AAHSL Committee and Task Force Manual

Committees and Task Forces Composition

Committee / Task Force Chair

Each committee and task force chair is one of several leaders who contribute to the overall activity of the program area. It is essential to know the scope of activity in each area, as well as how the committee’s or task force’s work fits into the total picture. Only the official institutional representatives from “full” AAHSL members may serve as committee/task force chairs.

Most chairs find it useful to stay in communication with the Board liaison throughout the year and have them meet with the committee or task force during the annual meeting to be briefed on issues and trends in the program area and to discuss activities. Board liaisons should attend committee/task force meetings.

The chair is also responsible for the committee/task force and its work representing the issues and general viewpoints of the AAHSL membership. If representing AAHSL when working with external groups, the chair should speak on behalf of the AAHSL membership, presenting the Association’s or general membership’s stance on an issue, even if it conflicts with a personal viewpoint. The chair can share their personal viewpoint in discussions, but should make it clear when the position is a personal one and not necessarily shared by the Association or its membership.

The committee/task force chair is the presiding member of the committee and is responsible for:

1. The general organization of committee work including the formulation of objectives.
2. The assignment of specific responsibilities to committee/task force members.
3. Communication of activities and actions to the Board liaison.
4. Establishment of objectives and a timetable for the work within the association priorities.
5. Regular communication with committee/task force members to ensure that progress is being made on committee work and projects.
6. Preparation of reports and the annual budget.
7. Maintenance of records, including procedural documents, correspondence, and other files.
8. Orientation of new members to the activity of the program area and the committee or task force.

Committee / Task Force Members

Committee/Task Force members need not be the official representative of Full AAHSL member libraries. They can be drawn from the staff of AAHSL member libraries (whether Full, Associate, or New.) with the approval of the corresponding director/official representative. Committee/task force members also need to understand the broad scope of activity in a program area and the relationship of their work to that activity. In addition, they need to be knowledgeable about the work of the committee/task force so that they can participate fully in the decision process.

Appointment Process

All the institutional representatives of AAHSL members are encouraged to serve on the association’s committees and task forces. An annual call is made for volunteers the summer preceding the annual meeting.

The president-elect appoints committee and task force chairs and members to serve during the following association year. The president-elect may consult with the committee/task force chair, Board liaison and other Board members about new members and new chairs of committees and task forces.

Committee members are usually appointed for staggered three-year terms, unless they are being appointed to fulfill a term of a member who has resigned or retired from the committee. An exception to this is the MLA/AAHSL Joint Legislative Task Force, whose members are appointed for 4-year terms. The president-elect may also vary terms to ensure continuity on the committee, while allowing members to rotate off on a regular basis. Members may be reappointed to the same committee at the discretion of the president-elect or request by the chair.

Committees are encouraged to recommend to the president-elect for consideration a chair-elect or co-chair who can take over the committee responsibilities when the current chair steps down. This ensures continuity for the committee’s goals and projects and enables a smooth transition in leadership.

Task Force members are usually appointed for the duration of the task, which is usually only 1 to 3 years. However, if the task force term is extended the president-elect may decide to vary the terms of the members and appoint new members if needed.

The president makes all appointments to fill vacancies or to create task forces.

Lists of committee and task force members are available on the AAHSL Website. http://www.aahsl.org/committees.

Board Liaison

The president-elect assigns a Board liaison to each AAHSL committee and task force to provide an effective communication link between that committee/task force and the Board. The Board liaison is an ex-officio non-voting member.

Role of Board Liaison

• Communication link from Board to committees and task forces
• Communication link from committees and task forces to the Board
• Advisory and information role, as well as a participant
• Assure (along with headquarters staff) that reports, plans, budgets are submitted
• Represent and support Board decisions to members
• Report back to committee/task force Board decisions and discussions
• Listen to members and present their needs and points of view
• At AAHSL annual conference:
• Meet with committees and task forces
• Review role of liaison with new chairs
• Forward mid-year update and annual report to Board and Headquarters

Motions to the Board

• Assist with preparation of motions; work with chair on proper format and content requirements
• Be familiar with issues behind motions; be able to explain and answer questions.
• Present motions on behalf of committees, councils
• Report back action on motions
• If committee wants to dissolve or a task force be disbanded, a motion can be made directly to the Board

Ex-officio Members

Ex-officio members may be assigned to a committee by the President when there is an obvious overlap of responsibility among committees, task forces or other organizations, when the activities are mutually supportive, or when specific expertise is needed.