cruikshank Secretary: Louis R. Wilson Treasurer: J. F. Wilkes Executive Committee:  Annie Petty, Louis R. Wilson, Annie Smith Ross, Grace McH. Jones, J. P. Breedlove	1923-25	President: Charles B. Shaw 1st Vice President: Eva E. Malone 2nd Vice President: Lottie E. Blake Secretary: Clara Crawford Treasurer: Alma L. Stone
1910-11	President: J. P. Breedlove 1st Vice President: Mrs. S. P. Cooper 2nd Vice President: E. P. Wharton Secretary: Mary P. Palmer Treasurer: Bertha Rosenthal Executive Committee: J. P. Breedlove, Mary B. Palmer, Louis R. Wilson, Bettie Caldwell, M. O. Sherrill	1925-27	President: Nellie Rowe 1st Vice President: Charles M. Baker 2nd Vice President: Catherine Ricks Secretary: J. R. Gulledge Treasurer: Bertie H. Craig
1911-13	President: J. P. Breedlove 1st Vice President: John S. Hill 2nd Vice President: Jennie Coffin Secretary: Mary B. Palmer Treasurer: Bertha Rosenthal Executive Com.: J. P. Breedlove, Mary B. Palmer, Louis R. Wilson, Annie Petty, Mrs. A. F. Griggs	1927-29	President: Annie Pierce 1st Vice President: Frank Capps 2nd Vice President: Emma Woodward Secretary: Cornelia Love Treasurer: Janet C. Berkely
1913-15	President: Annie Petty 1st Vice President: J. F. Wilkes 2nd Vice President: Bettie Caldwell Secretary: Mary B. Palmer Treasurer: Mrs. A. F. Griggs Executive Committee: Annie Petty, Mrs. A. F. Griggs, J. P. Breedlove, Carrie L. Broughton	1931-33	President: Lillian B. Griggs 1st Vice President: Emma Woodward 2nd Vice President: Elizabeth Sampson Secretary: Katherine Ricks Treasurer: Julius Amis

 

NCLA Officers (Continued)

1933-35	President: Charles H. Stone 1st Vice President: Nellie Rowe 2nd Vice President: Lilly Moore Secretary: Katherine Ricks Treasurer: Julius Amis	1949-51	President: Harlan C. Brown 1st Vice President: Charles R. Brockmann 2nd Vice President: Hortense Boomer Secretary:  Margaret Johnston Treasurer: Marianna Long Executive Committee: Marianne A. Martin, Annie Graham Caldwell
1935-37	President: Nora Beust 1st Vice President: Ann Talbot 2nd Vice President: Louise Justice Secretary:  Etta Beal Grant (Left State, Evelyn Harrison appointed) Treasurer: Julius Amis	1951-53	President: Jane B. Wilson 1st Vice President: Mildred Herring 2nd Vice President: Margaret Johnston Secretary:  F. Bentley Treasurer: Marianna Long Executive Committee: Carlton P. West, Olan V. Cook
1937-39	President: Mary Louise McDearman (Resigned and left state Nell G. Butte elected president in special election Sept. 2, 1937) 1st Vice President: Meade H. Willis 2nd Vice President: Elizabeth Sampson Secretary:  Frances Auld Treasurer: Evelyn Harrison	1953-55	President: Charlesanna Fox 1st Vice President: Marion M. Johnson 2nd Vice President: Elizabeth Williams Recording Secretary: Hallie Bacelli Corresponding Secretary: Marjorie J. Hood  (Appointed by Executive Board) Treasurers: Marianna Long Directors: Benjamin E. Powell, Katherine McDiarmid
1939-41	President: Mary Peacock Douglas 1st Vice President: Guy R. Lyle 2nd Vice President: Dora Ruth Parks Secretary:  Sydney Holmes Treasurer: Evelyn Harrison Executive Committee: W. T. Polk, Susan Gray Akers	1955-57	President: Olan V. Cook 1st Vice President:  Vernelle G. Palmer 2nd Vice President: Marianna Long Recording Secretary: Celeste Johnson Corresponding Secretary: Mae S. Tucker Treasurer: Marjorie J. Hood Directors: Charles M. Adams, Elaine von Oesen
1941-43	President: Guy R. Lyle (Succeeded by Hoyt R. Galvin, 1942) 1st Vice President: Marianne R. Martin 2nd Vice President: Dora Ruth Parks Secretary:  Sydney Holmes Treasurer: Evelyn Harrison Executive Committee: W. T. Polk, Susan Gray Akers	1957-59	President: Vernelle G. Palmer 1st Vice President: Elizabeth H. Hughey 2nd Vice President: Margaret E. Kalp Recording Secretary: Myrl Ebert Corresponding Secretary: Gladys Johnson Treasurer: Marjorie J. Hood Directors: Carlyle J. Frarely, Nell B. Wright
1943-46	President: Susan Gray Akers 1st Vice President: Mary D. Grant 2nd Vice President: Sue Vernon Williams Secretary: Virginia Kellam Executive Committee: Wendell B. Smiley, James Bryant	1959-61	President: Elizabeth H. Hughey 1st Vice President: Carlton P. West 2nd Vice President: Louise M. Plybon Recording Secretary: Dorothy E. Shue Corresponding Secretary: Lottie Hood Treasurer: Marjorie J. Hood Directors: Mary Peacock Douglas, Allegra M. Westbrooks
1947-49	President: Margaret Ligon 1st Vice President: Wendell B. Smiley 2nd Vice President: Charles M. Adams Secretary: Margaret Johnston Treasurer: Marianna Long Executive Committee: Jane B. Wilson, George M. Stephens	1961-63	President: Carlton P. West 1st Vice President: Margaret E. Kalp 2nd Vice President: Benjamin F. Smith Recording Secretary: Louella S. Posey Corresponding Secretary: Anna J. Cooper Treasurer: Pattie B. McIntyre Directors: Evelyn Parks, Elvin E. Strowd ALA Councilor: Carlyle J. Frarey

 

NCLA Officers (Continued)

1965-67	President: Paul S. Ballance 1st Vice President: Mildred Councill 2nd Vice President: Doris Brown Recording Secretary: Ms. Willis Hill Corresponding Secretary: Joseph Dixon Treasurer: Leonard L. Johnson Directors: Katherine Howell, Pattie B. McIntyre	1975-77	President: Annette Phinazee 1st Vice President: Leonard L. Johnson 2nd Vice President: Leland M. Park Secretary: William Roberts Treasurer: Richard T. Barker Directors: John M. Johnson, Margaret E. Rogers ALA Councilor: Florence Blakely SELA Representative: I. T. Littleton
1967-69	President: Mildred Councill 1st Vice President: Eunice Query 2nd Vice President: Herschel V. Anderson Recording Secretary: Ray N. Moore Corresponding Secretary: Lois B. McGirt Treasurer: Leonard Johnson Directors: Mildred Herring, Robert A. Miller ALA Councilor: William S. Powell SELA Representative: Charlesanna Fox	1977-79	President: Leonard L. Johnson 1st Vice President: H. William O’Shea 2nd Vice President: Alice Coleman Secretary: Artemis C. Kares Treasurer: Richard T. Barker Directors: Louis Boone, Fred W. Roper ALA Councilor: Norma M. Royal SELA Representative: Mae S. Tucker
1969-71	President: Eunice Query 1st Vice President: Elizabeth Copeland 2nd Vice President: I.T. Littleton Secretary: Rebecca S. Ballentine Treasurer: David L. Vaughan (Died 1971) Directors: Jo Ann Hardison Bell, William G. Wilson ALA Councilor: William S. Powell SELA Representative: Charlesanna Fox	1979-81	President: H. William O’Shea 1st Vice President: Mertys W. Bell 2nd Vice President: Phillip W. Ritter Secretary: H. David Harrington Treasurer: W. Robert Pollard Directors: Emily S. Boyce, Carol A. Southerland ALA Councilor: Norma M. Royal SELA Representative: Mae S. Tucker
1971-73	President: Elizabeth Copeland 1st Vice President: Gene Lanier 2nd Vice President: Marion J. Phillips Secretary: Gray Barefoot Treasurer: Richard T. Baker Directors: Kenneth Brown, Catherine Weir ALA Councilor: Neil F. Austin SELA Representative: Leonard L. Johnson	1981-83	President: Mertys W. Bell 1st Vice President: Lelalnd M. Park 2nd Vice President: Carol Southerland Secretary: Mary Jo Godwin Treasurer: W. Robert Pollard Directors: Gwendolyn Jackson, Gerald Hodges ALA Councilor: Emily S. Boyce SELA Representative:  Rebecca S. Ballentine
1973-75	President: Gene Lanier 1st Vice President: Annette Phinazee 2nd Vice President: Nancy Clark Fogarty Secretary: William H. Roberts Treasurer: Richard t. Barker Directors: Ophelia M. Irving, Norma M. Royal ALA Councilor: Florence Blakely SELA Representative: Leonard L. Johnson	1983-85	President: Leland M. Park 1st Vice President: Pauline F. Myrick 2nd Vice President: M. Jane Williams Secretary: Roberta S. Williams Treasurer: Eunice P. Drum Directors: Shirley B. McLaughlin, Jerry A. Thrasher ALA Councilor: Emily S. Boyce SELA Representative: Rebecca S. Ballentine

 

NCLA Officers (Continued)

1985-87	President: Pauline F. Myrick 1st Vice President: Patsy J. Hansel 2nd Vice President: Rose Simon Secretary: Dorothy W. Campbell Treasurer: Nancy Clark Fogarty Directors: Benjamin F. Speller, Jr., Arial A. Stephens ALA Councilor: Fred W. Roper (left state), Keith Wright SELA Representative: Rebecca S. Ballentine (Term completed in Oct. 1986 at SELA Conference), Jerry A. Thrasher	1997-99	President: Beverley Gass Vice President: Plummer Alston “Al” Jones, Jr. Secretary: Elizabeth Jackson Treasurer: Diane Kester Directors: Ross Holt, Vanessa Work Ramseur ALA Councilor: Jackie Beach SELA Representative: Nancy Clark Fogarty
1987-89	President: Patsy J. Hansel 1st Vice President: Barbara A. Baker 2nd Vice President: Ray A. Frankle Secretary: Gloria Miller Treasurer: Nancy Clark Fogarty Directors: Janet L. Freeman, Howard F. McGinn ALA Councilor: Keith Wright SELA Representative: Jerry A. Thrasher	1999-01	President: Plummer Alston “Al” Jones, Jr. Vice President: Ross Holt Secretary: Sue Ann Cody Treasurer: Diane Kester Directors: Phillip Barton, Patrick Valentine ALA Councilor: Jackie Beach SELA Representative: John Via
1989-91	President: Barbara A. Baker Vice President: Janet L. Freeman Secretary: Amanda Bible Treasurer: Michael J. LaCroix Directors: Sylvia Sprinkle-Hamlin, H. David Harrington ALA Councilor: Patricia A. Langelier SELA Representative: Jerry A. Thrasher (Term completed in Dec. 1990 at SELA Conference), David Fergusson	2001-03	President: Ross Holt Vice President: Pauletta Brown Bracy Secretary: Martha Davis Treasurer: Diane D. Kester Directors: James V. Carmichael, Jr., Teresa McManus (Left state, term filled by Robert Canida) ALA Councilor: Vanessa Work Ramseur SELA Representative: John Via
1991-93	President: Janet L. Freeman Vice President: Gwen G. Jackson Secretary: Waltrene M. Canada Treasurer: Wanda Brown Cason Directors: Edwards “Ed” T. Shearin, Jr., Helen M. Tugwell ALA Councilor: Patricia A. Langelier SELA Representative: David Fergusson	2003-05	President: Pauletta Brown Bracy Vice President: Robert Burgin Secretary: Connie Keller Treasurer: Diane D. Kester Directors: Dale Cousins, David Paynter ALA Councilor: Vanessa Work Ramseur SELA Representative: Evelyn Council
1993-95	President: Gwen G. Jackson Vice President: David Fergusson Secretary: Judy LeCroy Treasurer: Wanda Brown Cason Directors: Sandra Neerman, John E. Via ALA Councilor: Martha E. Davis SELA Representative: David Fergusson (Term completed in Oct. 1994 at SELA Conference), Nancy Clark Fogarty	2005-07	President: Robert Burgin Vice President: Phil Barton Secretary: Paula Hinton Treasurer: Tina Stepp Directors: Frannie Ashburn, Bryna Coonin ALA Councilor: Kevin Cherry SELA Representative: Evelyn Council
1995-97	President: David Fergusson Vice President: Beverley Gass Secretary: Steven L. Sumerford Treasurer: Wanda Brown Directors: Barbara Akinwole, Jackie B. Beach ALA Councilor: Martha E. Davis SELA Representative: Nancy Clark Fogarty

 

Appendix B. North Carolina Library Association Awards

Awards made by the North Carolina Library Association and its sections/roundtable to those who have served the library profession well or who have demonstrated the potential to do so.  Complete information including criteria and application forms may be obtained from the appropriate section/round table or committee.

Association Awards

NCLA/SIRS Intellectual Freedom Award

A biennial award recognizing the contribution of an individual or a group who has actively promoted intellectual freedom in freedom in North Carolina.  This award is donated by Social Issues Resources Series, Inc., to a recipient selected by the Intellectual Freedom Committee of NCLA.  The award consists of $500 to the award recipient, $500 for materials to the library of the recipient’s choice, and a plaque to the recipient.

The North Carolina Library Association Distinguished Library Service Award

Presented every two years, or when deemed appropriate, to a member of the Association who has made significant contributions to the profession.  Criteria include distinguished service to North Carolina, significant service or other professional contributions provided during either a short or long span of time, and service resulting in a regional or national impact on librarianship in general.  Nominees may include librarians, paraprofessionals and other professionals in the profession and can be awarded posthumously.  This award is administered by the Membership Committee. 

Distinguished Service Award Recipients

1989 Annette Phinazee; Diana Young

1991 Elizabeth Jordan Laney

1993 O. Mell Busbin, Jr.

1995 Edward G. Holley

1997 Gene Lanier

2003 April Wreath

2005 Diane Kester

2006 Leland Park

2007 Frances Bryant Bradburn; Paula Pearce Hinton

 

Ray Moore Award

Presented to the author of the best article about public librarianship published in North Carolina Libraries during the preceding biennium.  The winner of the award is chosen by the Editorial Board of North Carolina Libraries.

