POSITION TITLE: Library Chairman

BASIC FUNCTION:

  • To oversee and coordinate all aspects of the permanent library program of The American Iris Society.
  • The Library Committee is in place to help facilitate any AIS member in researching and receiving any information if available in the Library files either by: e-mail, fax, phone or via US Mail. These request are performed in a timely manner and forwarded to the requester. This service is FREE to all AIS members, Sections or Affiliates. Any donations to the AIS Library Fund to help defray shipping and handling costs are greatly appreciated.

REPORTING RELATIONSHIPS:

  • He/she is appointed by the AIS President and responsible to the Board of Directors.
  • Preparing a Spring and Fall Committee report to the AIS Board to be presented at the respective Board Meetings.
  • Compiling a group of EXCESS items from the Library's files to be used at the Spring National Meeting Silent Auction to help raise monies for the AIS Library Fund.
  • Preparing a list for the AIS Membership Chair of the Foreign Iris Societies that are forwarding their publications to the AIS Library for purposes of reciprocation.
  • Filing a monthly Library Expense Report with the AIS Secretary for approval and reimbursement. These expenses include the Library Phone charges, Internet connection charges, office expenses (paper, ink cartridges, etc.), mailing charges and travel expenses.

MAJOR FUNCTIONS:

  • To be thoroughly familiar with the rules and regulations of The American Iris Society Board of Directors as these pertain to the Library and its collections.
  • To receive, catalog and file acquisitions.
  • To respond in a timely manner to research inquiries.
  • To maintain reciprocity agreements with foreign Iris Societies.
  • To keep the AIS Board of Directors informed of the acquisitions

SPECIFIC RESPONSIBILITY AND AUTHORITY:

  • The main duties of the AIS Library Committee Chair are the timely cataloging then filing of Publications and Documents received for archiving and the timely response to research inquiries.
  • As various Bulletins (both local and foreign), AIS Section publications (Bulletin or Newsletters), Regional/Local Club publications (Bulletins or Newsletters), and Garden Catalogs or Price Lists are received they are entered into the proper database and then filed in their proper cabinet or bookshelf.
  • Also, whenever AIS publishes any Book(s) or such publications as yearly Calendars, Official Ballots and R&I's, the ten year Check List and the Judges Handbook, etc., the Library should be in receipt of duplicate copies of such publications to be logged into their individual database and properly filed.
  • The Library is trying to maintain duplicate copies of any AIS publication or AIS Section publication, with the exception of the AIS Bulletin where 7 (seven) copies are required, 5 (five) copies to shelf and 2 (two) copies for binding (one for AIS and the other for AIS Foundation). For any Regional/Local
  • Club publication and all Commercial Garden Catalogs or Price Lists the Library maintains only one (1) copy on file.
  • Any information or articles received about AIS Members such as Newspaper or Magazine articles, breeding records/papers, obituaries and the like when received are entered into the database and filed in the proper cabinet.

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

Monthly

  • Input into the computer database materials received (Bulletins, Newsletter, Catalogs, etc.) and file in proper cabinet or bookshelf. This should be done at least once a month (except during the slow summer months, when it can be done every other month} and during the heavy months in the spring it should be performed weekly. Reply to research inquiries in a most timely manner.
  • Prepare a monthly Library Expense report and mail to AIS Foundation Treasurer for approval and reimbursement.

Spring

  • Prepare a Committee Report to the AIS Board for the Spring Meeting.
  • Submit to the Membership Chair a list of Foreign Iris Societies that are furnishing AIS with their publications for the purpose of reciprocation.

  • Compile excess materials that cart be used in the Silent Auction at the Spring National Convention with Board approval.

Fall

  • Prepare a Committee Report to the AIS Board for its Fall Meeting.

November/December (yearly)

  • Take the AIS Bulletins for 1 (one) year, to be bound for the AIS Foundation, submit the bill to the AIS Foundation Treasurer for reimbursement.

November/December (every second year)

  • Take the AIS Bulletins for 2 (two) years, to be bound and submit the bill to the AIS Foundation Treasurer for reimbursement.

POSITION TITLE: Library Chairman

BASIC FUNCTION:
  • To oversee and coordinate all aspects of the permanent library programof The American Iris Society.

REPORTING RELATIONSHIPS:
  • He/she is appointed by the AIS President and responsible to the Board
    of Directors.

MAJOR FUNCTIONS:
  1. To be thoroughly familiar with the rules and regulations of The American Iris Society Board of Directors as these pertain to the Library and its collections.
  2. To receive, catalog and file acquisitions.
  3. To respond in a timely manner to research inquiries.
  4. To maintain reciprocity agreements with foreign Iris Societies.
  5. To keep the AIS Board of Directors informed of the acquisitions

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  1. Receive, catalog and file all new acquisitions.
  2. local and foreign society Bulletins
  3. AIS Section publications
  4. Regional/Local club publications
  5. Commercial Garden Catalogs and/or Price Lists
  6. AIS annual calendars
  7. AIS Official Ballot
  8. AIS annual Registrations and Introductions, decennialCheck Lists, and Handbook for Judges and Show Officials.
  9. Information/newspaper articles/obituaries concerning AIS members, when submitted.
  10. Receive inquiries (bye-mail, fax, telephone or US mail) for research materials and respond to these in a timely manner.
  11. Compile a list of excess items from the Library to be placed on the Silent Auction at the spring meeting of The American Iris Society.
  12. Provide the AIS Membership Secretary with a list of the foreign Iris Societies that forward their publications to the Library for purposes of Bulletin reciprocation.
  13. File a monthly Library Expense Report with the AIS Secretary for approval and reimbursement. (Telephone charges, Internet connection charges, office expenses, mailing charges, and travel expenses.)
  14. Attend the spring and fall meetings of the AIS Board of Directors and present a written report.

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

Monthly
  • Input materials received (Bulletins, Newsletters, Catalogs, etc.) into the computer database and file in proper cabinet or bookshelf. This should be done at least once a month (except during the slow summer months, when it can be done every other month) and during the heavy months in the spring it can be performed weekly.
  • Reply to research inquiries in a timely manner.
  • Prepare a monthly Library Expense Report and mail to AIS Secretary for approval and reimbursement.

April- May
  • Compile a list of excess Library materials and send to the Silent Auction Chair and to the AIS Board of Directors for their approval.
  • Attend the spring meeting of the AIS Board of Directors; present a report of the Library Committee.

November (First full week-end)
  • Attend the fall meeting of the AIS Board of Directors; present the Annual Report of the Library Committee.

November - December (each year)
  • Take an annual set of the Bulletin of the American Iris Society, have them bound for the records of the AIS Foundation and submit the bill to the AIS Foundation Treasurer for payment.

November - December (every other year)
  • Take the Bulletin of the American Iris Society for two (2) years; have them bound for the Library records; and send the bill to the AIS Secretary for approval and reimbursement.
Topic revision: r3 - 05 Nov 2015, BobPries
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