Program Year Board & Committee Leadership Orientation

Welcome & Introductions  Name  Board position  Organization and title

FLA’s Mission Educational programs Advocacy for library employees Relationships with other, related professional organizations Opportunities for networking and skill advancement Information industry relationships Legislative advocacy Support for intellectual freedom and privacy rights

President Gladys Roberts’ Theme for

FLA Org Chart - Staff FLA Executive Board EXECUTIVE DIRECTOR.75 FTE Editor, Florida Libraries (contract) Webmaster (contract) Conference Coordinator (contract ) Meeting Manager for Conference (contract) Parliamentarian/Archivist (volunteer) Membership & Marketing Coord. -.5 FTE COMMITTEES MEMBER GROUPS

FLA Org Chart - Committees FLA Executive Board EXECUTIVE DIRECTOR COMMITTEES Scholarship Awards Leadership Development Conference Legislative Lobbyist (contract) Continuing Education Library Personnel Recruitment Finance Membership Florida Public Library Standards Nominating Human Resources Planning Intellectual Freedom Public Relations MEMBER GROUPS

Executive Board Meetings May 3, 1:45 – 4 PM at conference, Orlando July 12, 2 – 4 PM (online) August 30 – Face to Face, Location TBD November 8, 2–4 PM (online) 2014 January 10, 2-4 PM (online) April 4, 2–4 PM (online) May 9, 1:45 – 4 PM at conference, Orlando

Executive Board Members VotingNon-Voting PresidentChair, Planning Committee V.P./President-ElectState Librarian Past PresidentFSU Representative SecretaryUSF Representative TreasurerParliamentarian Regional Directors (6)Board Fellow (optional) ALA CouncilorBoard Intern (optional)

Board Responsibilities  Govern the Association  Set policy and ensure effective planning  Select, support and evaluate the Executive Director  Monitor and strengthen programs and services  Protect assets and provide proper financial oversight  Ensure legal and ethical integrity  Enhance the organization's public standing

Board Responsibilities - Individuals  Participate actively in the meetings and in all work of the Board  Support the work of FLA with your presence, contributions and advocacy  Be knowledgeable about FLA and its work  Represent FLA in your region (especially Directors)  Participate in Speaker’s Forum  Avoid conflict of interest (sign and return Form 12)

FLA Office  Established June 1, 2008  2-room suite (400 sq. ft.) on first floor  Lake City, FL

Staff Responsibilities Take care of FLA business Financial Membership Contracts Journal Editor Webmaster Lobbyist Conference coordination & management

Executive Director Role Switch – channel data to destination Conduit to Executive Board Staff to Executive Board Ex Officio member of all committees Interpret policy Manage contracts Manage finances and ….

Executive Director Role ( cont’d.) Assist with special events Assure legal requirements met to protect FLA from legal threats Respond to inquiries from members and the public Lobbyist at Florida government – Legislative and Executive branches

Committees and Member Groups COMMITTEES – Carry out the work of the Association as identified in FLA Manual and Strategic Plan MEMBER GROUPS – Provide focus for members sharing a common interest

Roles of Committee Chairs Carry out responsibilities of your committee as identified in FLA Manual and Strategic Plan Maintain minutes of meetings, including names and action items Request funds to carry out activities Manage budgeted funds carefully Send reports to ED and liaison for presentation at each Board Meeting

Roles of Committee Chairs (cont.) Send committee news to FLA list and Florida Libraries Submit copies of Minutes and official correspondence to Executive Director, President and Archivist Submit annual report using FLA standard form Communicate early and often Use your liaison to keep Board informed Copy all interested parties on s

FLA Communication Resources  Website  General list and member group  Membership software to identify member groups  Blogs: FLA, News Media, Friends  FaceBook  LinkedIn 

Other FLA Communications Florida Libraries Editor, Maria Gebhardt Web site Longleaf Web Services, Rick Davies (contact Executive Director regarding web site changes) Both are good places to publicize your committee’s activities and events!

Communication Options for Committees Face-to-face Phone options Your institution Freeconference.com Online options Your institution Your MLC FLA’s GoToMeeting subscription Tip: Consider setting schedule for the year so people can plan ahead and block off dates.

Other FLA Publications FLA Manual FLA forms Florida Public Library Standards Intellectual Freedom Manual FLA’s Strategic Plan All are on the FLA website!

FLA Manual (on Web) Section 1: Articles of Incorporation Section 2: Bylaws Section 3: Governance and Committees Section 4: Member Groups Section 5: Operating Policies and Procedures Section 6: Proclamations

Forms (on Web) Form 1 Member Group Annual Report Form 2 Committee Annual Report Form 3Application for Committee M’ship Form 5 Committee Budget Request Form 10 Request for Payment/Reimbursement Form 12 Conflict of Interest Statement Form 13 Petition to Establish a Member Group Form 14 Candidate Ballot Information Form 15 Petition to Nominate a Member for Executive Board Office

Forms (on web)  Form 16 Executive Board Leadership Intern or Fellow Nomination  Form 17 Executive Board Motion  Form 18 Article Proposal for Florida Libraries  Form 19 Advocate/Lobbyist Evaluation  Form 20 Award Nomination  Form 22 Graduate Scholarship Application  Form 23 Undergraduate Scholarship Application

Committee Annual Report Form 2 Due two weeks after end of conference Submit via Include digital pictures if possible Used for FLA Annual Program Report Content: Evaluation, activities, issues

Request for Payment or Reimbursement Form 10 used for Reimbursement of money you spent Paying speaker fees and travel costs Send to Executive Director for approval; fax or scan receipts Only pre-approved expenditures will be reimbursed Expend only what is in approved budget FLA is exempt from Florida sales tax

Conflict of Interest Form 12 Conflicts of Interest explained in Section 5, FLA Manual IRS requirement Please sign and submit Form 12 to FLA Office (fax, scan/ or mail)

Board Motion Form Form 17 Executive Board Motion Used at face-to-face Board meetings

FLA Budget Executive Board responsibilities: Approve annual budget each fall for next year Include anticipated income and expenses in budget Monitor revenue and spending all year for fiscal health and legal compliance

Budget Challenges Budget year is calendar year (Jan 1 – Dec 31) Program year is conference to conference (dates vary) Differing budget and program years require cooperation Primary revenue sources: dues and conference registration FLA budget is very lean!

FLA Budget Responsibilities Committees – submit timely requests Finance Committee - develop proposed budget for Board Board – approve budget and arrange funding Treasurer - approve payments and report to Board and membership FLA office – accounting, banking, bill paying and arranging audit

Finances 2011 Income $ 275,917 Expenditures $ 237,239 Difference:$ 38, Income $ 304,667 Expense $ 239,266 Difference:$ 65,401 On CPA advice, the Board has worked hard to build up reserves to protect the Association by providing financial stability.

Committee Budgets Legislative, Membership and Continuing Education have a budget Others can earn and spend, but activities must support themselves Use Form 5 for budget requests Budget requests for 2014 are due in August, 2013

2014 Conference May 7-9, 2014 Buena Vista Palace, Lake Buena Vista, FL

Who to Contact About What Board topics and agenda –Gladys Roberts, FLA President Committee work – Committee Chair Questions about Committee responsibilities – your Board liaison Web site, general list – FLA Office Membership, financial and FLA management – FLA Office Florida Libraries content – Editor

Questions? Contact: Faye Roberts, Executive Director Phone Fax