Literacy Award

 

New Members Round Table

Young Librarian Award

A biennial award consisting of $25 and a plaque presented to a young librarian who is making outstanding contributions to the library profession.  Applicants must be members of NCLA, and potential members of NMRT with at least three but no more than ten years of professional library experience including at lest one year of professional library experience in North Carolina.

 

North Carolina Association of School Librarians

Administrator of the Year Award

An annual award honoring a school administrator for developing an exemplary school library media program and for having made an outstanding and sustained contribution to advancing the role of the school library media center as an agency for the improvement.

Carolyn Palmer Media Coordinator of the Year Award

An annual award honoring a North Carolina school media coordinator who demonstrates professionalism, dedication, and leadership in the school library/media center setting.

Mary Peacock Douglas Award

Presented at each NCASL Biennial Work Conference to recognize a person who has given outstanding and sustained effort in promoting school library development in North Carolina.

 

Public Library Section

North Carolina Public Library Development Award

A biennial award consisting of $500 and a plaque presented to an individual who has made a significant and innovative contribution to the development of public librarianship in North Carolina.  Nominees must be members of NCLA currently employed in a North Carolina public library.  Projects must have been developed and implemented during the current biennium.

William H. Roberts Public Library Distinguished Service Award

A biennial award consisting of $500 and a plaque to recognize an individual excellence in public librarianship in North Carolina.  Nominees may be a library leader or an unsung hero/heroine in public libraries.

 

Resources and Technical Services Section

Doralyn Joanne Hickey “Best Article” Award

A biennial award of $200 presented to the author of the best article on technical services published in North Carolina Libraries during the biennium.

Resources and Technical Services Section Significant Contribution Award

A biennial award of $200 given to a librarian who has made significant contribution to his or her institution or to the profession.  At least part of the applicant’s current work must involve an aspect of technical services, the applicant must work in North Carolina and must be nominated by a current members of NCLA.

Resources and Technical Services Section Student Award.

Any student actively enrolled in library education or pursuing a career in the library field is eligible for this $200 award.  The student must be intending to pursue a career in technical services and a demonstrable potential for contribution in the field.

 

Round Table for Ethnic Minority Concerns

Roadbuilder Award

A biennial award established by the round Table for Ethnic Minority Concerns to recognize an ethnic minority librarian, living or deceased, who has worked in North Carolina at least five years, has made a significant contribution to the field of librarianship/information services, has established a record of accomplishment, service, and dedication, and serves as a role model for practicing and minority librarians and as an incentive for prospective minority librarians.

 

Round Table on the Status of Women in Librarianship

Marilyn L. Miller Award for Professional Commitment

A biennial award in the amount of $200 and plaque given in recognition of a professional librarian in North Carolina who has provided outstanding leadership and service in furthering the status of women in librarianship, the mission of the library community, and/or the support of women colleagues in the workplace.

Appendix C. NCLA Scholarships and Student Loan Fund

The North Carolina Library Association Memorial Scholarship is a $1,000 scholarship.

The Query-Long Scholarship for Work with Children and Young Adults is a $1,000 scholarship.

The McLendon Student Loan Fund provides a $400 loan at 1 percent interest.

Either scholarship or a student loan may be awarded for original or continued study in library science:

1. To a student entering library school for the first time; or
2. To a student currently enrolled in a library school program; or
3. To a practicing librarian who wishes to continue his or her studies.

 

To be eligible for either scholarship or a student loan, the applicant:

1. Must currently be a legal resident of North Carolina with a minimum residency of two years.
2. Must hold an undergraduate degree.
3. Must have been accepted by a library school. (Persons whose library school applications are pending may apply for the scholarship.)

 

Major factors to be considered in making the awards:

1. Academic excellence.
2. Leadership qualities.
3.  Evidence of commitment to a career in librarianship in North Carolina.
4.  Financial need.

 

Applications and references for scholarships and loans should be submitted annually by April 25 to:

Chair, NCLA Scholarships Committee
North Carolina Library Association
1811 Capital Blvd,
Raleigh, NC 27604

Appendix D. NCLA Financial Procedures

Procedures and Guidelines

1.  Income
   1. All income (checks, cash, and/or credit card payments) is sent to the Administrative Assistant for deposit with NCLA deposit form
   2.  Monthly, the Treasurer will post revenue to the appropriate fund in the accounting system
   3.  As membership applications and renewals are received the Administrative Assistant will:
      1. Record section/Round Table and endowment income on the deposit form
      2. Update the membership databases
      3. Monthly, or upon request, send section and Round Table membership list to appropriate chair
      4. Update the membership listserv
   4. All operating fund interest earned will be retained for the operating fund of NCLA
   5. The Finance Committee will serve as advisors to the treasurer in determining the best way to increase income gained from investments.  Expenditures from investments will be dealt with under separate procedures based on the purpose of the restricted fund.
2.  Expenditures
   1. Check request (with appropriate receipts and NCLA Check Request Cover Sheet) are:
      1. signed by the section/round table chair and /or treasurer
      2. mailed to the Treasurer.
   2.  Biweekly, the Administrative Assistant forwards completed check request forms to the treasurer with invoice and or receipts attached.
   3. Biweekly, the Treasurer:
      1.   receives the check request
         1.  pays the invoice(s) electronically, or
         2.  prepares the check(s), signs and mails the check(s)
            1. directly to the payee for checks in amounts less than $2,500
      2.  to a designated third party designee for a second signature on checks in amounts of $2,500 or more.  The third part y designee then signs the checks(s) and mails it directly to the payee
         1. completes the check request form with check or bank reference number and date of payment
   4. Monthly, the Administrative Assistant will forward all receipts for credit purchases indicating line item to the treasurer.
   5.  Monthly, the treasurer will reconcile the credit card statement with receipts from the Administrative Assistant.
   6. The Administrative Assistant will maintain a record all assets purchased including item, date, serial numbers, disposition and cost.
   7.  Expenditures from investments will be dealt with under separate procedures based on the purpose of the restricted fund
3. Reporting
   1. Monthly, the Treasurer
      1. prepares an income and expenditure report for the operating budget
      2. prepare an income and expenditure report for the fund accounts s documents
      3. sends documents (and b above)  to Finance Committee, the check co-signer and as requested to section/round table chairs, President and officers.
      4. receives, reconciles and retains the bank statement for his/her records
      5. sends a copy of the backup file from the accounting software and a copy of the bank statement to the third party appointed by the President, usually a member of the Finance Committee, who reconciles the bank statement o the association’s fund accounts.  This third party may not be the one who makes deposits or is authorized to sign association checks.
   2. Quarterly, the treasurer
      1. prepares a quarterly financial report no later than 20 days into the next quarter.  If an Executive Board meeting is scheduled previous to this date of the month, every effort shall be made to provide the report prior to the meeting.
      2. Posts the reports to the NCLA web site.
   3. Annually, the treasurer will prepare financial records for completing IRS Form 990 and forward the reports to a CPA for completion of the IRS Form 990.
   4. The NCLA Treasurer will present the names of a proposed tax preparer and auditor to the NCLA Board, for approval.
   5. Section and Round Table chairs may request membership income and expenditure reports, and other pertinent documents, from the Administrative Assistant and /or Treasurer as needed, or may at any time make a standing request for continuing monthly reports

Bulk Mailing

NCLA has a Bulk Mail Account with the USPS for mailing of the Tar Heel Libraries Newsletter, North Carolina Libraries Journals, and other mailings to membership as needed.

To use the bulk mail service the mailing must contain a minimum of 250 pieces. USPS has specific preparation and arrangement requirements for using Bulk Mail.

NCL and THL are both mailed using CES Mailing Service (Raleigh, NC). This service prepares the mailing according to USPS requirements for bulk mail. NCLA pays CES for this service.

CES Mailing Service charges a min. of $100 to prepare all mail jobs. In most cases this will cover all costs associated with regular mailings -costs for larger mailed items such as THL or NCL are usually higher.

NOTE: The NCLA office will not prepare or present bulk mail to the USPS directly. If Sections or Round Tables wish to prepare their own mailings using labels they can obtain the instructions for preparation from the NCLA office and present the completed Mail Job to the Bulk Mail Service Center, (near the airport), Raleigh, NC.

Mailing Jobs less than 250 pieces:

The NCLA office will assist in preparing mailings less than 250 pieces. Each piece is charged regular First Class Postage and is stamped in the NCLA Office. Please allow 10 days for the preparation of all mail jobs to your schedule for getting your piece mailed out. Sections/Round Tables can prepare the mailing and deliver completed envelopes to the NCLA office to affix the postage.

Sample Bylaws

FOR SECTIONS/ROUND TABLES

Artilce I - Name

The name of this organization shall be the ________________________________ of the North Carolina Library Association.

Article II - Objectives

The objectives of this organization shall be to unite in this group North Carolina Association members interested in _____________________, to provide an opportunity for discussion and activity, and to seek to fulfill the purposes of the North Carolina Association.

Articlee III - Members

Members of the North Carolina Library Association who state a preference for this [section/round table] at the time of payment of Association dues shall become members.

Article IV - Officers

Section 1. he officers of this organization shall be:  Chair, Chair-Elect, who shall serve as Vice Chair, a Secretary/Treasurer, and two Directors. 

Section 2. The Chair-Elect, the Secretary/Treasurer, and the two Directors shall be elected at the regular biennial meeting and shall serve for a two-year term, or until their successor are elected and have assumed their duties.           

Article V – Executive Committee 

The Executive committee shall consist of the Chair, the Vice-Chair, the

Secretary/Treasurer, the immediate past Chair and the two Directors.  The Executive Committee shall have general supervision of the affairs of the [section/round table] and shall have the power to act for the [section/round table] on administrative business of the [section/round table] in the intervals between biennial meetings.  Such administrative business shall include only that business which necessarily must be dealt with prior to the regular biennial meeting.

ARTICLE VI.  MEETINGS

Section 1. The regular meeting shall be held as a [section/roundtable] meeting during the biennial meeting of the North Carolina Library Association.

Section 2. Special meetings may be called by the Chair, by the Executive Committee, or by the Executive Committee, or by the Executive Board of the Association of the Association upon written request, signed by 15 members.

Section 3. Twenty-five percent of the membership of the [section/round table] shall constitute a quorum.

Article VII - Elections

Section 1. The Chairperson shall appoint a Committee on Nominations who will present the name of at least one candidate for each elective office, consent being secured from the nominees.  Any member or members of the [section/round table] may present a candidate or candidates for the elective offices of this [section/round table] provided that they notify the Chair of the [section/round table] and that the consent of the nominee or nominees has been secured and so indicated on the notification.

Section 2. A majority of those attending a regular meeting shall constitute election.

Article VIII – Special Duties of Officers

Section 1. The Chair shall, with the Executive Committee, appoint such committees and define their duties as may be necessary to carry on the work of the [section/round table].

Section 2. The Chair shall serve as ex officio member on all committees with the exception of the Committees on Nominations.  The Chair shall also serve as Chair of the Executive Committee.

Section 3. New committees may be created and old committees discontinued by the Executive Committee, provided that such action is not contrary to the wishes of the membership of the membership of this [section/round table] as expressed at the most recent meeting the [section/roundtable].

Section 4. The Chair-Elect shall assume the responsibilities and perform the duties of the Chair in the event of absence, death, disability, or resignation of the Chair.  They shall serve as Chair during the two years following their term as Chair elect.

Section 5. The Secretary/Treasurer shall perform the duties normally accepted for such offices.

Section 6. In the event of absence, death, disability, or resignation of the Chair and the Chair-Elect during the interval between the biennial meetings, the Executive Committee shall fill such vacancy or vacancies by the appointment of a member or a members of that committee.  Such appointment or appointments shall remain in force until the next regular meeting of the [section/roundtable]. 

Article IX – Parliamentary Authority 

Section 1. Robert’s Rules of Order, latest edition, shall be the governing authority in any matter not specifically covered by these bylaws.

Section 2. Nothing in these bylaws shall conflict with the Constitution and Bylaws of the North Carolina Library Association.

Article X - Amendments

These rules may be amended by a two-thirds vote of the members present at a meeting called in accordance with the bylaws of this [section/roundtable], or by a mail ballot, provided that the request for such action be submitted to the Executive  Committee in writing and signed by 15 members of the [section/roundtable] and that the total number of returned ballots be at least 25 percent of the membership, two-thirds of which shall be affirmative.

Adopted [date]

 

NORTH CAROLINA LIBRARY ASSOCIATION

Guests Invited to the Executive Board Meeting

• Secretary, North Carolina Department of Cultural Resources
• Director, Division of State Library, North Carolina Department of Cultural Resources
• Director, Division of Educational Media and Technology Services, North Carolina
• Department of Public Instruction
• Chair, North Carolina State Library Commission
• President, Friends of north Carolina Public Libraries
• President, Special Libraries Association, North Carolina Chapter
• President, North Carolina Community College Learning Resources Association
• President, North Carolina Public Library Directors Association

Appendix E. Forms

Membership Application Form

 

 

Motion Form

TO RECORD YOUR MOTION ACCURATELY in the minutes of the Board, please restate the motion on this sheet exactly as presented and give it to the Secretary.

Thank You.

