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Archives  |  Bylaws  | Committees 

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Founded in 1972, HSLANJ is a non-profit organization, affiliated with the New Jersey Hospital Association, with the goals of encouraging the professional development and advancement of librarianship and improving the quality of library services provided by health care organizations in New Jersey.

Our mission is to contribute to high quality patient care and research by providing reliable, up-to-date health information to physicians, researchers, nurses, administrators, residents, students, patients, their families and the public.

The objective of this organization shall be to encourage and to promote the utilization of health and wellness information through the collection, organization and dissemination of information; to develop the usefulness and efficiency of health science libraries in support of quality patient care; to promote research in the field of information sciences; to promote high professional standards; to provide its members with channels of communication; to help members in their professional development and advancement.

HSLANJ represents approximately 170 NJ health science librarians. It receives no outside funding and has no employees - all the officers are volunteers from the membership. The vast majority of our 125 Institutional members are medical librarians in hospital libraries, and at least half are the only professional librarian (and many times the only person) in their libraries. We also have some members who work in medical schools, health agencies, and health–related businesses. Almost all hospitals and health systems in NJ are still non-profit, and most of the libraries are continually trying to provide more resources and better services with limited budgets.

The Association operates on a April to March fiscal year, with the Annual meeting usually taking place in the Spring & the new officers being installed at that time.

The Association utilizes a website and a listserv for electronic communication to members. The website address is http://www.hslanj.org.

Barbara Reich is the current moderator of the listserv. There are instructions for using it on the website (http://www.hslanj.org/listserv.html), but you must contact Barbara to subscribe, and only list members may post messages.

HSLANJ
P.O. Box 7908
Princeton, NJ 08540

PROCEDURE
The President or his/her designee must provide the answering service with the following information:

1. Your name, the name of your group, the title of the meeting being held at the New Jersey Hospital Association, and the time your conference/meeting is to start.
2. Whether you are canceling or delaying the start of your conference/meeting at the New Jersey Hospital Association.
3. Request that the message be conveyed to all callers inquiring about your conference/meeting.
   Request the answering service immediately convey this message to Amanda Jose, Conference Services Assistant.

1. Attend all meetings. Ex-officio members do not necessarily need to attend every meeting, and may send a delegate. All Board members should RSVP to the Recording Secretary concerning attendance, with the minutes reflecting those who attended, and those not present.
2. Establish and maintain procedures for conducting business.
3. Establish and update Association goals and policies.
4. Monitor and evaluate plans, programs, and committees to ensure that they meet the Association’s mission, goals and objectives.
5. Ensure the Association’s long-range-financial stability.
6. Ensure that the membership is well informed about the goals and performance of the Association; and that the goals and activities are meeting the needs of the membership.
   
   Special Functions of Board Members
   
   
7. Under the direction of the President, establish annual goals for the committees of the Association.
8. Act as a liaison to a HSLANJ committee. This requires regular communication with the committee chair. You will be required to report on committee activities at Board and General meetings in the absence of the chair. Perhaps the most important function of the liaison is advising/instructing the committee chair of any tasks/activities/charges the Board may request of the committee.

1. Appoints Chairpersons to all committees in the spring, right after taking office.
2. Presides at all meetings of the Association and of the Board of Directors and performs all other duties prescribed by the Bylaws adopted by the Association.
3. Prepares the agenda for Board meetings.
4. Serves as the Chairman of the Board of Directors.
5. Represents the Association in all its affairs.
6. Conducts the administrative affairs of the Association in accordance with the official policies of the Association.
7. Performs such duties as may be assigned by the Board of Directors.
8. Calls special meetings as necessary.
9. Serves as an ex-officio member of all standing committees.
10. Prepares the Association’s written annual report for distribution with Fall Newsletter.
11. Is responsible for procedure for the cancellation of meetings. See section II B.
12. Prepares general meeting agenda, in consultation with the Board. A draft can be discussed at each Board meeting, prior to the general meeting. The exact nature of the agenda, and even the committees that need to report, will vary with each meeting.
13. Requests all committee chairs to submit their committee annual report by the beginning of February.
14. Is responsible for telephoning or emailing to invite representatives from the New Jersey State Library and the Middle Atlantic Region of the National Network of Libraries of Medicine to HSLANJ meetings for reports, as appropriate.

