Land of Enchantment
Book Award
Committee
Procedures Manual
11
Revised January 2014, subject to approval October 20141
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Procedures Manual
Definition and Purpose
The Land of Enchantment Committee is:
1.
To encourage the youth of New Mexico to read current books of good quality.
2.
To promote participation in the Land of Enchantment Book Award.
3.
To annually select a children’s picture narrative reading list, a children's reading list
and a young adult reading list.
4.
To invite the authors of the winning books to come to New Mexico to receive the
award for each division.
Book Selection Guidelines
1.
In selecting titles, the committee considers student interests, appropriateness of
content, reputable reviews, literary quality, and reading level. Nomination of each
book is to be based on strength of story line, clarity of presentation, and quality of
illustration, as appropriate. The estimated appeal to students regardless of reading
level of the book will have the following focus:
Children's Picture Narrative List - Grades 3-6
Children’s Chapter Book List Grades 3 -6
Young Adult List Grades 6-9
2.
Each book’s copyright must be within five years of the date of selection.
3.
The author must be living in the United States at the time of nomination.
4.
An author may have only one title on each list.
5.
Two or more Committee members must have read the book for it to be included on
a list.
6.
The goal of the Committee is to create three lists, up to 10 titles per list, offering a
diversity of genres and reading / interest levels. The full committee will approve
both lists.
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Guidelines for Participation
1.
Students who have read or have had read to them at least three books from the
current Children's Chapter Book List, may vote on the Children's Award.
2.
Students who have read or have had read to them at least three books from the
current Children's Picture Narrative List, may vote on the Picture Narrative Award.
3.
Students who have read or have had read to them at least three books from the
current Young Adult Master List, may vote on the Young Adult Award.
4.
Students who have read at least three books from all three lists may vote on all the
awards.
5..
Voting may be through public schools, private schools, or public libraries. Home
school students may receive a ballot from their local school or public library.
6..
Voting is completed by April 30 of each year.
Structure of LOE Committee
Membership
1.
The presidents of the New Mexico International Reading Association (NMIRA) and
the New Mexico Library Association shall appoint committee members. Inactive
members are the ones who miss two consecutive unexcused meetings. Note that
appointments to fill vacancies are to complete the term of the vacating member; this
maintains the balance of the expiration dates of committee members’ terms.
2.
Membership shall consist of twelve persons in total: six members from NMLA and
six members from NMIRA. The Library Consultant at the State Department of
Education (SDE) and Children’s Consultant at the New Mexico State Library may
be ex-officio members of this committee. One member from NMLA and one
member from NMIRA will be designated as a liaison with the responsibility of
reporting committee activities to NMLA and NMIRA.
3.
At least one Committee member will be a Youth’s Services Librarian from
Albuquerque/Bernalillo County Public Library System.
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4.
The term of appointment to the committee shall be three years. There is no limit to
the number of terms to be served. Terms begin and end at the June LOE meeting.
Terms should be staggered so that one NMLA and NMIRA committee term begins,
or is renewed, each June. Membership shall be rotated to preserve continuity of
membership on the committee with the LOE Chair reserving the privilege of
replacing inactive members.
Award Presentation
1.
LOE Public Relations Chair contacts the Conference Chair or Program Chair of
NMLA and NMIRA with the winning authors’ names and book titles In addition,
contact information, including contact person, telephone number, or such other
information as the LOE Public Relations Chair has available should be provided to
said Chairperson.
2
LOE Public Relations Chair confers with the NMLA Conference Chair or Program
Chair and the NMIRA Conference Chair to follow up and confirm that
arrangements have been made so the award will be at the conference for the
presentation at the appropriate time. If the author will not be present at the
conference, the LOE Public Relations Chair will make arrangements to send the
award to the author.
3.
If there is a conference presentation, either a member of the LOE Committee or a
member of the conference planning committee will briefly explain the purpose of the
LOE awards. It is suggested that a student actually present the award to the author.
Committee Chairs
Each Chair is expected to keep a record of their activities and expenses.
Committee Chair
1.
a.
b.
c.
