AAHSL Committee and Task Force ManualCommunications
AAHSL Website - www.aahsl.orgThe AAHSL Website serves as an important communication link for information about the association and its activities for committee and task force members, as well as for general members and external groups. The membership portion of the site includes key documents including annual reports, board minutes, bylaws, lists of committee members and officers, committee charges, and the membership directory. Committees and task forces are encouraged to post interim or special reports and other documents that might be of interest to the general members and to other committees and task forces. Materials to be posted on the Web should be submitted to AAHSL headquarters staff with the Cc: to the Board liaison. The Board liaison is responsible for reviewing the materials and approving the posting to the AAHSL Web site and will forward it to AAHSL headquarters staff. In addition to sending electronic versions of the materials to be posted, the chair and board liaison should indicate when and where the materials need to be made available on the Web site.
ReportsCommittees and task forces communicate to the Board through regular reports. The reports should track to the group’s objectives and activities. An interim report is due at the end of May and should be submitted to the Board liaison. The preliminary annual report is due October 15th. A draft should be submitted to the Board liaison for approval before the report is considered final. The final report should be sent to AAHSL HQ, with copies to all committee members, the Board liaison, and the President by November 30th . Requests for action by the Board should be submitted in the form of a motion. Motions should be formulated in conjunction with the Board liaison.
Email Discussion ListsAAHSL maintains a discussion list for the Board, directors only, “Second in Commands” only, New Library Directors, and the general membership and others as appropriate. Each committee and task force chair can request AAHSL HQ to establish a discussion list for their members (i.e., Basecamp), including the Board liaison. All lists subscriptions and deletions are administered by the HQ staff.
CorrespondenceSince most committees and task forces meet in person only once a year, much of the committee’s work is done through the mail, fax, e-mail, and video conference calls. Substantive correspondence, including minutes of meetings and conference calls, is retained at headquarters according to a schedule and may be sent for permanent retention to the archives. It is therefore important that the committee/task force chair submit copies of all major correspondence and minutes of committee meetings to the headquarters staff for retention or archival purposes. Copies of all correspondence should also be sent to:
Copies of substantive correspondence should be sent for informational purposes to:
ArchivesAAHSL will maintain an archive of all substantive correspondence and documents relating to the organization and its committees and task forces. AAHSL Headquarters maintains files, electronic and hard copy, such as Board minutes, policies, secretarial and financial records and other documents, and keeps them readily available to members. Below is a full list of the items to be retained by AAHSL HQ. The AAHSL Website provides copies of the Document Retention Policy [http://www.aahsl.org/assets/documents/Document_Retention_Policy_Apr_09.pdf ] and Final Record Retention Policy [http://www.aahsl.org/assets/documents/10- 2010_AAHSL_Final_Record_Retention_Policy.pdf] Committee and task force chairs should send relevant (see those marked with an asterisk) electronic documents, whenever e-formats are available, to HQ for archiving. Electronic versions can be sent to AAHSL Office at [email protected].
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