1. Carol Nersinger, New Jersey State Library, cnersinger@njstatelib.org
2. Mary Mylenki, NN/LM Middle Atlantic RML, mmylenki@nyam.org

1. Chairs the Education Committee. Holds at least one meeting per year, usually in the early summer, to create an annual plan for education.
2. Plans each program with input from the Education Committee, Board, et al.
3. Makes arrangements for speakers for each program. Invites the speakers and helps them arrange for transportation and accommodations, if necessary. Lunch is provided free of charge for speakers. Speakers should be invited well in advance of the meeting so that they can arrange their schedules and obtain permission if necessary. Send confirming letters to speakers, including the program schedule and a map with directions. Speakers who charge set fees will be accommodated – within budget – if the fee is reasonable (considering the prevailing rates for presenters) or the speaker has an excellent reputation and has been requested by our members. Fundraising to offset a special need for a speaker, or charging a higher fee to attend that program can also be considered. An honorarium may be offered to speakers who don’t charge a fee, or to our members if they agree to present a program gratis (see policy on honoraria).
4. Prepares and submits the application for MLA continuing education Credits, with help from Education committee members. This must be done at least two months in advance. This includes:
   1. filling in the application form (current ones can be obtained from MLA’s website <www.mlanet.org>)
   2. writing brief educational objectives;
   3. preparing meeting evaluation forms;
   4. preparing certificates to be passed out at the end of the program;
   5. assuring that each attendee signs in at the beginning and end of each program;
   6. collecting the evaluation forms at the end of the program.
5. Arranges for payment of speaker expenses and/or honorarium with Treasurer. Have the check available on the day of the program if at all possible.
6. Introduces the program and speakers.
7. Collects program evaluation forms from participants.
8. Submits copies of evaluations and a list of program attendees to MLA to document the CE credits.
9. Tallies the results of the evaluation forms, or delegates this task to a member of the Education Committee. Reports the results to the Board of Directors.

1. prepares agenda and/or Chairs a Board Meeting;
2. writes letters or makes telephone calls;
3. attends meetings representing the Association;
4. conducts the general meeting.

C: RECORDING SECRETARY

The Recording Secretary is responsible for keeping a permanent record of the Association’s activities.

The Recording Secretary:

1. Takes minutes at Board and General Meetings.
2. Reads minutes at meetings.
3. Takes attendance.
4. Prepares meeting agendas and notices.
5. Makes meeting arrangements.
6. Performs any other duties assigned by the President.

1. Determine the meeting time and location. Meetings are usually held at the New Jersey Hospital Association. Phone numbers are in the front of the meeting arrangement book.
2. Average attendance is 50. Some special meetings run higher. The number can be changed up to 24 hours in advance of meeting.
3. Arrange coffee, tea and danish at 9:30 a.m. Lunch will coincide with the meeting schedule set by the Vice-President. Order lunch.
4. Reserve all audiovisual equipment as far in advance as possible.
5. Reserve meeting room as far in advance as possible.
6. When bills for the meeting arrive, keep a copy and forward original to the Treasurer for payment.

1. Contact Vice-President / President-Elect six weeks before meetings to get information on speakers and to set timetable for meeting.
2. Type up meeting notice in final format and make enough copies for everyone on HSLANJ mailing list (currently 200). Meeting notices should include the Recording Secretary as the person to receive registrations and a deadline for registrations.
3. The packet of meeting notices should be sent to the Corresponding Secretary 4-5 weeks before the date of the meeting.
4. Send one copy of each meeting notice to the Editor of the Newsletter and one to the Archives Chairman. A courtesy copy should be sent to each speaker (get addresses from the Vice-President).

1. As registrations are received, list the names of registrants. Keep track of those who send payment in with registration form.
2. One week before the meeting, send a copy of the list of registrants to the Corresponding Secretary so that the name tags can be prepared. If additional registrations are received between the deadline and the day of the meeting, notify the Corresponding Secretary of these additions.
3. The day before the meeting, type up a list of those registered, indicating payment status. Refunds for those who have prepaid and are unable to attend are given only if you are notified one week in advance of the meeting.

1. Arrive half an hour before the meeting begins. Sit at the entrance to the meeting room and check off those who have prepaid and preregistered as they arrive. Add names of those who attend without registering. Be sure to have enough money to make change. Everyone must sign in at the meeting.
2. Some people will require receipts or proof of attendance. Forms are available for this.
3. Give money collected to Treasurer. Also give the Treasurer completed registration and payment list for follow-up.
4. Send a copy of the registration list to the Membership Secretary for comparison against the current membership files.
5. It is a good idea to have some membership forms and HSLANJ brochures available at meetings.
6. Read the minutes as President requests.
7. The agenda is set by the President, but you are responsible for typing it up and giving it to him/her at the meeting. Have copies available for the membership. A sample meeting agenda follows this section.
8. Keep a current copy of the Bylaws with you.

1. At general meetings, minutes are taken only during the business meeting. Minutes are not taken of the program.
2. Send one copy of the minutes to the President, one to the Chair of the Archives Committee, and one to the Newsletter Editor.
3. Have copies of the minutes available for the membership at the next general meeting.
4. Sign all minutes.

1. Board meetings are usually held at the New Jersey Hospital Association.
2. Call far in advance to arrange a meeting room.
3. Call the President a week in advance of the meeting to set the agenda. Have a copy available for each member at the meeting.
4. Send out reminders of Board meetings two weeks in advance. New members may need directions enclosed with the reminders.

1. The present logo has never been officially adopted, but it is used on the directory and on the stationary.
2. When supplies are running low, contact a local printer to have more made up.
3. Carry some stationary with you to all meetings. Board members often need a small supply.