2.
Prepares and distributes agenda and serves as meeting facilitator
Sets meeting dates, times, and locations.
Secure a meeting place for all LOE meetings
Send out meeting notifications; at the same time notify the Youth Services
Consultant at the New Mexico State Library and the Library Consultant at the
New Mexico Department of Education (to serve as ex-officio members of the
Committee).
Solicits appointments from the presidents of NMIRA abd NMLA to insure a full
working committee of 12 members.
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3.
Makes sure each Committee member knows the job expectations and
responsibilities.
4.
Asks for an internal audit annually at the June meeting.
5.
Collects nominations for future lists of books to be considered and sending updated
lists to all other committee members.
6.
Throughout the year distributes information and encourage discussion of the
nominations list (such as book talking at conferences).
7.
Solicits the assistance of public librarians and committee members in collecting
books for nomination.
8.
Writes thank you letters to all publishers as they provide examination copies.
Explain that review copies will be used for promotion of LOE and/or donated to the
youth of New Mexico.
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After selection of the nomination list:
a.
b.
c.
10.
Sends publishers a list of nominated books and requests review copies for
promotional use.
Sends publishers a list of those books still on the consideration list, but not
on the nomination list at this time.
Requests examination copies for future lists.
Submits report to the Committee on activities with the publishers.
Web Master Chair
1.
Prepares and posts website to include:
a.
Winning books LOE award
b.
Current reading lists
c.
Order form for LOE supplies
d.
Current Ballot
e.
Author's LOE Award acceptance letter, if available
f.
Promotional ideas from libraries
2.
Submit invoices for web expenses to the Treasurer.
3.
Post information on NMLA and NMIRA E-lists or web sites as appropriate
4.
Prepares a written report for all LOE Committee
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Book Talk Conference Chair
1.
Submit conference proposal (request conference fees be waived if book
talkers are not participating in the conference).
2.
Organize and solicit book talkers to include instructing book talkers about
when and what they are to talk about.
3.
Print out program with names of presenter and books
4.
Present a written report at all LOE Committee meetings.
Conference Booth/ Supply Chair (NMLA and NMIRA)
Responsible for promotion of LOE at conferences
1.
Secures booth space at conference.
2.
Schedules people to work at the booth.
3.
Displays current LOE books.
4.
Provides information to encourage voting on LOE Award.
5.
Provides committee with written report at first LOE Committee meeting after each
conference.
6.
Makes sure the Nambe plaque for the LOE award is at the conference to be
presented to the winning author(s). The plaque will be engraved with the LOE logo,
the title of the award-winning book and the year the award was won.
7.
Provides written report at all LOE Committee meetings, including inventory of
plaques.
Public Relations Chair
1.
Creates and counts ballots.
2.
Serves as liaison with the organization presenting the award and the winning author
and his/her publisher.
a.
Contacts publisher and author to arrange for appearance at conference.
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b.
c.
Writes a congratulatory letter to the winning author and the publisher.
Contacts book jobber to arrange for books to be available for autographing.
3.
Creates and distributes a flyer announcing the LOE Award winner to participating
voters and LOE Committee Chairs.
4.
Appoints a committee to be present during drawing. The members of this
committee will certify the winners by their signature.
5.
LOE Public Relations Chair contacts the Conference Chair or Program Chair of
NMLA and NMIRA with winning authors and book titles, and dates the authors are
available. In addition, contact information, including contact person, telephone
number, or such other information as the LOE Public Relations Chair has available
should be provided to said Chairpersons. Provide handout on information needed
for hosting the Land of Enchantment author. (handout included in procedures
manual)
6.
Contacts NMLA and NMIRA Conference Chair or Program Chair to follow up and
confirm if arrangements have indeed been made so the award will be at the
conference for the presentation at the appropriate time, or if the award should be
sent to the author.
8.
Give Author(s) LOE Award acceptance letter(s) to the Archivist and a copy to all
Committee Chairs. If the letter comes from an author before the end of school, a
copy will be sent to all participating schools/libraries immediately.
9.
Provide a written report at all LOE Committee meetings.
