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Executive Board Qualifications
and Responsibilities

As an executive board member, you are also expected to fulfill the following responsibilities:

  • Knowledge and Understanding

    • Familiarize yourself with ARLIS/NA's mission, policies, programs, and needs.

  • Financial Oversight:

    • Read and understand the organization's financial statements.

    • Ensure financial decisions align with the organization's mission and goals.

  • Advocacy and Resource Acquisition:

    • Actively advocate for the organization and seek financial resources and partnerships to advance ARLIS/NA's mission.

    • Utilize your connections, networks, and resources to generate collective action and support.

  • Fundraising and Reputational Standing:

    • Identify personal connections that can contribute to fundraising efforts and enhance the organization's reputation.

    • Utilize your influence to support public policy initiatives that align with ARLIS/NA's goals.

  • Board Engagement:

    • Prepare for, attend, and actively participate in board meetings.

    • Conscientiously engage in discussions and decision-making processes.

  • Committee Participation:

    • Fully participate in one or more committees to contribute to specific areas of board work.

  • Time Commitment:

    • Dedicate 2-4 hours per week to fulfill board-related responsibilities.

  • Bylaws, Policies, and Resolutions:

    • Adhere to the organization's bylaws, policies, and board resolutions.

  • Conflict of Interest:

    • Sign an annual conflict-of-interest disclosure and update it as needed throughout the year.

    • Disclose any potential conflicts of interest before meetings and address actual conflicts during meetings.

  • Confidentiality:

    • Maintain strict confidentiality regarding all internal matters of ARLIS/NA.

  • Executive Board Participation:

    • Attend regular Executive Board meetings and actively participate in its deliberations, fulfilling the necessary financial and time commitments.

  • Ethical Concerns:

    • Identify and bring to the attention of the Executive Board or relevant committees any ethical concerns affecting ARLIS/NA's membership.

  • Group Liaison:

    • Serve as the Executive Board liaison to assigned ARLIS/NA groups, fostering effective communication, collaboration, and strategic alignment.

  • Correspondence and Special Assignments:

    • Undertake correspondence and special assignments as requested, which may include writing reports to ensure effective communication within the organization.

Qualifications

All board members should demonstrate the following competencies:

  • Advocacy
  • ARLIS/NA Experience
  • Collaboration
  • Communication
  • Critical Thinking
  • Cultural Humility
  • Diversity, Equity, Inclusion, Accessibility, and Belonging
  • Holistic Thinking
  • Knowledge of the Field and Organization
  • Leadership

Please see the ARLIS/NA Leadership Competencies document for more detailed information including definitions and demonstrations. 
The Vice President/President-Elect of ARLIS/NA plays a vital role in the organization's leadership and governance. This position serves as a bridge between the current President and the future President, providing support and contributing to the overall success of ARLIS/NA. The Vice President/President-Elect is responsible for the following duties:
Committee Appointments:
  • Appoint committee Chairpersons in collaboration with the Executive Board for the governance year in which they will assume the President role.
  • Direct committee Chairs to make final appointments of their committee members and special appointments, following ARLIS/NA Executive Board policies.
Special Appointments:

  • Make appointments for Liaisons to Affiliated Societies (e.g., ALA, IFLA, CAA), ARLIS/NA Editorial Director and Editorial Board editors (based on the recommendations of the Editorial Director), Representatives to National Organizations (e.g., NISO), and the Conference Planning Advisory Committee.

Strategic Goal Review:

  • Participate in the review and revision of ARLIS/NA's strategic plans and goals, contributing to the organization's long-term goals and objectives.

Management Calendar Review:

  • Review the Management Calendar in consultation with the Executive Board for the year in which the Vice President/President-Elect will serve as President, ensuring the smooth coordination of activities.

Midyear Executive Board Meetings:

  • Schedule and select the site(s) or modality (virtual or in-person) for midyear Executive Board meeting(s) during the year of the Vice President/President-Elect's presidency.