The Membership Secretary is responsible for compiling the annual membership directory, monitoring the HSLANJ toll-free phone line, and maintaining the membership files. This secretary also prepares the membership application and committee selection forms, reports news of the membership to the Newsletter Editor, and performs any other duties assigned by the President.

The Membership Secretary:

1. Prior to January 15^th of each calendar year, a cover letter, membership application and committee interest form shall be drafted. Send enough copies of all forms for the complete HSLANJ mailing list (currently 200) to the Corresponding Secretary for distribution.
2. As applications are returned:
   1. Check the information against the current Directory listing, noting any corrections to be made.
   2. Send a copy of each application form to the Corresponding Secretary for updating of the mailing list.
   3. Send all checks to the Treasurer.
   4. Maintain running totals of the number of members in each membership category and the monies received.
   5. Forward copies of any committee interest forms to the appropriate Committee chair.
   6. If required, issue a receipt for dues.
3. Prior to March 15^th of each year, compare the applications received against the membership records of the previous year. A reminder notice and an additional application form should be sent to all members who have not renewed.
4. By July 1^st, send a final notice to any members who have not renewed.
5. Copies of the attendance lists from general meetings and educational programs are obtained from the Recording Secretary and compared against the membership files. Non-member attendees should then be sent an application for membership.

The Corresponding Secretary is responsible for maintaining an accurate mailing list of the membership, producing mailing labels, handling of Association mailings and correspondence, and performs any other duties as assigned by the President.

1. The Secretary should receive all Association correspondence and direct it to the attention of the appropriate officer or member.
2. Maintain a file of all Association correspondence.
3. Write letters for the President as directed.
4. If membership applications, meeting registrations or checks are received, forward them to the appropriate Secretary or Treasurer.
5. Distributes meeting notices, membership applications, committee interest forms, HSLANJ publications (Directory, Pulse, HSLANJ Manual), ballots, and any other materials as requested.

1. Obtain the notice for each General Meeting from the Recording Secretary at least four (4) weeks in advance of the meeting.
2. Sends a copy of the notice to everyone on the Association mailing list at least three (3) weeks prior to the meeting.
3. Send one copy of each meeting notice to the Newsletter Editor and one copy to the Archives Committee Chair. A courtesy copy should be sent to each meeting participant (get address from the Vice President). Copies should also be sent to RML, NYRG/MLA, MERMLS for their calendars.
4. Obtain the notice for each Board Meeting from the Recording Secretary at least two (2) weeks in advance of the meeting. Send a copy of the notice to each officer, board member, committee chair, and liaison. Send a copy of the notice to any other invited participant upon request of the President.

1. Obtains the final ballot and biographical sketches of all nominees by January 15^th of each year.
2. Distributes a copy of the ballot and biographical sketches to each institutional, personal, student and retired member by January 31^st of each year. There is a March 1^st deadline for the return of all ballots.
3. Receives and tabulates all ballots, and reports election results to the Nominating Committee Chair.

1. Maintains an accurate and up-to-date mailing list for the Association. Upon receipt of application or directory update forms from the Membership Secretary, check the information against the current mailing list, making any necessary corrections.
2. The mailing list is maintained in two (2) formats:
   1. CD & L labels for all addressees having this messenger service and US Mail labels for all others. (CD & L is used whenever possible to reduce mailing costs.)
   2. US Mail labels for all addressees.
3. Ensures compliance with the HSLANJ policy and procedure for mailing labels.

1. General

The mailing list is maintained and mailing labels are produced by the Corresponding Secretary.

2. Responsibilities for Mailing Labels
1. Corresponding Secretary: This officer is the one authorized individual responsible for adding, deleting, and changing the HSLANJ mailing list, and producing the HSLANJ mailing labels.
2. Treasurer: This officer receives the written requests for purchase of HSLANJ mailing labels for non-HSLANJ activities. The Treasurer is responsible for mailing invoices to purchasers of the labels, and/or receiving checks for pre-payment of mailing labels.


3. Availability
1. In general, mailing labels will be made available at a fee to requesters for non-HSLANJ activities for such purposes as:
   1. complimentary copies of publications
   2. meeting notices of other organizations
   3. publisher blurbs on books, journals, etc.
2. In general, mailing labels are available for HSLANJ business purposes such as:
   1. meeting notices
   2. newsletter distribution
   3. election ballots
   4. notice of proposed bylaws changes
   5. HSLANJ Directory distribution
   6. letters from the HSLANJ President to the membership


