My report to the Membership and Executive Board meeting this year will be presented in two separate subject areas:
1. Activities Undertaken: Over the past year.
2. Comments and recommendations: To discuss improvements that might take place over the next year.
Activities Undertaken in F/Y 2002/2003
|Comments and Recommendations|
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.
and Conference Planning
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
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.
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.
Provided production and distribution services for the Society’s publications
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.Over the period of the year, some changes were made to enhance the distribution of the publications to members with a new design look.
Vicky continues to email the labels to those who order them.
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.
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.
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.
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.