The Chapter President’s duties are as follows:
Chapter Presidents may be asked to speak or act officially on matters that are within their areas of official responsibility and on which they are fully informed. When the Association’s official position is known, particularly when it has appeared in writing, it should be quoted to ensure consistency of response. Advice from Association leadership should be sought when the official position is not known. Without exception, new or controversial matters should be referred to the Association President and Executive Director. This is particularly important when drafting a statement that will reflect the Association’s position.
Face-to-face interaction at the Leadership Summit and Annual Conference is the best means of establishing a productive rapport among Cabinet members. Between meetings, the telephone, fax, electronic mail, discussion lists, the Chapter website, conference calls, and the post office assist the functioning of the informal communications network.
To assure that the Chapter President-Elect is fully informed on all business of the Chapter and the Chapter Cabinet, it is important for the Chapter President to share copies of all Chapter and Association-related correspondence with the President-Elect, even if the subject matter seems inconsequential. This keeps the President-Elect both informed and prepared to substitute for the President, in case of an emergency.
2. Appointment Duties
The appointment duties of the Chapter President are:
a. To appoint chairs for all committees and other positions as specified in the Chapter’s Practices Manual. Appointments should be made before the President-Elect assumes the office of President. Appointments should be made for a specific term of office, and written acceptance should be obtained from each appointee. Chapter Committees and appointed positions are identified in Section III of the Practices Manual.
b. To appoint an auditor by the end of December to audit the financial statement prepared by the Chapter treasurer. The auditor may be neither an elected or incoming Chapter officer nor a current or incoming member of the SLA Board of Directors.
3. Meeting Attendance
The Chapter President should attend all chapter meetings. The following are the specific meeting responsibilities of the Chapter President:
a. To attend all Chapter meetings.
b. To preside at Chapter board meetings. These meetings can be very useful for problem solving and can include the entire Advisory Board.
c. To preside at the Chapter’s annual business meeting.
d. To attend Chapter Cabinet meetings and any joint meetings of the Chapter and Division Cabinets at the Association’s Annual Conference and Leadership Summit. If either the President or President-Elect is unable to attend a meeting, the Chapter President should appoint another Chapter member, preferably an officer, to represent the Chapter.
All Chapter Presidents and Presidents-Elect constitute the Association’s Chapter Cabinet. Attendance at the meetings of the Cabinets is one of the most important responsibilities of Chapter officers. The Chapter Cabinet can be truly effective only if all representatives participate.
The Association Office issues a “Call to Meeting” approximately two months before each Board of Directors and Cabinet meeting. This document includes detailed instructions on the preparation of documents for information or action at the Board and Cabinet meetings. The deadline for receipt of documents for placement on the Cabinet’s agenda is usually about one month before the meeting.
If the Chapter President has last-minute business to bring to a Chapter Cabinet meeting, the nature of the business should be brought to the attention of the Chapter Cabinet Chair a minimum of 24 hours before the start of the meeting. All motions, petitions, resolutions, etc., should be written (typed, if possible) in advance.
e. To attend the Association’s Leadership meetings and any orientation and meetings for Chapter officers moderated by the Chapter Cabinet Chair and Chair-Elect. Orientation documents to aid Chapter officers can be found on the Association’s web pages Leadership Training Center and the Leadership Training Manual. Other Leadership resources can be found on the SLA web site in the Leadership Center.
This information serves to expand the communications network and provides an opportunity for Chapter Presidents to get to know the Association’s inner workings and concerns. It is also of real value for information on funding meetings, finances, bulletins, etc.
f. To attend the open sessions of the Board of Directors at the Leadership Summit and Annual Conference as an observer.
The Chapter President must submit several specific reports that are due at predetermined times during the Association’s business year. These reports must be submitted on or before the stated deadlines. Regardless of which Chapter officer or committee chair has the responsibility for preparation and distribution of a report, the Chapter President is responsible for ensuring that all deadlines are met. Refer to Section H. for the Association Action Deadline Chart. See also, Association Policy for Reporting Requirements for SLA Units. Timely submission of the chapter annual report is required in order to receive the dues allotment the following year.
5. General Duties
There are several general duties that are crucial to the successful operation of the Chapter and to the smooth transitions of authority. Among the general duties of the Chapter President are the following:
a. Serves as Chair of the Executive Board and Advisory Board.
b. Reads the Chapter’s Governing Document and Practices Manual thoroughly to determine the responsibilities of each Chapter officer.
c. On assuming office, acquires from the Past President all of the Chapter’s current records. Those records not needed should be forwarded to the Chapter archivist. (If current records are not received within 20-25 days, contact the departing President to request their transfer.)
d. Reads all the information sent by the Association office and the Chapter Cabinet Chair via the Leadership Discussion List and Chapter Cabinet wiki(both President and President-Elect should maintain current email listings in their SLA member records).
e. Oversees the preparation of the Chapter’s budget by the Treasurer and ensures that the budget is approved by the Executive Board.
f. Makes decisions on Chapter policy; referring questions to the appropriate Chapter officer or the entire Executive and/or Advisory Boards.
g. Serves as ex-officio member of all committees except the Nominating Committee.
h. Recommends to the Board any measures that will further the objectives and improve the effectiveness of the Chapter.
i. Works with the Director of Communications to bring all pertinent information before the Chapter membership.
j. Takes part in the interviewing process of the SLA Scholarship Program for applicants from the Chapter area. The task of interviewing may be delegated to other Chapter members.
k. Informs the Leadership Department at the Association Office at once if the Chapter appoints a representative to another professional society.
l. Informs the Leadership Department at the Association Office of appointment/changes throughout the year of elected and appointed offices.
m. Sends copies of all reports, publicity, etc., to the Chapter archivist (or other designated Chapter member) and copies of current correspondence to the Chapter President-Elect.
n. At the conclusion of term as Chapter President, reviews with the President-Elect the responsibilities of the position and any ongoing projects.
o. At the conclusion of term as Chapter President, forwards all current records to the incoming President within 20 days of stepping down from office. After retirement, serves on the Chapter Board as Past President.