Ontario Association of Library Technicians
Association des bibliotechniciens de l'Ontario

Duties of the Executive

The duties of the Executive and Committees of the Ottawa Chapter/Section d’Ottawa, have been modified slightly from the https://ottawa.oaltabo.on.ca/about/constitution-and-by-laws/. These changes are effective for the Current Executive term only.

The President (one year commitment)

  • Is the head of the Ottawa Chapter/Section d’Ottawa
  • Prepares the agenda for all Executive meetings and the Annual General Meeting, and forward to the Secretary for distribution to all Executive members.
  • Upholds the ideals and purposes of the Chapter
  • In the event of a vacancy in the position of Treasurer, will preform the duties of the Chapter Treasurer.
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.

The Vice-President (one year commitment)

  • Preforms the duties and exercises the powers of the President in the absence or at the request of the President
  • Acts as the Chapter liaison with the Chapter Coordinator of the Association, including submitting an annual report on the Chapter activities and a financial statements
  • Attends all meetings
  • May be appointed chairperson of a special committee by the Executive
  • Coordinates activities of standing committees
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.

The Treasurer (one year commitment)

  • Is responsible for all financial transactions of the Chapter
  • Maintains complete records thereof and reports fully thereon
  • Presents a financial statement to the Chapter membership at the Annual General Meeting
  • Arranges to have the books audited, if requested in writing by five (5) full members in good standing (By-law 11), two (2) months prior to the end of the designated fiscal year.
  • Attends all meetings

The Secretary (one year commitment)

  • Records minutes of all meetings and maintains and is the custodian of the up-to-date Chapter Constitution and By-laws
  • Sees that copies of minutes of Executive meetings are distributed to Executive members at least one (1) week prior to the succeeding meeting.
  • Contacts each officer and committee head two (2) days prior to Executive meetings as a reminder.
  • Contacts the President as to the agenda of all meetings and includes the minutes
  • Distributes notice of the Chapter’s Annual General Meeting, and other business meetings of the Chapter by post to serve the needs of members requiring correspondence in non-electronic format.
  • Contacts each officer and committee head six (6) weeks prior to the Annual General Meeting as a reminder to ensure that all written reports to the membership are prepared and translated.
  • Attends all meetings
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.

Committees and Committee Members (preamble)

  • There shall be such committees as the Executive may from time to time determine
  • Standing Committees shall be established at the discretion of the Current Executive.
  • The composition and duties shall of each standing committee shall be set forth by the Executive.
  • The Chair of each committee shall be notified of all Executive meetings. Attendance is not required, but a progress report should be submitted when unable to attend.
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.

Website/Communications Committee (one year commitment)

  • Disseminates information about the Ottawa Chapter/Section d’Ottawa, issues and developments in library and information science and library technicians to Chapter members.
  • Ensures website content is current
  • Provides upcoming information about Chapter Events to the OALT/ABO Internal Communications Coordinator
  • One members is selected, and will act as the Head, Website/Communications Committee
  • Holds administrative access to the Chapter’s website.
  • Attends meetings (when available)
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.

Translation Committee (one year commitment)

  • Provides translation of all documents that are disseminated to the Ottawa Chapter/Section d’Ottawa Membership
  • Ensures translations of website are complete.
  • One member is selected, and will act has Head, Translation Committee
  • Attends meetings (when available)
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.

Archivist (one year commitment)

  • Maintains a complete collection of the Ottawa Chapter/Section d’Ottawa documents as detailed in the Standing Rules and orders, and required by law.
  • Maintains an inventory of the archival materials (both print and electronic)
  • Presents a written report to the membership at the Annual General Meeting which must be submitted for translation at least four (4) weeks prior to the meeting.