Officers

Asociation of New Hampshire

Law Librarians

Officers

2007 - 2009

(Positions are for 2 years)

Mary Searles/President
New Hampshire Law Library
Supreme Court Building
One Charles Doe Place
Concord, NH 03301-6160
Phone: 603-271-3777
Fax: 603-271-2168
msearles@courts.state.nh.us

Cynthia Landau/Vice President
Franklin Pierce Law Center
2 White Street
Concord, NH 03301
Phone: 603-228-1541 x 1132
Fax: 603-228-0388
CLandau@piercelaw.edu

Juliana Hayden/Secretary
U.S. Court of Appeals Satellite Library
Warren B. Rudman U.S. Courthouse
55 Pleasant Street, Room 422
Concord, NH 03301-3938
Phone: 603-226-7396
Fax: 603-226-7398

juliana_hayden@ca1.uscourts.gov

Jennifer Finch/Treasurer
McLane, Graf, Raulerson, & Middleton, PA
900 Elm Street, PO Box 326
Manchester, NH 03105-0326
Phone: 603-628-1428
Fax: 603-625-5650
jennifer.finch@mclane.com

Rebecca Gerlack/Membership
Sulloway & Hollis, PLLC
9 Capitol Street
P.O. Box 1256
Concord, NH 03302-1256
Phone: 603-224-2341 x2802
Fax: 603-223-2902
rgerlack@sulloway.com

Guidlines for Executive positions

President

Election
In odd-numbered years elections occur at the Annual Dinner Meeting. In the year of an election, the President shall appoint a Nominating Committee of three members, at least two of whom are not members of the Executive Committee. The Nominating Committee is responsible for reviewing the credentials of interested members and preparing a final slate of candidates for all elective offices.

The Nominating Committee shall nominate a candidate for each office to be filled. Additional nominations may be made from the floor. Consent to serve shall have been obtained from each candidate.

President shall be an ex-officio member of all committees except the Nominating Committee.

Term of office
The two-year term of office begins at the close of the annual meeting at which the officers are elected. Incoming President should receive a copy of the ANHLL logo files, for official communication outside the organization.

Executive Committee meeting(s) + Program Committee
Schedule, provide appropriate 7-day notice, and preside at all ANHLL Executive Committee meetings as chief executive officer. An Executive Committee meeting is typically held in July or August to discuss upcoming year’s goals/events.
The Executive Committee constitutes the officers of ANHLL. The Executive Committee is authorized to perform such duties as it may deem expedient. Seven days notice of its meetings is to be given by email.

Meetings of the Executive Committee shall be at the call of the President or upon written request of three members of the committee.

At the Summer Executive Committee meeting, President appoints a Program Committee of two or more members at recommendation of the Vice President who serves as chair. In practice, the Program Committee may simply be comprised of the members of the Executive Committee present at this meeting.

The Program Committee plans all programs, chaired by Vice President.

In practice, ANHLL meeting dates are set by the Vice President and/or at the discretion of the Executive Committee. At least two educational programs are held each year.

Executive Committee meeting minutes are taken and kept on file by the Secretary. 2005/07 Officers held one Executive Meeting, in August 2005. The Secretary was not present and there are no minutes. We agreed to communicate via email in August 2006 in preparation for upcoming year.

At the suggestion of the Vice President, ANHLL 2005/07 Officers present at the Executive Committee Meeting agreed to also be members of the Program Committee, holding both the Executive Committee and Program Committee meetings simultaneously.

Thank you letters and honorariums
Flexibility and open communication to cover these responsibilities should be overseen by the President, and actively sought by the Vice President, Treasurer and Secretary for each presentation. The most applicable ANHLL member to prepare a written thank you, buy a gift, present a gift, write a check, present a check, etc., differs from one presentation to the next, depending on location of meeting, leading communication with the presenter, etc.

Reports from Officers/Chair(s)
Anticipate receiving a written Treasurer report from Treasurer prior to upcoming Business Meeting, or Treasurer’s intention to be present to distribute Treasurer’s report in person.
Anticipate receiving last meeting Minutes via email from the Membership Coordinator (who received them from the Secretary). Print and make copies of last meeting Minutes prior to each meeting so ANHLL members present at the upcoming Business Meeting will be able to review the Minutes and make any corrections before beginning the next Business Meeting.

ANHLL Business Meeting Agendas
Prepare agenda for each ANHLL meeting, including Minutes from last meeting, Treasurer’s Report, Upcoming meeting data (report from Vice President), Membership Report, reports as applicable from committee chairs, and other current business.

ANHLL Business Meetings
Preside at all meetings of ANHLL, flexibly following prepared agenda. (If President is absent, Vice-President presides at meeting).
Seven members of ANHLL constitutes a quorum for conducting business.

Other duties
When a necessary communication is not typically or more suitably dealt with by another officer, President acts as spokesperson for ANHLL. Examples: dealing with donations issues, significant banking issues, etc.

Other duties as collectively directed by ANHLL.
Special Committees may be appointed by the President, the Executive Committee or the membership. In cases where the committee does not appoint a chairperson, the President shall appoint a chairperson.

In case of vacancy
In case of a vacancy in the office of President, the Vice-President shall become President.

