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Chapter Success BookCompiled by Stephanie C. Sigala and Elizabeth Peck Learned for the Art Libraries Society of North America. Updated August 2002 by Ursula Kolmstetter and Laurie Whitehill Chong. Edited by Carol Graney, 2005. Updated April 2006 by Jonathan Franklin and Peggy Keeran.With special thanks to Joan Benedetti and previous ARLIS/NA Regional Representatives who have worked on this resource. Section 1: About ARLIS/NA1.1. Art Libraries Society of North America: History & Mission1.2. ARLIS/NA Bylaws 1.3. ARLIS/NA Policy Manual
1.4. ARLIS/NA Headquarters 1.5. ARLIS/NA Strategic Plan: 2006-2009 1.6. The ARLIS/NA Regional Representative: See Policy Manual, Section C7-F. Top of Page Section 2: About ARLIS/NA Chapters2.1 List of Chapters, with links to Chapter web pages / Chapter Bylaws2.2. Revision of Chapter Bylaws: Each chapter of ARLIS/NA has a set of chapter bylaws to direct operations. The Chair of a chapter should become familiar with the bylaws in the first month of office. Chapter bylaws should be reviewed and revised periodically to assure that they continue to represent local practices. Though each chapter may have specific guidelines for the revision of the bylaws, revision should be done only after voting members have had some opportunity to review potential changes in writing and/or to discuss them at a chapter business meeting. The Executive Board of ARLIS/NA will review all chapter bylaws changes to guarantee that all local policies and practices are in agreement with those of ARLIS/NA before the chapter votes on the proposed changes. Submit any proposed changes in chapter bylaws to the Regional Representative who will send them to the Executive Board for review. Following Board review, Chapter chairs may submit the proposed bylaws changes to chapter members for a vote. No bylaws changes will be in effect before final approval by the ARLIS/NA Executive Board. 2.3. ARLIS/NA Procedure for the Dissolution of a Chapter: The dissolution of a chapter is a voluntary action taken by a chapter, i.e. its members, due to the chapter's inactivity.
Top of Page Section 3: Reporting & Communicating3.1. Schedule of Reports & ActivitiesJanuary-April:3.2. Guidelines for Writing Chapter Reports
As with any geographically spread professional society, communication and coordination are important for the reputation of ARLIS/NA to others. Thus guidelines have been set up for several types of potentially problematic correspondence.
Top of Page Section 4: Chapter Membership & Its Benefits4.1. Eligibility for Chapter MembershipAll chapter bylaws should require that local members also hold membership in ARLIS/NA. Though this requirement frequently causes practical problems for local officers, the Executive Board endorses this policy as an acknowledgment that ARLIS/NA is the source and sponsor of local chapters. Individuals may join as many chapters of ARLIS/NA as they wish, without respect to the geographic region in which they live or work. Those who wish to participate fully in chapter business meetings--in particular, voting and holding office--must be ARLIS/NA members. The chapter may choose to underwrite full or partial cost of an ARLIS/NA membership for its officer(s) but ARLIS/NA will not fund the cost of Society membership for its chapter officers. When voting is held at chapter business meetings, the officers should insure that only eligible ARLIS/NA members cast votes. 4.2. Chapter Membership Recruitment Successful recruitment of new members happens in three phases:
Chapter meetings with interesting programs and opportunities for networking are popular ways to introduce ARLIS/NA to a new audience. Many chapters keep a list of dues-paying members as well as a broader list of regional institutions and occasional past attendees. In chapters covering a large area, meeting attendance may draw from a new local audience each time the location of the meeting changes. Meeting flyers are sent to those names on the larger list in hopes of coming to the attention of a new pool of potential members. Joining the Society has many benefits. The opportunity to meet with professional colleagues is important at all levels. Chapter meetings provide current awareness, introduce important regional cultural resources, and, via the business meeting, display an avenue for contribution to the visual arts professions. In addition, good opportunities for exchange of information take place during associated lunches, dinners before and after, and even coffee breaks. Chapters should maximize networking occasions whenever possible as an inducement to Society membership. Printed materials also provide incentives for