MOTION

 

MOVED that:  _________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

_____________________________________________________________________________________

 

 

                 By:  ___________________________

 

Seconded by:  ___________________________

 

        Session:   ___________________________

 

            Date:   ___________________________

 

Request for Reimbursement of Travel Expenses

NORTH CAROLINA LIBRARY ASSOCIATION

    Name:_____________________________________________________________________               Date:   _________________

Address:    __________________________________________________________

__________________________________________________________

__________________________________________________________

 

Section, Round Table, Committee, etc.:________________________________________

Destination/Purpose of Trip(s):_______________________________________________

Time and date leaving:_________________ Time and date returning: ______________

Summary of Reimbursable Expenses (State rates for instate/out-of-state)

No of Each          Meal Rate

               Meals:Breakfast(s)      _________   x  $ 6.50/6.50      =    $____________

Lunch(es)           _________   x  $ 8.50/8.50      =    $____________

Dinner(s)            _________   x  $14.50/16.50    =  $____________

Type of Transportation:_________________________________________          $___________

Lodging (attach receipt): $55.50/66.00$___________

Registration (attach receipt):$___________

Mileage:  ___   miles    x   $0.36    =            $____________

Other:(Explain & attach receipts):                                                                                        $___________

  Total Due          $ __________

SUBMITTED FOR PAYMENT: ____________________________________________                   ______________________________

                              Signature of Requestor                                                                           Date

APPROVED FOR PAYMENT:                                                                                                                  ______________________________

                                                                  Signature of Chair or President                                                                Date

(Do not write in this space – For use by Treasurer only)

Check Number:                                               _                            Date:                                   ____________________________

Budget Code:                                                                           Signature of Treasurer:                                                                                                 

rev. 2003-05-20

Appendix F. Project Grants

GUIDELINES

North Carolina Library Association Project Grants are administered by the NCLA Finance Committee and funded with profits from the biennial conferences of the Association. The intent of these grants is to return to the Committees, Sections, and Round Tables some part of the profit which their programs and participation helped create. The funds are also provided to NCLA sub-groups as an encouragement for potential growth and activity. 

Project Grants are available for the following activities:

 

• Biennial Conference Programs
• Workshops and Programs
• Publications
• Other Special Projects

 Project Grants are available to:

• NCLA Sections
• NCLA Round Tables
• North Carolina Libraries
• NCLA Committees *

* Committees of individual Sections and Round Tables must apply through their Section or Round Table board.

Rules and Limits:

There is no limit to the number of grants a group may apply for. The Finance Committee may, however, consider the number of grants the group has already received when reviewing the grant.

Profits made by a Section or Round Table from non-Biennial Conference projects are retained in the Section or Round Table budget. However, profits made by NCLA Committees are returned to the Project Grant Fund.

Grants are limited to a maximum of $1,500.00 per grant per Section, Round Table, or NCLA Committee. Groups may apply jointly and combine their maximum amounts (i.e., three sections applying jointly would be eligible for a maximum of $4,500.00 for a single grant).

One application should be submitted per project. In cases of joint application, one group should prepare the grant and list the others participating as co-sponsors.

The grant application must include the following: a statement of the project and its purpose, a time frame for the completion of the project, a proposed budget, and a description of the method of evaluation to be use.  

Projects must be completed within the proposed time frame or groups must reapply for renewed funding.  

Capital purchases are not eligible for grant funds.

Members of NCLA and other librarians in North Carolina may not apply grant funds to cover their own honoraria or travel expenses.

Grant recipients must maintain complete and accurate records of all activities connected with the grant and report all actual expenditures to the NCLA Treasurer.

A final report must be forwarded to the Chair of the NCLA Finance Committee within 60 days of completion of the project. The report must include: a statement reviewing the project, a summary of the project's evaluation, and final expenditure and accounting of funds.
NOTE: Failure to provide this paperwork within the 60 days will make that NCLA Committee, Section or Round Table ineligible for future grants.

Please take the time to explain your program/project in sufficient detail so that the Committee can make a reasonable evaluation of its merits feel free to add any additional information or comments that will help the Committee understand your proposal.

 

SCHEDULE

 The following time schedule will be implemented for the review and notification of Project Grants for the year 2004. Please note that all grant funds provided during this cycle must have the funds expended and all expenditures reported to the NCLA Treasurer by December 15, 2004.

The 2004 deadlines for applications are

April 1, 2004

June 1, 2004

August 1, 2004

October 1, 2004

Applications postmarked by one of the dates listed above will be reviewed and the applicants notified no later than the last working day of the same month. Notifications may be made prior to that date, depending on the number of applications received, and the completeness of the application.

While the Committee will make every effort to follow up on incomplete applications, we cannot guarantee that, in doing so, we will be able to complete the review and notify applicants by the last working day of the same month.

Applications may be submitted by postal mail, UPS, etc., as well as by an email attachment or fax. If an email attachment other than a signed .pdf copy is the submission option selected, a signed original must be mailed separately for the permanent files. Applications are to be submitted to:

Catherine L. Wilkinson, Chair, Finance Committee     
Belk Library Appalachian State University
 Boone, NC 29608
 Voice: (828) 262-2774
 Fax: (828) 262-3001
 Email: wilkinsncl [at] appstate [dot] edu

APPLICATIONS

The following are required for an application to be considered complete:

NCLA Project Grants Application, signed by appropriate officials.  Since a signature and file copy is required, print and complete the form(s) needed,  and either fax or mail the application to the address listed above.

Statement (see below for details.)

Other forms:

For workshops & programs, include Proposed Budget for Workshop or Program and NCLA Project Grants Work Sheet.

For publications and other projects, include Proposed Budget for Publication or Other Project.

The committee will assign a Project # upon receipt of the entire application.

 

The STATEMENT should cover all the following points:

Needs assessment verifying that the proposed project or program is relevant, timely, and
not-redundant.

Project or program's objectives.

Short description of the project or program.

Intended participants, audience or beneficiaries (e.g., public, educators, professional or support library staff, those experienced or inexperienced in library work, etc.).

Methods to be used to evaluate the project or program. (Send the actual evaluation to the Finance Committee Chair no later than 60 days after completion of the project or program.

In the case of a workshop or program, list instructors, presenters, or resource people, their qualifications, methodologies, and the estimated fees and expenses for each person or tool. Make certain that you have the fee information in writing. Also, remember to include tax where applicable.

When honorariums are involved, you must have a signed contract specifying the amount of the honorarium in order for payment to be made. At the time of the grant application, make certain that the amount to be included on this contract is clear to all parties prior to filling out the grant application. The amount should be stated in writing with a copy attached to the grant application.   Honorariums which exceed the amount on the grant application will not be covered by grant funds. Use the NCLA Project Grants Application Work Sheet to calculate expenses related to speakers, presenters, etc., and then carry the total expenses for all such worksheets to the first line of the Proposed Budget for Workshop or Program or Proposed Budget for Publication or Other Project, as appropriate. Remember: NORTH CAROLINA LIBRARIANS ARE NOT ELIGIBLE FOR REIMBURSEMENT THROUGH NCLA PROJECT GRANTS FUNDS.

In the case of a publication or other project, list major participants, authors, compilers, sources, methodologies, tools, or other pertinent data. Use Form Proposed Budget for Publication or Other Project to explain cost/profit structure or other expenses and financial details of the project.

Explain any additional expenses in the proposed budget, particularly for books, printed materials, publicity, or rental fees. 

Identify and explain the function(s) and financial responsibility of any co-Sponsors. Be specific as to your contact with them and their work and financial commitments to the project.

Include a timeline for planning, implementation, evaluation, expenditure and reporting of grant funds.

Include any other points you consider important and relevant.

 

 

FINAL REPORT

The final report must be forwarded to the Chair of the NCLA Finance Committee within 60 days of completion of the project. The report must include the following:

• A statement summarizing and reviewing the project.
• A statement addressing how well the project met the stated objectives.
• A summary of the project's evaluation, including copies of the evaluation forms.
• A statement addressing any concerns which were raised or problems which occurred.
• A statement outlining any other points you consider important and relevant.
• A final expenditure and accounting of funds.

NOTE: Failure to provide this paperwork within the 60 days will makes that NCLA Committee, Section or Round Table ineligible for future grants.

 

NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS APPLICATION FORM

Submit to Catherine L. Wilkinson, Chair
Belk Library, Appalachian State University
Boone, NC  28608         
Voice: 828-262-2774
Fax: 828-262-3002
wilkinsncl [at] appstate [dot] edu

NCLA Finance Committee                                                          
Project #: _______________________

Name of Section, Round Table or Committee:

________________________________________________________________________

 

Chair: ________________________________      Phone: ______________________

 

Person submitting application:

_______________________________________________

 

NCLA position or office:

_____________________________________________________

 

Address:

______________________________________________________

 

Phone: _____________________         Fax: __________________________

                             

 Email: _____________________________________

 

 

Title:

____________________________________________________________________

 

Dates (or projected completion date):

__________________________________________

 

Location:

________________________________________________________________

 

Co-Sponsors:

_____________________________________________________________

 

If Program or Workshop: Participants will be from (Check all that apply)		If Publication or Special Project: Target Group (Check all that apply)
	Academic Libraries		Academic Libraries
	Public Libraries		Public Libraries
	Learning Resource Centers		Learning Resource Centers
	School Media Centers		School Media Centers
	Other:		Other:

 

Projected total number of participants or members of target group: __________________________

(Use these estimates when completing final evaluation.)

 

If the Grant is award,

• I will submit an evaluation of the project to the NCLA Finance Committee Chair within two months of completion of the project;
• I will submit all expenses with the appropriate Check Order Form to the NCLA Treasurer within two months of completion of the project; and
• I understand that failure to do so will make my NCLA Committee, Section or Round Table ineligible for future grants.

 

Signed: _____________________________________________    

Date: _________________

 

Signed: _____________________________________________    

Date: _________________

 

Signed: _____________________________________________    

Date: _________________

 

NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS

PROPOSED BUDGET WORKSHEET FOR WORKSHOP OR PROGRAM

WORKSHOP OR PROGRAM:

______________________________________________________

  

	COLUMN A Funds Requested as Project Grant	COLUMN B Funds from other Sources
SPEAKERS, PRESENTERS, RESOURCE PEOPLE (Including fees, travel, lodging, meals, taxes)	$ _____________	$ ____________
NORTH CAROLINA LIBRARIANS (Travel, lodging, meals)	$ _____________	$ ____________
PROGRAM SUPPLIES	$ _____________	$ ____________
BOOKS, CASSETTES (Or other materials to be sold to participants)	$ _____________	$ ____________
MANUALS & HAND-OUTS (For program participants)	$ _____________	$ ____________
RENTAL FEES (Facility, equipment, etc.)	$ _____________	$ ____________
FOOD COST (Group meal functions, breaks, etc.)	$ _____________	$ ____________
PUBLICITY (Brochures, evaluations, programs, postage, etc.)	$ _____________	$ ____________
OTHER: _________________________________	$ _____________	$ ____________
TOTALS	$ _____________	$ ____________
TOTAL PROJECT COST (Column A + Column B)	$ __________________

 

NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS

APPLICATION WORKSHEET

Use this sheet to calculate fees and expenses for guest speakers and presenters.  Use a separate sheet for each speaker or presenter.  Attach application worksheet(s) when submitting.

 

SPEAKER’S NAME:

__________________________________________________________

 

Contact Name:

_______________________________________________________________

 

Address:

___________________________________________________________________

 

Telephone: __________________________

Email: __________________________________

 

TRANSPORTATION

Speaker will be coming from ___________________________ and going to

________________________________

 

Traveling by:  (please check all that apply)

               _____ Air/Airline (Coach Rate only – estimated at time of application)                                      $ _____________

Note: If ticket is purchased by speaker, reimbursement will be issued upon

receipt of photocopy of ticket or t ravel agent’s invoice.  Reimbursement will

be paid at coach rates.

 

               _____ Vehicle (miles x .31 per mile, not to exceed regular coach airfare)                   $ _____________

 

               _____ Other: _________________________________________                                 $ _____________

 

               _____ Cabs (or other ground transportation)                                                                                    $ _____________

 

HONORARIUM OR FEE  $ _____________ (A letter stating the Honorarium or fee must be attached.   A signed contract is required and must be sent to the treasurer before the check will be issued.)

 

LODGING            Hotel: ________________________________

(Estimated)                       

                              No. of Night(s) ______ @ _________ =                                                                               $ _____________

 

MEALS                 _____ Breakfast(s) @ _______  =                                                                                          $ _____________

(Estimated)

                              _____ Lunch(es) @ _______  =                                                                                $ _____________

 

                              _____ Dinner(s) @ _______ =                                                                                                 $ _____________

              

                              Banquet(s) or official meal function(s)                                                                                 $ _____________

 

MISCELLANEOUS

Telecommunication costs (telephone calls, etc.)                                                                                             $ _____________

 

Hospitality (flowers, fruit, etc.)                                                                                                                            $ _____________

              

Other ________________________________________                                                                               $ _____________

 

                                                                                                                                                      TOTAL                  $ _____________

 

 

NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS

PROPOSED BUDGET WORKSHEET FOR PUBLLICATIONS OR OTHER

NON-WORKSHOP PROJECT

 

	COLUMN A Funds Requested as Project Grant	COLUMN B Funds from other Sources
PROJECTED COSTS (Lay-up, typesetting, etc.)	$ _____________	$ ____________
PRINTING & BINDING	$ _____________	$ ____________
SUPPLIES	$ _____________	$ ____________
EQUIPMENT (Rental or purchase)	$ _____________	$ ____________
PUBLICITY (brochures, evaluations, programs, postage, etc.)	$ _____________	$ ____________
RENTAL FEES (Facility, equipment, etc.)	$ _____________	$ ____________
OTHER: _________________________________	$ _____________	$ ____________
OTHER: _________________________________	$ _____________	$ ____________
OTHER: _________________________________	$ _____________	$ ____________
TOTALS	$ _____________	$ ____________
TOTAL PROJECT COST (Column A + Column B)	$ __________________

Appendix G. NCLA Calendar

Date	Annually	Conf. Year	Biennially	Non-conf. Year	Action or Deadline
Jan 1				X	New Treasurer office (every four years)
Jan 1		X			Annual budget goes into effect
Jan 31		X			Honorary and Life membership nominations are submitted to the Executive Board
Feb 10	X				NCL deadline
Spring				X	Annual budget is prepared
Apr 1	X				Membership renewal deadline for members whose dues are in arrears
Apr 1		X			Deadline for petition candidates to submit 50 signatures to Chair on Committee on Nominations
Apr 25	X				Scholarship applications due
May 1			X		Ballots mailed to voting members
May 10			X		NCL deadline
June 1			X		Deadline for return of ballots
Aug 10	X				NCL Deadline
Fall			X		Biennial Meeting.  All officers except Treasurer assume office
Nov 1				X	Deadline for Committee on Nominations to present slate of candidates for NCLA offices.  In alternate biennial elections two candidates for ALA Councilor shall be included.
Nov1-Apr 1					List of nominees published in NCL
Nov 10	X				NCL deadline

 

Note:  This calendar includes only those dates which are not subject to change.  Refer to appropriate documentation for additional dates and deadlines.