Financial Oversight:

  • Review monthly financial reports and actively participate in the annual budget planning process to ensure sound financial management.

Liaison Responsibilities:

  • Act as the Executive Board liaison to Divisions, Sections, Special Interest Groups, and other assigned committees.

CPAC Participation:

  • Serve as a member of the Conference Planning Advisory Committee (CPAC) while in the role of Vice President and actively participate in conference-related activities.

Support to the President:

  • Provide assistance to the President as needed and act as President in the President's absence.

Annual Reports: 

  • Call for annual reports.

Leadership Orientation Meeting:

  • Set the agenda, convene, and conduct the Leadership orientation meeting at the annual conference.

Reporting and Communication:

  • Report activities at Executive Board meetings and provide updates to other Board members as necessary.

Training and Orientation:

  • Collaborate with Headquarters and the President to plan and coordinate the training and orientation of incoming Board members and other Society leaders.

This position requires a commitment to fulfill the duties outlined above and actively contribute to the advancement of ARLIS/NA's mission and goals.

Travel Requirements and Support from ARLIS/NA

As the Vice President of ARLIS/NA, your role entails specific travel requirements. ARLIS/NA provides the following support to facilitate your participation:

  • Annual Conference In-Person Board Meetings: ARLIS/NA will reimburse travel expenses subject to the ARLIS/NA budget.

  • Fall In-Person Board Meeting (if scheduled): ARLIS/NA will reimburse travel expenses and hotel subject to the ARLIS/NA budget.

  • CPAC Site Visit Attendance: As the Vice President, your presence at the CPAC (Conference Planning Advisory Committee) site visit is expected. To support your engagement, ARLIS/NA will reimburse for airfare or ground transportation. Hotel rooms and meals are provided by ARLIS/NA.

Qualifications 

In addition to demonstrating the general competencies outlined above, the candidate must have the following:

  • Past role on the ARLIS/NA Board (preferred).

  • Ability to make three-year commitment to Board service: VP/President-Elect, President, Past President.

  • Ability to plan and host one mid-year board meeting during year 2.

  • Willingness and ability to take on the workload.

  • Demonstrated Competencies

    • Assessment

    • Collaboration

      • Ability to collaborate and work effectively with diverse stakeholders.

    • Communication 

      • Strong communication and interpersonal skills.

      • Public speaking

    • Financial Knowledge

    • Knowledge of the Field and Organization

      • In-depth knowledge of ARLIS/NA’s mission, goals, and operations.

    • Leadership 

      • Demonstrated leadership experience in a relevant field or organization.

      • Strategic thinking and planning abilities.

      • Commitment to promoting ARLIS/NA's values and objectives.

See Policy Manual C-2.B.
The President of ARLIS/NA holds the highest executive position within the Society and is entrusted with leading and making decisions on all Society affairs in accordance with the bylaws and policies. This role requires strong leadership, effective communication, and strategic oversight. The President's duties include:

Chief Executive Officer:

  • Serve as the chief executive officer of the Society, with the authority to make decisions on all Society affairs in consultation with relevant individuals or groups, adhering to Society bylaws and policies.

Guidance to the Management Company:
  • Provide advice and direction to the Society's management company on all Society business matters.
Meeting Chair and Agendas:

  • Chair and set agendas for all Executive Board meetings, the annual Membership Meeting, and the Conference Planning Advisory Committee meeting.

  • Appoint members of the Conference Fundraising Subcommittee.

Membership Communication:

  • Regularly communicate the important business of the Society to the membership.

  • Ensure timely and substantive communication from other individuals and units within the Society.

Financial Oversight:

  • Review monthly financial reports and actively participate in annual budget planning to ensure sound financial management.

Training and Orientation:

  • Plan and coordinate the training and orientation of incoming Board members and other Society leaders in collaboration with the management company.

Committee and Board Liaison:

  • Serve as the chair of the Conference Planning Advisory Committee and as a Board liaison to the Nominating Committee, Awards Committee, Distinguished Service Award Committee, and appointed positions such as the ARLIS/NA Editorial Director and liaisons to affiliate organizations.