membership. Chapter newsletters as well as information from ARLIS/NA should be readily available to potential members. ARLIS/NA Headquarters can supply chapters with the ARLIS/NA membership brochure on request. In addition, Art Documentation and the ARLIS/NA Web site may be of interest. From time to time, chapters may undertake membership campaigns. These may be as modest in scope as the distribution of membership flyers or may be as ambitious as recruitment sessions at local library schools or the offering of promotional gifts for members or the scheduling of events that are open to members only. Membership recruitment creates a sense of team-spirit in current members as well as helping to build ARLIS/NA. 4.3. Membership Records Keeping accurate records of chapter members is a key element of successful chapter management. In order to award benefits of membership and to maximize dues collection for chapter activities, the Secretary and/or Treasurer should create an up-to-date, easily maintained collection of names and addresses. The ARLIS/NA and chapter membership year is identical to the calendar year. Though some chapters prefer to collect dues at the chapter meeting(s), it is important that a deadline for payment of dues is established and publicized so that dues may be paid by mail. Forgetful members should be reminded at least once before being dropped from the membership roster. However payment is made, the dues payment should be deposited promptly and a receipt should be provided to the payee specifying the term of membership to avoid confusion. Many chapters maintain a dual system of names and addresses. The first list contains members in good standing who receive the newsletter or other special benefits. The second list may be a broad list of possible members, past members, or others who may wish to attend meetings or participate in some limited way. ARLIS/NA Headquarters will provide mailing labels for Society members in the region upon request. Ideally, membership records should be kept in a manner that allows for constant updating, annotating, and weeding. Computerized records (spreadsheets or word processing files) are ideal for updating. 4.4. Chapter Newsletters Chapter newsletters are an important way of keeping in touch with members between meetings. While they may be simply a way of announcing future meetings, they may also contain personal news, regional exhibitions, minutes of past meetings, Society news from the Regional Representative, and other items of interest to the chapter membership. An attractive and well-produced newsletter can be a good incentive for chapter recruitment. Often a newsletter editor is appointed by the chapter for an indefinite period to solicit content and produce the newsletter. Needed for production of the newsletter are editorial time, word processing software, paper, photocopying, and postage. Costs to the chapter depend on the method of reproduction, the quantity needed, and the amount of support coming from the editor's institution. The newsletter editor should report costs periodically to the chapter membership at large as well as regularly submitting expenses to the Treasurer for reimbursement. Some chapters post newsletters on the chapter's website or distribute through the chapter's electronic distribution list, only using regular mail for those members without email addresses. Addressing and mailing the newsletters may be the responsibility of the Secretary or the Newsletter Editor. While some chapters use mailing labels supplied by ARLIS/NA Headquarters, other chapters prefer to maintain a large list of regional professionals for chapter promotional purposes. At minimum, copies of the chapter newsletter should be sent to local chapter members, ARLIS/NA Headquarters, and to the Regional Representative. 4.5. Chapter Web Sites A chapter web site is an effective means to communicate with members and to present useful information, particularly about the region or chapter, that is not likely to be duplicated elsewhere on the ARLIS/NA Web Site. Several chapters have created web sites; their links are found on the Chapters page. Top of Page Section 5: Chapter Officers & Their Responsibilities5.1. Chapter Officers' DutiesThe executive committee of the chapter is composed of the elected officers and, frequently, the Past Chair and/or Newsletter Editor. The bylaws of each chapter designate the titles and principal duties of each officer; however, there are several additional duties for which chapter officers regularly assume responsibility.
Chapter bylaws should be consulted to determine the frequency and procedures for elections of chapter officers. All chapter officer terms run from January 1 to December 31.