Appendix H. NCLA Executive Board Standing Rules and Policies

A. Standing Rules of the NCLA Executive Board

[Note: The following standing rules represent procedures and operations currently in effect for meetings of the NCLA Executive Board. They have been adopted by majority vote and shall remain in effect until rescinded or amended by vote of the Board. If it deems it advisable, the Board may also vote to suspend a standing rule for a specified period or for the duration of a particular meeting.]

Meetings

1. Meetings of the North Carolina Library Association Executive Board shall be held quarterly at a time and place determined by the President.
2. The final meeting of each biennium shall be held prior to the opening of the biennial conference and shall include incoming members of the Executive Board.

Non-Voting Attendees

1. Chairs of NCLA committees shall be invited to attend meetings of the Executive Board and to report on the work of their committees.
2. Meetings of the NCLA Executive Board shall be open to any member of NCLA who wishes to attend. Other guests representing state government and other organizations may be invited to each meeting at the discretion of the President.

Agenda

Issues to be brought before the Board for consideration shall be submitted to the Administrative Assistant 30 days prior to the meeting. This information is to be distributed to the Board prior to the meeting.

Reports                                                                                                                                                             

1. Oral reports from committees, sections, and round tables shall be limited to two minutes each. A more detailed written report may be distributed at the Board meeting. [Electronic submission of reports should be sent to the NCLA webmaster five days before the meeting.]
2. Section and committee chairs shall submit quarterly and biennial reports. Quarterly reports will be summarized by the Secretary for inclusion in the minutes of the Executive Board. The biennial reports will be printed in North Carolina Libraries.

Motions

Motions presented for vote of the Executive Board shall be provided to the Secretary in writing.

Minutes

1. Minutes shall be distributed within 30 days of each meeting to members of the Executive Board, committee chairs, and members of the Constitution Codes, and Handbook Revision Committee.
2. Minutes of the Executive Board meetings shall be printed [published] in North Carolina Libraries.

NCLA Handbook

1. A copy of the NCLA Handbook shall be accessible via the NCLA website for the members of the Association.
2. The handbook will be updated periodically to incorporate corrections and changes.

 

B. Non-Codified Policies Adopted by the NCLA Executive Board

Membership

1. The membership list shall be made available for purchase at a price to be established by the Executive Board.
2. No more than 25 "special" memberships in NCLA may be given each biennium to congressional and state officials as recommended by the Public Policy Committee and the NCLA President.
3. A benefit for NCLA membership is that current members of the Association pay lower registration fees than non-members for all conferences, workshops, seminars, symposia, and other events sponsored or co-sponsored by the Association and its committees, sections, and round tables.  The difference in fees shall be as follows: If the member registration fee is $25 or less, the non-member registration fee shall be at least double the member fee.  If the member fee is greater than $25, the non-member registration fee shall be at least $25 higher than the member fee.
4.  Individuals joining the Association for the first time will receive free membership in the New Members Round Table for each of the first two years of paid membership in the Association. The Association will contribute [$3.00] per free NMRT membership to NMRT for its activities. Each new NCLA member may select any of the other sections or round tables as the membership included with NCLA membership. Membership in NMRT will continue to be an option at renewal for members meeting eligibility criteria.
5. Students can join NCLA through the ALA joint membership plan.  The plan provides a student with membership in ALA and NCLA for $25.00.  Half of membership fee [$12.50] is given to NCLA for the student’s membership.

 

Finances

1. The North Carolina Library Association shall operate under an annual budget.
2. Sections and round tables shall receive a flat amount for each person who joins the section or round table. This amount shall be deducted from the member's dues, with the remaining dues going to the Association. This amount shall be set at $5.00.
3. All requests for funding shall be referred to the Finance Committee for a financial analysis upon which the Executive Board may take action.
4. Checking and savings accounts for any NCLA funds may be opened only by Executive Board authority.  [Sections and Round Tables may not maintain independent accounts.] Checking and savings accounts existing when these policies and procedures are adopted must also be reported to the Board. Likewise any loans made to or leases entered into on behalf of any part of NCLA must be approved by the Executive Board.
5. The Association should maintain an unrestricted reserve fund equal to at least ten percent of annual operating expenses.
6. A comprehensive audit of all committees and sections] will be included in the NCLA audit.
7. In the budget planning cycle following each biennial Conference the Finance Committee shall make a recommendation for the allocation of the conference net funds, to include a Conference start-up reserve.
8. Books for the conference financial report shall be closed by the end of the second quarter of the year following the conference.

 

Refund Policy

NCLA Biennial Conference

1.  Cancellations and No-shows.  The NCLA Executive Board will honor requests for refunds received in writing one week prior to the conference.  NCLA will deduct a percentage of the registration fee for administrative processing costs.  The refund will be made within six weeks after the conference has ended.  The request should be sent to the NCLA Administrative Assistant.        Requests for refunds received less than one week before the conference will not be honored.
2. Cancellation of Conference Due to Inclement Weather.  In the event of inclement weather or a natural disaster, NCLA may have to cancel the conference or a conference sponsored event.  All registrants and speakers will be notified via e-mail and a notice to this effect will be posted on the NCLA website. A full refund will be made in the event that the NCLA conference is cancelled.  If an NCLA sponsored event is cancelled where there is separate fee, the refund would for the separate fee.
3. Individual Cancellation Due to Inclement Weather.   Individuals requesting a refund due their individual weather circumstances should submit their request to the NCLA Administrative Assistant within one week of the conference.  The NCLA Executive Board will make a decision concerning the request.  The request is subject to an administrative processing fee.
4. Cancellation Due to the Lack of Participation.   The NCLA Planning Committee reserves the right to cancel the conference or a conference sponsored event in the event the conference/workshop does not meet minimum registration requirements.  A full refund will be given.
5.  NCLA encourages registrants who are unable to attend a conference/workshop to substitute another person whenever possible.
6.  The refund statement and inclement weather policy shall appear on all notices for the conference.
7.  Exceptions to the refund policy can be made by the President in consultation with the Executive Board.

Refund Policy for Roundtable/Sections

Each roundtable/section should establish a refund policy for their events.  The refund date may be established by the sponsoring group based on their fiscal commitments, but the refund date shall be at least one week prior to the event.  The section or roundtable may deduct a percentage of the conference/workshop registration fee from the refund as an administrative processing fee.  The refund will be made within six weeks after the conference/workshop date.  The refund statement shall appear on all registrations forms.  An inclement weather policy shall appear on all notices for programs indicating the refund policy and/or if a program will be rescheduled.

Communications

1. The Webmaster] shall maintain a calendar of meetings and other events scheduled by NCLA groups. Executive Board members are encouraged to utilize this calendar to avoid scheduling conflicts.
2. All publications of the Association shall use the official logo/letterhead whenever possible.
3. Alkaline permanent paper shall be used by NCLA for all its publications and documentation.

 

Conference

1. The NCLA shall schedule conferences at times that do not conflict with religious holidays.
2. Upon prior approval of the Conference Committee, the Biennial Conference will pay the costs of meeting rooms and audiovisual equipment rental (including telephone lines and computers) and security. [minutes of 7/21/2000 board meeting – printed in Fall 2000 North Carolina Libraries]

 

Non-Discrimination

The NCLA does not discriminate based on race, origin, age, gender, sexual orientation, creed or disability, and therefore will not enter into contract with any person or organization that discriminates. This policy will be made explicit in all contracts between the North Carolina Library Association or its representatives and any person and/or organization for the use of space and facilities for NCLA-sponsored events. If discrimination is proved on the part of any person or organization that has a contract with NCLA, the contract will be considered null and void.

Use of Name

No person or organization(s) may use the name of the North Carolina Library Association without prior consent in writing of the NCLA President, acting on behalf of the NCLA Executive Board.

Conflict of Interest Policy

All members of the Executive Board of the North Carolina Library Association shall avoid conflicts of interest and the appearance of impropriety with respect to Association business.  Should instances arise where a conflict may be perceived, any individual who may benefit directly or indirectly from the Association's disbursement of funds shall abstain from participating in any decisions or deliberations made by the Board regarding the disbursement of funds. [Adopted by the Executive Board October 20, 2005

 

 

Frequently Asked Questions

The NCLA Executive Board

Who makes up the Executive Board?

The President, Vice President/President-elect, Secretary, Treasurer, Treasurer Elect, and two Director-at-Large, elected each biennium by the membership of the association.

The immediate past-President of the Association.

The chairs of sections and rounds table each biennium by the members of their sections or round tables.

The editor of North Carolina Libraries, appointed by the President with the concurrence of the Executive  Board.

The North Carolina member of the American Library Association Council, elected every four years along with association officers.

The Southeastern Library Association representative, elected every four years.

An additional member of each section or round table whose membership exceeds 350 members on March 31 prior to the Biennial Conference.

An additional member of each section round table for every 200 members above the initial 350.

Who are the non-voting members of the Executive Board?

Non-voting members of the Executive Board may include the administrative assistant and parliamentarian if one is appointed by the President.  Committee chairs report at Executive Board meetings, but do not vote with board.

What’s a section?

A section represents a type of library or field of activity clearly distinct form that of other sections.  Sections may be organized by application, signed by 100 voting members of the Association, and approved by the Executive Board.  Sections have their own budgets.  They receive $5 from each NCLA member who joins the section, and may charge fees for events and programs.  Sections often have their own committees for programming and other activities.

What’s a round table?

A round table represents a field of librarianship not within the scope of any single section.  Round tables may be organized in the same way as sections are organized.  Round tables have their budgets.  The receive $5 from each NCLA member who joins the section, and may charge fees for events and programs.  Round tables often have their own committees for programming and other activities.

What are NCLA Committees?

NCLA Committees include standing committees, ad hoc committees and commissions.  They report to the Executive Board and carry out various staff functions for the organization.  Standing committees perform the continuing functions of the organization.  Ad hoc committees and commissions are created by the president for specific purposes and are dissolved after those purposes are fulfilled.

North Carolina Library Association Awards

Awards made by the North Carolina Library Association and its sections/round tables honor those who have served the library profession well or who have demonstrated the potential to do so.  Complete information including criteria and application forms may be obtained from the appropriate section/round table or committee.

Centennial Conference Committee 

North Carolina Library History Bibliography Subcommittee

• Wiley Williams
• Robert Anthony (University of North Carolina at Chapel Hill)
• Nicholas Graham (University of North Carolina at Chapel Hill)
• Plummer Alston “Al” Jones, Jr. (East Carolina University)

Centennial Conference Video Scrapbook Subcommittee

• Terry Beckwith (Wayne County Public Library)
• Denis Bosselman (Sandhills Community College)
• Shelia Bumgarner (Public Library of Charlotte and Mecklenburg County)
• Vanessa Gaskill-Hurtig (Carteret Community College)
• John Kincheloe (Meredith College)
• Pamela McCarter (Public Library of Charlotte and Mecklenburg County)
• June Power (University of North Carolina-Pembroke)
• Nicole Pugh (Public Library of Charlotte and Mecklenburg County)
• Trilby P. Weeks (Public Library of Charlotte and Mecklenburg County)
• Joel White (Forsyth County Public Library)

 

Centennial Exhibit Subcommittee

• Paula Brown (Gaston-Lincoln Regional Library)
• Shelia Bumgarner (Public Library of Charlotte and Mecklenburg County)
• Craig Fansler (Wake Forest University)
• Peggy Higgins (Brevard College)
• Victor Jones (New Bern-Craven County Public Library
• Cheryl McLean (State Library of North Carolina)
• Gena Moore (Central Piedmont Community College)
• Katie Schlee (Old Salem, Inc.)
• Marie Spencer (New Hanover County Public Library)
• Colleen Turnage (Queens University of Charlotte)

Centennial Handbook Subcommittee

• Plummer Alston “Al” Jones, Jr. (East Carolina University)
• Emily Gore (East Carolina University)
• Maurice C. York (East Carolina University)

Centennial Oral History Project

• Kevin Cherry (East Carolina University)
• Joan Sherif (Northwestern Regional Library)
• Linda Simmons Henry (Saint Augustine’s College)
• Joel White (Forsyth County Public Library)

 

Centennial Moments/Treasure Hunt Subcommittee

• Barb Gushrowski (University of North Carolina-Pembroke)
• Dianne Johnson (Wake Forest University School of Medicine)
• June Power (University of North Carolina-Pembroke)
• Marie Spencer (New Hanover County Public Library)
• Georgia Williams (Chowan College)

 

Library History Programming Subcommittee

• James V. Carmichael, Jr. (University of North Carolina at Greensboro)
• Patrick Valentine (Wilson County Public Library)

Centennial Time Capsule Subcommittee

• Eileen McGrath (University of North Carolina at Chapel Hill)

Chair, Centennial Conference History Committee

• Kevin Cherry (East Carolina University)

Chair, Centennial Conference

• John Via (Forsyth County Public Library

President, North Carolina Library Association

• Pauletta Brown Bracy (North Carolina Central University

 

NCLA Project Grants

NCLA Project Grants are funded by the profits from the biennial conferences of the Association. The intent of these grants is to return to the Committees, Sections, and Round Tables some part of the profit which their programs and participation helped create. The funds are also provided to NCLA sub-groups as an encouragement for potential growth and activity.

Project Grants are available for the following activities:

• Biennial Conference Programs
• Off-Year Conferences
• Workshops and Programs
• Publications
• Other Special Projects

Project Grants are available to:

• NCLA Sections
• NCLA Round Tables
• North Carolina Libraries
• NCLA Committees *

* Committees of individual Sections and Round Tables should apply through their Section or Round Table board.

 

Rules and Limits

1. There is no limit to the number of grants a group may apply for. The Finance Committee may, however, consider the number of grants the group has already received when reviewing the grant.
2. Profits made from non-Biennial Conference projects are retained in a Section or Round Table budget. However, profits made by NCLA Committees are returned to the Project Grant Fund.
3. Grants are limited to a maximum of $1,500.00 per Section, Round Table, or NCLA Committee per grant. Groups may apply jointly and combine their maximum amounts (i.e., three sections applying jointly would be eligible for a maximum of $4,500.00 for a single grant).
4.  One application should be submitted per project. In cases of joint application, one group should prepare the grant and list co-sponsors.
5. Grant application must include a time frame for the completion of the project and final expenditure and accounting of funds.
6. Projects must be completed within the proposed time frame or groups must reapply for renewed funding.
7. Capital purchases are not eligible for grant funds.
8. Members of NCLA and other librarians in North Carolina may not apply grant funds to honoraria or travel expenses.
9. Grant recipients must maintain complete and accurate records of all activities connected with the grant and report on all actual expenditures to the NCLA Treasurer. An evaluation of the project will be forwarded to the Chair of the NCLA Finance Committee within 60 days of completion of the project.

