YA Section Executive Board Member Duties

Responsibility

Timeframe

Coordinates with fellow Executive Board

members; writes agendas and runs all Section and Executive Board meetings

Ongoing

Sets meeting dates for year with Section VP.

Print copies for distribution at NJLA annual conference, section meetings, YS Forum, and anywhere else the YA Section has an opportunity to have a presence.

Dates and location should be confirmed

in time for NJLA annual conference

Gives all information final review. Ensures that appropriate and timely information is up-to-date on Section’s website and NJLA website.

Ongoing

In alternating odd-numbered years (2015, 2017 and so on), oversees speaker arrangements for Garden State Book Award Luncheon with the GSTBA Committee. Communicates with GSCBA Committee to coordinate luncheon details.

Submit by NJLA conference program

proposal deadline, or contact NJLA

Conference Committee as early as

possible. Begin brainstorming author keynote in prior year.

Oversee speaker arrangements for NJLA

annual conference in coordination with Section VP.

Throughout the NJLA annual conference

proposal submission and subsequent

planning

Compose thank-you letters to all NJLA annual conference presenters and speakers.

Within 1 week of NJLA annual

conference

Compose and distribute letters to the authors

and publishers of winning GSTBA titles; include invitation to accept award at NJLA Conference.

Immediately following announcement of

winners in January

Communicate with GSTBA Committee to

ensure original list of GSTBA nominees is being created following guidelines.

Compiled before first Section meeting of

the NJLA year (typically September/October)

Responsibility 

Timeframe

Attends NJLA Leadership meeting.

Contact current (or incoming) NJLA

President for meeting date (usually July/August)

Arrange and submit program proposals for all

conferences (including pre-conference

arrangements)

Check with organizations for specific

timelines (NJASL - Fall; NJLA-spring)

Solicit volunteers to be go-to point people for

conference program proposals.

First or second Section meeting of NJLA

year

Assigns moderators and/or facilitators for

conference programs.

As soon as possible after proposals

accepted

Submit list of books for author signings at

conferences.

Check with NJLA Conference

Committee for details and deadlines

Submit any NJLA conference honorarium

request forms to the NJLA office.

Within 1 week of NJLA annual

conference

Picks up duties as needed in coordination with Section President.

Ongoing

Responsibility

Timeframe

Take minutes at Section meetings and send to Executive Board for edits and approval. Post approved minutes to the shared Google Drive.

Within one week of meeting date

Circulate attendance sheet; note names of

members present in minutes.

At each meeting

Circulate snack sign-up sheet; nudge members to commit to contributions. Provide information to President for inclusion on upcoming meeting agendas.

At each meeting until filled

Send letters to publishers of titles selected for

the ballot, informing them their books have been selected for ballot. When possible, use NJLA letterhead in print or in email.

After selections for full ballot have been

made, before NJLA annual conference

Responsibility 

Timeframe

Assign GSTBA readers

By end of October

YS Forum Liaison

Contact Chair for meeting dates

Collect and collate annotations of ballot titles.

Work with members of Exec Board to

proofread.

Annotations should be posted to website

prior to conference, or as soon as

possible upon completion of the ballot.

Work with members of Exec Board to

proofread. Post ballot to website and create electronic ballots.

Electronic ballots should be made

available as soon as final ballot is

confirmed

Update and order copies of GSTBA past

winners – send to Exec Board members for

Proofreading. Post to website.

Follow same timeline information as

ballots.

Request video or message from GSTBA winners for luncheon

After voting has been tabulated

Prepare YA Section interest table at annual

conference

Bring all materials to conference. Prepare

visual display (e.g. large tri-fold display;

digital frame or laptop for slideshow).

Responsibility

Timeframe

Keep track of login information for any and all

YASS social media accounts. Build, connect

and engage library audiences with pertinent

teen, or YA information as it relates to libraries and information.

Ongoing

Update each account at a frequency as

determined by the YASS executive board with

emphasis on special events.

Ongoing, preferably 2 times per week

Promote YASS-sponsored programs for

annual conference once they are accepted

Once programs are accepted (usually late

January)

Promote other YASS-sponsored initiatives as

determined by the executive board.

Ongoing

Solicit content from members to highlight YA activities and events throughout the state

Ongoing

Take photographs at the NJLA annual

conference. Post to section website and other

social media accounts. If the Social Media Manager cannot attend, he/she will recruit a volunteer.

Within two weeks of conference