Chapter bylaws authorize the collection of dues; the vote of the membership determines the amount. Most dues are minimal ($10-15) and are intended to defray the cost of mailings and meetings. They are also important as an indication of support for the chapter by involved members. Dues are usually collected once a year at a meeting or by mail. Dues cover the calendar year which is the same as the chapter fiscal year. The Secretary or Treasurer is responsible for sending out dues reminders and should establish a reasonable period for renewals. In many chapters, renewals at the end of the calendar year are applied to the next year's dues. Chapters may follow the Society model of applying dues received after October 1 to the following calendar year. Some chapters have established a mailing list which is more inclusive than the membership list. Thus, non-members may continue to receive meeting notices beyond dues deadlines. Each chapter should have a policy statement on member privileges. Chapters may have a meeting fee in addition to annual dues. This may be graduated to charge a different amount to members vs. non-members. Meeting fees typically cover the cost of refreshments or lunch, and/or programming. 5.4. Finances
The most important job of the ARLIS/NA Regional Representative is to facilitate communication between the chapters and the ARLIS/NA Executive Board. Regional Representatives are charged with attending chapter and regional meetings whenever feasible. When attending chapter meetings, the Regional Representative will address the business meeting to bring chapter members up-to-date on Society business of interest and will advise chapters on services that ARLIS/NA Headquarters can provide. Regional Representatives are typically knowledgeable about planning for an annual conference, fundraising, and other big issues of policy and procedure that affect chapters. Check with the Representative to assure adequate time on the business meeting agenda. Many Regional Representatives travel long distances in order to visit the chapter meetings. Thus, it is important to give them early notification (ideally 30 days) before each chapter meeting. Regional Representatives appreciate any hospitality a chapter can offer. Airport pickups or other transportation assistance and overnight accommodations are welcome. Chapter meeting registration for the Regional Representative is always waived. Top of Page Section 6: Meetings6.1. Guidelines for Successful Chapter MeetingsChapter meetings serve several important functions: professional development, current awareness, knowledge of cultural resources, knowledge of other professionals in the region, knowledge of other visual art collections, and networking on a local, national, and international basis. Chapter activities are a powerful inducement for chapter and Society membership. Attendance at chapter meetings is often dependent upon four factors:
In order to attend a meeting, potential attendees must have time to plan ahead. In areas where members commute short distances, adequate notice may be as little as two weeks, while in multi-state chapters, thirty days may be minimally required. In addition, adequate notice may be the key factor that attracts non-members to attend a desirable program of an unfamiliar group. To attract a large audience, chapters typically maintain a long address list of members and non-members who are sent flyers with a detailed program for the meeting. While many chapters have a core group of regular members who attend every function, less-committed members may go only to meetings with programs reflecting their particular interest, that are geographically in their area, easy-to-get-to, and/or are inexpensive. Thus it is not uncommon for chapter membership attendance to vary widely from year to year as a function of the location of that year's meetings. Costs Many chapters charge a minimal meeting fee to cover refreshments, lunch, or mailing costs. The true cost of attending a chapter meeting is in travel expenses. In the Midwest, for example, driving times of 5-6 hours each way or air travel are not uncommon. In these cases, overnight stays are usually required. To overcome geographical and travel cost factors, strong programs with good networking opportunities are necessary to give attendees a feeling of value. Programs Meeting programs vary widely in scope and length. Urban chapters may meet often during the year for a few hours during the day or evening. Because distances are greater, a typical meeting in chapters that cover large geographic areas may occur all day twice a year on a Friday or Saturday. In either case, a good mix of social opportunities and valuable information is essential. Informative content will be critical on occasions where institutional funding is sought for travel expenses. Programs composed solely of tours may appear weak to outside funding agencies, however valuable they are to individuals. See the sample programs on the next few pages for agenda ideas. Networking Meetings are a good way to form strong bonds with other professionals. They are a good way to bring students and new professionals into the society, as well as furthering diversity goals. As new attendees become familiar with the chapter's members and discover common interests via programs, they are likely to return to consider Society membership. Professional bonds may induce members to travel long distances to programs without much special interest, so each program should incorporate some time where attendees have an opportunity to talk with each other. Planning a "rendezvous" for out-of-towners at a local restaurant in conjunction with the formal program is one way to maximize personal contacts among members. Program Ideas:
Ethnic museums of history or art, Native American powwows, organizations for the blind, high school career fairs, state library association meetings, auction houses, cemeteries and mausolea, historic buildings and sites, artist spaces, new libraries/archives/collections. 