 

NORTH CAROLINA LIBRARY ASSOCIATION (NCLA)

RECOMMENDATION FORM

 

NCLA MEMORIAL SCHOLARSHIP, QUERY – LONG SCHOLARSHIP, OR MCLENDON STUDENT LOAN

 

 

__     _____________________________       _     _______________________

               (Name of Applicant)                                               (Address of Applicant)

 

The individual named above has applied for one of the scholarships administered by NCLA for studies in Library Science. This scholarship will be awarded to an individual who has an undergraduate degree, for initial or continued study in Library Science. The major factors considered in making the awards are: academic excellence, leadership and/or commitment to service, evidence of a commitment to a career in librarianship in North Carolina, and financial need.

The applicant above has given your name as a reference. Your acquaintance with this applicant will enable you to assist the NCLA Scholarships Committee in considering his or her qualifications to receive this scholarship.

Give us your opinion of the applicant’s qualifications by answering the question below. 

Please type or print using black ink.

1.  Is the applicant the type of person you would like to have as a librarian in your community, college, or school?        

     Yes___________        No___________

 

2.  How would you rate the applicant’s capacity for becoming a leader or making important contributions to library science:  

     (Check one below.)

        (  )  Superior  (Is likely to make outstanding original contribution to librarianship and/or has the capacity to become a leader in
the field.)

        (  )  Above Average  (Definitely has above average ability and will make important contributions to the field of librarianship and/or be an excellent supervisor.)

        (  )  Average  (Will be a competent librarian without making any original contributions and may be a satisfactory supervisor.)

        (  )              Fair  (Has little imagination, is likely to perform satisfactorily under supervision, but does not have the potential to be a supervisor.)

What do you know of the applicant’s financial need?  

 

 

Indicate any specific traits and competencies that you believe the applicant has to offer the filed of librarianship.

 

  

Please use a separate sheet for any additional evaluation of the applicant’s ability and character.

 

State the capacity in which you have been associated with the applicant.

 

 

Signed:  ______________________________________________________________________       Date_________________

 

Title or Occupation:       ______________________________                              

 

 

Place of Employment:       ____________________________                

 

Address:       _______________________________________                             

                                                                                                                    ________________________________________                

 Submit this form no later than May 30, 2003 to:
NCLA c/o Scholarship Committee              
1811 Capital    Blvd.
Raleigh, NC  27604-2144

 

Registration funds should be forwarded to the NCLA office upon receipt of registration or within 2 weeks of the completion of the event.  Memberships received with registrations must also be forwarded to NCLA within 2 weeks of completion of the event. All membership taken with workshop registration also require a completed membership application. If possible have participant pay membership by a separate check from their workshop registration.  Membership application must be submitted to the NCLA office with payment for their membership to be processed.

NC Libraries Board Editorial Staff

EDITOR Ralph Lee Scott Systems Librarian Academic Library Services Joyner Library East Carolina University Greenville, NC 27858 Tel: (252) 328-0265 Fax: (252) 328-6222 Email: scottr [at] ecu [dot] edu	WIRED TO THE WORLD EDITOR Ralph Lee Scott Joyner Library East Carolina University Greenville, NC 27858 Tel: (252) 328-0265 Fax: (252) 328-6222 Email: scottr [at] ecu [dot] edu	Associate Editor for reference and Technical Services Roundtable Librarian/Curator of Research Collections Old Salem Museums & Gardens Museum of Early Southern Decorative Arts 924 S. Main Street Winston Salem, NC  27101 (336) 721-77372 kschlee [at] oldsalem [dot] org
ASSOCIATE EDITOR  Elizabeth H. Smith Professor Emeritus Joyner Library East Carolina University Greenville, NC 27858 Tel: (252) 752-7350 Fax: (252) 329-0868 Email: smithe [at] ecu [dot] edu	ASSOCIATE EDS. FO ACADEMIC LIBRARIES Page Life Davis Library, CB# 3914 UNC-Chapel Hill Chapel Hill, NC  27514-8890l Tel: (919) 962-0153 Email:  pagelife [at] email [dot] unc [dot] edu	ASSOCIATE ED. FOR SCHOOL LIBRARIES Diane Kester Associate Professor Emeritus East Carolina University 105 Longview Drive Goldsboro, NC 27534 Tel: (919) 394-6272 Email: Kester [at] coe [dot] ecu [dot] edu
ASSOCIATE EDITOR & INDEXER Mike Van Fossen Reference- Documents Davis Library CB# 3912 UNC-Chapel Hill Chapel Hill, NC 27514-8890 Tel: (919) 962-1151 Fax: (919) 962-5537 Email: mike_vanfossen [at] unc [dot] edu	Associate Editor for Literacy Gale Greenlee Greensboro Public Library 219 North Church St. Greensboro, NC   27402 (336) 373-2471	LAYOUT EDITOR Michael Reece Systems Analyst Joyner Library East Carolina University Greenville, NC 27858 Tel:  (252) 328-2897 Fax:  (252) 328-6222 Email: reecem [at] ecu [dot] edu
BOOK REVIEWS EDITOR Nicholas Graham Head of Public Services North Carolina Collection UNC-CH Chapel Hill, 27514-8890 Tel: (919) 962-1172    Fax: (919) 962-4452 Email: ngraham [at] email [dot] unc [dot] edu	Associate Editor for Membership Jennifer Smith Belk Library Elon University Elon, NC  27244 (336)  278-6586 jsmith41 [at] elon [dot] edu	ASSOCIATE ED. FOR WEB PUBLISHING Terry W. Brandsma Information Technology Librarian Jackson Library UNC-Greensboro P.O. Box 26170 Greensboro, NC 27402-6170 Tel:  (336) 256-1218 Fax:  (336) 334-5399 Email:  twbrnads [at] uncg [dot] edu
LAGNIAPPE EDITOR Joseph Thomas Instruction/ReferenceLibrarian Joyner Library East Carolina University Greenville, NC 27858 Tel: (252) 328-2266 Fax: (252) 328-2271 Email: thomasw [at] ecu [dot] edu	ASSOCIATE ED. FOR PUBLIC LIBRARIES Suzanne White Rowan Public Library PO Box 4039 Salisbury, NC  28145 (704) 638-3009   Jane S. McAllister Assistant Reference Librarian Davie County Public Library 371 N. Main Street Mocksville, NC 27028 (336) 751-2023 jane [dot] mcallister [at] coldavis [dot] nc [dot] us	EDITOR EMERITUS Plummer Alston “Al Hones Jr. LSIT, College of Education East Carolina University 1108 Joyner Library Greenville, NC  27858 Tel: (252) 328-6803 Fax: (252) 328-4368 Email: jonesp [at] ecu [dot] edu

 

CHECK ORDERS/GETTING BILLS PAID

There are several methods to pay for bills associated with NCLA, Sections,Round Tables, Committees, etc.

Prepaid by NCLA Member:

(This method is not recommended for large amounts that have sales tax -NCLA is able to request refunds of sales tax if NCLA pays the bill directly to the organization collecting the tax -if an NCLA member pays the bill and is reimbursed by NCLA, then the sales tax becomes an expense and is not reimbursable.)

Go to the NCLA website and download the Check Order Request.

Complete the Check Order Request -make sure you included where the money should come from -i.e. Section!/ Project Grant etc.

Provide all information listed on the check order.

Mail original check order and original receipts to the NCLA for processing. (to speed up payment -you may fax both check order and receipts -but originals must be sent to the office for filing.)

Please note that payment is made through Wachovia Electronic Bill Payment Center.

Processing time can average between

10-15 days depending on NCLA office schedule and the availability of the NCLA Treasurer.

Billing or Invoicing NCLA Office Direct. (This is a preferred method of payment for all items, is possible).

Have organization send bill (hard copy preferred but a fax is acceptable) directly to the NCLA office.

NCLA member authorizing bill should fax or mail a check order to the NCLA office with information pertaining to what the bill is for and which section/roundtable/committee etc. is responsible for the bill. This should be sent as soon as a contract is made -the exact mailing address or amount of bill not required. The check order should indicate a bill will be sent from the organization directly to the NCLA office.

If the organization sends the bill to the authorizing purchaser, then send the original bill and a check order (completed) to the NCLA office for processing.

Charges to NCLA Credit Card: 

(Note -Credit Card information will not be provided to NCLA members directly. This will also require pre-planning as the NCLA office is not open 24-7

Contact the NCLA office with your request to have a vendor/organization contacted to have a bill paid by the NCLA credit card.

A completed check order is required indicating that the credit card is being charged -this can be faxed.

Please allow several days for NCLA office contact -remember NCLA office is only open 25 hours per week.

Special Service Issues:

Printing -NCLA has an account with Kinko's copies -NCLA authorized members can contact the NCLA office for the account number to use for charges -this account provides about a 50% discount -so it is worth your while to use it.

When placing order with Kinko's provide them with the account number and a Purchase Order or Reference note - which should be the Section/Roundtable/Committee name, and Project Grant or other identifying information for making charges.

Staples -Supplies: NCLA also has an account for supplies with Staples. This account can be used for online orders. Contact the NCLA office for information on placing supply orders.

Follow-up on Payments:

If you are waiting on a payment or have received a call from a vendor, please contact the NCLA office via email or fax to check on the processing of payments. Please allow 10-15 days from the time you submit a check order to receive the

Payment before having a follow-up requested. Also, please check with your vendors on checks received from the Payment Processing Center (that is what the envelope says) with NCLA in small letters on the check. All payments are made via Wachovia' s Electronic Bili Payment Service and will not include copies of invoices etc. If you absolutely must have a hand cut check with an invoice attached -please specify this on all check orders and allow up to 4 weeks for processing as this requires mailing of paperwork for approvals and signatures.

ALL PAPERWORK AND CONTACT REGARDING PAYMENTS SHOULD BE HANDLED THROUGH THE NCLA OFFICE TO MAINTAIN PROPER RECORDS OF PAYMENTS AND CONSISTENCY IN PROCESSING.

 

NORTH CAROLINA LIBRARY ASSOCIATION PUBLICATIONS

North Carolina Libraries (NCL) has been published continuously since 1942 as the official publication of the North Carolina Library Association.  It is provided to members of NCLA and is available to non-members on a subscription basis.  Financing is from Association funds supplemented by advertising revenue. Tar Heel Libraries has been provided to members of NCLA since spring 1980 as the result of a relationship with the Division of State Library approved by the NCLA Executive Board. These two publications coordinate efforts to bring news of interest to members of the Association and others. The Tar Heel Libraries mailing list is maintained by NCLA.

North Carolina Libraries Editorial Board

Membership: 

• Editor (appointed by NCIA President each biennium, with concurrence of NCIA Executive Board)
• Associate Editors (two, appointed by the editor)
• Advertising Manager (appointed by the editor)
• Book Review Editor (appointed by the edito
• Indexer (appointed by the editor)
• Research Editor (appointed by the editor)
• Section and Round Table Editors (appointed every biennium by each section or round table)
• State Library Representative (appointed by State Librarian)

Specific Functions:

Editor

• Responsible for all phases of operation and publication.
• Responsible for final selection of material published.
• Reports to NCLA Executive Board on general program for NCL.
• Seeks assistance and suggestions from NCLA Executive Board and the membership as a whole.
• Serves as voting member of NCLA Executive Board.

Associate Editors

• Provide assistance to the editor.
• Serve as guest managing editors for issues as assigned by the editor.
• Assist in jury process for manuscripts submitted for publication.
• Report directly to the editor.

NCL Editorial Board

Advertising Manager

• Solicits advertisements from appropriate sources.
• Maintains appropriate records.
• Provides advertising copy to the editor on timely schedule.
• Reports directly to the editor.

Book Review Editor

• Responsible for selecting books and reviewers for "North Carolina Books" column.
• Compiles reviews and provides copy to the editor on timely schedule.
• Reports directly to the editor.

Indexer

• Indexes NCL on continuous basis.
• Provides final copy of index to the editor prior to publication of final issue of volume.
• Re:ports directly to the editor.

Research Editor

• Responsible for preparation of "Library Research in North Carolina" column.
• Reports directly to the editor.

Section and Round Table Editors

• Represent section or round table on NCL Editorial Board.
• Represent NCL to section or round table.
• Solicit and provide initial review of manuscripts to be published in NCL.
• Review manuscripts as requested by the editor, providing recommendation and review on timely basis.
• Attend NCL Editorial Board meetings regularly.
• Serve as guest editors of issues or special sections of articles as requested by the editor.
  
  

 

NCLA Project Grants Application Instructions

The NCLA Project Grants Fund is administered by the NCLA Finance Committee. All grants will be reviewed by the committee. Please take time to explain your program/project in enough detail that the Committee can make a reasonable evaluation of its merits and its relations to NCLA objectives. Feel free to add any additional information or comments that will help the committee understand your proposal.

Submit: NCLA PROJECT GRANTS APPLICATION (printable form available in PDF) signed by appropriate officials, a Statement (see below), and other relevant forms. Most workshops and programs will need NCLAProject Grants Application Worksheet - Proposed Budget for Workshop or Program (printable form available in PDF), most publications and projects only will need NCLA Project Grants Application Worksheet - Proposed Budget for Publications or Other Non-Workshop Projects (printable form available in PDF). DO NOT FORGET TO INCLUDE THE STATEMENT.

The Statement should cover all the following points

1.  Needs assessment verifying that the proposed project or program is relevant, timely & not-redundant.
2. Project or program's objectives and how/what NCLA Objectives they relate to.
3.  Short description of the project or program.
4.  Intended participants, audience or beneficiaries (e.g., public, educators, professional or support library staff, those experienced or inexperienced in library work, etc.)

