Steering Committee

Steering Committee Purpose and Procedures

 

PURPOSE

The AAL Steering Committee plans and directs the activities of the AAL. The members of the committee and their roles within it are outlined in the Bylaws of the Academic Assembly of Librarians, amended as of: 2002, Section III. The Steering Committee meets at least once each month. Special meetings may be called at anytime. A calendar listing the events the Steering Committee is responsible for coordinating each year is attached.

PROCEDURES

  1. Agenda for Steering Committee meetings are made up by the Chairperson of the AAL and sent to all Steering Committee members prior to the scheduled meetings, preferably a week in advance. Under normal circumstances they will be sent via AAL listserv. Agendas will include the following items: approval of the minutes of the previous Steering Committee meeting, Dean of Libraries‘ report, specific topics for discussion, report from invited standing committee chairpersons, preparation of agendas for assembly meetings (to be done at Steering Committee meetings just prior to Assembly Meetings), old business and new business. Additional materials which are to be discussed at the Steering Committee meeting should be sent in advance of the meeting so that members have time to review them.
  2. Summary minutes of the Steering Committee meetings are taken by the Recording Secretary as stated in the Bylaws of the AAL. Minutes of meetings will be distributed to all Steering Committee members prior to the next meeting to allow them to be reviewed for approval by the Steering Committee. Once they are approved by the Steering Committee they should be distributed to all AAL members.
  3. Agendas for the AAL meetings are developed by the Steering Committee. They should include approval of the previous AAL meeting minutes, Dean of Libraries’ report, specific items for discussion, old business and new business. Agendas should be sent to all AAL members a week in advance of the AAL meetings. Normally they are sent via AAL listserv.
  4. Summary minutes of the AAL meetings are taken by the Recording Secretary. Minutes should be distributed to all AAL members prior to the next AAL meeting so that they may be approved. Approved AAL minutes will be distributed to all AAL members only if corrections are made.
  5. At the end of each year, the Chairperson and recording secretary shall deposit the following to the AAL Archives in the Templana collection: minutes of the Steering Committee and Assembly, annual reports of standing committees, list of officers and standing committees and additional materials which provide insight into the deliberations and activities of the Assembly during his or her tenure. AAL documents deposited in the AAL Archives are preferred on electronic format.
  6. The Steering Committee selects the at large member to serve on each charged search committee. In the event of the absence of the at large member, the Steering Committee will appoint another librarian as replacement, if requested by the search committee chair.
  7. AAL homepage will be maintained by the Vice Chair/Chair-Elect of the Steering Committee. The maintenance includes: updating AAL membership list and upcoming AAL events, mounting approved minutes and updated AAL documents on the server. When the Vice Chair becomes the Chair the following year, he/she will train the newly elected Vice Chair/Chair-Elect to take over the homepage maintenance task.
  8. Communications within the AAL Steering Committee is expected to be carried on through its listserv. Communications with the Assembly is through the separate Assembly listserv. The Assistant to the University Librarian is responsible for the maintenance of the above two listservs.

 

STEERING COMMITTEE CALENDAR

NOTE: *The Steering Committee meets monthly. Adjust the date of those meetings that precede full Assembly meetings to allow preparation of agendas for the full meeting. ***

Periodically Committee Chairs are requested to attend for information sharing.

Before Assembly agendas are prepared, the Chair of the Steering Committee should ask the AAL representative to the Faculty Senate whether they wish to report on Senate activities at the next Assembly meeting.

JULY

Begin AAL Functioning Year. New Officers take office on July 1. Chair of Steering Committee requests Computer Services to update the AAL listserv, making appropriate changes to Steering Committee (ALS) group members.

Chair of the Steering Committee invites Chair of Continuing Education Committee to attend September Steering Committee Meeting to discuss FY Continuing Education Calendar.

*Steering Committee meets. ***

AAL and Steering Committee FY calendar of meetings sent to all AAL members.

AUGUST

*Steering Committee meets. ***

Last week: Chair of AAL prepares agenda for September

Academic Assembly meeting; Chair prepares current committee membership list; and agenda are distributed by corresponding Secretary to all AAL members.

SEPTEMBER

*Steering Committee meets. Continuing Education Committee Chair attends. ***

2nd full week: Academic Assembly meets.

Chair of the Steering Committee meets with Chair of PARA to review FY calendar. Chair of the Steering Committee reminds PARA to begin consideration for reappointments and regular appointments at this time. (their recommendations due to the University Librarian by Dec. 1)

Continuing Education Committee issues tentative schedule of meetings/programs for the FY.

OCTOBER

*Steering Committee meets. Selection and Appointment Committee Chair attends. ***

Ad Hoc Merit Committee is appointed. Merit Committee will consist of five bargaining unit members. Chair of Steering Committee meets with chair of previous year’s Merit Committee to arrange first meeting of new Merit Committee, at which new chair of Merit Committee is elected. It is recommended that the chair be a senior staff member.

Chair of Steering Committee sends letter soliciting nominations for merit to all AAL members on or before October 15th stating a deadline for submission by December 15th.

Last week: Chair of AAL prepares agenda for November Academic Assembly meeting; Chair updates committee membership list; list and agenda are distributed by Corresponding Secretary to all AAL members.

NOVEMBER

*Steering Committee meets. PARA Chair attends. ***

2d full week: Academic Assembly meets.

DECEMBER

*Steering Committee meets. ***

Chair of Steering Committee reminds Chair of PARA to prepare promotion considerations (effective July 1) in Jan-Feb.

Last week: Chair of AAL prepares agenda for January Academic Assembly meeting; agenda is distributed by Corresponding Secretary to all AAL members.

JANUARY

*Steering Committee meets. Continuing Education Committee Chair attends. ***

2nd full week: Assembly meeting.

FEBRUARY

*Steering Committee meets. Selection and Appointment and Merit Chairs attend. ***

Last week: Chair of AAL prepares agenda for March Academic Assembly meeting; agenda is distributed by Corresponding Secretary to all AAL members.

MARCH

*Steering Committee meets. PARA Chair attends. ***

2d full week: Assembly meeting.

Chair of Steering Committee reminds Nominating Committee to prepare slate of nominations for May Assembly elections.

Last week: Chair of Steering Committee reminds Chairs of all standing committees that Committee Annual Reports are due at the May AAL meeting; remind Chairs of all committees to write thank you notes to those serving on their committees for their files.

APRIL

*Steering Committee meets. Nominating Committee Chair attends. ***

Last week: Chair of AAL prepares agenda for May Academic Assembly meeting; agenda is distributed by Corresponding Secretary to all AAL members.

MAY

*Steering Committee meets. ***

2d full week: Assembly meeting. Elections are held for all AAL Standing Committees and officers. Standing Committee Annual Reports are presented.

Chair of Steering Committee calls new Steering Committee officers and invites them to attend the joint June Steering Committee meeting.

JUNE

*JOINT Steering Committee meets. (New officers are invited to attend prior to July 1 installation.) ***

Chair of Steering Committee requests that chairs of standing committees place appropriate files in the AAL archives in Templana.

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