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Tip Sheet #6: Tips for Board Liaisons

Committees

Board liaisons to committees serve as resources for committee chairs and vice-chairs to help them advance the ACRL Strategic Plan and integrate the Board’s priorities when developing the committee's annual work plan. In addition to Board liaisons, ACRL committees have staff liaisons to provide support and explain ACRL processes.

Board liaisons to committees interact directly with the committee chair and vice-chair to ensure that the work of the committee fulfills its committee charge and advances the work of the association.  Board liaisons to should consider the following guidelines while working with committee chairs and vice-chairs.

Establish a Relationship
Schedule a time to talk on the phone or have a virtual exchange before Annual Conference. Include the current chair, incoming chair (current vice-chair), and incoming vice-chair in the discussion.

1. Introductions

  • Be sure to introduce yourself and get to know the committee leaders.

2. Overview of Board and Committee relationship

  • The Board establishes committees for various purposes—e.g., to provide advice and recommendations, for review and reporting, to conduct work linked to the strategic plan, or to oversee association procedures (nominations, awards, etc.).
  • Discuss their committee’s importance to advancing the ACRL strategic plan.
  • Explain you are there to facilitate communication between the Board and the committee; Board liaisons are there to assist not supervise.
  • Explain that given schedule restraints your work with the committee may be virtual and that you may or may not be able to attend their meetings.
  • If the committee has a discussion list or other means of virtual communication group, ask to be included. Suggest the committee try ALA Connect for sharing documents and working virtually.
  • Request copies of agendas and meeting minutes from the committee for each meeting held at the Midwinter Meeting and Annual Conference, other meetings throughout the year as well as substantive virtual discussions.
  • Ask to receive copies of reports and action items as they are sent to ACRL.
  • Decide on communication preferences for working together (E-mail, phone, online social networking, etc.)

3. Facilitate establishing the committee's annual  work plan

  • Be prepared: Review or have handy the committee charge, ACRL Strategic Plan, and any priorities set by the Board.  See the resources section below.
  • Expect the committee leaders to be prepared: Ask what they hope to accomplish in the next year and review charge and any special assignments from the Board.
  • Discuss any current environmental scan/member surveys as appropriate.
  • Review the proposed annual work plan and outcomes for consistency with the committee charge, ACRL strategic plan, and current association priorities.

Encourage the committee’s success throughout the year
The goal is to establish a working rapport that facilitates easy and pleasant conversation around committee outcomes. 

1. Achieving the committee's annual  work plan

  • Stay connected to committee progress.
  • Check in with your committee chairs if responses are not received or report deadlines are missed.
  • Provide leadership as requested.

ACRL Resources
Committee Charges and rosters are listed in the ACRL Directory of Leadership at http://www.ala.org/ala/mgrps/divs/acrl/resources/leadership/directoryleadership.cfm as well as in ALA Connect at http://www.ala.org.

Responsibilities of an ACRL Committee Chair are described in ACRL Tip Sheet #20 available at http://www.ala.org/ala/mgrps/divs/acrl/resources/tipsheets/tipsheet20chair.cfm.

ACRL Guide to Policies and Procedures can be found at http://www.ala.org/ala/mgrps/divs/acrl/resources/policies/guidepolicies.cfm.

The ACRL strategic plan, Charting our Future: ACRL Strategic Plan 2020, reaffirms the fundamental purpose of the association and positions it for the coming years.  ACRL’s current Priorities for 2009-2013 are also listed. Review the materials at http://www.ala.org/ala/mgrps/divs/acrl/about/whatisacrl/strategicplan/index.cfm.

Tips and podcasts on effective meeting preparation by ALA Parliamentarian Eli Mina can be accessed at http://www.ala.org/ala/mgrps/divs/acrl/resources/makingthemeeting/makingthemeeting.cfm.

Update your membership profile or status by calling ALA Member and Customer Service at 800-545-2433, extension 5 or visiting http://www.ala.org/Template.cfm?Section=MyALA.

The ACRL Conflict of Interest Policy can be reviewed at http://www.ala.org/ala/mgrps/divs/acrl/resources/policies/chapter12general.cfm/12three 
 

Sections

This tip sheet is designed to help clarify the role of the Board liaison to a section.  Although each Board member may choose to handle specific responsibilities in ways that best suits their communication style and best matches the needs of the section, the best practices listed in this Tip Sheet provide recommended directions to ensure effective communication with the association.  This document may be particularly useful for new Board members and new section chairs. 

Board liaisons can provide perspective, guidance, and insight regarding ACRL policies, procedures, and initiatives.  Board members can be particularly helpful in soliciting feedback from sections regarding proposed Board actions.  Board liaisons can also provide helpful advice regarding Action Plan Proposals and Board Action Forms, which section leaders will need to submit for official ACRL Board and Executive Committee action/decisions. 

Best Practices

  • Contact section chairs shortly after liaison assignments have been made by the ACRL President and offer to introduce yourself at the Leadership Development and Strategic Planning session at the ALA Annual Conference.
  • Join the sections’ discussion list.  The discussion lists provide insight into issues of current interest and concern.
  • Plan to attend the Leadership Development and Strategic Planning and Communities of Practice Assembly sessions and, if possible, sit at the same table with your assigned section leaders.
  • Attend section executive committee meeting(s) at Midwinter and Annual conferences.  It is helpful to coordinate your visits with the ACRL staff liaison and to share your schedule to section chairs to facilitate the preparation of meeting agendas.
  • Ask to be added to the sections’ executive committee discussion list.  This will allow the Board liaison to keep abreast of the community’s discussions, though any items that specifically require the Board liaison’s comment/action should also be sent to him/her directly to ensure that the request is seen and considered.
  • Browse the sections’ Web site to learn more about the sections’ structure and current projects.
  • You are automatically a member of the ALA Connect community of the executive committees of your assigned sections. 
  • Be sure to adjust your profile settings to receive notices of updates from the community.
  • Advise the chair about policies or practices as needed and refer the chair to the appropriate ACRL staff member/s when additional information is needed.
  • Offer guidance in developing action plan proposals, conference planning, etc., and encourage collaboration with other ACRL units as appropriate.
  • Encourage sections to complete the Strategic Plan Implementation Report by May 1 and to share the completed report with their board liaison.
  • Attend the sections’ annual conference programs as time allows.
  • To ensure open communication and realistic expectations, communicate with section leaders what you are and are not able to do and to attend.