10.
Prepare ballot and send to Mailings/Web Master Chair.
(The next page has instructions for hosting a Land of Enchantment author…not sure if we
want to include this or not. Recently, publishers do not cover an author’s travel expenses
to attend a conference to receive the award)
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Hosting the
Land of Enchantment Book Award Author
Traditionally the author’s publisher covers the cost of his/her plane fare to the airport closest to the
conference city. The following list shows the social and financial obligations of the hosting organization
(NMLA)
NMLA or NMIRA Luncheon/Banquet Program Chair
Responsibilities
Book hotel room (please communicate with the author as to smoking/non smoking preferences, etc.)
Provide a “Welcome” gift basket for the author.
Provide a complimentary ticket to the conference event at which the author will be
speaking and any other events the author wishes to attend.
Secure an age appropriate student who participated in the L.O.E. program that
included the winning book and that is familiar with this author’s other books to present the
Nambe tray to the author during the luncheon/banquet.
Provide a personal escort for the author whose responsibilities will be:
 Provide transportation
 to and from the airport
 to all appropriate conference events
 Host the author at dinner the evening before the luncheon and other meals as appropriate.
 Escort the author to the luncheon/banquet at which he/she will be speaking.
 Create a memorable visit for the author!
Responsibilities of the Land of Enchantment Book Award
Committee
Invite the winning author to speak at the NMLA conference.
Notify the program chair of the author’s acceptance or regrets.
Provide program chair with the author’s email and phone number for direct contact.
Provide author’s books for purchase by conference attendees.
Introduce the author and the student that will do the tray presentation.
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Publicity Co- Chairs
1.
Are responsible for creating and sending informational material to NMLA and
NMIRA presidents.
a.
b.
2.
NMLA: Provide an article on the winning books and authors to The
Hitchhiker, School Library Journal, and NMLA Newsletter as soon as that
information is available. Contact Youth Services at the State Library who will
make the announcement on the Internet.
NMIRA: Provide an article on the winning books and authors to NM Journal
of Reading and NMIRA newsletter.
Co-chairs will provide the following to the same publications for all publication
deadlines:
a.
b.
General information on LOE award process including the current reading list
and who votes.
Solicit book nominations.
3.
Co-chairs will publicize LOE Award and provide ideas to others. Post information on
NMLA and NMIRA E-lists as appropriate.
4.
Co-chairs will be responsible for information on LOE Award to be sent to
appropriate daily newspapers and other media in New Mexico. In March publicize
time to vote; in May announce winners of the LOE award; and in September
announce the beginning of a new reading list.
5.
Submit invoices for web expenses to the Treasurer.
6.
Post information on NMLA and NMIRA E-lists as appropriate
7.
Each co-chair will provide a written report at all LOE Committee meetings.
Land of Enchantment Book Award Publicity Contacts
(These may need to be updated!!)
Daily Times -- Farmington
327-7261
FAX 564-4630 Attention: Barry
Union County Leader -- Clayton
374-2587
FAX 374-3117 Attention: Janet
News-Bulletin -- Belen
864-4472
FAX 864-3549 Attention: Sandy
Rio Grande Sun -- Espanola
753-2126
FAX 753-2140 Attention: Beth
The Aztec Local News -- Aztec
334-1039
FAX 334-1551 Attention: Candy
Cibola County Beacon -- Grants
E-mail: ccbeacon@7cities.net
287-4411
FAX 287-7822 Attention: Julia
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Los Alamos Monitor -- Los Alamos
662-4185
FAX 662-4334 Attention: Snow Anderson
News-Bulletin -- Los Lunas
864-4472
FAX 864-3549 Attention: Sandy Batten
Las Vegas Daily Optic -- Las Vegas
425-6796
FAX 425-6796 Attention: Jennifer
Raton Daily Range -- Raton
445-2721
FAX 445-2723 Attention: Todd
The Observer -- Rio Rancho
892-8080
FAX 892-5719 Attention: Mary Beth
Albuquerque Journal
1-800-990-5765
FAX 823-3689 Attention: Jan Jonas
The New Mexican -- Santa Fe
983-3303
FAX 986-9147 Attention: Ruth Lopez & Bruce
Krasnow
Defensor-Chieftain -- Socorro
835-0520
FAX 835-1837 Attention: Julie (editor)
Springer News Bulletin - Springer
483-2276
FAX 483-2473 Attention: Melody
Taos News -- Taos
758-2241
FAX 751-3026 Attention: Inez Russell (Editor)
Roswell Daily Record -- Roswell
622-7730
FAX 625-0421 Attention: Editorial Dept.