 

Appendix I. NCLA Archives Committee Records Retention and Disposition Schedule

Introduction

The North Carolina Library Association Archives Committee is responsible for soliciting records, publications, and memorabilia of NCLA, maintaining a records center for current records, transferring non-current records to the North Carolina State Archives, and destroying records scheduled for disposition. This Records Retention and Disposition Schedule is intended to guide NCLA officers in transferring records to the Archives Committee as well as to provide the committee with instructions on retaining, transferring, or destroying NCLA records. 

The types of materials the Archives Committee solicits include:

• Official minutes of the Association and its sections, round tables, and committees
• All correspondence of all officers and chairpersons
• Financial records, including treasurers' reports
• Membership lists
• Committee appointments
• One copy of each issue of North Carolina Libraries and two copies of other publications, including each issue of newsletters and published reports
• Two copies of printed materials related NCLA, including conference and workshop programs and invitations
• Labeled black and white photographs (preferred over color for better preservation)
• Reports, speeches, and other documents pertinent to the Association's business
• Photocopies (on acid-free paper, if possible) of newspaper clippings
• Any other records, regardless of media, such as videocassettes, audiocassettes, and computer files
  

Transfer of Records

At the close of a biennium, each officer of NCLA transfers all records of the biennium to the officer's successor. The officer also transfers to the Archives Committee the records of the officer's predecessor. Thus, each person currently in office should have records from the current biennium and the preceding biennium. All other records should be transferred to the Archives Committee. Every effort should be made to transfer these records to the Archives Committee within a year of the end of a biennium. (If any officer does not need records generated during the preceding biennium, the committee will accept early transfer of those records.) The Secretary keeps the official record of meetings of the Executive Board, biennial meetings, and any special meetings of the Association. The Secretary is responsible for depositing these official records with the Archives Committee. The Archives Committee maintains current records in a records center located at the State Library of North Carolina. Administrative records, publications files, clippings files, history files, and other files to be retained permanently as indicated by this schedule are transferred to the State Archives after six years. The committee destroys financial records as instructed by this schedule after audit has been completed and resolved. The committee destroys applications records as instructed after four years.

 

Executive Board

1. Executive Board Administrative Records. Records concerning the administration of the NCLA Executive Board. File includes official minutes, agendas, correspondence, section reports, committee reports, treasurers' reports, conference and workshop records, and other related records.

Disposition instructions: Secretary transfers to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

President

1. President Administrative Records. Records concerning the administration of the office of President. File includes correspondence, reports, executive board records, section records, committee records, conference and workshop records, related organizations correspondence and reports, and other related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

Vice President/President-Elect

1. Vice President/President-Elect Administrative Records. Records concerning the administration of the office of Vice President/President-Elect. File includes correspondence, reports, conference and workshop records, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

Secretary

1. Secretary Administrative Records. Records concerning the administration of the office of Secretary. File includes correspondence and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

[Note: For official minutes and other official records, refer to Executive Board records.]

Treasurer

1. Treasurer Administrative Records. Records concerning the administration of the office of Treasurer. File includes correspondence, treasurer's reports, audit reports, budgets, membership lists, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

2. Treasurer Financial Records. Records concerning NCLA fiscal matters. File includes receipts, invoices, bank statements, checking account balance books, honesty bonds, travel records, and other related fiscal records.

Disposition instructions: Transfer to NCLA Archives Committee. Destroy when NCLA audit has been completed and resolved.

Sections, Round Tables, Committees

1. Administrative Records. Records concerning the administration of each NCLA section, round table, or committee. Files include reports, minutes, agendas, correspondence, treasurers' reports, bylaws, conferences and workshops, clippings, membership lists, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

2. Financial Records. Records concerning the fiscal matters of each NCLA section, round table, or committee. Files include receipts, invoices, travel records, bank statements, checking account balance books, and related fiscal records.

Disposition instructions: Transfer to NCLA Archives Committee. Destroy when NCLA audit has been completed and resolved.

3. Publications Records. Publications and printed materials of each NCLA section, round table, or committee. Files include publications, newsletters, conference and workshop programs and materials, exchange lists, subscriptions, manuscripts, and related records.

Disposition instructions: Transfer two copies of each publication and printed material to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

4. Section and Round Table Committee Records. Records concerning standing, special, and ad hoc committees. Files include reports, minutes, agendas, correspondence, conferences and workshops, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

CONFERENCES AND WORKSHOPS

1. Conference and Workshop Records. Records concerning planning and programs of conferences and workshops. File includes correspondence, exhibit records, programs, speeches, photographs, clippings, tapes, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

PUBLICATIONS

1. Publications Records. Records concerning publications produced by NCLA. File includes correspondence, reports, surveys, publications, exchange lists, subscriptions, manuscripts, and related records.

Disposition instructions: Transfer records and one copy of each issue of North Carolina Libraries and two copies of all other publications to NCLA Archives Committee. After six years, Archives Committee transfers correspondence, reports, surveys and publications to State Archives for permanent retention. Destroy exchange lists, subscriptions, and manuscripts when reference value ends.

 

History File

1. History File Records. Records concerning the history of NCLA and its sections, round tables, and committees. File includes scrapbooks, clippings, chronologies, photographs, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

 

Administrative Assistant

1. Administrative Assistant Administrative Records. Records concerning the administration of the office of the Administrative Assistant. File includes correspondence, reports, and related records.

Disposition instructions: Retain in office until reference value ends then transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

2. Administrative Assistant Financial Records. Records concerning fiscal matters of the office of theAdministrative Assistant. File includes travel records, receipts, invoices, and related fiscal records.

Disposition instructions: Transfer to NCLA Archives Committee. Destroy when NCLA audit has been completed and resolved.

 

How To Get a Section/Round Table or Committee Bill Paid

1. Print out the NCLA Check Order form as found on its page at this URL:

www.nclaonline.org/forms/checkorder.html

2. Complete the form, following the example shown below.

3. Attach an invoice or receipt, if existent.

4. Send to NCLA Treasurer:

 

Tina Stepp

212 Newman Dr.

Hendersonville, NC  28792

(828) 697-4725

tstepp [at] henderson [dot] lib [dot] nc [dot] us

 

 

Check Order

 

NORTH CAROLINA LIBRARY ASSOCIATION

                                                                                                                                                             DATE:               ___________________________________

              

Make Check Payable to:               _______________________________________________             

 

 Mail to:   _______________________________________________

                                                       _______________________________________________

                                                            _______________________________________________

                        

 Phone:     _(_____)_________________________

 

Charge to: (Name of section, round table, committee, officer, etc.)

 

_________________________________________________________________________________________

 

___ Check here if this check order is to be paid from a Project Grant.

Itemize and describe expenditure                                                                             Amount

 

__________________________________________                       $           ____________

 

__________________________________________                       $           ____________

 

__________________________________________                        $          ____________

 

Sales tax County to be paid: ________________                $             _____________

                                                                          

 Total      _____________                              

 

Authorized Signature:    ___________________________________________________

                                                                                (Name)                      

                                                            ___________________________________________________

                                                                                                         (Title)

                      

(Do not write in this space – for office use only)

 

Check/reference number:  ___________________________

 Date:  ___________________________

 

(COPY FORM AS NEEDED)

                                                                                                                        Rev 02/04

Appendix J. NCLA Executive Board Directory, 2006 – 2007

NCLA Executive Board Directory, 2006 – 2007

President Dr. Robert Burgin NC Central University 307 Swiss Lake Drive Cary, NC  27513 Phone:  919-462-0134 Fax: 919-380-8074 rburgin [at] mindspring [dot] com	Past President Dr. Pauletta Brown Bracy North Carolina Central University, SLIS PO Box 19586 Durham, NC  27707 Phone: 919-530-6401 Fax: 919-530-6402 pbracy [at] wpo [dot] nccu [dot] edu	Administrative Assistant (ex officio) Kim Parrott North Carolina Library Association 1811 Capital Boulevard Raleigh, NC  27604 Phone: 919-839-6252 Fax: 919-839-6253 nclaonline [at] ibiblio [dot] org
Vice President/President Elect Phil Barton Rowan Public Library P.O. Box 4039 Salisbury, NC  28145 Phone: 704-216-8229 bartonp [at] co [dot] rowan [dot] nc [dot] us	SELA Representative Evelyn Council Charles W. Chesnutt Library Fayetteville State University 3429 Sandystone Circle Fayetteville, NC  28311 Phone: 910-672-1520 ecouncil [at] uncfsu [dot] edu	ALA Council Kevin Cherry 2400 Nelson Hwy Chapel Hill, NC  27517 Phone: (919)636-0078 cherryt [at] mail [dot] ecu [dot] edu
Secretary Paula Hinton* P.O. Box 1148 Buies Creek, NC  27506 Phone: 919-962-1151 pphinton [at] email [dot] unc [dot] edu   Gloria Nelson* Spring Lake Branch Library 483 Saddle Ridge  Road Fayetteville, NC  28311 (910) 497-3650 gnelson [at] cumberland [dot] lib [dot] nc [dot] us	Editor, NCL Ralph Scott Academic Library Services 4016 Joyner Library East Carolina University Greenville, NC  27858 Phone:  (252) 328-0265 Fax: (252) 328-0268 scottr [at] mail [dot] ecu [dot] edu	Directors Frannie Ashburn State Library of North Carolina 4640 Mail Service Center Raleigh, NC  27699 Phone:  (919) 807-7416 FAshburn [at] library [dot] dcr [dot] state [dot] nc [dot] us   Bryna Coonin Joyner Library North Carolina Collection, East Carolina University Greenville, NC  27858 Phone: (252) 328-0431 COONINB [at] MAIL [dot] ECU [dot] EDU
Treasurer Tina Stepp* 212 Newman Drive Hendersonville, NC  28792 Phone: 828-697-4725 tstepp [at] henderson [dot] lib [dot] nc [dot] us	Treasurer Diane Kester* Associate Professor Emeritus East Carolina University 105 Longview Drive Goldsboro, NC 27534 Tel: (919) 394-6272  Email: Kester [at] coe [dot] ecu [dot] edu

 

Section Chairs

 

BLINC Susan Wolf Neilson Cameron Village Regional Library 1930 Clark Ave. Raleigh, NC  27605 Phone: 919-856-6718 susanneilson [at] co [dot] wake [dot] nc [dot] us	GRS 2006 Joyce (Beth) Kaylor Randall Library University of NC at Wilmington 601 S. College Road Wilmington, NC  28403 Phone: 910-962-4232 kaylorj [at] uncw [dot] edu (kaylorj [at] uncw [dot] edu)   2007 Mimi Curelle Public Library of Charlotte & Mecklenburg County 310 N. Tryon St. Charlotte, NC 28202 Phone: 704-336-2725 MCurelee [at] plcmc [dot] org	PLS Lynn Thompson Southern Pines Public Library 170 W. Connecticut Ave., Southern Pines, NC 28387 Phone: 910-692-8235 Thompson [at] sspl [dot] net
CSS Loree Kelly Henderson county Public Library, Flethcer Branch PO Box 999 120 Library Rd. Flethcer, NC 28732 Phone: (828) 687-1218 Fax: (828) 684-9446 lkelly [at] henderson [dot] lib [dot] nc [dot] us	LAMS Mary Sizemore Appalachian Regional Library 215 10th Street North Wilkesboro, NC 28659 Phone: 336-838-2818 msizemore [at] arlibrary [dot] org	RASS Jonathan Farlow Randolph County Public Library 201 Worth St. Asheboro, NC 27203 Phone: (336) 318-6806 Fax: (336) 318-6823 jfarlow [at] randolphlibrary [dot] org
CUS Tommy Nixon Davis LibraryUniversity of North Carolina at Chapel Hill CB# 3922, Chapel Hill, NC 27514 Phone: (919) 962-1151 tommy_nixon [at] unc [dot] edu	NCASL Catherine Edwards-Spratley Cardinal Gibbons High School 1401 Edwards Mills Road Raleigh, NC 27607 Phone: 919-834-1625 ext. 272 cates_cghs [at] yahoo [dot] com	RTSS Elizabeth Cramer Appalachian State University Library Boone, NC 28607 Phone: 828-262-4967 crameree [at] appstate [dot] edu
CJCLS Debbie Luck Randolph Community College Library P.O. Box 1009 Asheboro, NC  27204 Phone: (336) 633-0204 dsluck [at] randolph [dot] edu	NCPLTA Mary Hatcher 1905 E. Lake Shore Drive Wilmington, NC  28401 Phone: 910-762-7259 Fax: 910-798-6312 Mo3477 [at] aol [dot] com

 

Round Table Chairs

 

Literacy Betty Meehan-Black 2302 Wade Hampton Road Hillsborough, NC 27278 Phone: 919-962-1120 bmblack [at] email [dot] unc [dot] edu	REMCo H. Jamane Yeager Belk Library CB 2550 Elon, NC 27244 Phone: 336-278-6576 jyeager [at] elon [dot] edu	TnT Beth Bernhardt Jackson Library University of NC at Greensboro Box 26170 Greensboro, NC 27402 Phone: 336-256-1210 Beth_bernhardt [at] uncg [dot] edu
NMRT Kaye Cook Lewisville Branch Library Lewisville Plaza Shopping Center Lewisville, NC 27023 Phone: 336-945-3786 kayecook11 [at] aol [dot] com	RTSC Deborah Rouse Rowan Public Library 201 W. Fisher St. PO Box 4039 Salisbury, NC 28145 Phone: 704-638-3020 RouseDH [at] co [dot] rowan [dot] nc [dot] us
NCLPA Jackie Cornette Watauga County Library  1085 Old US 421 Sugar Grove, NC 28679 Phone: 828-297-5515 jcornette [at] arlibrary [dot] org	RTSWL Kathy Crowe Jackson Library University of NC at Greensboro Box 26170 Greensboro, NC 27402 Phone: 336-256-0274 kmcrowe [at] uncg [dot] edu

 

Committee Chairs

 