Conference Co-Chairs:

  • Appoint conference co-chairs for the conference three years in advance.

External Funders:

  • Take responsibility for communications with external funders, including grant-making organizations and donors.

Strategic Planning:

  • Work closely with the Strategic Plan Coordinators, VP/President-Elect and the Board as needed in shaping the Society's long-term goals and strategies.

The President plays a critical role in leading and representing ARLIS/NA. This position requires a high level of commitment, effective decision-making, and collaboration with various stakeholders to advance the Society's mission and objectives. 

Travel Requirements and Support from ARLIS/NA

As the President of ARLIS/NA, your role entails specific travel requirements. ARLIS/NA provides the following support to facilitate your participation:

  • Annual Conference In-Person Board Meetings: ARLIS/NA will reimburse travel expenses subject to the ARLIS/NA budget.

  • Fall In-Person Board Meeting (if scheduled): ARLIS/NA will reimburse travel expenses and hotel subject to the ARLIS/NA budget.

  • CPAC Site Visit Attendance: As the President, your presence at the CPAC (Conference Planning Advisory Committee) site visit is expected. To support your engagement, ARLIS/NA will reimburse for airfare or ground transportation. Hotel rooms and meals are provided by ARLIS/NA.

Qualifications

Qualifications are inherited from the Vice President role.

See Policy Manual C-2.A. 
The Past President of ARLIS/NA plays a crucial role in providing continuity and historical perspective to the Executive Board. This position contributes to the smooth functioning of the organization and supports the President and the Board in various capacities. The duties of the Past President include:

Continuity and Historical Perspective:

  • Provide general continuity and historical perspective to the Executive Board, drawing upon previous experience and knowledge of the organization.

Project Completion:

  • Advance projects that were initiated during the Past President's tenure as President.

Executive Board Responsibilities:

  • Serve on the Executive Board and actively participate in its regular meetings, fulfilling the financial and time commitments associated with the position.

Reporting:

  • Report activities at Executive Board meetings and provide updates to Board members at other times as necessary.

Committee Liaison:

  • Act as the Executive Board liaison to the Strategic Planning Committee and other committees as assigned, facilitating communication and collaboration.

Committee Membership:

  • Serve as a member of the Conference Planning Advisory Committee (CPAC) and the Finance Committee, actively participating in their respective activities and initiatives.

Grant Management:

  • Oversee the management of external grants and prepare the required grant reports on behalf of the President.

The Past President plays a pivotal role in supporting the organization's ongoing operations, sharing institutional knowledge, and ensuring a smooth transition of leadership. This position requires a commitment to the organization's mission, effective communication skills, and collaboration with various committees and stakeholders. 

Travel Requirements and Support from ARLIS/NA

As a board member, your role entails specific travel requirements. ARLIS/NA provides the following support to facilitate your participation:

  • Annual Conference In-Person Board Meetings: ARLIS/NA will reimburse travel expenses subject to the ARLIS/NA budget.

  • Fall In-Person Board Meeting (if scheduled): ARLIS/NA will reimburse travel expenses and hotel subject to the ARLIS/NA budget.

Qualifications
  • Qualifications are inherited from the Vice President role.

See Policy Manual C-2.B. 

The Secretary of ARLIS/NA holds a vital position within the organization, responsible for overseeing important administrative and record-keeping functions. This role requires strong organizational skills, attention to detail, and effective communication. The duties of the Secretary include:

Meeting Minutes:

  • Logs decisions, motions, and action items according to meeting minutes. 

  • Ensure the recording of deliberations, decisions, motions, and action items made by the Executive Board at meetings during the annual conference, midyear meeting(s), and throughout the year.

  • Ensure that the minutes of the Executive Board meetings are made publicly available and properly archived for reference and historical purposes.

Parliamentarian Role:

  • Ensure adherence to proper meeting procedures in collaboration with the Executive Director. 

Elections:

  • The secretary oversees ballots for amendments and elections.

