Organization Manual: Membership Committee

The Membership Committee and Nominating Committee merged when the Bylaws were amended in 2018. The newly defined Membership Committee is responsible for connecting Iowa academic librarians to the state’s professional association by invitation, recruitment, appointment, and election. The Iowa Library Association Office Management Team (DMS) maintains a membership list and distributes it monthly to the Chair of the Membership Committee, January through October. The list identifies potential subdivision members as well as new and continuing members of Iowa ACRL; it serves as the basis for the primary functions of the Membership Committee, including outreach communication, a membership drive, committee appointments, and an annual election for officers. The Vice-President/President-Elect serves as Chair of the Membership Committee.

Schedule of Activities

December
The work of the Membership Committee Chair begins in December after the election of the Executive Board officers. The Membership Committee Chair attends the transitional ILA/ACRL Executive Board planning meeting to learn: the responsibilities of the Vice-President/President-Elect, the procedures of the Executive Board, and the common practices of the Membership Committee.

The outgoing Chair will transfer ownership of Google Drive committee files and share any necessary Organizational Manual revisions with the incoming Chair.

After the Iowa Library Association sends out membership join/renew form in December, use the appropriate recruitment letter via the ILA/ACRL listserv and reminders via social media channels to encourage early/prompt renewals to ILA/ACRL subdivision/chapter.

The new Chair should correspond with members of the committee acknowledging their appointments and outlining the work that will be done. Share a proposal to divide the committee’s tasks; invite feedback from committee members, so that the committee can begin its work as soon as possible. 

January 
Copy the Volunteer Template form. Update the contact information at the top of the form and change reply-to settings so that you will receive notification when someone has filled out the form. Submit the updated Volunteer Form to the chair of the Electronic Communications Committee for posting on the web page. 

Review the email letters that will be sent as reminders to renew membership in January and March, and as a thank you for renewing or joining ILA/ACRL. The letters are kept in the Google Drive Membership Committee folder. Google Docs > Exec Board > Membership Committee. Send a recruiting renewal reminder email to everyone on the ILA/ACRL mailing list; the list will include members from the previous year until mid-March when DMS removes emails of those who have not renewed by that time. Send an email letter to the program office administrator at library schools for distribution to encourage SLIS students to join the association. (It’s $10 for students to join ILA and $0 the ACRL subdivision. In the past there has an opportunity for University of Iowa library graduate students to join for ILA free; check with ILA on the current status of that opportunity). 

Receive updated ILA/ACRL membership list from the ILA office and save in Google Docs > Exec Board > Membership Committee > Membership Lists. These membership lists provide numbers, but also are used as a nominating tool. Membership Committee Chair should receive these membership lists monthly; you might have to ask for them and update the contact email DMS has on file.

February 
Use ILA Office lists to sort academic librarians who have joined ILA/ACRL from those who have joined ILA but not joined the subdivision in order to develop a mailing list. Send a welcome letter to the new members and to those who have renewed.

Develop ideas for seeking nominations of the subdivision/chapter officers: Vice-President/President-Elect, Secretary/Treasurer, and one Member-at-Large.

March 
Send a second email recruitment letter as a reminder to renew. Contact library school students through program office administrator to encourage them to join.   

Review current committee rosters to create a list of potential new chairs for the coming year; committee chairs must be approved by the Executive Board 30 days before appointment. Remember that every attempt is made to stagger committee membership terms so that two people cycle off the committee and two people continue on. One of the continuing members might want to become chair. Occasionally, a librarian chooses to join a committee as chair and then might choose to serve the full 2-yr term in that role. Generally speaking, however, a committee member is appointed chair in the second year of her or his term. In certain circumstances, a committee member may elect to continue on a committee for a third year as part of a complicated transition (for example, a chair resigns mid-term and the staggered terms become off-balance).

April/May
Attend Chapter’s Spring Conference. Invite members to volunteer and/or nominate someone for an elected position via the mailing list and social media channels and by making a few paper copies of the printable form available at the conference. At the Business Meeting give a brief report of membership numbers and make a pitch for nominations for elected officers.

June/July
Compile a list of committee chairs. 

Contact potential nominees for elected office (VP/President-Elect; Secretary/Treasurer; Member-at-Large). Verify qualifications: ILA and ILA/ACRL membership. Request written acceptance of the nominations and forward to the President. The slate of candidates must be approved by the Executive Board.

August
Consult ILA Catalyst calendar and submission deadlines for the announcement of ILA/ACRL officer candidates. 

Gather biographical information and statement of interest from each officer candidate. Submit the biographical sketches and their statement of interest to the Electronic Communication Committee. The slate of candidates must be announced to each Chapter member at least 30 days prior to the Annual Business Meeting at the ILA Annual Conference in early October. Use the Web page, email listserv, and social media to announce names of nominees. Contact potential committee members and confirm willingness to serve; and verify their ILA/ACRL membership [see Bylaws (1995) Article VIII, Section 1].

September
Share membership numbers at the Business Meeting during the ILA Fall Conference. 

October 
Present the list of Committee members and chairs at the Annual Business Meeting during the ILA Fall Conference. If there are bylaws revisions to be voted on, provide a short explanation. Introduce the candidates for elected office at the Annual Business Meeting. Have a draft ballot ready in case paper ballots are requested.

After the Annual Business Meeting, finalize the electronic ballot, adding any nominations received by petition, if applicable. Announce the opening and closing dates for the electronic ballot to all Chapter members with ECC’s assistance. 

