You will convene the Executive Committee twice per year at or around the time of ALA Conferences. You can host additional meetings between conferences, as well, if you like.
If you meet virtually between conferences, do so in whatever way is most convenient: conference call, Google Hangouts, Adobe Connect, Zoom, etc. You can also request to schedule an Adobe Connect/WebEx space through ACRL for more formal online discussions. See ACRL policies.
Scheduling tools such as Doodle are an easy way to find a time that works for all committee members. Be sure to enable time zone support.
In advance of meetings, the chair writes a draft agenda and sends it to the Exec e-mail list for feedback and additions.
When you've finalized the date, time, and agenda
The ULS secretary should capture meeting notes and send them to you for review. Once finalized, send the meeting notes to Lauren Carlton and ask the secretary to post them to ALA Connect.
You are responsible for communicating with ACRL about scheduling meetings of the committees, discussion groups, and other units of ULS at or around ALA Conferences.
About six months before ALA Midwinter and Annual, you will get an e-mail from ACRL about scheduling in-person meetings. Once you get this e-mail, send out an e-mail to the ULS Exec listserv to confirm in-person vs. virtual meetings as well as any technology needs for on-site meetings.
While some ACRL sections host all-committee meetings, ULS does not. We just have the ULS Executive Committee meeting and individual committee meetings, all of which are open.
You're responsible for managing the ULS budget. The budget can be used for any items or activities that support the achievement of ACRL and ULS. Here are some examples:
Lauren Carlton is your contact regarding the budget. The ACRL Board of Directors approves the annual division budget at ALA Annual, so it can vary by year, but it is usually around $3,500. The fiscal year is September 1–August 31, though funds must be expended by August 15. Funds do not roll over to the next year.
More information about unit budgets can be found in ACRL's Guide to Policies and Procedures, chapter 6.25.
To receive reimbursement, submit the Section Reimbursement Request form, along with original receipts. You must sign the form or approve the expenses via e-mail.