  • Collect and count ballots for amendments to the Articles of Incorporation and Bylaws.

Record Archiving:

  • Oversee policies and procedures for archiving the Society's records, ensuring proper organization and accessibility.

  • Liaison with the organization holding the Society’s records. 

Correspondence and Special Assignments:

  • Undertake correspondence and special assignments as requested, fulfilling them in a timely and efficient manner.

Membership Meeting:

  • Provide reports to the membership during annual meetings, sharing important updates and information.

Committee Liaison:

  • Act as the Executive Board liaison to the ARLIS/NA Documentation Committee and the Cataloging Advisory Committee, facilitating communication and collaboration.

Policy Manual Maintenance:

  • Oversee the identification of Board-approved actions or decisions that require a reference or policy change in the Policy Manual.

  • Maintain the Policy Manual in partnership with association staff. 

Documentation Committee Chair:

  • Serve as the chair of the Documentation Committee for two years immediately following the Secretary's term on the Executive Board.

The Secretary plays a crucial role in ensuring accurate record-keeping, efficient communication, and adherence to organizational policies. This position requires a high level of professionalism, confidentiality, and commitment to supporting the effective functioning of ARLIS/NA.

Travel Requirements and Support from ARLIS/NA

As a board member, your role entails specific travel requirements. ARLIS/NA provides the following support to facilitate your participation:

  • Annual Conference In-Person Board Meetings: ARLIS/NA will reimburse travel expenses subject to the ARLIS/NA budget.

  • Fall In-Person Board Meeting (if scheduled): ARLIS/NA will reimburse travel expenses and hotel subject to the ARLIS/NA budget.

Qualifications 

In addition to demonstrating the general competencies outlined above, the candidate must have the following:

  • Past role chairing or moderating an ARLIS/NA Chapter, Committee, CPAC, Division, Section, or SIG or having held a Secretary position in another professional organization. 

  • Ability to make a two-year commitment to Board service plus two years chairing the Documentation Committee.

  • Demonstrated Competencies

    • Communication

      • Excellent organizational and administrative skills.

      • Strong attention to detail and accuracy.

      • Proficiency in record-keeping and maintaining official documents.

      • Effective written and verbal communication skills.

      • Familiarity with meeting management and minute-taking.

      • Ability to manage multiple tasks and deadlines.

      • Discretion and professionalism in handling confidential information.

    • Knowledge of the Field and Organization

      • Knowledge of the ARLIS/NA's bylaws and governance procedures.

See Policy Manual C-2.D.
The Advancement Liaison plays a vital role in advancing the mission of ARLIS/NA by working closely with and ensuring effective communication between the Executive Board and the Membership Committee, Diversity and Inclusion Committee, and Anti-Racism Committee. The position responsibilities include:

Collaboration with Membership, Diversity and Inclusion, and Anti-Racism Committees:

  • Work with the Committees, reporting their activities to the Board and conveying Board decisions to the committees.

Attendance at Committee Meetings:

  • Attend the meetings of the Membership, Diversity and Inclusion, and Anti-Racism Committees throughout the year, as well as at the annual conference.

The Advancement Liaison, in addition to the general duties of a liaison, is instrumental in supporting the organization's advancement initiatives, acting as an advocate for our diverse membership, fostering collaboration among committees, and ensuring the smooth flow of information.

Travel Requirements and Support from ARLIS/NA

As a board member, your role entails specific travel requirements. ARLIS/NA provides the following support to facilitate your participation:

  • Annual Conference In-Person Board Meetings: ARLIS/NA will reimburse travel expenses subject to the ARLIS/NA budget.

  • Fall In-Person Board Meeting (if scheduled): ARLIS/NA will reimburse travel expenses and hotel subject to the ARLIS/NA budget.

Qualifications: 

In addition to demonstrating the general competencies outlined above, the candidate must have the following:

  • Past role chairing or moderating an ARLIS/NA Chapter, Committee, CPAC, Division, Section, or SIG.

  • Ability to make a two-year commitment to Board service.