4. Fees
   1. HSLANJ business activities and non-profit activities of other library or professional organizations

      Fee: none

   2. For-profit organizations, activities

   Fee: $50.00 per set

   3. The fee for mailing labels may be waived at the discretion of the HSLANJBoard and/or President.
   
   
5. Access
   1. Requests for mailing labels should be made at least two (2) weeks prior to their need. This allows for printing and additional mailing time.
   2. Requests for purchase of mailing labels must be confirmed in writing with a letter to the Treasurer. This letter must include:
      1. name of organization / individual purchasing labels
      2. acceptance of fee of $50.00
      3. statement of the purpose for which the labels are needed and a sample of the item to be mailed
      4. date the labels will be used
      5. statement that the labels will be used for this single purpose and that the data will not be entered into a data file, list, etc. of any other kind without remuneration of $50.00 per use to HSLANJ.
   3. Requests for mailing labels for HSLANJ business purposes can be made by telephone to the Corresponding Secretary and do not require a written confirmation. Requests for mailing labels must be made at least one (1) week in advance of their need.
   4. Requests for a mailing to be done by the Corresponding Secretary for HSLANJ business purposes can be made by telephone. The item to be distributed must be provided by the requester. Intended date for and type of (member only, complete mailing list, etc.) mailing must also be specified.
6. Updating Mailing Labels

   All additions, deletions, or changes should be forwarded to the Corresponding Secretary.

   
   
   
   
   

   F: TREASURER

   The Treasurer conducts the financial affairs of the Association and is responsible for all its monies and funds. Serving on the Finance Committee, the Treasurer also presents the annual budget to the membership.

   DUTIES

   1. Meets as needed with the Finance Committee, which is composed of members chosen by this committee’s chairman.
   2. Assists the Finance Committee in preparing the annual operating budget of the Association.
   3. Prepares and presents an annual financial report for fiscal year, April 1 to March 31.
   4. Prepares and presents quarterly financial statements for the following quarters: 1^st quarter – April to June, 2^nd quarter – July to September, 3^rd quarter – October to December, and 4^th quarter – January to March.
   5. Reports to the Board of Directors on a regular basis regarding Association finances and makes recommendations as necessary.
   6. Prepares and delivers a Treasurer’s Report at each meeting of the general membership.
   7. Is responsible for the disbursement and deposit of all Association funds. Maintains the Association checking and savings accounts, and all their statements.
   8. Keeps abreast of trends in savings, to obtain the highest available interest rate on Association funds.
   9. Is responsible for applying for and filing forms with the Internal Revenue Service and the State of New Jersey and any other legally required forms.
   
   
   
   
   
   
   

   HSLANJ OPERATING BUDGET

   It is the responsibility of the finance committee chairperson to prepare and submit a proposed budget for review and approval by the HSLANJ Board.

   
   
   Procedure
   1. At the start of a new fiscal year in April, the finance committee chair sends to HSLANJ officers and committee chairpersons:
      1. A cover letter
      2. A Budget Income/Expense Form
      3. Previous fiscal year's projected and actual expenses (Sample)
   2. Develop a proposed budget based upon budget requests from officers and committee chairpersons as indicated on the returned budget income/expense forms. Include standard line items listed below and also any unusual projected expenses, i.e. a special event or task.
      1. Archives Committee
      2. Awards Committee
         1. Rutgers SCLIS scholarship
         2. Annual recognition awards program
      3. Board
         1. Retreat
         2. Meeting, expenses
         3. MLA Attendance
         4. ICIRN dues/meeting attendance
         5. NJHA membership
         6. Gifts/donations
      4. Bylaws Committee
      5. Consumer Health Information Committee
      6. Recording Secretary
         1. Stationary
      7. Membership Secretary
         1. Directory
      8. Corresponding Secretary
      9. Education Committee
         1. Meeting expenses (General)
         2. Speakers' Fees
         3. Honorariums
      10. Finance Committee
      11. Government Relations Committee
      12. Hospitality
      13. Information Technology Committee
      14. Interlibrary Loan Committee
      15. Newsletter
      16. Nominating Committee
      17. Public Relations Committee
      18. Web Page Development Committee
          1. Telecommunications
   3. Send Proposed budget to HSLANJ president before the board retreat which usually takes place in July or August.
   4. Make changes to the proposed budget as passed by the Board.
   
   
   
   
   
   
   

   G: NJHA LIBRARIAN (HSLANJ Permanent Board Member Ex-Officio)

   The primary responsibility of the NJHA Librarian as a permanent Board member is to advise and provide for HSLANJ access to the resources and expertise at the Center for Health Affairs. The NJHA Librarian assures that the organization and the members know which services and resource people in the New Jersey Hospital Association and affiliated corporations can appropriately provide guidance and support for their needs. Secondly, the NJHA Librarian is responsible for apprising the NJHA staff of the new projects and needs of the Health Sciences Library Association of New Jersey.