Chronicle Sangre De Cristo -- Angel Fire
377-2358
FAX 377-2679 Attn: Ellen (News Dept.)
news@sangrechronicle.com
Ruidoso News -- Ruidoso
257-4001
FAX 257-7053 Attention: Sandy
Placitas Signpost - Bernalillo
867-3810
FAX 867-3870 Attention: Barb
Secretary/Archivist
1.
Take minutes at LOE committee meetings and provide each member with a copy of
the minutes. All members not at a meeting will be provided with handouts from the
meeting.
2.
Update the committee membership list with names, addresses, telephone numbers,
e-mail addresses, and term expiration dates.
3.
Provide minutes of the previous meeting in writing at all LOE Committee meetings.
4.
Maintains a scrapbook, or file, which should include copies of the minutes and
committee reports. It may also include photographs, news releases, articles,
author’s award acceptance letters, etc.
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Treasurer
1.
Establish and Maintain LOE Bank Account.
a.
b.
The outgoing treasurer will have closed the recent account. Once the
account has been closed, make sure that any remaining blank checks and/or
deposit slips have been destroyed.
The incoming treasurer will open a new account at a local bank. For the
records, make a photocopy of the cashier's check before opening the
account.
(1)
The new account should be a regular checking account for a nonprofit organization. Since there is little activity with this account, a
minimum of checks will suffice.
(2)
Provide the bank with the committee's IRA identification number, if
needed. (Official notice of this number assignment is on file in the
treasurer's files.)
(3)
File the new account information in the treasurer's current records.
Set up the check register (in the checkbook) and a separate posting
sheet, which will reflect all account transactions.
2.
Making Deposits
a.
ALL funds collected by committee members MUST be submitted to the
treasurer for deposit.
(1)
The committee sells items throughout the year.
(2)
Each parent organization (NMLA and NMIRA) contributes to the
committee each year.
b.
Issue a cash receipt for funds received, make out to the person who
submitted funds to you.
c.
Complete a deposit slip and post the amount of the deposit in the check
register, and on the posting sheet. Note the source of the funds and keep all
accompanying correspondence regarding the funds collected.
d.
After making the deposit, attach the temporary deposit receipt to the
correspondence regarding the funds, and file with the treasurer's current
records.
3.
Writing Checks
a.
Requests for reimbursement or checks should be handled as soon as
possible.
b.
Do not issue a check unless you have receipts verifying the details of the
expenses. If you are in doubt, contact the individual who submitted the
request for payment, or the committee chair.
c. If payment of an invoice requires a tax-exempt certificate, contact the treasurer
of either parent organization (NMIRA or NMLA). This individual will instruct you
on what information to provide them, and then they will issue a State of New
Mexico Nontaxable Transaction Certificate to accompany your invoice payment.
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d.
e.
f.
g.
4.
Before sending payment on the invoice, make a copy of this certificate, to keep
with treasurer's current records.
Keep ALL receipts and invoices submitted to you, to verify the amount of the
check you write.
Post the amount of the check in the check register and on the posting sheet.
The treasurer is responsible for paying web site fees.
The treasurer may elect to pay recurring expenses (such as website hosting
fees) electronically via automatic draft.
Reconciling Bank Statements
a.
b.
5.
Preparing the Treasurer's Report
a.
b.
c.
6.
Reconcile the bank statement by comparing the deposits and withdrawals to
the check register and the posting sheet. Alert the bank if you find any
discrepancies.