Preferred Qualifications: 

  • Communication

    • Strong interpersonal and relationship-building skills.

    • Understanding of marketing and promotional techniques.

    • Excellent communication and presentation skills.

  • Diversity, Equity, Inclusion, Accessibility, and Belonging

    • Experience running DEIAB programs. 

  • Knowledge of the field and organization

    • Familiarity with membership engagement and retention.

  • Leadership

    • Strategic thinking and goal-setting abilities.

    • Commitment to promoting ARLIS/NA and its mission.

See Policy Manual C-3.A. 
The Canadian Liaison plays a crucial role in representing the Canadian members of ARLIS/NA and promoting collaboration between ARLIS/NA and Canadian national professional associations. The position responsibilities include:

Canadian Representation:

  • Act as a liaison between ARLIS/NA Canada and the Executive Board.

  • Serve as Chair of ARLIS/NA Canada, fostering communication and cooperation among Canadian members. Note that ARLIS/NA Canada is autonomous from other Canadian chapters and regional representatives.

Collaboration and Support:

  • Work with the Chapters Liaison to address the concerns of individual Canadian members and chapters, aiding in their resolution.

  • Serve as an ex-officio member of all Canadian chapters, including the international Northwest chapter, and attend chapter meetings whenever feasible.

  • Promote Canadian membership and participation in ARLIS/NA.

Committee Liaison:

  • Act as a liaison to the Public Policy Committee and the International Relations Committee.

Information Management:

  • Subscribe to the CARLIS-L listserv and relevant chapter listservs to receive chapter meeting announcements, rosters of officers, membership directories, newsletters, and other chapter publications.

  • Submit Canadian information to the ARLIS/NA website when appropriate and share relevant ARLIS/NA information on CARLIS-L.

  • Submit rosters of ARLIS/NA Canada officers to Headquarters and the Web Editor as scheduled on the Management Calendar.

Reporting and Advocacy:

  • Report the decisions and deliberations of the Executive Board to Canadian members when the subject is of national Canadian concern.

  • Report own activities and pertinent Canadian issues at Executive Board meetings and to Board members as necessary.

  • Act as a liaison between ARLIS/NA and Canadian national professional associations.

Additional Responsibilities:

  • Chair the Melva Dwyer Award Subcommittee (see Policy Manual G-7-G).

  • Organize and attend the ARLIS/NA Canada meeting at the annual conference.

  • Work with the Chapters Liaison and the host chapter to identify co-chairs and conference themes when the ARLIS/NA annual conference is hosted in Canada.

The Canadian Liaison serves as a bridge between ARLIS/NA and its Canadian members, fostering collaboration and promoting the interests of Canadian professionals within the organization.
Travel Requirements and Support from ARLIS/NA

As a board member, your role entails specific travel requirements. ARLIS/NA provides the following support to facilitate your participation:

  • Annual Conference In-Person Board Meetings: ARLIS/NA will reimburse travel expenses subject to the ARLIS/NA budget.

  • Fall In-Person Board Meeting (if scheduled): ARLIS/NA will reimburse travel expenses and hotel subject to the ARLIS/NA budget.

Qualifications

In addition to demonstrating the general competencies outlined above, the candidate must have the following:

  • Past role chairing or moderating an ARLIS/NA Chapter, Committee, CPAC, Division, Section, or SIG

  • Current Canadian residency/workplace and familiarity with the Canadian art library community.

  • Ability to make two-year commitment to Board service

  • Demonstrated Competencies

    • Advocacy

      • Ability to represent the interests of Canadian members or chapters.

      • Commitment to promoting Canadian membership and participation.

    • Collaboration

      • Experience in building partnerships and collaborations.

    • Communication

      • Strong communication and networking skills.

    • Knowledge of the field and the organization

      • Knowledge of the Canadian art library landscape and relevant organizations.

      • Familiarity with Canadian cultural policies and initiatives.

      • Knowledge of international relations and cross-border issues.

See Policy Manual C-3.B.