   DUTIES

   1. At HSLANJ meetings, act as a hostess and a "behind the scenes" checkpoint for the following:
      1. Make sure the room scheduled by the Recording Secretary for the meeting is indeed scheduled. Check with the Education Center staff for this twice; two to three months before the meeting and then again two to three weeks before the meeting.
      2. One to two days before the meeting make sure that the room set-up (chairs, easel, projectors, etc.) is sufficient.
      3. Soon after the new Vice-President is elected provide him/her with maps to the CHA and transportation information for making arrangements with speakers.
      4. On the day of the meeting make sure coffee and lunch is sufficient. (Do not sit down until everyone else has so that you can quickly see if more chairs are needed).
      5. Provide the President with the inclement weather policy of the CHA and instructions for meeting cancellations.
      6. Provide back-up and get extras of name tags, receipts, etc. Provide registration assistance if needed.
   2. Assists with the HSLANJ Archives in vertical file. Provides for member access to the Archives when requested.
   3. Maintains the HSLANJ Organizational Manual and sends copies to new officers, chairpersons and board members. Revisions should be made on an annual basis.
   4. Coordinates the NJHA press release with NJHA. Communications department for New Jersey Health Sciences Librarians Week.
   5. Photocopies any and all last minute materials for officers and members.
   6. Offers the library phone if needed by a speaker.
   7. Is on hand in the library or leaves contact information for "emergencies" that may arise on the day of the HSLANJ meeting such as speakers or officers who call about being delayed, cancellations, etc.
   
   
   
   
   

   H: IMMEDIATE PAST PRESIDENT

   DUTIES

   1. Attend all board meetings. You are still a voting member and your input is valuable.
   2. Chair the Nominating Committee. See Section V, part C for details about the Nominating Committee. This process should be started in October.
   3. Offer your advice. New officers will be looking to you for new ideas and for practical suggestions. This task may be your most important contribution.
   
   
   
   
   
   
   

   V. COMMITTEES

   A: STANDING COMMITTEES – LISTS AND CHARGES

   The HSLANJ Board of Directors establishes any standing and special committees and prepares charges for each committee. The chairman for each committee is appointed by the President of the Association immediately after installation. The number of committee members shall be determined by the committee chairman. Committee members shall be selected and appointed by the chairman. All standing committees must meet at least once per year.

   
   

   ARCHIVES COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, maintaining the permanent records of the membership; collecting data concerning the Association from all officers and committee chairmen; sorting through correspondence to determine which documents are to be placed in permanent files and those which should be discarded after five to ten years.
   

   AWARDS COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, administering the Association’s annual recognition and awards program. This may include identifying award categories, defining criteria for selection, and overseeing the nomination process. The committee shall work with the Public Relations Committee to publicize the awards program and its recipients within the Association and outside of the Association.
   

   BYLAWS COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, insuring that the Association’s bylaws are kept current and procedurally correct reflecting changes in the Association’s direction and goals. This shall be accomplished by maintaining and updating the bylaws; examining, writing, and proposing that changes be made; forwarding all proposed modifications to the Newsletter Editor for inclusion prior to discussion and vote by the general membership; gaining Board approval for all changes; reprinting the bylaws in the Newsletter on an annual basis.
   

   CONSUMER HEALTH INFORMATION COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, bringing issues on consumer health to the Association. This may be accomplished by sponsoring programs; contributing items to the Association newsletter; producing and maintaining a directory of consumer health collections and policies of member libraries; and other activities as identified.
   

   EDUCATION COMMITTEE

   This committee is always chaired by the Vice President. The goal of this committee is to annually assess and evaluate the continuing education needs of the membership. It plans a cohesive set of programs for the three general membership meetings on an annual basis. The committee usually meets in the early summer. This committee may also consider HSLANJ sponsored CE courses, from MLA or others, as part of this annual plan in addition to the regular programming. The committee is advisory to the Vice President.
   

   FINANCE COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, the effective management of the Association’s finances. This may be accomplished by advising the Board as to the Association's fiscal matters; recommending to the Board approval of fiscal projects; preparing and submitting a budget to the Board and, upon their approval, to the general membership. The Treasurer shall serve on this committee.
   

   GOVERNMENT RELATIONS COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, monitoring federal and state legislation regarding health and library issues; providing information to Association members through reports at general meetings and via the newsletter; preparing position statements and letters of support or opposition on legislative matters; serving as a communications link in and to work with legislative committees of other library organizations, especially the Medical Library Association, the New York Regional Group of MLA and the New Jersey Library Association.
   

   HOSPITALITY COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, recruiting new members into the Association; welcoming, introducing and orienting all first-time members; fostering professional and personal networking among Association members. This may be accomplished by contacting new members; writing articles for the Association newsletter; planning special receptions for recruitment purposes; planning programs at general meetings; maintaining a handbook for members.
   

   INFORMATION TECHNOLOGY COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, maintaining and improving the technical competencies of the membership in areas of information technology. This may be accomplished by sponsoring brown-bag discussion groups, programs, and CE courses; contributing items to the Newsletter; developing and advertising technological standards; assisting the membership with grantsmanship activities; maintaining a directory; and other activities as identified.
   

   INTERLIBRARY LOAN AND NETWORKING COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, understanding how networking is presently working in New Jersey; monitoring the operation of the New Jersey Health Science Library Network; discussing any problems arising between medical school and hospital libraries; setting up network coordinators for the gathering and interpretation of statistics. Representatives of each of the seven consortia, Rutgers, UMDNJ and the New Jersey State Library shall serve on this committee.
   

