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 chair, suggest other committee members, and outline duties of all committees.
  • To inform chair 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.
  • 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.

Regional Directors

Election and Term of Office:

Elected by ballot for two bienniums.

Duties:

  • To serve as members of the Executive Committee.
  • To serve as liaison between the Executive Board and their region of the state
  • To server as members of the Membership 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 Executive 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. Beginning in 2009 the administrative assistant position moved to a full-time position (35 to 40 hours per week) and in 2015 the title and position description changed to Executive Assistant. 

Functions of the Office

  • Ensuring that the NCLA office is running efficiently
  • Sending membership renewal notices year round
  • Collecting, crediting, recording and depositing checks that are received the NCLA office
  • Entering financial data into NCLA accounting system (Quickbooks)
  • Maintaining a computer database of memberships and events
  • Providing reports as needed
  • Setting up online registration for events
  • Assisting with planning NCLA events (Workshops, Conference, Legislative Day, Leadership Institute)
  • Handling membership inquiries and complaints
  • Attending NCLA biennial conferences
  • Assisting with mailing list and mailing services for the conference, events and where needed
  • Notifying the executive board, committee chairs, and guests of board meetings
  • Preparing board agendas, membership reports and other material for the board meetings
  • Attending quarterly board meetings, event planning meetings, and offsite events
  • Coordinating bulk mail services and printing for the Association
  • Making available NCLA brochures, stationery, envelopes, and forms
  • Assisting the President, Vice-President and board members with correspondence
  • Receiving, depositing and accounting for all income, in accordance with NCLA Financial Procedures
  • Assist with providing material for Accounting vendor and audits
  • Receiving and reviewing check orders and forwarding them to the treasurer for payment.
  • Other duties as approved by the President, Vice-President and Operations Chair
  • Assisting with and serving on the site selection committees for conferences and other events
  • Negotiating various NCLA contracts as needed
  • Making travel arrangements
  • Managing the NCLA Listserv

Replacing an officer

Per Article VI, Section 4 of the constitution, the Executive Board has the power 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.” The bylaws offer further guidance for specific offices:

President/Vice-President: Per Article II, Section 2 of the bylaws:

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.

Treasurer/Treasurer-elect: Per Article II, Section 5 of the bylaws:

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.

Regional Directors: Per Article II, Section 6 of the bylaws:

In case of a vacancy, the Executive Board shall appoint a Director to serve until the next regular election is held.

 

Should the immediate Past President be unable to serve, the Executive Board should select a candidate from the pool of past presidents.