Appendix 1.  Understanding AMP Financial Statements
Appendix 2.  Rules of Parliamentary Order
Appendix 3.  Calendar of Activities
Appendix 4.  Current Members of Executive Committee

Introduction and Overview

On behalf of the Center for Research Libraries and the Area Studies Council (ASC), we wish to congratulate you on becoming a member of the Executive Committee for your respective Area Microform Project.

This work in progress should acquaint you with your rights and responsibilities as a member of your Executive Committee. Please be advised that these guidelines are not prescriptive. Each Area Microform Project has its own policies, procedures and By-Laws (or Prospectus). This document is a compilation of those policies and should serve as a "best practice," summary so that you are able to represent your project more effectively.

The guidelines outline the responsibilities of a Chair, Secretary, a general Executive Committee member (both elected and ex officio), and faculty representatives. While each section may not directly affect your position, we encourage you to read through this entire document, so that you are familiar with the responsibilities of your fellow committee members.

The appendices to these guidelines provide an overview of project financial statements, standard parliamentary procedures used in the conduct of Area Studies project meetings, and current members of your Executive Committee and the Area Studies Council.

We hope this aids you in your work with the Area Studies projects. If you have comments or suggestions on this packet or other matters, please do not hesitate to contact us via James Simon, Program Officer (Area Studies).

Sincerely,
The Area Studies Council of the Center for Research Libraries

 The six current AMPs administered by CRL are:

Cooperative Africana Microform Project (CAMP)
Latin American Microform Project (LAMP)        
Middle East Microform Project (MEMP)                
South Asia Microform Project (SAMP)                     
Southeast Asia Microform Project (SEAM)        
Slavic and Eastern European Microform Project (SEEMP)

I. Duties of Chairperson

The Chair of each Area Microform Project is considered the "point person" for all activities of the project during and between meetings. The responsibility is a challenging one, but not overwhelming. With the assistance of the immediate past Chair, the other Executive Committee members, and the administrative backing of CRL’s program officer, the Chair should have plenty of support in his or her activities.

The specific duties and responsibilities of the Chairperson for the projects are to:

1. Ensure that duties of Executive Committee are completed expeditiously
   

2. Arrange the time and place of executive and annual meetings

With the exception of SEAM and SAMP, all Chairs must make arrangements for meeting space for meetings held at the larger scholarly or library conferences. Please consult with the previous Chair or meeting coordinators for your respective associations for proper procedure.

Most AMPs have a traditional meeting time at each conference. Most are held a day or so before conference events take place. If this time conflicts with other panels, poll the membership to find a more appropriate time.

3. Prepare agendas for all meetings

Agenda preparation should ideally begin at least two months before the conference. Use past agendas as examples of the activities and procedures followed by your group. Review the past few years’ agendas and minutes to include any outstanding projects.

Submit the agenda for review by the membership early and solicit changes or new business. Be sure to include the time and place of the meeting.

It is best to resubmit the final agenda at least a week before the meeting to remind everyone of its existence and location.

4. Attend and chair all meetings

This goes without saying. If you cannot attend the meeting, be sure to appoint someone to take your place at the meeting.

5. Ensure that minutes are taken and are distributed to members

For those projects without an appointed Secretary, try to appoint a minute taker in advance of the meeting. If you can, be sure the person is responsible and able to produce a draft copy of the minutes shortly after the meeting. Procedures for distribution of minutes are described below.

6. Undertake all correspondence on behalf of the project

During the year, the Chair may be asked to send reports, letters, or other correspondence on behalf of the project. In doing so, make sure you have clear guidance from the membership so that opinions are not misrepresented.

7. Appoint Nominating Committees for future elections

Committees can be as small as two people in this case. Check your By-Laws or Prospectus for the scheduling of nominations. The Nominating Committee should be instructed to issue a call for nominations, follow up by phone with members as necessary, compose a slate of nominees and submit it to the Chair by the deadlines indicated.