   NEWSLETTER COMMITTEE

   This is a working committee, chaired by the Newsletter Editor. Each member is responsible for writing at least two columns a year, and meeting deadlines. The Newsletter is published in the Spring and Fall.
   

   NOMINATING COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, annually reviewing the open Association positions; suggesting possible candidates for each position; contacting possible candidates for acceptance of a nomination; preparing a ballot and biographical sketch of each candidate by January 15. This committee is normally comprised of four members; one from each of the New Jersey State Library Network regions. It is chaired by the Immediate Past President.
   

   PUBLIC RELATIONS COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, handling the public relations of the association; coordinating photography and audiorecording of lectures given at general membership meetings; contributing articles to the Newsletter; coordinating advance publicity to library and state educational and medical journals prior to general membership meetings. The Awards Committee is a subcommittee of Public Relations that is responsible for the presentation of the annual HSLANJ awards given at the March general meeting (i.e. you can volunteer to serve on either or both Publications and Awards).
   

   WEB PAGE DEVELOPMENT COMMITTEE

   The responsibilities of this committee shall include, but not be limited to, developing and maintaining the HSLANJ web site; providing current information, meeting announcements and providing tools to assist HSLANJ librarians. The web site is used as a medium to disseminate news and other information to the membership and other interested parties in an electronic format.
   
   
   
   
   
   

   B: COMMITTEE CHAIRPERSON

   DUTIES

   1. Select committee members as directed in the bylaws and send a listing to the President by July 1.
   2. Hold at least one meeting a year, either in person, by phone, or via email or the listserv.
   3. Advise the President in advance of meetings, as he/she is an ex-officio member of all committees.
   4. Prepare minutes and send two copies, one to the President and one to the Association Archives.
   5. Communicate with President or the Board–designated liaison concerning your committee’s activities.
   6. Attend Board Meetings for the purpose of a committee report; or report via a representative.
   7. Prepare an annual report by February 15.
   8. Present oral reports during the general meeting as needed.
   9. Keep your committee active and "excuse" inactive members from the committee.
   10. Recruitment of new committee members should always involve a personal "ask". This is very important in a volunteer organization. Review all committee interest forms that are received from the Membership Secretary to find possible new members.
   11. Act as a mentor to your committee members. This is especially important for preparing the next chairperson.
   12. Each committee chair will establish/maintain a binder or file documenting the charge and activities of their committee.
   13. Large committees should probably have a co-chair. If one is needed for your committee, contact the President to have the appointment made.
   14. If your committee is sponsoring any CE programs, please follow the guidelines in the "Speaker Fees, Honorariums & Other Program Expenses" chapter of this manual (Section XI).
   
   
   
   
   
   

   C: NOMINATING COMMITTEE

   1. Chairperson

   The immediate Past President chairs the Nominating Committee. The duties of the Chair are:

   1. In October, schedule the committee to meet in November. Usually, it is very difficult to do this in December. Meeting in January is too late. There is not enough time to complete all of the tasks and the ballot must be ready by January 15.
   2. READ THOROUGHLY the article describing how to run a Nominating Committee. Prepare a list of open positions. This will always include the Vice President/President Elect, one Board Member, and 4 Nominating Committee Members. Copy the duties and responsibilities of these positions from this manual. Copies of the article, the list of open positions, and the responsibilities of each position should be distributed in advance to your committee members.
   3. Chair the Nominating Committee meeting. Refer to Robert’s Rules of Order Chapter 14 if needed. (A member of the committee itself may be nominated for an open position, but that person is not permitted to participate in the discussion of him/her, nor that of other nominees for the same position).
   
   
   2. Members

   The duties of the Nominating Committee Members are:

   1. Come to the meeting prepared with suggestions for the open positions which will always include the 4 members of the next Nominating Committee.
   2. As a committee, develop a profile of the current Board, as instructed in the article that appears in this manual.
   3. Decide whether you will have contested elections. Usually you will not. It is too difficult to find one person for each position, much less two.
   4. Telephone candidates and obtain an acceptance to be on the ballot for the position the committee has chosen. You can attempt to complete these calls as part of the meeting; or, have phone calls made the following day. It usually works best if a person on the Nominating Committee who knows the potential nominee makes the call. If you wait to make the calls, it means more coordination by the Chair of the Nominating Committee to ascertain the status of the nominees.
   5. General outlines of the telephone call:
      1. Let the person know that they were selected by the Nominating Committee.
      2. Mention the abilities the Committee believes the person haswhich makes them a good candidate for the position.
      3. Tell them the length of the term of the position.
      4. Describe the position and the time commitment.
      5. Ask if they would consider accepting the position.
      6. If needed, give them a day or two to decide.
      7. Request that they forward a one paragraph biography to the committee members who will be coordinating the "Biography" page of the ballot.
   6. The Nominating Committee members decide and delegate responsibility for the following:
      1. Type the ballot to fit on the HSLANJ letterhead.
      2. Collect and type the biographies onto one or two pages.
      3. Give the Corresponding Secretary as the return address for the ballots.
      4. Photocopy the ballot and biography pages making enough copies for the entire membership. Forward the completed copies to the Corresponding Secretary prior to January 15.
   
