Alabama Health Libraries Association
Procedural Handbook of ALHeLA
Approved April 5, 2002


A. Goal B. Objectives C. Fiscal Year/Membership Year
D. Elections E. Vacancies F. Officers G. Committees

A. Goal

The goal of the Association is to promote better health care for the citizens of Alabama as it is affected by the provision of health science information resources and services.

B. Objectives

  1. To promote the sharing of health science information resources and services in Alabama.
  2. To provide consultant services to developing Alabama health science libraries.
  3. To promote the interests of Alabama health science libraries and library personnel.
  4. To strengthen the professional skills of Alabama health information personnel by providing opportunities for continuing education.
  5. To facilitate communication among Alabama health library personnel through a program of publications.
  6. To convene an annual conference and business meeting of the members of the Association.


C. Fiscal Year/Membership Year

The fiscal year and the membership year of the Association extend from January 1 through December 31, inclusive.

D. Elections

Elections are held in the Fall. Officers take office January 1 and serve for the calendar year, with the exception of the Treasurer who serves for two years.

The immediate past president serves as Nominating Committee chairperson, and prior to the annual meeting, announces to the membership a Nominating Committee of not fewer than three members. No Nominating Committee member may be an elected member of the Executive Committee.

In the event the immediate Past President is unable to serve as Chair of the Nominating Committee, the President appoints a member of the ALHeLA Executive Committee to serve as Chair of the Nominating Committee. The appointed Chair selects at least two other ALHeLA members to serve on the Nominating Committee. As usual, elected members of the Executive Committee may not serve as members of the nominating committee.

All nominees must be members of the Association in good standing at the time of nomination. No elected officer is eligible to serve in the same capacity for more than two consecutive terms.

At the Fall membership meeting, the Nominating Committee chairperson reports a single slate of officers consisting of Vice President/President Elect, Secretary, Treasurer (in the odd year), and three members-at-large. Nominations from the floor are added to the proposed slate provided such nominees have indicated a willingness to serve.

When no nominations are received from the floor, the proposed single slate of officers is declared duly elected. When nominations are received from the floor, elections are conducted by a mailed ballot. In this case, each member of the Association has one vote. Student members do not have voting privileges. Candidates receiving a plurality of the votes cast are elected. Election results are announced in the next issue of the Association's newsletter. In the case of a tie, the Nominating Committee decides the election by lot from those receiving the tie vote.

E. Vacancies

In the event of vacancies occurring in elective offices, the Executive Committee appoints a replacement from the membership for the balance of the term. In the event of vacancies occurring in appointed offices, the President may appoint a replacement from the membership for the balance of the term.

If the Past-President position becomes vacant, that position remains open until the next election. If the President position becomes vacant, the President-Elect takes office early.

F. Officers

  1. President
    The President of the Association serves as the chief executive officer and provides the body with guidance and direction throughout the year. Generally, an overriding theme or activity focus is determined. The President serves as a voting member of the Executive Committee. The principal duties of the office are to:
    • Set dates and location for Executive Committee meetings and develop an agenda for each meeting. An informal Executive Committee meeting is held at the annual convention.
    • Conduct Executive Committee meetings as chairperson.
    • Appoint committee chairpersons and advise the committees, as needed.
    • Coordinate duties with the Secretary (minutes, meeting, agenda) and with the Treasurer (check signing, invoices).
    • Maintain records of all correspondence and official documents.
    • Write articles and the regular President's Column for Synapse; advise on format, articles, and calendar.
    • Serve as the Association's contact or resource person for the National Library of Medicine, the Regional Medical Library Service, and other health library associations.
    • Serve as contact/resource person for in-state organizations, such as the Alabama Library Association and the Alabama Hospital Association.

  2. Vice President/President Elect
    The Vice President/President Elect acts in the absence of the President. The primary role of the Vice President/President Elect is to serve as planner and chief organizer for the annual meeting. The Vice President/President Elect serves as a voting member of the Executive Committee. The principal duties of the office are related to this primary role and include the following:
    • Develop time-line, vendor, and publicity plan.
    • Solicit committee chairpersons for annual conference committees: program, vendor, publicity, facilities.
    • Schedule, date, and book facilities for the annual conference, including meeting rooms, guest lodging, banquet hall and menu, equipment, and breaks.
    • Solicit keynote speaker by telephone.
    • Draft program outline.
    • Write letter of agreement to the keynote speaker confirming arrangement, reimbursement, and expectations; request confirmation of agreement to present and outline of the presentation.
    • Finalize program schedule.
    • Finalize conference program; forward for design and reproduction.
    • Confirm arrangements with site; finalizing equipment needs.
    • Follow-up with thank you letters, accounting, and write-ups.

  3. Secretary
    The Secretary of the Association serves as the official records keeper of the organization. The Secretary serves as a voting member of the Executive Committee. The principal duties of the office are to:
    • Attend all meetings and take minutes.
    • Prepare minutes and distribute them.
    • Write a short version of minutes for inclusion in Synapse.
    • Keep a current file of the Association's business.
    • Perform tasks as directed by President.

  4. Treasurer
    The Treasurer of the Association is responsible for the collection, receipt, custody, and proper disbursement of the organization's funds. The Treasurer serves as a voting member of the Executive Committee. The principal duties of the office are to:
    • Maintain current signature authority records for any account(s) when either the president or treasurer changes.
    • Change the organization's address with the bank and on membership brochures; address to be that of the treasurer.
    • Receive all monies, including membership dues, workshop fees, etc. that are due the Association.
    • Promptly deposit all monies and balance bank statements.
    • Write and send payment for all bills owed by the Association.
    • Report on Association's finances at all Executive Committee and business meetings.
    • Facilitate the timely transfer of authority, documents, and other materials upon election and seating of a successor.
    • Be responsible for all other financial matters that come before the Association.

