LAMA Leaders Orientation

ALA Annual ConferenceAnaheim, CAJune 28, 2008

Library Administration and Management

Association(Soon to be LLAMA!)

A division of the American Library Association

LAMA Mission  (core purpose)

The Library Administration and Management Association encourages and nurtures current and future leaders, and develops and promotes outstanding leadership and management practices. 

LAMA Vision (envisioned future) 

LAMA will be the foremost organization developing present and future leaders in library and information services.

LAMA Image (desired public perception) 

LAMA is a welcoming community where aspiring and experienced leaders from all types of libraries, and those who support libraries, come together to gain skills in the quest for excellence in library management, administration and leadership.

LAMA Strategic Plan 2006-2010

Value to Members: LAMA will be an organization in which value to its members drives decisions.

Leadership and Management: LAMA will expand and strengthen leadership and management expertise at all levels for all libraries.

LAMA Strategic Plan 2006-2010

Education: LAMA will facilitate professional development opportunities to enhance leadership and management.

Organizational Excellence: LAMA will be the preeminent professional organization that develops and supports library leaders and managers.

Overview

LAMA Office FunctionsStaff RolesMajor ProjectsBudget and Finance IssuesPublicationsCommunication/Electronic ResourcesImportant DatesMarketingPrograms/MeetingsLAMA Board Member ResponsibilitiesCommittee Activity

LAMA Office Functions

Leadership and support for LAMA initiatives and ongoing activities

Financial responsibility – income/expense, contracts, etc. Marketing of division products and services Coordinates electronic communication for members – discussion lists, email blasts, conference calls, etc. Prepares management tools – budgets, statistical reports, Board documents Is liaison for all publication developmentArchives committee reports, forms, agendas

Kerry Ward—Executive Director kward@ala.org, x5036

Board of Directors/Executive Committee business, reports, support

Budget and finance issues/questions incl. the endowment

ALA projects and responsibilities

ALA/LAMA policy and procedure questions

Contracts and negotiations

Continuing education development

Ballot development communication/support

Committee appointment communication/support

Publication development support

Comments, compliments, criticisms, suggestions for improvement for the LAMA Office

Fred Reuland-Marketing Specialist freuland@ala.org, x5032

Public relations, marketingAwards program communicationPrograms

Program schedulingMeeting schedule coordination AV requests Catering requestsOnsite support at Conferences (forms, documents, messages, etc.)

LAMA websiteReimbursement requests

Both Staff

General assistance and information

AdministrationSpecial Events (preconferences, bus tours, awards

programs, etc.)Onsite support at Conferences (forms, documents,

messages, etc.)

FY08 Major Projects

Staff development/office move

Grant application

Website stabilization

Electronic communication development

Marketing plan development

Develop project management system

Awards – ALA/IIDA

Refinement of appointments process

FY09 Major Projects

Transition LA&M to new website

Redesign LAMA website with new navigation, more content

Continue development of electronic resources – “ALA Connect”

Develop continuing education/certification programs

Implement marketing plan/”LLAMA” transition

Awards – John Cotton Dana

Others as determined by the Board

Budget and Finance NotesLAMA is self-supporting – revenue from dues, registration, publication, etc., must cover all expenses.The ALA fiscal year is Sept 1 - Aug 31Section and committee budgets are reviewed by Budget & Finance Committee and approved by BoardCommittee Budget request forms are due to the LAMA Office by November 1Invoices to be paid from the current fiscal year are due by Aug 10

Total Division Finances FY07

Revenues = $329,712 ↓ 3.2% Expenses = $295,051 ↓ 5.0% LAMA Net Operating Revenue $34,661 Net Assets = $171,226 ↑ 25% Endowment/Long-Term Investment = $169,097

ENDING NET ASSET BALANCE

$0

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

$140,000

$160,000

$180,000

FY2000 FY2001 FY2002 FY2003 FY2004 FY2005 FY2006 FY07

LAMA’s Indirect Costs FY07 -The Price of Doing Business

Incurred = $211,014 Paid = $15,796 ALA Support = $195,218

Indirect Costs - What We Get in Return

ALA Offices and Support Units: Washington OfficeExecutive OfficeOffice for DiversityOffice for Intellectual FreedomAdvocacy OfficeCommunications and MarketingITTS/TrainingFinance & AccountingHuman Resources/Staff Support

Publications

Library Administration and ManagementQuarterly; official LAMA magazinePDF access is a benefit of membershipBecoming fully interactive website, including archives, in

