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Responsibilities
Responsibilities
Serve a two-year term on the executive committee
Prepare executive committee and membership meeting agendas in consultation with the chair and distribute them through round table communication channels
Record meeting minutes including all actions and votes
Perform duties as delegated or assigned by the chair or the executive committee
Communication
Communication
All round table communication, including the communication of the IFRT Executive Committee is conducted on ALA Connect. Within the IFRT Community there are twelve groups designed to be a working space and discussion forum for members and volunteers. The committees each have their own space (including the Executive Committee) and there is a larger open community for all member communication and transparent archive of documents and posting of meetings and events: IFRT Members Community (Open). The Executive Committee space serves to facilitate communication within the Intellectual Freedom Round Table officers, the ALA Board Liaison, ALA staff liaisons and round table committee chairs. It is not open to the public. However, if anyone wishes to communicate some information to the IFRT Executive Committee, they may do so by sending the message to ifrt@ala.org and staff liaison will pass along the communication, if appropriate.
Tasks
Tasks
Term as secretary begins at the close of Annual Conference or July 1. After the election results have been announced before the term begins, the incoming secretary may want to meet with the incoming chair and staff liaison to review the calendar of meetings and events, confirm duties and clarify any questions.
Staff liaison will promote the secretary to IFRT Member Community Admin to facilitate creating events and sending emails.
Meeting Preparation
Meeting Preparation
Add event to IFRT Members Community (Open) Connect space with location or registration information
Staff liaison will create a zoom registration link for each meeting to share with the secretary
Request items for the agenda from the executive committee one week before meetings
Encourage committee chairs and officers to post any reports on Connect so the minutes can link to the reports
Upload a PDF of the final agenda to the Connect library and organize it in the correct folder
Create a discussion post in Connect for the entire membership with the date and time, a link to the event, and a link to the agenda
During Meetings
During Meetings
Record attendance, decisions, actions, and votes
Confirm or clarify members who make motions
Make limited notes of discussions unless relevant to the motion
Make note of tabled items or future action needed
If the secretary is unable to attend the meeting, arrange for a substitute
Meeting Follow-up
Meeting Follow-up
Staff liaison will send recording link to secretary immediately following the meeting
Send a draft of meeting minutes within a week to the chair and staff liaison
Upload a PDF of the minutes to the Connect library and organize it in the correct folder
Add the link of the minutes and of the recording to the event and create a discussion post in the Executive Committee connect space to distribute the minutes and recording
Resources
Resources
Rules of Order; Demystified - Eli Mina (ALA Parliamentarian)
Making Meetings Work - Eli Mina (ALA Parliamentarian)
The Basics of Making a Motion; YouTube video
Relevant Websites
Relevant Websites
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