8. Inform the membership of ballot and election results

The Chair is responsible for putting together purchase proposal ballots and election ballots. The Chair forwards the information to CRL, which traditionally handles the processing of the ballots. Once results are complete, CRL forwards the results to the Chair for announcement.

9. Fill vacancies in Executive Committee

By-Laws specify that the Chair is empowered to appoint an Executive Committee member, should a member not be able to fulfill his or her term. This appointment lasts until the next election cycle.

10. Handle demand purchases or discretionary proposals

In some cases, the Chair is authorized to approve certain purchase proposals without the approval of the Executive Committee or the general membership. Please consult your By-Laws for information on this clause.

11. Identify and resolve issues of policy, procedure and operations

Generally speaking, there are always questions and confusions as to each AMP’s policies. If a practice is in question with no clear precedent, you are authorized to make decisions. You are encouraged to consult with CRL and other member representatives before decisions are final.

12. Attend and represent your group at the annual Area Studies Council meeting by CRL

Generally held in mid-April in Chicago, this meeting brings together all the Chairs of the AMPs for discussion of common interests. The Chairs also prepare reports for CRL’s Collections and Services Advisory Panel. CRL pays for the expenses of travel.

Best Practices:

While not official duties, the following are recommendations for Chairpersons in order to be a more effective leader for their project:

1. Familiarize yourself with your project’s By-laws or Prospectus

Be aware of all responsibilities, procedures and deadlines contained therein. By-Laws can be found on each project Web site.

2. Develop a calendar of project deadlines

Closely related to #1, pay attention to all deadlines and prepare in advance for elections, proposal submissions, upcoming meetings, etc.

3. Communicate with past Chair

The immediate past-Chair must transfer responsibility effectively when a new Chair assumes the position. This transferal should involve a detailed discussion of past and current activity, contact information and potential opportunities. The Chair should also pass on all relevant project files for the new Chair’s use.

4. Be aware of all current or developing projects

Read the minutes of the past few (or several) meetings. Also, consult the "Recent Projects" section of the project Web pages. This will aid in your understanding of current discussions and developing projects, as well as in the preparation of future meetings.

5. Follow up with project contacts regularly to ensure project completion

Once you are familiar with current activities and responsible parties, encourage frequent updates on accomplishments. This will (hopefully) keep activities brimming in between meetings.

6. Engage members in discussions throughout the year

Keep the membership informed via e-mail. Post discussion topics or potential project ideas well before meetings, so they have time to develop. Don’t wait until the meeting to discuss important issues.

7. Encourage printed reports and updates before meetings

Apart from any activity throughout the year, printed reports and updates may remind members of their responsibilities and encourage them to work on languishing projects.

8. Conduct lively meetings

A challenging recommendation, but think of ways to keep the members interested in attending and engaged throughout the meeting. For example: prepare a traditional regional snack (or drink) to loosen people up. Encourage the use of demonstrations or interesting handouts.

9. Attend related meetings and publicize your project and its activities

Much of this happens without extra effort, but do not let an opportunity go by to educate new users and potential members on the wealth of the collection or new projects underway. Keep faculty members at home and away informed, and encourage information-spreading.

10. Recruit new members

New participants bring new ideas and potential collaboration to the table. Encourage other institutions to attend regular meetings, and to share information and discuss collaboration.

11. Be aware of what the other Area Microform Projects are doing, with an eye to synergy or collaboration

Beyond the ASC meetings, share information on projects, difficulties or breakthroughs that may influence or benefit activities in other regions.

12. Keep up on other initiatives by organizations such as ARL, CLIR, RLG, etc.
    

13. Cultivate new projects and potential grant proposals

Be aware of funders and possible funding opportunities. Work to encourage project development, and see if this development matches funders' missions. Develop contacts wherever possible, and explore cooperative opportunities.

14. Keep detailed files and notes

Institutional memory is a wonderful thing, but ten years down the road, your files will be needed.

15. Pass on what you have learned

    Remember, there is always another Chair that will be stepping into your shoes.

Proceed to Part II of Guidelines for Executive Committees

Return to Area Studies Council Homepage