   
   3. The Immediate Past President will report for the Nominating Committee at the Annual Meeting. Items to be included in this report are:
      1. Members of the Nominating Committee
      2. Dates the Committee met
      3. Number of ballots mailed and returned
      4. The names of winning candidates, the position they will serve in, and the term of office.
      5. Remember to include the names of the new Nominating Committee members.
   
   
   
   
   
   VI. HONORARY MEMBERS

   According to the HSLANJ Bylaws, Article III, Section 2, "honorary members shall be persons who have been nominated and approved by the membership for outstanding contributions to the health sciences library profession".

   Those who have been named as honorary members of HSLANJ are:
   

   1. Estelle Brodman
      19-09 Meadow Lakes
      Hightstown, NJ 08520
      (609) 448-4100
      date of honorary membership: 1977?
      (letter in Archives, unable to locate – MV 3/87)
      
      
   2. Gertrude L. Annan (deceased)
      date of honorary membership: November 1977
      (letter on file in Archives)
   
   
   
   
   
   

   VII. HSLANJ ARCHIVES

   HEALTH SCIENCES LIBRARY ASSOCIATION OF NEW JERSEY

   ARCHIVES POLICY

   1. Statement of Purpose

   The Health Sciences Library Association of New Jersey (HSLANJ) Archives were established in 1980 for the purpose of preserving and making available for research materials which document the founding, development, organization, and achievements of HSLANJ.

   Among the materials to be maintained are the following:
   
   

   Membership Directories	Correspondence
   Newsletters	Standing Committee Reports
   Minutes of Meetings	Organizational Manuals
   Meeting Notices	Special Interest Groups
   Treasurers’ Reports	Photographs
   Annual Reports	Tapes of Programs
   Publicity Concerning HSLANJ	HSLANJ Surveys
   Legal Documents

   
   
   

   The records shall reflect HSLANJ’s relationships with other organizations such as the

   New Jersey Hospital Association, the New Jersey State Library, the New Jersey Library Association, the University of Medicine and Dentistry of New Jersey, the Greater Northeastern Regional Medical Library Program, the Interagency Council on Library Resources for Nursing, etc.

    

   2. The Archival Program

   The Archives will be maintained at NJHA. The integrity of archival records of HSLANJ shall be protected through the archival program. The Archives shall be secure against defacement, alteration, and theft; they shall be protected against physical damage by excessive exposure to light, dampness, and dryness; there shall be assurance that the value of the archival materials is not impaired in the normal course of rehabilitation, arrangement, and use.

   Costs related to the Archives shall be borne by HSLANJ and maintenance of the Archives is the responsibility of the Archives Committee.

   All open archival records shall be made available to HSLANJ members and to qualified researchers as determined by the Executive Board of HSLANJ. Photocopies of any of the documents may be arranged through the librarian of the NJHA Library.

   3. Transfer of Records

   On behalf of HSLANJ, the Chairperson of the Archives Committee or another committee member shall be authorized to receive all of the non-current records of the Association.

   Any record-creating committee of HSLANJ shall be directed to release to the Archives for preservation and administration all such records legally in its custody that are no longer needed for the transaction of the current business of the committee, whenever a member of the Archives Committee is able to receive and take possession of them.

   The records of any committee or special interest group shall, prior to or upon the termination of the existence and functions of that group, be transferred to the custody of the Archives unless otherwise directed by the President.

   Since all records created by an Officer, Board Member, or Committee Chairperson in the performance of his or her duties are the property of HSLANJ, upon termination of office, all individuals shall transfer to the Archives those records no longer needed for current operation of their respective offices. In no case shall anyone remove such records from the Archives, or destroy the same, without the prior permission of the President and the Archives Chairperson.

   4. Records Management

   The Archives Committee Chairperson together with the Librarian of the NJHA Library and the President and his/her designees shall develop guidelines and procedures for the management of the current records of HSLANJ. They shall establish retention and disposal policies for all types of records, and assure that such policies are observed by all Board Members and Committee Chairpersons.

   5. Access to Records

   The HSLANJ Archives shall conform to the "Standards for Access to Research Materials in Archival and Manuscript Repositories", as approved by the Council of the Society of American Archivists in December 1973.

   
   
   
   
   
   

   ARCHIVES COLLECTION POLICY

   The Archives collection will be limited to the activities of the Health Sciences Library Association of New Jersey (HSLANJ).

   Materials collected will be restricted to the types of materials normally encompassed by the term "archives": official records, printed materials and audiovisual materials.

   The Archives will not contain museum items. If such material is acquired, it will be sent to the University of Medicine and Dentistry of New Jersey, for disposition as they wish.

   OFFICIAL RECORDS:

   Official records collected by the Archives will be limited to those created by HSLANJ.
   Only records deemed by the Archives Committee and the Executive Board to have long-term historical value will be incorporated into the Archives collection.

