2013-2014 Program Year

Board & Committee Leadership Orientation

Welcome & Introductions

Name Board position Organization and title

FLA’s Mission

• Educational programs

• Advocacy for library employees

• Relationships with other, related professional organizations

• Opportunities for networking and skill advancement

• Information industry relationships

• Legislative advocacy

• Support for intellectual freedom and privacy rights

President Gladys Roberts’ Theme

for 2013 -14

FLA Org Chart - Staff

FLA Org Chart - Committees

Executive Board Meetings 2013 -14

2013May 3, 1:45 – 4 PM at conference, OrlandoJuly 12, 2 – 4 PM (online) August 30 – Face to Face, Location TBDNovember 8, 2–4 PM (online)

2014January 10, 2-4 PM (online)April 4, 2–4 PM (online) May 9, 1:45 – 4 PM at conference, Orlando

Executive Board MembersVoting Non-Voting

President Chair, Planning Committee

V.P./President-Elect State Librarian

Past President FSU Representative

Secretary USF Representative

Treasurer Parliamentarian

Regional Directors (6)

Board Fellow (optional)

ALA Councilor Board Intern (optional)

Board Responsibilities

Govern the AssociationSet policy and ensure effective planningSelect, support and evaluate the Executive

DirectorMonitor and strengthen programs and

servicesProtect assets and provide proper financial

oversightEnsure legal and ethical integrityEnhance the organization's public standing

Board Responsibilities - Individuals

Participate actively in the meetings and in all work of the Board

Support the work of FLA with your presence, contributions and advocacy

Be knowledgeable about FLA and its workRepresent FLA in your region (especially

Directors)Participate in Speaker’s ForumAvoid conflict of interest (sign and return

Form 12)

FLA Office

Established June 1, 20082-room suite (400 sq. ft.) on first

floorLake City, FL

Staff ResponsibilitiesTake care of FLA business

FinancialMembershipContracts

Journal EditorWebmasterLobbyistConference coordination &

management

Executive Director Role

Switch – channel data to destinationConduit to Executive BoardStaff to Executive Board Ex Officio member of all committeesInterpret policyManage contractsManage financesand ….

Executive Director Role(cont’d.)

Assist with special eventsAssure legal requirements met to

protect FLA from legal threats Respond to inquiries from members

and the publicLobbyist at Florida government –

Legislative and Executive branches

Committees and Member Groups

COMMITTEES – Carry out the work of the Association as identified in FLA Manual and Strategic Plan

MEMBER GROUPS – Provide focus for members sharing a common interest

Roles of Committee ChairsCarry out responsibilities of your

committee as identified in FLA Manual and Strategic Plan

Maintain minutes of meetings, including names and action items

Request funds to carry out activitiesManage budgeted funds carefullySend reports to ED and liaison for

presentation at each Board Meeting

Roles of Committee Chairs (cont.)

Send committee news to FLA list and Florida Libraries

Submit copies of Minutes and official correspondence to Executive Director, President and Archivist

Submit annual report using FLA standard formCommunicate early and oftenUse your liaison to keep Board informedCopy all interested parties on emails

FLA Communication Resources

Website www.flalib.org General email list fla@lists.fsu.edu

and member group email lists Membership software to identify

member groups Blogs: FLA, News Media, Friends FaceBook LinkedIn Twitter @TweetFLAlibrary

Other FLA Communications

Florida LibrariesEditor, Maria Gebhardt

Web site www.flalib.orgLongleaf Web Services, Rick Davies(contact Executive Director regarding web

site changes)

Both are good places to publicize your committee’s activities and events!

Communication Options for Committees

Face-to-facePhone options

Your institutionFreeconference.com

Online optionsYour institutionYour MLCFLA’s GoToMeeting subscription

Tip: Consider setting schedule for the year so people can plan ahead and block off dates.

Other FLA PublicationsFLA ManualFLA formsFlorida Public Library StandardsIntellectual Freedom ManualFLA’s Strategic Plan

All are on the FLA website!

FLA Manual (on Web)

Section 1: Articles of Incorporation Section 2: Bylaws Section 3: Governance and Committees Section 4: Member Groups Section 5: Operating Policies and Procedures Section 6: Proclamations

Forms (on Web)

Form 1 Member Group Annual ReportForm 2 Committee Annual ReportForm 3 Application for Committee M’shipForm 5 Committee Budget RequestForm 10 Request for

Payment/ReimbursementForm 12 Conflict of Interest StatementForm 13 Petition to Establish a Member

GroupForm 14 Candidate Ballot InformationForm 15 Petition to Nominate a Member

for Executive Board Office

Forms (on web)

Form 16 Executive Board Leadership Intern or Fellow NominationForm 17 Executive Board MotionForm 18 Article Proposal for Florida LibrariesForm 19 Advocate/Lobbyist EvaluationForm 20 Award NominationForm 22 Graduate Scholarship ApplicationForm 23 Undergraduate Scholarship

Application

Committee Annual ReportForm 2Due two weeks after end of conferenceSubmit via emailInclude digital pictures if possibleUsed for FLA Annual Program ReportContent: Evaluation, activities, issues

Request for Payment or Reimbursement

Form 10 used forReimbursement of money you

spentPaying speaker fees and travel

costsSend to Executive Director for

approval; fax or scan receiptsOnly pre-approved

expenditures will be reimbursedExpend only what is in

approved budgetFLA is exempt from Florida

sales tax

Conflict of Interest Form 12Conflicts of Interest explained in

Section 5, FLA ManualIRS requirementPlease sign and submit Form 12 to

FLA Office (fax, scan/email or mail)

Board Motion Form

Form 17 Executive Board Motion

Used at face-to-face Board meetings

FLA BudgetExecutive Board responsibilities:

Approve annual budget each fall for next year

Include anticipated income and expenses in budget

Monitor revenue and spending all year for fiscal health and legal compliance

Budget ChallengesBudget year is calendar year (Jan 1 –

Dec 31)Program year is conference to

conference (dates vary)Differing budget and program years

require cooperationPrimary revenue sources: dues and

conference registrationFLA budget is very lean!

FLA Budget Responsibilities

Committees – submit timely requestsFinance Committee - develop proposed

budget for BoardBoard – approve budget and arrange

fundingTreasurer - approve payments and report

to Board and membershipFLA office – accounting, banking, bill

paying and arranging audit

Finances2011

Income $ 275,917 Expenditures $ 237,239

Difference: $   38,678

2012 Income $ 304,667 Expense $ 239,266 Difference: $ 65,401

On CPA advice, the Board has worked hard to build up reserves to protect the Association by providing

financial stability.

Committee BudgetsLegislative, Membership and Continuing

Education have a budgetOthers can earn and spend, but

activities must support themselvesUse Form 5 for budget requestsBudget requests for 2014 are due in

August, 2013

2014 ConferenceMay 7-9, 2014Buena Vista Palace, Lake Buena Vista, FL

Who to Contact About WhatBoard topics and agenda –Gladys

Roberts, FLA PresidentCommittee work – Committee ChairQuestions about Committee

responsibilities – your Board liaisonWeb site, general email list – FLA OfficeMembership, financial and FLA

management – FLA OfficeFlorida Libraries content – Editor

Questions?Contact:

Faye Roberts, Executive Directorfaye.roberts@comcast.netPhone386-438-5795Fax 386-438-5796