  5. Members-At-Large
    The Members-At-Large should be representative of the Association as a whole, preferably of a faction of the membership not represented by the other persons on the Executive Committee. The Members-At-Large serve as advisors to the Executive Committee. Responsibilities of the position are varied and are dependent on the current needs of the Association. Tasks and charges are assigned by the President. Members-At-Large are voting members of the Executive Committee and serve one-year terms. They should attend all meetings of the Executive Committee.

G. Committees
  1. Bylaws/Handbook
    The Bylaws/Handbook Committee serves as a review and revision mechanism for the Association bylaws and handbook. The chairperson serves as a voting member of the Executive Committee. The principal duties of the committee are to:
    • Monitor actions of the Executive Committee to ensure compliance with the bylaws.
    • Review the Association's bylaws on an annual basis.
    • Submit proposed amendments to the Executive Committee at least eight weeks before the meeting of the general membership at which time the proposed amendments are to be voted upon.
    • Compile and edit the Association's handbook.

  2. Continuing Education
    The purpose of this committee is to plan continuing education programs in conjunction with the Vice President/President Elect for the annual meeting; as well as planning, organizing and arranging any other continuing education workshops needed during the year. The chairperson serves as a voting member of the Executive Committee.

  3. Directory
    The Directory of Alabama Health Science Libraries and Handbook of the Alabama Health Libraries Association is published biennially by the Association. The editor of the Directory is appointed by the Executive Committee. The duties of the editor may be shared with a co-editor. Access to a microcomputer or word processor is required. The editor(s) serve as voting members of the Executive Committee. The principal duties of the committee are to:
    • Compile and maintain a mailing list of all health science libraries in the State of Alabama.
    • Prepare and mail the Directory survey forms soliciting pertinent information.
    • Prepare and mail follow-up materials to institutions listed in the previous Directory which failed to respond to the initial survey request for the Directory in preparation.
    • Update biennially the entries for each institution responding to the survey.
    • Arrange for the printing of the Directory and for related materials, such as correspondence, survey forms, etc.
    • Prepare invoices for any personal or host institution's expenses related to the preparation, printing, or mailing of the Directory, etc., and submit the invoices to the Treasurer for payment.
    • Distribute the Directory.
    • Prepare reports as requested by the Executive Committee.

  4. Liaison
    The purpose of this committee is to develop and maintain relationships with other library and health-related organizations in and out of the state. The purpose of the committee is to raise the level of awareness as to the importance of health libraries as information centers for the health care industry. The chairperson serves as a voting member of the Executive Committee. The principal duties of the committee are to:
    • Exchange information with other library and health-related organizations.
    • Send copies of our membership information to their officers if desired by that body.
    • Send announcements of ALHeLA meetings, workshops, seminars.
    • Seek to display ALHeLA information at appropriate times and places.

  5. Membership
    The primary charge to the Membership Committee is to maintain the current membership and recruit new members to the Association. The chairperson serves as a voting member of the Executive Committee. The principal duties of the committee are to:
    • Maintain a list of current members.
    • Receive membership renewal forms from the ALHeLA archivist.
    • Send updates on new members throughout the year to the Synapse editor.
    • Compare current membership roll with that of the previous year; send follow-up letters to old members who have not renewed their membership.
    • Provide an alphabetical membership list and membership report for each member of the Executive Committee for each meeting.
    • Manage the Association's brochure which is primarily used for recruitment of new members and distribution at conferences and exhibits.
    • Send renewal invoices each year.

  6. Synapse
    Synapse is the newsletter and official organ of the Alabama Health Libraries Association. The editor of Synapse serves voluntarily with no set term of office. Primary functions of the editor are to organize and coordinate content and publication of the newsletters. The editor serves as a voting member of the Executive Committee. The principal duties are to:
    • Establish annual publication schedules, with copy deadlines to follow upon quarterly Executive Committee meetings.
    • Solicit input for special features and articles as early in advance of the publications schedule as possible.
    • Liaise with the Executive Committee regarding editorial policies, content, schedules, and appearance of the newsletter.
    • Coordinate data entry of articles and design the layout of each issue.
    • Arrange for reproduction and collation of each issue in a cost effective manner.
    • Mail each issue of Synapse to all current members of the Association and to any other agencies or individuals as designated by the Executive Committee.
    • Document all costs incurred in production and mailing of the newsletter. Charges will be reimbursed by the Association.

  7. Web Site Coordinator
    The Web Site Coordinator is responsible for maintaining the ALHeLA web site. Content, format and organization of the page should be largely left to the coordinator with consultation from the Executive Board when needed. Approval of items to be added to the page comes from the site coordinator with input from Executive Committee. The Web Site Coordinator serves as a voting member of the Executive Committee. When someone holds this position as well as Electronic Discussion List Moderator, he/she will have one vote only.

  8. Electronic Discussion List Moderator
    The Electronic Discussion List Moderator is responsible for maintaining the ALHeLA discussion list. Maintenance includes adding and deleting members as needed and responding to questions or inappropriate posts. The Electronic Discussion List Moderator serves as a voting member of the Executive Committee. When someone holds this position as well as Web Site Coordinator, he/she will have one vote only.


Copyright ©2004 Alabama Health Libraries Association
Latest Revision, 8/27/04.
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