About Officer Positions

From the 2018 Bylaws:

1. Chairperson

   • Presides at Association and Executive Board meetings.

   • Prepares agendas for all meetings.

   • Serves as the Association’s representative to the Dean of Libraries and, whenever necessary, reports those activities to the Executive Board. Serves as the Association’s representative to other Library committees where appointed by the Dean of Libraries or the Associate Deans.

   • Recommends special meetings and special committees as they are needed with the approval of the Executive Board.

   • Forwards the name of the incoming Chairperson, Vice Chairperson/Chairperson- Elect, Secretary and Treasurer to the Library Systems Department prior to leaving office in order to activate write access to ELLSA folders on the Project Drive.

   • Forwards the names of new Committee Chairpersons to the Library Systems Department immediately after the first committee meeting of the year in order to activate write access to ELLSA Committee folders on the Project Drive.

   • Forwards the names of Executive Board and Standing Committee members to the Library Communications Office for updates to the ELLSA Outlook mailing lists.

   • With the Vice-Chairperson/Chairperson-Elect, updates and maintains all instances (including but not limited to: handouts for new employees and websites) of the Standing Committee lists to reflect all members and Committee chairs for that term.

   • Nominates 2 classified staff members to the Dean of Libraries to serve on the Greenberg-Howland Award committee. These two classified staff members must have been employed by OSU Libraries for at least three years (but is subject to approval by the Dean of Libraries). One of these persons will be selected by the Dean of Libraries to serve on the committee; participant approval is required before the Chairperson can make the nomination to the Dean of Libraries.

   • Serves as signatory for the ELLSA checking account.

   • Writes letter to ELLSA financial institution to document change of officers and signatories to the ELLSA checking account.

   • Attends the first meeting of each Standing Committee each term if possible.

   • Sends bcc copies (and adds a copy to the Executive Committee folder in the ELLSA folder on the Project Drive) of all initial communication regarding ELLSA business to the Vice-Chairperson/Chairperson-Elect.

2. Vice-Chairperson/Chairperson-Elect

   • Presides in the absence of the Chairperson and assumes the office of Chairperson for the unexpired term should that office become vacant, regardless of when the vacancy occurs.

   • Coordinates the formation of the Standing Committees so they will be functioning by August 1st. Schedules and presides over the first meeting of each Committee and the election of Committee Chairs.

   • Assists the Chairperson in the performance of duties.

   • Assumes the office of Chairperson in the following year.

   • With the Chairperson, updates and maintains all instances (including but not limited to: handouts for new employees and websites) of the Standing Committee lists to reflect all members and Committee chairs for that term.

   • Recruits nominees for the next year’s election of officers and prepares the ballots for the Spring General Meeting.

3. Secretary

   • Presides in the absence of the Chairperson and the Vice-Chairperson/Chairperson-Elect.

   • Composes full minutes, resolutions and/or proceedings of each Association meeting and each Executive Board meeting.

   • Compiles a list of names, departments, and telephone numbers of all Executive Board members.

   • Keeps an archival record of the current year. All non-current archives shall be stored with Special Collections & University Archives.

   • Creates and maintains a folder in the ELLSA folder on the Project Drive with copies of the current year’s materials. The Secretary will notify SCUA staff when the material is ready to be transferred at the end of the Secretary’s term of office. After verification of the transfer of materials to SCUA, the items in that folder may be deleted so new materials may be added.

   • Collects materials (including but not limited to: reimbursement requests, meeting agendas, notes, etc.) from each officer and committee chair before the Secretary’s term of office ends and transfers those materials to Special Collections and University Archives.

4. Treasurer

   • Maintains a ledger in the ELLSA Treasurer folder on the T:\ drive.

   • Prepares a monthly report for the Executive Board including income, expenditures, and remaining budgets for each committee.

   • Reports semi-annually to the Association providing an overview of the expenses and current account balance.

   • Serves as a signatory on the ELLSA checking account.

   • Keeps the ELLSA cash box and financial records in a secure location.

   • Is responsible for disbursing ELLSA funds according to the ELLSA Financial Policy