Archives Jean Rick Meredith College Carlyle Library 3800 Hillsborough Street Raleigh, NC  27607-5298 Phone: 919-760-8383 rickj [at] meredith [dot] edu	Financial Vitality Committee Diane Kester 105 Longview Drive Goldsboro, NC 27534 Phone:336-278-6578 kester [at] coe [dot] ecu [dot] edu (kester [at] coe [dot] ecu [dot] edu)	Public Policy Dr. Patrick Valentine Dept of Library Science and Instructional Technology East Carolina University Greenville, NC  27858 Phone:  336-318-6806 Fax:  252-328-4368 VALENTINEP [at] ecu [dot] edu
Conference 2007 Phil Barton Rowan Public Library P O Box 4039 Salisbury, NC 28145 phone: 704-216-8229 bartonp [at] co [dot] rowan [dot] nc [dot] us	Intellectual Freedom John Harer 1108 East Carolina University Greenville, NC  27858 Phone: (252) 328-4389 HARERJ [at] ecu [dot] edu	Publication and Marketing Suzanne White Rowan Public Library PO Box 4039 Salisbury, NC  28145-4039 Phone: 704-638-3003 Fax: 704-638-3013 whites [at] co [dot] rowan [dot] nc [dot] us
Constitution, Codes, & Handbook Bobby Wynn Charles W. Chesnutt Library Fayetteville State University 1200 Murchison Road Fayetteville, NC  28301 Phone: 910-672-1232 bwynn [at] uncfsu [dot] edu	Leadership Institute Barbara Beebe 657 Edgehill Road Fayetteville, NC  28314 bbeebe [at] email [dot] unc [dot] edu	Scholarships Harry Cooke Gaston College 2425 31st St. Dr. NE Hickory, NC 28601 Phone: 704-922-6355 cooke [dot] harry [at] gaston [dot] cc [dot] nc [dot] us
Continuing Education Sherwin Rice Bladen Community College PO Box 266 Dublin, NC  28332 Phone: 910-879-5641 srice [at] bladen [dot] cc [dot] nc [dot] us	Membership Caroline Walters 1110 W. Murray Ave. Durham, NC 27704 Phone: 919-220-3197 home Phone: 919-807-7360 work carolinejwalters [at] netzero [dot] com (carolinejwalters [at] netzero [dot] com)	Web Site Bao-Chu Chang NCSU Libraries Campus Box 7111 Raleigh, NC 27695-7111 Phone: 919-515-2669 Fax: 919-515-7292 bao-chu_chang [at] ncsu [dot] edu
Endowment David Goble 3217 Selwyn Farms Lane Charlotte, NC 28209 phone: 704-330-6441 Fax: 704-330-6887 David [dot] Goble [at] cpcc [dot] edu	Nominating Dr. Pauletta Brown Bracy North Carolina Central University School of library and Information Sciences PO Box 19586 Durham, NC 27707 Phone: 919-856-6726 Fax:  919-530-6402 pbracy [at] nccu [dot] edu
Finance Wanda Brown Z. Smith Reynolds Library Wake Forest University Box 7777 Reynolds Station, Phone:  336-758-5094 Winston-Salem, NC brownw [at] wfu [dot] edu	Operations Dale Cousins Wake County Public Library Cameron Village Regional Library 1930 Clark Ave. Raleigh, NC 27605 Phone: 919-856-6726 Fax: 919-856-6722 gcosousins [at] co [dot] wake [dot] nc [dot] us

Appendix K. NCLA Electronic Discussion Group

NCLA members have access to a listserv (NCLA-L) that keeps them informed of upcoming events, issues of importance to the profession, and news about the association. 

The listserv is restricted to NCLA members.

To opt out of the listserv, email nclaonline [at] ibibilo [dot] org.

To post a message to the listserv, address it to:

               nclalistserv [at] gmail [dot] com 

Please allow time for moderation.

Finally, don't forget this Website's forums at http://www.nclaonline.org/forum.

(Updated Jan 27, 2011 by Robert Burgin)

Appendix L. North Carolina Challenged Work

Title: 

_____________________________________________________________________

Author/Performer:

__________________________________________________________
(last, first name)

Copyright/Issue Date:

_______________________________________________________________

Publisher/Producer:

_________________________________________________________________

 

Type of Work

Print:  ___Book  ___Textbk  ___Mag.  ___Newsppr.  ___Pamph.  ___Play  ___Student Publ.

Non-Print:  ___Artwork  ___Film  ___Photo  ___Sound Recording  ___Video  ___CD-ROM

Other:  ___Collection  ___Exhibit  ___Performance  __Speech  __On-Line Resource ___Other

Grounds for Challenge:  (check all applicable)

Cultural:  ___Anti-Ethnic  ___Insensitivity  ___Racism  __Sexism  ___”Inaccurate”  ___Other:

 (explain) ____________________________________________________________________________

Sexual: ___Homosexuality  ___Nudity  ___Sex Education  ___Sexuality Explict

Values:  ___Anti-Family  ___Offensive Language  ___Political Viewpoint  ___Religious viewpoint

___Unsuited to Age Group

Social Issues:  ___Abortion  __Drugs  __Occult/Satanism  ___Suicide  ___Violence

Initiator of Challenge: _______________________________________________________________

Organization supporting challenge:___________________________________________________

Contact person for institution being challenged: (name, address, phone, fax, e-mail)

_____________________________________________________________________Type of Institution/library being challenged:___________________________________________

Status of material: ___Unknown  ___Material Retained ____Material Removed  ___Material Stolen/Defaced 

Send to:  Intellectual Freedom Committee, NCLA, 1811 Capital Blvd., Raleigh, NC  27604-2144.

Appendix M. Conference Handbook

A. Biennial Conference Purpose

The biennial conference of the North Carolina Library Association furthers the purpose of the Association, which are to promote libraries, library and information services, and librarianship, and to champion intellectual freedom and literacy programs. It provides a forum for discussing library-related issues and opportunities for professional growth. The conference supports both formal and informal networks of libraries and librarians and helps the profession identify and resolve special concerns of minorities and women in the profession.

In addition, the biennial conference provides revenue for the Association.  Distribution of conference revenue is determined by the Executive Board upon recommendations from the Finance Committee.  The biennial conference provides opportunities for continuing education.  Programs and exhibits provide information about new concepts, new services, and new products.  Library personnel in the state have opportunities to make presentations in their areas of expertise.

The biennial conference provides opportunities for networking.  Whether participants are gathering around a snack area, waiting to talk to an exhibitor or for a meeting to start, or attending a meal function, they will meet and talk with others whom they will find interesting and helpful.

The biennial conference provides opportunities for promotion of the profession through publicity, outreach and community interest.

Pre-Conferences

Pre-conferences offer opportunities for constituent and related external organizations to present topics of interest to the profession in more intensive, in-depth session than are offered during the conference.

Pre-conference activities are coordinated by the Conference Committee and pre-conference bills are paid by the conference treasurer. Profits from pre-conferences are divided as follows:

NCLA sections, committee and round tables: 25% (conference)

75% (sponsoring group)

non NCLA affiliated groups: 50% (conference)

50% (sponsoring group)

B. Conference Committee

Successful conference planning requires creativity, professionalism, thoroughness and organization, foresight, patience, and a sense of humor.  It is a rewarding challenge.

The Conference Committee has responsibility for the biennial conference and should be representative of the Association Membership of the committee should reflect the diversity of the membership in terms of types of libraries represented, employment categories, regions of the State, ethnic background, and gender of members.

The Chair of the Conference Committee, the NCLA Vice-President/President Elect, is responsible for choosing and organizing a group to plan and oversee the conference. S/he is also responsible for monitoring the work of the Conference Committee and its subcommittees while working closely with chairs of sections, round tables and committees of NCLA.

Elements of the organizational structure may include, but are not limited to, site selection, program planning, exhibits, registration, publicity, finance, placement center, hospitality, local information, tours, etc.

The Chair of the Conference Committee reports to the NCLA Executive Board on a quarterly basis. The Executive Board is responsible for approving site for future conferences and all registration rates and fees, including exhibitor fees.  The status of the conference plans and conference finances should be a part of each report by the Chair to the Executive Board.

C. Site Selection

In selecting a site for the NCLA Biennial Conferences, historically the Association looks first at the three things identified by ALA’s Chapters in a 1988 survey: meeting facilities, location and cost. To elaborate, we have to determine:

1. Are the conference facilities contained in one easily accessible area? Do the meeting rooms meet our needs, including number and size? Is exhibit space adequate and easily accessible? Are all of the above inviting to attendees? Are all facilities fully ADA accessible?
2.  Is the location centrally located and accessible by car to all members? Many members choose to drive to the conference for one day only. It has been forty years since NCLA met outside the Triad, the Research Triangle area or Charlotte. Will the location afford attendees safety?
3.  Can the participants afford to attend; and will NCLA make money? The two are interrelated. Cost of meeting facilities is critical. Will the local convention bureau arrange a beneficial financial package? Are caterers reasonable and competent? Are hotel rates reasonable, will NCLA benefit from the hotel package, and will attendees stay at conference hotels? A number of attendees appreciate the option of a less expensive conference hotel.

These three major criteria will play the largest part in site selection, but in addition, the Association needs to consider, in general order of importance:

• Historically, how easy has the local convention & visitors bureau been to work with (meaning do they ambush us with hidden costs, do they solve unforeseen needs for help and information and are all of our people treated pleasantly?) Are they flexible?
• How much hotel space is available within easy walking distance of the conference? Attendees prefer not to drive in and park daily, and shuttle buses have not been traditionally used.
• Are dates available which meet the Association’s needs? In recent time the Biennial Conference has been held during October or early November of odd calendar years.  Conferences begin on Wednesday morning and finish Friday afternoon, but allowances must be made for set-up and pre-conferences on Tuesday. Historically, how supportive have the local libraries been? Their cooperation is general is helpful and parties or socials sponsored by local libraries have often made past conferences more appealing.
• Does the location offer restaurants, shopping, cultural and historical sites, libraries et. al., that attendees would care to visit?
• Have we been equitable in locating conferences in various parts of the state? (People should not feel slighted in any instance due to the importance of the other factors listed above.)
• Can overall costs be reduced by negotiating for more than one conference, either in conjunction with NCASL or for biennial conferences?

The Site Selection Committee for the Executive Board is appointed by the President-Elect. The committee should use as many of the above criteria as possible in preparing a list of possible sites, assigning weight to the most important while realizing that no site can meet every need.

The Site Selection Committee should begin negotiations as early as possible and offer the Executive Board a number of options early enough that they may make an informed decision without being rushed.  It is also incumbent upon the site selection committee to be aware of the recent financial health of both the conference and the association in order to pursue options best suited to the association’s financial needs.

D. Exhibits

Exhibits are an important component of each NCLA Conference. The inclusion of exhibits provides an opportunity for librarians, vendors and company representatives to meet and exchange information and concerns. In view of the increasing use of telephone contacts, these face-to-face meetings become even more important. Exhibits offer librarians a chance to examine and to evaluate new titles, products and services. In addition the fees charged to exhibit booths are a significant part of the Conference income.

The Exhibits Committee should make every effort to compile and maintain a mailing list, which includes companies whose products and services will appeal to all types of libraries and librarians. Exhibitors should include both established and emerging companies.

The selection of a decorator may, to some extent, be determined by the Conference location. Some sites will have their own decorating staff; at other sites, it will be necessary to contract with an outside decorator or exhibit service. It is important to identify a decorator who can be flexible and who will be on-site throughout the Conference. [Nothing ever goes as planned.] The decorator or the Conference site staff should be prepared to handle pre-Conference shipment and to assist with shipping when exhibits close.

Booth layout will be planned by the decorator and may be influenced by the exhibit facility’s structural features. Booths should be one standard size but should allow for doubling or tripling

Booth assignments are made by the Exhibits chair as the reservation payment is received. Companies who respond early are usually assigned the choice locations. Traditionally, the Exhibits Committee has tried to avoid placing competitors in near-by booths.

The exhibit hall layout and a list of exhibitors should be included in the Conference materials. Each booth should include signs with the company name and the booth number. Booth numbers are crucial and should probably be a separate sign since some exhibitors will use their own company banners. The layout, an exhibitor list, and booth signs make it possible to find companies with a minimum of confusion and inconvenience. All representatives should have standard Conference name tags provided by the Registration committee.

Because many companies will be using expensive equipment, security and equipment are important concerns – both for the exhibitors and the Association. The exhibit hall should be secure (guarded, if necessary) 24 hours a day and either the Conference facility or the Association should have adequate insurance coverage in effect.

The primary concern in planning exhibits should be bringing librarians and vendors together. Unfortunately, the scheduling of the Conference programs rarely allows free time to visit the exhibits. Therefore, plans should be made which will encourage visits to the exhibit hall. Extended hours on the first day of exhibits provide a good opportunity to browse when there are no other scheduled programs or meetings. Serving early morning coffee or afternoon soft drinks in the exhibit hall is another way to encourage people to attend the exhibits.

Exhibit passes should be available for people who are not registered for the Conference. Allowing the public to attend exhibits provides an excellent opportunity for out-reach and publicity.

E.   Finances/Conference Treasurer

The conference treasurer has two major responsibilities with respect to the biennial conference: budgeting and general accounting.

The budget process is a function based on historical information from past conferences, which provides a plan of spending for each area of conference responsibility. It is a basic financial blue print from which local arrangements, the placement center, exhibits, etc., are able to plan their specific areas of the conference with the amount of dollars available.

The purpose of the general accounting function is to inform the various planning participants about their progress relating to the initial budget and to inform the Board of NCLA, through the NCLA treasurer, whether the conference is projected and/or has been a financial success. General accounting functions should be conducted according to general accounting principles.

A further purpose of general accounting is to keep the NCLA treasure informed regarding revenues and expenditure for purposes of reporting this information within the organization’s tax return and financial statements, which are audited.

F. Program

The Program Committee for the NCLA Biennial Conference is responsible for planning the three General Sessions as well as working with the NCLA Biennial Conference program planners designated by the various NCLA committees, round tables and sections. The Chair of the Program Committee is a member of the Executive Board of the Conference Committee

Programs are planned with the needs of the NCLA membership foremost, but also to attract non-NCLA affiliated groups with an educational focus.

The Program Chair must make all contacts with the program planners of all NCLA committees, round tables and sections. A list of these is located in the NCLA Handbook

Non-NCLA affiliated groups which have been included in the past are the North Carolina Writers’ Network and the Friends of the North Carolina Public Libraries. The Program Chair should include other groups as identified. Increasingly, there has been a demand for meeting rooms and time slots for users’ groups of major bibliographic utilities and integrative automated library systems, many of who may not be NCLA members. The Program Chair should work with the Registration and Conference Committees to determine registration fees or waivers for these non-NCLA affiliated groups and individuals.