6.2. Guidelines for Successful Regional Meetings Definition and Philosophy: The concept for regional meetings evolved from a desire to provide members geographically distant from the annual conference site with a way of participating in a broad scope of ARLIS/NA activity. Held irregularly, regional meetings provide an attractive blend of high quality programs often focused on shared regional concerns. Regional meetings are less expensive to attend than the annual meeting, and thus allow participation by some members who are not able to attend the annual conference. The resulting very special mix of new faces and old is important not only for the future of the Society but also for the profession of art librarianship as a whole. Planning: The idea for a regional meeting is often generated among several chapters at the annual conference. Planning for a regional meeting should involve two or more chapters, as opposed to a joint meeting, where one chapter would plan the event and invite other chapters to attend. Planning for a regional meeting should begin at least one to two years in advance of the meeting date. A location and host chapter should be designated as well as program and local arrangements chairs. Program ideas should be generated from all chapters if possible. Reports from previous regional meetings are available from ARLIS/NA headquarters or on the host chapter's website and provide excellent guidance. Board Approval: The ARLIS/NA Executive Board should be consulted from the inception regarding program contents and major planning details, including date of program. Formal board approval should be received at least six months in advance of the meeting. No contracts may be negotiated without Board approval. Finances: Income from registration fees should adequately cover all meeting costs, including housing and meals, insurance, transportation, postage, meeting rooms, and honoraria. It is a good idea to increase the registration rate slightly to create a cushion to cover unanticipated expenses. To help cover expenses, ARLIS/NA and individual chapters in the region may be sources of seed money, to be repaid if possible. Application for money from ARLIS/NA must be requested according to the "Special Funding Guidelines for Chapters." (See Section 7. Chapter Projects) After consultation with the Development Committee, chapters might also look into the possibility of finding local sponsors to cover some of the expenses. A regional meeting checking account should be set up to handle all monetary transactions, or, one chapter is designated to handle the financial transactions. Registration: Registration forms should be sent out at least two months in advance of the meeting, with a return deadline of at least one month in advance. In some cases, registration may need to be limited to a certain number of people in order to schedule buses, meeting rooms, and housing. If space is available, on-site registration should be available for those who may decide to attend at the last minute. The registration form should include the following information: name, preferred address, and phone number/s, deadline for return, registration fee, housing fee, tour or other activity fee. Directions for travel to and from the meeting site should be attached with the registration material. Housing: It is highly recommended that housing costs be kept down. Dormitory housing has proved successful in the past. A list of local hotels for those not staying in the conference housing should be made available. Keep in mind that some dorms may have a minimum on the number of registrants and that failure to meet this minimum may mean an added expense. If hotel accommodations are chosen, ARLIS/NA Headquarters should be consulted for advice on contractual arrangements. Publicity: Publicity for the meeting should appear at least three months before the meeting. At minimum, publicity should be sent to the ARLIS/NA Web site News & Features Editor and to the chapter newsletters. Transportation: Buses may need to be arranged to transport attendees to off-site events and activities. Keep in mind that this can be a substantial expense and will need to be figured into the registration fee. Meeting Packet: The meeting packet should contain the following basic information: badge with name and institution, program, list of pre-registrants, and map of meeting site/city. Additional information on local sites, restaurants, etc., might be included. Evaluation: Evaluation forms should be distributed to all attendees and a summary of the comments should be included in the final report to the Executive Board. Meeting Reports: A person(s) should be appointed to record information at each session/event. A formal report on the entire meeting, including financial details, should be submitted to the ARLIS/NA Executive Board within three months of the meeting. A summary report should be submitted for the ARLIS/NA Web site as soon as possible after the meeting. Regional Meeting History:
Top of Page Section 7: Special Projects7.1. Chapter ProjectsTo meet special local needs and to further the professional objectives of ARLIS/NA, chapters periodically undertake special projects or publications. Some past projects have included a union list of serials or microforms, resource directories of various kinds, and local or regional artist directories, as well as biographical dictionaries. Chapter projects require enthusiasm and organization because their success often depends on communication between institutions. A dependable project coordinator and a structured and achievable plan is essential. ARLIS/NA accepts proposals for special funding each spring for the following fiscal year, January 1-December 31. Projects may be awarded up to $500 depending on the merit of the project and the availability of funds. Guidelines and a simple application form are available on the ARLIS/NA Web Site. The ARLIS/NA Treasurer will assist in applying for special funding, and will answer any questions that arise about the process. 7.2. Coordinating Chapter Fundraising From time to time, chapters may begin special fundraising projects to fund a special event or to establish a fund for a special award. This may unknowingly conflict with other ARLIS/NA fundraising projects and create diplomatic problems for the organization. In order to maintain coordination in ARLIS/NA's development efforts, the Society's chapters must obtain preliminary approval from both the ARLIS/NA Development Committee and/or the Executive Board before embarking on fundraising activities or other solicitation. The Development Committee and Executive Board will need to know the group or individual that will be approached, the amount or nature of the gift requested, and the use that will be made of that gift. Clearance will be denied only when ARLIS/NA, through its Executive Board or committees, has planned or recently conducted a solicitation to the same group or individual. Exceptions to this procedure are fundraising efforts directed solely at the chapter's membership in its entirety. Solicitation intended for specific individuals who are members of the chapter does require clearance. Unsolicited gifts of funds, materials, or services may be accepted by a chapter without clearance. Chapters may not obtain income from distribution of their membership mailing lists. Mailing lists are provided for commercial use by arrangement with ARLIS/NA Headquarters. Income derived from the sale of mailing lists goes into general Society funds. Top of Page |