FY09Gregg Sapp, Editor; Eric Shoaf, Asst. Editor

Books “New Supervisors in Technical Services: A Management

Guide Using Checklists,” edited by Emily Bergman and Andrea Kappler,

“Outstanding Library Public Relations: 60 Years of the John Cotton Dana Award,” by Amy Shaw and Peter Deekle

Communication/Electronic Resources

LAMA Website www.ala.org/lama News and information on all LAMA activities Conference information – preconferences and programs Continuing education Committee rosters Bylaws Forms

LEADS from LAMA blog, linked to the homepage

LA&M Editor’s blog, linked to the homepage

LAMA wiki – http://www.lama.ala.org/lamawiki/index.php?title=LAMA_Wiki

ALA Connect (Fall ’08) – committee discussion lists, special interest communities, searchable

Another Valuable Resource: ALA Handbook of Organization ALA Constitution and Bylaws Operating Agreement

Important Dates

July 1OctOct NovDec 1Jan 1

Jan 23-28April July 9-15

New terms beginMidwinter meeting requests dueAnnual meeting /program requests dueDeadline for ordering AV for MidwinterDeadline for most awards applicationsNominating Committees submit slates to LAMA Office2009 Midwinter Meeting, DenverDeadline for ordering AV for Annual2009 Annual Conference, Chicago

Marketing

Name change Membership Programs and Services

Programs - How the LAMA Office Helps

Coordinates with LAMA Program CommitteeSchedules programs so that they appear in the earliest conference publicityAssists with publicity, including web, preliminary programs, CognotesPrepares and signs speaker contractsOrders AV equipmentPrepares program materialsAssists members with meeting deadlinesTroubleshoots on site

Programs-What Members DoEstablish topic and learning goalsWork with section program committeesWork with LAMA Program Committee—submit proposals, including budget; attend hearingsProvide LAMA Office with speakers’ names, contact information and negotiated compensationPrepare 75-word program description for the ALA program book by October 1Communicate with speakers about AV needs and reserve equipment well in advance of April 1 deadline

Meetings-How the LAMA Office helps

Coordinates meeting scheduling—ALA Conference Services sets deadlinesSupports program planning, tracking and publicityArranges catering and logistics for special occasions Assists chairs with arrangements

Meetings-What Chairs Do

Submit online meeting requests and AV requests on timeDistribute information about meeting time, location Create and distribute agendaReport actions to Section Executive Committee or LAMA BoardDiscussion and Interest Groups elect new chairs at Annual Conference; submit chairs’ names to LAMA Office by July 1File written reports with LAMA Office

LAMA Board Member ResponsibilitiesAs a LAMA Board Member, your role is to create

policies and make decisions that set the course for the association. This checklist enumerates your most important responsibilities.Support LAMA’s mission and vision, and act responsibly and prudently as its steward. Exercise legal and ethical responsibility to ensure that the organization does the best work possible in pursuit of its goals.Interpret LAMA’s work and values to the library community, promoting the association’s benefits, products and services.

LAMA Board Member ResponsibilitiesAttend both sessions of the LAMA Board meetings at the ALA Midwinter Meeting and Annual Conference, as well as other committee meetings and special events.Make an annual personal financial contribution to the LAMA Endowment and actively participate in one or more fundraising activities.Inform the board and staff about activities of other LAMA groups (sections, division committees), as well as developments and trends in other ALA groups and in the librarianship affecting LAMA.

LAMA Board Member Responsibilities

Stay informed about what's going on in LAMA; ask questions and request information. Participate in and take responsibility for making decisions on issues, policies and other board matters.Act in the best interests of the organization, and refrain from participation in discussions and votes where there is a conflict of interest.Work cooperatively with staff and other board members as partners towards achievement of LAMA’s goals.

Committee Activity

Meetings Working between Conferences Programs Reporting and recordkeeping

Committee Work Between Conferences

Committee appointments begin July 1-end June 30

LAMA website has rosters updated dynamically from the ALA membership database

Use of email, discussion lists, and conference calls to conduct business between conference

Any group may request that the office create a discussion list or set-up a conference call

AppointmentsDivision president-elect and section vice-chairs make appointments2-year term of office, renewable once consecutivelyChair—1-year term, renewable up to 4 yearsDiscussion and Interest Group chairs are elected at the Annual Conference, not appointedMember is limited to 3 assignments each yearProcess begins after Midwinter, must be completed by June 1Office sends and receives correspondence, verifies eligibility, updates records, creates rosters

ALA Open Meeting Policy

“All meetings of the American Library Association and its units are open to all members and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions.”

Thank you

for your commitment to