MSLA Handbook

Man­i­toba School Library Asso­ci­a­tion Hand­book Duties and Respon­si­bil­i­ties of Offi­cers and Committees


1.The pres­i­dent 1.1 acts as the offi­cial rep­re­sen­ta­tive of the asso­ci­a­tion 1.2 pre­sides at the meet­ings of the Board and gen­eral mem­ber­ship, or del­e­gates this respon­si­bil­ity to the president-elect 1.3 is an ex-officio mem­ber of all com­mit­tees 1.4 pro­vides for liai­son between the asso­ci­a­tion and other groups and related asso­ci­a­tions 1.5 per­forms such duties as nor­mally devolve upon a president

  • Cre­ate MSLA exec­u­tive con­tact list
  • Con­firm meet­ing dates, loca­tions and other arrangements
  • Attend monthly meetings
  • Deter­mine with exec­u­tive the objec­tives for the year
  • Cre­ate meet­ing agendas
  • Con­tribute to each issue of the MSLA Jour­nal and to home pages when requested
  • Col­lect AGM resolutions
  • Present awards
  • Col­lect annual reports from members
  • Pre­pare AGM booklet
  • Chair Annual Gen­eral Meeting

2. The President-Elect 2.1 assumes the duties of the pres­i­dent if the pres­i­dent is absent 2.2 auto­mat­i­cally suc­ceeds to the office of pres­i­dent upon expi­ra­tion of the term of the office of pres­i­dent, or upon a vacancy occur­ring in that office 2.3 rep­re­sents the cor­po­ra­tion at meet­ings of the Spe­cial SAGE coun­cil of the Man­i­toba Teach­ers’ Soci­ety 2.4 per­forms other duties as assigned by the pres­i­dent of the Board

  • Attend monthly meetings
  • Meet with pres­i­dent to plan objec­tives for the year
  • Write AGM biog­ra­phy and report
  • Attend SAGE coun­cil 3X
  • Attend advo­cacy meetings
  • Write let­ters (sup­port, con­grat­u­la­tions, ques­tions) as need arises to the Min­is­ter of Education
  • Participates/chairs ad-hoc com­mit­tees or spe­cial meet­ings as the need arises

3. The Past Pres­i­dent 3.1 is chair­per­son of the nom­i­nat­ing com­mit­tee and chief return­ing offi­cer 3.2 is chair­per­son for local awards (Teacher-Librarian of the Year, Dis­tin­guished Ser­vice, Admin­is­tra­tor of the Year) 3.3 exe­cutes other duties as may be assigned by the pres­i­dent of the Board 3.4 acts as liai­son with the Man­i­toba Library Association

  • Attend monthly meetings
  • Pre­pares notices for the award nom­i­na­tion process to begin includ­ing those for use in the Jour­nal and/or the website
  • Notify the win­ners of the awards
  • Arrange for the pre­sen­ta­tion of the awards
  • Order plaques as required
  • Notify pub­lic­ity chair of details of awards and win­ners for dis­tri­b­u­tion to the media
  • Pre­pare and deliver a brief award speech
  • Pre­pare notices for nom­i­na­tion to the Board includ­ing a notice in the win­ter journal
  • Col­lect inten­tions of the present Board mem­bers per­tain­ing to the com­ing year

4. The Sec­re­tary 4.1 keeps min­utes of the meet­ings of the Board and the asso­ci­a­tion 4.2 con­ducts the cor­re­spon­dence of the asso­ci­a­tion 4.3 gives due notice of all meet­ings of the Board and the asso­ci­a­tion 4.4 has charge of the minute book of the asso­ci­a­tion 4.5 per­forms other such duties that per­tain to the office of sec­re­tary or such duties that may be assigned by the president

  • Attend monthly meetings
  • Record min­utes
  • Pre­pare min­utes for distribution
  • Dis­trib­ute the min­utes to Board mem­bers and to the archives
  • Mon­i­tor atten­dance at meetings
  • Col­lects all essen­tial infor­ma­tion from all board posi­tions and sends a hard copy to the Archivist. In the event that the MSLA Archivist posi­tion becomes vacant, the MSLA Sec­re­tary shall assume all duties of the Archivist until such time the posi­tion is filled.
  • At annual AGM, mon­i­tor atten­dance and when a quo­rum has been achieved, declare this prior to the com­mence­ment of the meeting