The ballot includes:

  • voting period;
  • explanation of proposed bylaws amendments, if applicable;
  • percentage of membership needed to pass a measure;
  • links to candidate information;
  • description of how results will be communicated.

November 
Determine electronic vote tallies as soon as the voting period has ended. Announce results by notifying all candidates, the Executive Board, Chapter membership, and others as appropriate. Newly elected officers can be invited to participate in the November ILA Planning Day, if results are available in time.

Write (email) letters of appreciation to committee members, prepare the committee’s annual report to submit to the President. Attend the ILA Annual Planning Day if possible.

December
The newly elected Vice-President/President-Elect begins the transition into Membership Committee Chair. Attend the transitional ILA/ACRL Executive Board planning meeting to learn: the responsibilities of the Vice-President/President-Elect, the procedures of the Executive Board, and the common practices of the Membership Committee.

The outgoing Chair will: request permissions to share Google Drive committee files and share any necessary Organizational Manual revisions with the incoming Chair.

The new Chair should correspond with members of the committee acknowledging their appointments and outlining the work that will be done. Share a proposal to divide the committee’s tasks; invite feedback from committee members, so that the committee can begin its work as soon as possible. 

Special Information

  1. Ask the President for the annual membership list for the state of Iowa from ALA/ACRL (national association). We receive one free membership list per year. 
  2. For each elected position, try to have two candidates. Strive for as much balance (re., geography, type of library, position held) as possible.
  3. Per chapter bylaws, chairs of committees are appointed by the Vice-President/President Elect, in consultation with the Membership Committee and with the approval of the Executive Board.
  4. Refer to the bylaws for specific committee information.
  5. Refer to the bylaws for specific information regarding the voting process and officer duties.

The Membership Committee Chair (merged with Nominating Cmte in Nov 2018 Bylaws vote)
1984 Rod Henshaw, Iowa State University 
1985 Duncan Brockway, University of Dubuque 
1986 Tom Kessler, University of Northern Iowa 
1987 Jane Kemp, Luther College 
1988 Lorna Peterson, Iowa State University 
1989 Mary McInroy, University of Iowa 
1990 Susan Brinkmeyer, Mount Mercy College 
1991 Tracy Russell, Iowa State University 
1992 Susan Marks, University of Iowa 
1993 Katherine Martin, University of Northern Iowa 
1994 Selina Lin, University of Iowa 
1995 Herbert Safford, University of Northern Iowa 
1996 William Sayre, University of Iowa 
1997 Daria Bossman, Morningside College 
1998 Margaret Emons, Iowa Central Community College 
1999 Leo Clougherty, University of Iowa 
2000 Daria Bossman, Morningside College 
2001 Ellen Neuhaus, University of Northern Iowa 
2002 Ellen Neuhaus, University of Northern Iowa 
2003 Kathy Parsons, Iowa State University 
2004 Stephen Dew, University of Iowa 
2005 Susan Knippel, Iowa State University  
2006 Mary Heinzman, Saint Ambrose University 
2007 Elizabeth Gardner, Southeastern Community College
2008 Elizabeth Gardner, Southeastern Community College
2009 John Goodin, Luther College
2010 Kathy Magarrell, University of Iowa
2011 Pam Rees, Grand View University
2012 Selina Lin, University of Iowa
2013 Becky Canovan, University of Dubuque
2014 Chris Neuhaus, University of Northern Iowa
2015 Jenny Parker, Clarke University
2016 Jenny Parker, Clarke University
2017 Angie Cox, University of Northern Iowa
2018 Holly Schettler, Morningside College
2019 Elizabeth (Liz) Riordan, University of Iowa
2020 Kate Faford-Johnson, University of Dubuque; Mary Anderson, Central College 
2021 Amandajean Nolte, University of Northern Iowa
2022 Laurie Neuerburg, University of Iowa

The Nominating Committee Chair (merged with Membership Cmte in Nov 2018 Bylaws vote) 
1983 Patrick Wilkinson, University of Northern Iowa
1984 Jamie Coniglio, Iowa State University
1985 Elizabeth Kaschins, Luther College
1986 Dorothy Persson, University of Iowa
1987 Theresa Walker, T. Walker & Associates
1988 Patrick Wilkinson, University of Northern Iowa
1989 Jane Kemp, Luther College
1990 Phil Van De Voorde, Iowa State University
1991 Jill Miller, Kirkwood Community College
1992 Catherine Rod, Grinnell College
1993 Leo Clougherty, University of Iowa
1994 Tina Herb, Kirkwood College
1995 Robert Rose, University of Northern Iowa
1996 Mary McInroy, University of Iowa
1997 Mary Beveridge, Drake University
1998 Chris Neuhaus, University of Northern Iowa
1999 Ed Goedeken, Iowa State University
2000 Jane Campagna, Scott Community College
2001 Rachel Crowley, Morningside College
2002 John Pollitz, St. Ambrose University
2003 Ellen Neuhaus, University of Northern Iowa
2004 Kathy Parsons, Iowa State University
2005 Rebecca Stuhr, Grinnell College
2006 Jean Donham, Cornell College
2007 Mary Heinzman, St. Ambrose University
2008 Brett Cloyd, University of Iowa
2009 Mary Iber, Cornell College
2010 Ryan Gjerde, Luther College
2011 Rebecca Funke, Des Moines Area Community College
2012 Amy Paulus, University of Iowa
2013 Dan Chibnall, Grand View University
2014 Anne Marie Gruber, University of Dubuque
2015 Sara Scheib, University of Iowa
2016 Beth McMahon, Central College
2017 Jennifer Sterling, William Penn College
2018 Julia Salting, St. Ambrose College