Staple the correspondence, receipts, etc., which match all transactions on
the statement to the back of the statement itself. Keep with the treasurer's
current records.
Prepare a treasurer's report for each meeting, or as requested by the
committee chairman, NMIRA, or NMLA officials.
The treasurer's report should be for the period of time, which has elapsed
since the last report, or for a period of time specified by the Chair or official.
The report must be dated, and needs to reflect the balance at the end of the
last report, all deposits and expenses since the last report, and the final
balance. When listing deposits and expenses, it is helpful to include a brief
description of what they were. The treasurer must sign the report, and
copies made for those who will be reviewing it. Keep the original, signed
treasurer's report with the current records. Submit copies to the IRA liaison
and the Youth Services SIG Chair or Treasurer.
Audit
a.
b.
An internal audit will be conducted annually, upon the request of the LOE
chair, at the conclusion of the June meeting. Submit for review a report of
expenses and income for each committee position, an itemized listing of all
expenses and income (posting sheet), the last bank statement and the last
account reconciliation. Also submit a form to be completed and signed at
the conclusion of the audit by the auditors (may be committee members).
It is possible that either parent organization can request an internal or
independent audit. The individuals conducting the audit will notify you
regarding the information they will need to conduct the audit. Make sure all
of the treasurer's records are in order prior to the audit. List what is being
provided to these individuals, and ask them to sign and date a statement
regarding their possession of these records, and their estimated date of
return. When the records are returned to you, inspect them to be sure they
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c.
are intact. Then provide the individuals with a signed statement from you
stating that all materials were returned.
At the June meeting present the Committee with the statement confirming
that the audit was conducted along with the finds and recommendations from
the audit.
7.
Budget
Prepare a budget showing estimated expenses and income for each position on the
Committee, as well as for the Committee as a whole. At the June meeting submit
the draft of the budget for the upcoming fiscal year, to be approved by the
Committee. Submit copies to the presidents of NMLA and NMIRA.
8.
Parent Organization Contributions.
a.
b.
9.
Submit a letter in April to the NMLA president requesting a contribution of
$300.00 to the committee. Include a copy of the LOE budget.
Submit a letter in April to the NMIRA president requesting a contribution of
$300.00 to the committee. Include a copy of the LOE budget.
Closing the Account
a.
b.
c.
d.
When your term as treasurer has expired, make sure all outstanding checks
and deposits have cleared the bank, and that your recorded account balance
matches that of the bank's.
Go to the bank and request that the account be closed. Ask for a cashier's
check to be made out in the amount of the account balance, paid to the
order of "Land of Enchantment Book Award."
Keep the checkbook with check register, on file. Destroy all unused checks
and deposit slips for the now closed account.
Close the records from your term as treasurer by recording the ending dates
of the file. Arrange the files and records, and prepare any necessary forms
or information for the incoming treasurer, etc.
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Time Line
June Meeting Date
1.
New Members become officially part of the Committee at the end of this meeting.
2.
Selection of chairs: Every Committee member will leave with chair responsibilities.
3.
Approval of budget and audit.
4.
Conduct internal audit
5.
Submission of annual reports by Chairs.
6.
Revise consideration list with additions and deletions
7.
Establish meeting dates for the year.
July
1.
2.
3.
4.
Confirmation on presentation of award to the winning author.
News articles written and submitted.
Prepare all website information for August 1st deadline.
Prepare and send needed training information to IRA liaison for leadership training in August.
1.
2.
Have Website ready for fall promotional information.
IRA liaison to present workshop to IRA councils at State leadership training
August
September
1.
Close book nominations for consideration list
October Meeting Date
1.
Committee members select the books for the Master Reading lists.
2.
Send Publishers notification of being selected for the Master Reading List
3.
Begin new consideration list
4.
Web Site is updated with next years Master List
5.
Approve internal audit
April
1.
2.
Voting and counting of ballots
Submit funding requests
1.
2.
3.
4.
Notify winning author and publisher
Notify schools/libraries and newspapers, etc of the winning book and author.
Update web site with LOE winners
Treasurer requests NMIRA budgeted line item fund
May
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