5. The Trea­surer 5.1 main­tains bank account(s) in the name of the asso­ci­a­tion 5.2 devel­ops a bud­get as a frame­work on which to plan the finan­cial trans­ac­tions of the cor­po­ra­tion 5.3 keeps full and accu­rate records of receipts and dis­burse­ments 5.4 receives all funds paid to the asso­ci­a­tion and deposits same to the account of the asso­ci­a­tion within ten days 5.5 pre­pares up-to-date finan­cial state­ments 5.6 presents records of the asso­ci­a­tion at the AGM 5.7 has the records audited by a cer­ti­fied accoun­tant for the fis­cal year end at August 30 5.8 dis­charges other duties as may be assigned by the pres­i­dent of the Board

  • Select a pro­gram for keep­ing track of records (Sim­ply Basic)
  • Print state­ment for each meeting
  • Ensure that mem­ber­ship cheques are record at MTS SAG mem­ber­ship offices
  • Deposit SAGE mem­ber­ship cheques
  • Ensure that out-going cheques have two signatures
  • Dis­pense and col­lect expense vouch­ers with receipts attached
  • File taxes using T2 short form
  • Send report of audit to MTS by October

6. The Com­mit­tees 6.1 Will be respon­si­ble to the chair of the com­mit­tee and the chair respon­si­ble to the Board of the asso­ci­a­tion 6.2 chair will report to the Board and to the annual gen­eral meet­ing 6 .3 will pre­pare a bud­get for con­sid­er­a­tion by the Board 6.4 in con­sul­ta­tion with the trea­surer, will request the Board’s con­sid­er­a­tion of funds for sup­port 6.5 only one chair of a jointly chaired com­mit­tee may have a vote at Board meet­ings 7. Stand­ing com­mit­tees 7.1 Mem­ber­ship 7.1.1 encour­age mem­ber­ship through a recruit­ment cam­paign 7.1.2 main­tain up-to-date record of mem­ber­ship 7.1.3 make rec­om­men­da­tions to the Board con­cern­ing fee struc­ture, mem­ber ben­e­fits and recruit­ment practices

  • Con­nect with pub­lic­ity com­mit­tee on any MSLA oppor­tu­nity that may give rise to membership
  • Deter­mine best way to appeal to poten­tial mem­bers through meet­ing or sur­vey of other MSLA members
  • High­light mem­ber­ship ben­e­fits in issues of MSLA jour­nal or home page
  • Prepare/modify MSLA mem­ber­ship ben­e­fits brochure
  • Dis­trib­ute mem­ber­ship information

7.2 Pub­li­ca­tions

  • Arrange for con­tri­bu­tions to the jour­nal includ­ing President’s message
  • Com­pose the editor’s note for the journal
  • Sub­mit all con­tri­bu­tions to the SAGE offices for pub­li­ca­tion and dis­tri­b­u­tion to members
  • Arrange for copies to be sent to life mem­bers who are not in MTS’s listings

7.3 Web­mas­ter

  • Ensure that the links on the web­site are current
  • Weed links that appear not to be suitable
  • Con­vert asso­ci­a­tion doc­u­ments as required for web use
  • Con­struct related school library pages as nec­es­sary and warranted
  • Look for oppor­tu­ni­ties to add fresh content

7.4 Pro­fes­sional Learning

  • Make arrange­ments for PL oppor­tu­ni­ties other than the SAGE fall events, ex.: loca­tion, speak­ers, hon­o­rar­ium, fees
  • Arrange for a LIT-Forum event (LIT = Lit­er­acy, Infor­ma­tion, Technology)
  • Dis­trib­ute hand­outs from PL oppor­tu­ni­ties to pub­li­ca­tions edi­tor or web master
  • Look for ways to con­nect MSLA to other exist­ing PL oppor­tu­ni­ties by offer­ing to con­tribute accord­ing to the deci­sion of the Board
  • Develop a sur­vey to assess PL needs of members

