2013-2014 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 2013 -14
FLA Org Chart - Staff
FLA Executive Board
EXECUTIVE
DIRECTOR
.75 FTE
COMMITTEES
Membership & Marketing Coord. - .5 FTE
Editor, Florida Libraries (contract)
Webmaster (contract)
Conference Coordinator (contract )
Meeting Manager for Conference (contract)
Parliamentarian/Archivist (volunteer)
MEMBER
GROUPS
FLA Org Chart - Committees
FLA Executive Board
EXECUTIVE DIRECTOR
COMMITTEES
MEMBER GROUPS
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
Scholarship
Executive Board Meetings 2013 -14
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2013
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
Voting
Non-Voting
President
V.P./President-Elect
Past President
Chair, Planning Committee
State Librarian
FSU Representative
Secretary
Treasurer
Regional Directors (6)
USF Representative
Parliamentarian
Board Fellow (optional)
ALA Councilor
Board 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 emails
FLA Communication Resources
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Website www.flalib.org
General email list fla@lists.fsu.edu and member
group email lists
Membership software to identify member groups
Blogs: FLA, News Media, Friends
FaceBook
LinkedIn
Twitter @TweetFLAlibrary
Other FLA Communications
 Florida Libraries
Editor, Maria Gebhardt
 Web site www.flalib.org
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
 Form 2
 Form 3
 Form 5
 Form 10
 Form 12
 Form 13
 Form 14
 Form 15
Member Group Annual Report
Committee Annual Report
Application for Committee M’ship
Committee Budget Request
Request for Payment/Reimbursement
Conflict of Interest Statement
Petition to Establish a Member Group
Candidate Ballot Information
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 email
 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/email 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
 Expenditures
Difference:
$ 275,917
$ 237,239
$ 38,678
2012
 Income
 Expense
Difference:
$ 304,667
$ 239,266
$ 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 email list – FLA Office
 Membership, financial and FLA management – FLA
Office
 Florida Libraries content – Editor
Questions?
Contact:
Faye Roberts, Executive Director
faye.roberts@comcast.net
Phone
386-438-5795
Fax
386-438-5796