The Program Subcommittee is appointed by the Chair of the Conference Committee.  Membership of the Program Subcommittee is representative of the NCLA membership at large and as such should include academic, public, and school librarians as well as library educators. The Program Subcommittee selects the speakers for and determines the format of the three General Sessions subject to overall approval of the Conference Committee.  As much as possible, the Program Subcommittee will select speakers who an address some aspect of the Conference theme.

The Chair of the Program Committee works in especially close contact with the Chairs of the following committees: Publicity, Registration, and Local Arrangements. As soon as the Chair of the Program Committee determines the formats and times of the General Sessions and receives plans from the program planners of the various NCLA committees, round tables and sections, this information is passed on to the Chairs of the aforementioned committees.

Program planners for the various NCLA committees, round tables, and sections look to the Chair of the Program committee for leadership in terms of general ideas and suggestions for speakers, size and arrangement of meeting rooms, food and refreshments and time slots and length of time for sessions. The Chair of the Program committee facilitates the planning of jointly sponsored sessions and encourages informal as well as formal sessions. Although not responsible for making hotel reservations for speakers other than the General Session speakers; the Chair of the Program Committee should remind individual program planners to make hotel reservations for speakers for their programs. Based on the anticipated audience and estimated attendance, program planners communicate to the Chair of the Program Committee specific instructions regarding the room setup arrangement desired and audiovisual and electrical setup required. Table talks are defined as informal sessions, which may be repeated, and are designed for discussing various issues of interest among no more than 15 people. Audiovisual and electrical setups have not traditionally been provided for table talks because of the expense involved and the fact that, since large areas are often sectioned off to accommodate multiple table talks, noise can be a distraction when audiovisuals are used.

A General Session is planned for every day of the Conference, which traditionally has been held from Wednesday through Friday, with pre-conference events and early registration occurring on the preceding Tuesday. One of the three General Sessions is designated the Ogilvie Lecture in honor of Phillip Ogilvie, former NC State Librarian. The Ogilvie Lecture addresses the professional issues in librarianship. The third General Session, sometimes occurring in conjunction with the NCLA Conference Luncheon held on the final day of the Conference, is usually recreational rather than instructive. The formats of the General Sessions may vary according to the content of the information to be shared, including, but not limited to lectures, panels, skits, musical performances and slide shows.

Speakers who are librarians and educators usually require the reimbursement of travel and lodging expense. In cases where there is no set speaker’s fee, a modest honorarium of $300 - $500 is appropriate, particularly for non-NCLA members. The Program Chair will make every attempt to accommodate schedules of speakers for both the General Sessions and the individual programs.  Although speakers for the General Sessions may also be obtained through contact with various speakers’ bureaus, prices for non-librarian speakers range from $3,000-$10,000 plus reimbursement of travel and lodging expenses.

Serving as the advocate for financial support NCLA Conference program planners, the Chair of the Conference Program Committee is a member of the NCLA Finance Committee during the year proceeding the Biennial Conference and as such attends regularly scheduled and called meetings of NCLA Finance Committee. The Chair of the Conference Program Committee serves as liaison from the Executive Board and in this capacity gives updates on funding decisions regarding Conferences programming.

G. Conference Registration

The purpose of conference registration is to handle pre-registration and registration of delegates to the conference. The focus of the committee should be on the provision of effective ad professional customer service with a consideration of the best use of volunteer professionals’ time and cost effectiveness.

Responsibilities of the conference registration committee are:

• To provide a clear format by which conference attendees may pre-register for pre-conferences, conference and special events or register on site at the conference.
• To expedite the pre-conference registration, conference pre-registration, and conference registration processes which include the production of name tags, tickets for special effects and receipts to make the best use of volunteer professionals’ time and meet deadlines for completion. In 1991, a computer program was written specifically to process NCLA conference pre-registration and registration data and to print nametags, tickets, financial reports and other reports.  Before use each biennium, the program must be updated to reflect new registration information, meal functions, and costs. Decisions to otherwise update the software to make the program generate additional information should include the consideration of the cost to location and mobility of the computer system on which the pre-registration/registration program is loaded so that members of the pre-registration committee can give maximum assistance to the chair in the entry of pre-registration data and so that work can be done on the program at the conference after registration desk hours.
• To develop procedures, establish a convenient location and hours of operation, and provide adequate volunteer staff to distribute pre-registration materials and register delegates on site at the conference. Volunteers who are recruited from various kinds of libraries are more likely to sign up to work needed days and times at the registration desk. Before the conference a decision must be made whether or not to have a single or multi-station network to register patrons on site. One must consider the level of customer service desired (e.g. relative amount of time when a number of people are registering at the same time) versus the cost of renting and programming a multi-station network when making this decision.
• To provide a mechanism for the collection of outstanding monies and/or provide refunds at the time the delegate requests registration materials from the registration desk. During the 1991 and 1993 biennial conferences, the conference treasurer sat at the registration desk to handle the collection or refund of monies.
• To provide verification of NCLA membership and/or the opportunity to conveniently join NCLA at the conference. The NCLA administrative assistant has been traditionally stationed at or near the registration desk to answer questions regarding membership and registration fees and to recruit new or renewing members.
• To provide accurate and detailed financial accounting of money transactions o the conference treasurer.(Generated by the aforementioned computer program in 1991 and 1993.)
• To provide an accurate and detailed account of the number of delegate who pre-registered or registered by type (member, non-member, library school student, vendor guest, speaker) and by day to the Conference Chairperson.(Generated by the aforementioned computer program in 1991 and 1993.)
• To provide an account of the number of delegates registered for special meal functions to the Conference Chairperson and the Local Arrangements Committee.(Generated by the aforementioned computer program in 1991 and 1993.)

All registration rates and fees are approved by the NCLA Executive Board. The Chair of the Conference Committee establishes policy regarding which speakers, guests, etc. do not pay fees to attend the conference.

The Registration Chairperson works with the Publications Chairperson to design an appropriate pre-registration form and name tag to enhance the theme of the conference. The Registration Chairperson interacts with the Program Committee Chair to identify special events to be placed on the pre-registration form and with the Local Arrangements Committee Chair to arrange adequate and convenient registration facilities at the conference.

H. Local Arrangements

The planning done by the Local Arrangements Committee will be essential for a successful conference. Therefore, it is imperative that good lines of communication be established among the committee chair, sections and round tables.

The Local Arrangements Committee has responsibility for making all arrangements pertinent to the selected site. The Local Arrangements Committee has responsibility to make room and space assignments, to make provisions for audiovisual equipment, to investigate all conference liabilities, to arrange all meal functions, to make decorative decisions, to provide hospitality, to arrange tours, to make room assignments for speakers, to arrange transportation for speakers, to handle any special needs as stated by the ADA, and to provide requested entertainment. It is also necessary that all deadlines be strictly adhered to.

The Chair of the Local Arrangements Committee is responsible for choosing and organizing a group to oversee the various responsibilities for local arrangements. The Chair of the Local Arrangements Committee should be a local person. The Chair of the Local Arrangements Committee will work closely with all other committee chairs.

The Chair of the Local Arrangements Committee reports to the Chair of the Conference Committee

Listed below are the specific responsibilities of the Local Arrangement Committee:

• All arrangements for flowers should be made through this committee. All meal functions should be handled by this committee.
• Reasonable deadlines for guest speaker room arrangements should be handled by this committee.
• All room assignments for sessions, table talks, etc. will be handled by this committe
• This committee should investigate all conference liabilities.
• All arrangements for special entertainment should be made through this committee.
• The conference will provide traditional equipment; specialized equipment such as modems, video projectors, etc. will be provided but at the rental expense charged back to the section.
• Special needs request such as signing for sessions; food allergies, etc. will be handled to the extent which is possible.
• General session equipment will be provided by the conference.
• Equipment will be rented from local companies. School may no longer be able to provide equipment.
• During the conference, walkie-talkies should be provided for some members of this committee.
• Hotel and motel room assignments should be handled by the local housing authority.
• It is our policy to provide specialized services (babysitting charged back to the recipient of the service; specialized transportation) in as much as possible.
• This committee should develop a checklist of all costs of room setup.
• One month prior to the conference, this committee should send to each session chairperson a confirmation of what is expected in the way of equipment, room size, etc. for the session presentation. The chairperson should respond to make any corrections.
• This committee should look into the possibility of a communications center (internet) with a charge to the users.
• This committee should have a preliminary budget in hand and adhere to it.This committee should provide services of traffic control in the exhibits area on the opening and closing days of the conference, the security for the exhibit area, and safety and security for the conference participants.

 

I. Publicity/Publications Committee

The most obvious and immediate purpose of the Publicity Committee is to promote the conference and convey all of the details so that NCLA members and supporters will choose to register for the conference. However, as with any publicity effort, there must also be an awareness that we are promoting and building a certain image of the organization. In that sense the impact of the conference publicity is subtle and cannot be measured merely by the conference registration statistics.

The single most significant issue for this committee is the determination of the conference theme. The president, in conjunction with the conference committee, will develop a theme for the conference.

The publicity must express and interpret the theme. Consequently, the Publicity Committee cannot really begin its work until the theme is selected. Thus, it is very important that the theme be chosen several months in advance of publicity target dates, so that the committee and graphic artists have plenty of time to develop a logo, advertising and other promotional materials.

In 1993, after we selected the theme, we held a logo contest to get the best artistic interpretation of the theme.

The publicity needs to stress the significance of the biennial conference to the members. It must also make them think that it will be fun. The challenge is creating a conference image that both implies continuing education and late night parties with wine and cheese.

Since the conference publications are the final repository for all the conference information, the Publicity Committee works very closely with all of the other committees.

When choosing committee members, it is wise to look for the following skills and talents:  marketing instincts, graphic skills, attentiveness to details and deadlines, understanding of the complexities of the NCLA organization, bookkeeping (for the conference store), understanding of printing techniques. Obviously, no one person possesses all of these, but the committee needs to have a variety of members.  It would be preferable that the committee chair have secretarial support, a fax machine, modem, software that is compatible with the other committee chair and compatible with the graphic designer and printer.

The basic tasks of the committee are:

• Pre-conference Publicity This includes announcements in professional journals, announcements to exhibitors and use of e-mail/listservs.
• Pre-registration Packet The goal of the packet are (1) To promote the conference by providing information about the programs, speakers, workshops, meetings, exhibitors, etc. (2) To provide details about registration.
• In 1993, the committee chose to compile all of the program information into a booklet, rather than sending out a stack of flyers produced by the various committees, sections and round tables. The booklet looked more professional and it was easier to use. The trade-off was that individual sponsors did not have the opportunity to design their own publicity, unless they mail an additional piece out.(In 1993 many committees did choose to mail out something and it was felt that these extra mailings helped to boost enthusiasm for the conference.)
• The other important piece in the pre-registration packet is the information about registration and lodging. The major challenge is to make the information clear so that people will quickly send in their registration form.
• One other key element in this packet is the information conference participants will need to find their way to the conference site, find their hotels, parking, etc. Whether they pre-register or not, they do not receive any other mailings, so this packet contains everything they might need to register for the conference.
• Conference Program   This piece expresses the theme, describes every single conference activity, provide information about time and place of all activities.   It also serves s a history of the biennium as well as a general promotional piece for the organization and for the exhibitors.   Since it functions as a guidebook and calendar for nearly two thousand people for four days it must be a convenient format.   For this reason, in 1993 we chose to pare it down to the most essential information, so that it would not be bulky or confusing.

Other responsibilities of the committee are:

• Dealing with the media prior to and at the conference. Unfortunately, this is usually shortchanged because of all of the other responsibilities.
• Conference Store: This involves ordering merchandise, keeping up with inventory and bookkeeping, setting up and staffing the booth at the store. In 1993, we ordered several things with NCLA logos, but we chose not to buy anything that could not be sold at future conferences.
• Signs at the Conference: These are the signs that are posted outside of meeting rooms and banners for the general sessions. Also, the committee is responsible for signs in the exhibit hall. In 1993, we chose to create signs for the meeting rooms that listed all of the events that would take place in that room on each day, rather than individual signs regarding each program. This saved printing money and it avoided the hassle of having to post signs for every conference session.
• Name tags: This is handled by the Registration Committee and Publicity Committee. Since the registration software allows us to design and generate the nametags, the main responsibility of the Publicity Committee is to order appropriate supplies.

 

J. Conference Placement Center

Purpose:

The North Carolina Library Association provides placement facilities at its Biennial Conference. These facilities are intended to provide an opportunity for conferees to review information about job openings, make applications to these openings, and interview for employment to representatives. In addition, it allows employers who are seeking individuals for employment to review resumes from individuals who are seeking employment, and to interview those who meet the requirements for the job. Facilities are made available at no cost to the users.

The Chair of the Placement Center is responsible for choosing members to work with plans and to staff the Center during the conference. Representation should include academic, public, school, special libraries, and library school students. Contact is made with other chairs of the Conference and Association Committees.

Employers:

1. Employers should make every effort to list positions ten days before the conference. Announcements are accepted at the conference.
2. Employers should interview individuals for only those positions which actually exist and are listed with the placement center. If an employer is recruiting for a position which is not yet authorized and/or funded, notice to this effect should be given on the job order and during the interview.
3. Interviews should be conducted in private and without interruptions.
4. Employers should check the message center frequently and acknowledge all messages.
5. Employers who are not interviewing should state on the job order where resumes may be sent.

Applicants:

1. Applicants should provide as complete a resume as possible.
2. Applicants should not interview for positions unless they have a resume on file with the placement center.
3.  Applicants should be prepared to provide an employer with copies of resume and names and addresses of references.
4. Applicants should check the message center frequently and acknowledge all messages.
5. Applicants should make every effort to submit resumes prior to the deadline. Resumes are accepted at the conference.

Web site

The conference Web site is at: http://www.nclaonline.org/conference/

Policy on Releasing Conference Attendee List

There will be a check box on both membership form and conference registration to indicate release ore non-release of contact information.

Two lists will be sent out free to corporate vendors who register as exhibitors for conference and request a list.  These two lists will be of the attendees before and after conference.

There will be a charge for non-registered vendors for lists in excess of two at the discretion of the Executive Board.