7.5 Advo­cacy & Pub­lic­ity 7.5.1 Com­mit­tee to con­sist of president-elect, pres­i­dent, two for­mer pres­i­dents and a vol­un­teer from the mem­ber­ship 7.5.2 pre­pare res­o­lu­tions to be brought to the Board 7.5.3 pro­vide liai­son with local asso­ci­a­tions of MTS 7.5.4 pro­vide liai­son with MAST, MASS, MALT, MLA, Man­i­toba Edu­ca­tion and Train­ing, var­i­ous post sec­ondary fac­ul­ties and par­ent orga­ni­za­tions 7.5.5 offer pre­sen­ta­tions to meet­ings and con­fer­ences of any of the above orga­ni­za­tions 7.5.6 pre­pare and fol­lows through on briefs to any of the above orga­ni­za­tions 7.5.7 vol­un­teer to pro­vide a rep­re­sen­ta­tive to sit on com­mit­tees com­mis­sioned by the Min­is­ter of Education

  • Work with pro­fes­sional devel­op­ment, mem­ber­ship, pub­li­ca­tions, home page, awards, and advo­cacy com­mit­tees to ensure that infor­ma­tion cre­ated by those com­mit­tees is dis­trib­uted to media, mem­bers poten­tial mem­bers, the Min­is­ter of Edu­ca­tion and the school divisions
  • Main­tain a cur­rent list of contacts
  • Send clip­pings and news releases to archives, list­serv, pub­li­ca­tions, and home page committees

7.7 Archivist 7.7.1 receive min­utes, reports, elec­tronic mail­ings, cor­re­spon­dence or other related doc­u­ments of the Asso­ci­a­tion, the MSLA Exec­u­tive and Com­mit­tee meet­ings and pre­pare these mate­ri­als for bind­ing and place­ment with the Provin­cial Archives of Man­i­toba 7.7.2 retain copies of pub­li­ca­tions, cor­re­spon­dence, and doc­u­ments for orga­ni­za­tions and asso­ci­a­tions with which MSLA main­tains a mem­ber­ship or liai­son and that are rel­e­vant to Man­i­toba school library devel­op­ment and pre­pare these mate­ri­als for bind­ing and place­ment with the Provin­cial Archives of Man­i­toba 7.7.3 obtain one copy of each issue of the MSLA jour­nal, cre­ate an index, and pre­pare them for bind­ing and place­ment with the Provin­cial Archives of Man­i­toba 7.7.4 receive news­pa­per clip­pings or any other infor­ma­tion per­ti­nent to school libraries and inte­grate them with the minutes/reports where pos­si­ble 7.7.5 locate doc­u­ments in the Archives when requested by any mem­ber of the board as they per­tain to the cur­rent oper­a­tion of the Asso­ci­a­tion 7.8 Spe­cial Area Group of Edu­ca­tors Conference

  • Make arrange­ments for SAGE fall con­fer­ence, ex.: loca­tion, speak­ers, hon­o­rar­ium, fees
  • Strikes a com­mit­tee to help with arrangements
  • Decides with MSLA exec­u­tive and com­mit­tee, focus/topic(s)
  • Books the venue
  • Con­tacts poten­tial pre­sen­ters and makes arrange­ments for accom­mo­da­tion, travel, park­ing, pick-up
  • Pre­pares pro­gram for MTS SAGE booklet
  • Orders chairs, table cloths, cut­lery, ect.
  • Arranges for tech equip­ment and/or sup­port at venue
  • Makes arrange­ments for refresh­ments at breaks and lunch
  • Con­tacts pub­lish­ers and deter­mines their dis­play needs
  • Acquires draw items from publishers
  • Arranges for pub­lic­ity of event
  • Selects a pic­ture for the MSLA banner
  • Pre­pares reg­is­tra­tion pack­ages and arranges for vol­un­teers at reg­is­tra­tion desk
  • Pre­pares maps, signs, park­ing for pre­sen­ters and attendees
  • If nec­es­sary, arranges for stu­dent volunteers
  • Deter­mines pre­sen­ter needs for presentations
  • Sets up venue
  • Arranges for pay­ment for all costs e.g. venue, pre­sen­ters, food using MSLA reim­burse­ment form
  • Writes a report for MSLA AGM and journal

Revised June 2014