Activities Undertaken in F/Y 2002/2003

Finances

Maintenance and updating of financial systems

Maintained ongoing communications

Ongoing mgmt of  day-to-day financial activities

Financial statements are reviewed monthly by the Executive Board.  Revenues and expenses are tracking to budget. 

Bonnie James and Elizabeth Clarke worked together with the Phil Heagy on the budgeting process throughout the year

Preparation of financial statements, reports and files for the auditor

Provided historical research for the audit process

Fielded questions concerning finances on a daily basis.

Managed Accounts Payable and Accounts Receivable process.

Although Phil Heagy has been outstanding in supporting the headquarters in the management of ARLIS/NA finances and he is responsible for much of the success of the financial picture of ARLIS/NA this year, it will be necessary for ARLIS/NA to establish more inclusive systems in the future.  In doing this, it would be more fiscally responsible for each of the chairs of committees to be responsible for their own budgeting and reporting processes, providing for their own favorable bottom lines in the process.  In the past the Treasurer has provided much assistance to this process but due to time commitments, Treasurers in the future may not have the time to dedicate to this process.

Meetings and Conference Planning

Baltimore Conference

Worked with the Conference Planning Advisory Committee (CPAC) for the SL conference. 

Met face-to-face in SL once to review plans.

Managed the annual conference process in coordination with the CPAC and Executive Committee

Negotiated contracts in conjunction with the conference (ie. Tours, Air Travel)

Developed the conference database and reported to the appropriate committees.

Assigned booth space for exhibitors

Worked with the CPAC to design, produce and deliver all products regarding registration to the conference.

Attended the conference with three staff for a period of nine days.

During the initial stages of the conference planning process, primarily Susan Rawlyk with the assistance of Elizabeth Clarke worked with the committee to plan the conference and prepare products (Preliminary Program, Exhibitors Perspectus). 

There is little to add as far as recommendations for the future for the conference.  With the outstanding guidance and development by Ted Goodman, there is a comprehensive conference planning guideline for all committees to follow with a very detailed headquarters section included.  This will provide all staff and committee members with a clear understanding of their responsibilities in the future. 

New York Conference 2004

Worked with the New York Conference committee to establish guidelines for the conference

Negotiated with the Roosevelt Hotel to establish an appropriate contract.  Contract negotiations completed.

Elizabeth Clarke visited the Roosevelt Hotel during the mid-year meeting in New York.  The site for the New York conference is established and we will attend the CPAC meeting for New York in June 2003.

Publications and Communications

Provided production and distribution services for the Society’s publications

Label distribution

With the assistance of Ion Communications, a strategic partner of Clarke Association Services, the publications were produced under the leadership of the respective publication editors. 

Vicky continues to email the labels to those who order them.

Database Management

The new database design has provided ARLIS/NA with an effective solution to its database needs.

The database has been designed based on criteria provided by various committees.

The database is also designed based on current needs and required reports and printouts (including the annual Handbook)

With the ongoing changes to requirements, the database will be updated once annually.

Email, Telephone & Fax Activities  

Bonnie James, Vicky Roper, Susan Rawlyk and Elizabeth Clarke opened and addressed all email, mail and fax communication during the year with regard to various areas of responsibility

Elizabeth Clarke monitored, reviewed or actioned all emails sent to ARLIS-L, Board-L, and leadership-L

Susan Rawlyk monitored, reviewed or actioned all emails received through leadership-L

Most of the emails received were in relation to the conference and occurred during the last half of the year. This number has improved since last year.  We will continue to monitor this activity.

Web Site/List Serve Maintenance

Maintained the web site as per instructions from the Secretary and Executive Board of ARLIS/NA

The new membership only section was implemented this year.

Mounted the Update on the website

Addressed concerns raised by list serves.

Created all conference related on-line registration services.

The work of updating and redesigning the ARLIS/NA Web Site (AWS) is ongoing.  All in all, we are pleased with the progress that has been made in the past year and look forward to the next phase of upgrades that will take place to the AWS over the next year.  A Board only site will be included in this year’s plans.

Board Support and Executive Director

Provided leadership to the staff in administering systems and working with the Executive Board on a daily basis.

Provided guidance to the Executive Board in establishing and maintaining relationships with the staff

Attended two Executive Board meetings

Attended one CPAC meetings

Worked with the Treasurer & B James on budgeting issues

Monitored member correspondence

Provided feedback and opinions in support of the Executive Board

We hope to be able to review the two products that have been produced over the past couple of years by headquarters in support of ARLIS/NA:

The product promotion proposal.

Proposed Certification Plan

Completion of the new design for publications.