Vice President

Election
In odd-numbered years elections occur at the Annual Dinner Meeting.

Term of office
The two-year term of office begins at the close of the annual meeting at which the officers are elected. Incoming Vice President should receive notes on outstanding program ideas.

Executive Committee meeting(s) + Program Committee
The Executive Committee constitutes the officers of ANHLL. An Executive Committee meeting is typically held in July or August to discuss upcoming year’s goals/events.

The Vice-President serves as chairman of the Program Committee.
Vice President sees that the programs are scheduled, speakers are arranged, and guest speaker appreciations (honorariums) are arranged or confirmed.

ANHLL Business Meetings
Prepare report for each ANHLL Business Meeting (such as to announce specifics of next meeting).

Other duties
The Vice-President shall perform the duties of the President in the absence or inability of the President to serve.

In case of vacancy
Vacancy of the office of Vice President shall be filled by the Executive Committee until the next regular annual meeting, when ANHLL shall fill the vacancy for the unexpired term.

Secretary

Election
In odd-numbered years elections occur at the Annual Dinner Meeting.

Term of office
The two-year term of office begins at the close of the annual meeting at which the officers are elected. Box of past Minutes, etc. needs to be transferred to incoming Secretary.

ANHLL Business Meetings
Take Minutes or try to find a member to take Minutes in planned absence.
Maintain a file of accurate records of all ANHLL Business meetings.

Other duties
Compose and distribute Minutes to Membership Coordinator via email shortly following meeting. Membership Coordinator will distribute Minutes to ANHLL membership.
Provide reasonable accessibility to all ANHLL books and records of the Secretary.

In case of vacancy
Vacancy of the office of Secretary shall be filled by the Executive Committee until the next regular annual meeting, when ANHLL shall fill the vacancy for the unexpired term.

Throughout the term 2005/07, ANHLL President chose to ask for a volunteer to take minutes at each Business Meeting in absence of the Secretary, rather than strictly hold Executive Committee members to this responsibility.

Treasurer

Election
In odd-numbered years elections occur at the Annual Dinner Meeting.

Term of office
The two-year term of office begins at the close of the annual meeting at which the officers are elected. Bank signatories must be changed (preferably initiated by outgoing Treasurer), and Treasurer materials need to be transferred to the incoming Treasurer. Bank signatories June 2005 – June 2007 were Treasurer and President. It would be preferable to have 3 signatories to prevent a the signatory transition circumstance such as occurred in Summer/Fall 2005.

ANHLL Business Meetings
Provide check honorariums as applicable. Reimburse other members for expenses relating to intervening ANHLL business.
Prepare for each ANHLL Business Meeting a written report detailing all deposits to and withdrawals from the Association’s bank account, including a separate accounting for our Educational Fund. If Treasurer is unable to attend the meeting, written report should be submitted to the President far enough in advance of the meeting for the President to disburse the information.

Other duties
receive all monies of ANHLL and shall deposit them in such bank or banks as may be designated by the Executive Committee
disburse ANHLL’s funds as directed at a meeting or by the Executive Committee, retaining vouchers for same
pay all bills of ANHLL, being careful to retain vouchers for the same and report same to the President and ANHLL
Pursue ongoing communication with Membership Coordinator, regarding members’ payment of dues. The Membership Coordinator uses this information to submit notices to members in arrears, and when applicable remove their names from ANHLL’s official list of members, per Bylaws.

In case of vacancy
Vacancy of the office of Treasurer shall be filled by the Executive Committee until the next regular annual meeting, when ANHLL shall fill the vacancy for the unexpired term.

Membership Coordinator

Election
In odd-numbered years elections occur at the Annual Dinner Meeting.

Term of office
The two-year term of office begins at the close of the annual meeting at which the officers are elected. Notebook of related information needs to be transferred to incoming Membership Coordinator. ANHLL web site needs to become hosted by or at least be editable by incoming Membership Coordinator.

ANHLL Business Meetings
Update as necessary and distribute name tags at meetings, if there is a new person in attendance and/or several attendees.

Report any changes in membership information.

Other duties
Receive the notice of upcoming meeting from the Program Chair and email it to members per bylaws.
Emailing to last known email address, not less than two weeks before the meeting. Notices of the meeting shall include the date for the meeting, the time when the meeting will be conducted, the location and the topic of the meeting

Receive Minutes of last Business Meeting from Secretary, and distribute to ANHLL membership via email.

Email members a reminder shortly before the meeting.

Maintain current membership information on web site.

Maintain upcoming program information on web site.

Maintain web site.

Solicit new membership.

Solicit from existing membership names of potential new members.

Maintain Membership Coordinator notebook.

Update/maintain and make available print ANHLL brochure (contents also on web site).

Remind members to pay dues.

Pursue ongoing communication with Treasurer, regarding members’ payment of dues. The Membership Coordinator uses this information to submit notices to members in arrears, and when applicable remove their names from ANHLL’s official list of members, per Bylaws.

In case of vacancy
Vacancy of the office of Membership Coordinator shall be filled by the Executive Committee until the next regular annual meeting, when ANHLL shall fill the vacancy for the unexpired term.

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