Executive Board Timeline and Checklist
Before Each Meeting:
Request agenda items and member updates at least two weeks prior to meeting (President)
Email set agenda to listserv one week prior to meeting (President)
During Each Meeting:
Take minutes (Secretary)
Distribute attendance sheet (Secretary)
Circulate snack sign-up sheet (Secretary)
Immediately Following Each Meeting:
Send minutes to Executive Board for approval within one week of meeting date, and then send to listserv and post to website (Secretary)
Update next meeting date/location on website (Secretary)
Periodically:
Submit information to NJLA Newsletter (President)
Update YA Section website (Secretary, and other members as appropriate and necessary)
Late Summer/Early Fall:
Gather full list of GSTBA nominations (GSTBA Committee)
Cull GSTBA master list (GSTBA Committee)
Request and assign readers (MAL)
Coordinate Youth Services Forum with NJ State Library (MAL)
Attend annual NJLA Leadership meeting (President, VP)
Submit program proposals for NJLA Conference (VP)
Submit proposal for GSBA Luncheon in alternating odd-numbered years (President)
Pre-Conference:
Distribute letters alerting publishers of GSTBA ballot titles using NJLA letterhead in print or in email (Secretary)
Distribute press releases for GSTBA winners on NJLA stationary in alternate even-numbered years; coordinate with GSCBA Committee (Secretary)
Composes letters to the GSTBA winning authors notifying them of the award and inviting them to attend the Garden State Book Award Luncheon (President)
Proofread and post annotations of ballot titles to website (MAL)
Update and order ballots and post .doc and .pdf to website; update and order past winners and post .doc and .pdf to website (MAL)
Conference:
Coordinate with the GSTBA committee to arrange for GSBA Luncheon keynote in alternating odd-numbered years (President); Determine who will represent the YA Services Section at the luncheon (President, GSTBA Committee Chairs)
Organize Pre-Conference and regular Conference program arrangements (VP)
Set calendar for upcoming year (President/VP)
Matte and frame awards for those accepting awards in person at the Conference (MAL)
Matte and mail awards for those not attending Conference (MAL)
Assign facilitators and moderators for Conference programs (VP)
Arrange for projectors and other equipment for all programs (VP)
Coordinate travel and payment for all presenters (VP)
Submit book titles for signings (VP)
Organize staffing and stocking of YA Section table (MAL)
Purchase folders for GSTBA luncheon and arrange for materials to be prepared; coordinate with GSCBA Committee (MAL)
Post-Conference:
Submit receipts for expenses and honoraria (VP)
Distribute “thank you” notes to all presenters (President)
Post handouts to the website (VP)
Post pictures to the website and submit to NJLA Flickr (Secretary)
Last updated: 02/2015
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