Responsibilities of Executive Council Officers
The executive council of the Book and Paper Group consists of four positions: Chair, Program Chair, Assistant Program Chair, and Secretary/Treasurer. The nominating committee is always taking suggestions for candidates for the ballot that will appear in the Spring. These are all two-year positions; the Assistant Program Chair assumes the Program Chair position in the second year. Descriptions of each position are found below.
There is a budget allocation for executive council members that can help defray expenses to attend meetings; please keep this in mind when considering whether to run for an office. It is the committee's hope that by posting the responsibilities of the positions more members will agree to run for office. We want to encourage participation at all levels! To nominate a BPG member for office, or for more information, please contact the current Nominating Committee Chair.
Chair
This is a two-year term. The responsibilities of the Chair include the following:
- Write (or delegate writing of) six BPG newsletter columns of 600-800 words each.
- Conduct BPG business meeting at the AIC Annual Meeting.
- Respond to requests from the AIC office for information from public and the press.
- Sit on several BPG committees including Education and Programs Committee, Publications Committee, and Specialty Group Chairs Committee. (Requires attention to e-mail correspondence, and attendance at one meeting of the Publications Committee in Washington and one specialty group meeting at the annual meeting.)
- Sit on IAG board (Internal Advisory Board) of AIC. Attend two meetings – one meeting in Washington and one at the AIC Annual meeting. There are some BPG budgeted funds for travel, if coordinated with the publications committee mid-winter meeting.
- Advise Secretary/Treasurer and Program Chair on budgetary decisions.
- Help with content and communication for Fall and Spring BPG mailings. Insure that Nominating Committee is on schedule with ballot.
- Carry out other tasks or requests from the AIC or newsletter editor, i.e. write (or delegate writing of) feature article every couple of years.
- Serve as chair of Nominating Committee the year after serving as Chair.
Program Chair
This is the second year of a two-year term. Responsibilities include the following:
- Select Book and Paper Group papers to be presented at the AIC Annual Meeting.
- Schedule all BPG events and facilities at the AIC Annual Meeting. Events include the main session for presentation of papers; the required BPG business meeting; two subgroup meetings (Library Collections Conservation Discussion Group and Archives Conservation Discussion Group); BPG reception; and BPG luncheon. If BPG plans a special pre-session workshop, the Program Chair is only responsible for scheduling the time and facilities.
- Chair the main BPG session, which includes introducing speakers, working with the audio-visual people within the facility, and timing talks.
- Work with the Assistant Program Chair to accomplish all of the above tasks.
Assistant Program Chair
This is a two-year term. The Assistant Chair moved into the Chair position for the second year of term. Unless otherwise notified by the Program Chair, the responsibilities of the Assistant include the following:
- Arrange for the facilities and all other planning for the BPG Reception.
- Keep Chair and Treasurer informed of all plans and needs.
- Other duties as coordinated or delegated by the Chair.
Secretary/Treasurer
This is a two-year term. Responsibilities include the following:
- Record the minutes of the BPG annual business meeting.
- Present the annual financial report at the business meeting.
- After consulting with AIC office and BPG Executive Council, Discussion Group and Committee members, prepare an annual budget for the BPG. Submit it to the AIC Financial Manager and Council members.
- Coordinate and compile materials for fall and spring mailings to be sent to BPG membership. Ask Executive Council, Discussion Group and Committee members for input. These mailings include business meeting minutes, election ballots and other information pertinent to the group.
- Provide AIC Webmaster with electronic version of mailings for posting on AIC Website.
- Record quarterly statements from AIC office on BPG finances and act as a liaison with the AIC Financial Manager regarding reimbursement and/or advance payment for BPG members.
- Maintain Secretary/Treasurer's records both in hardcopy and electronic form, and maintain BPG archives.