   PRINTED MATERIALS:

   The Archives will collect two copies of all printed materials containing information about HSLANJ.

   AUDIOVISUAL MATERIALS:

   1. Sound recordings, audio and visual tapes and cassettes – The Archives will collect at least one preservation copy of HSLANJ published and unpublished tape recordings, oral histories, etc. deemed to be of long-term historical value, as well as taped records of all program meetings.
   2. Photographs and Slides – The Archives will attempt to develop a collection of photographs and slides that chronicle HSLANJ activities and that are of long-term historical value. Photographs will be primarily of HSLANJ Board of Directors and members, and HSLANJ sponsored events.
   3. Microforms – When it is feasible, the Archives will consider preserving HSLANJ records on microforms for storage and research purposes.
   
   
   
   
   
   
   

   HSLANJ ARCHIVAL MATERIALS AT THE NJHA LIBRARY

    

   Anniversary Materials – 15^th, 20^th, 25^th & 30^th

   Annual Reports: 1985 – 1994

   Certificate of Incorporation

   Committee Reports

   Constitution and Bylaws 1978 - 1999

   Correspondence: 1972 – 2001

   Directories: 1972 – 2001

   HSLANJ Remembers: 1972 – 1998

   Meeting Minutes: 1972 – 2001

   Meeting Notices & Agendas 1972 - 1997

   Membership Information

   Newsletters: 1971 – 2001

   Organization Manuals 1982 - 1992

   Photographs 1970s - 2001

   Surveys 1973 - 1997

   Treasurer Reports: 1974 – 1999

    

   
   
   
   
   
   
   
   VII. NEW JERSEY HOSPITAL ASSOCIATION

   DESCRIPTION OF NJHA ALLIED ORGANIZATIONS

   The New Jersey Hospital Association encourages the development and growth of allied organizations. Our prime concern is better health care for the residents of the state of New Jersey and any organization that delivers health care which affect hospitals either directly or indirectly can become affiliated with the New Jersey Hospital Association.

   
   
   

   DEFINITION

   An affiliated society is an organized group of individuals who have joined together to achieve a common purpose. Generally, they are people who have in common a particular area of responsibility in a member health care institution such as nurses, pharmacy, telecommunications. (Before the New Jersey Hospital Association will consider a group formally as "allied" with it, we ask for either a statement of purpose or a copy of the Constitution and/or By-laws and a membership list.) The New Jersey Hospital Association is willing to provide assistance in organizing new groups.

   PURPOSES

   The main purpose of affiliation between these various societies and the New Jersey Hospital Association is to improve upon the communication process through which the Association can best serve its membership.
   

   The affiliation also:

   1. Provides a mechanism through which important information needed for effective performance can be shared.
   2. Provides a point of exchange with the members of other affiliated organizations.
   3. Provides the New Jersey Hospital Association with a resource for the provision of expert professional advice on problems common to institutional members.

   Since there is extensive overlap in memberships, there is a need for the Association and the organizations to work together closely and effectively to serve their members. Each has an important role to play in implementing the overall purposes and goals of both the Association and of its allied organizations. Each society operates under By-laws adopted by the members of the society. The activities of each society are determined by its own governing authority. From time to time (twice a year?) a meeting will be held for the Presidents of (allied and) affiliated organizations at the Center for Health Affairs. These meetings provide an opportunity for the presidents of all societies to exchange useful information and ideas on programs and other matters, as well as providing an organized channel for official communication with the New Jersey Hospital Association.

   SERVICES

   The following is a list of detailed services that the New Jersey Hospital Association will provide to affiliated groups:

   1. Meeting facilities;
   2. Develop educational programs and obtain speakers for programs for a fee;
   3. Advice with handling of an organization’s finances;
   4. Regular distribution of calendar of meetings either planned or hosted by the New Jersey Hospital Association and others to Presidents of Allied Organizations;
   5. Allied Organization Presidents receive a complimentary copy of the Association Directory;
   6. The New Jersey Hospital Association staff members are available to advise and assist Presidents of Allied Organizations;
   7. HRET and Hospital Service Corporation provide technical expertise to Allied Organizations on a "fee for service" basis;
   8. News releases and notices of special educational programs submitted to the New Jersey Hospital Association will be included in the "Reporter" if appropriate and if space is available;
   9. A limited amount of library space at the New Jersey Hospital Association is provided for minutes, book, articles, films, file space, etc;
   10. Presidents of Allied Organizations also receive copies of the "Reporter", "Legislation Today", "In Labor", and "Memo Planning" as they are issued.
   
   
   
   
   

   DIRECTIONS TO THE NEW JERSEY HOSPITAL ASSOCIATION

   
   
   
   

   New Jersey Hospital Association

   760 Alexander Road

   Princeton, NJ 08543

   (609) 275-4000

   Directions to the New Jersey Hospital Association can be found via the Internet at:

   www.njha.com/conferencecntr/html/mc.directions.html

   
   
   
   
   
   XI. SPEAKER FEES, HONORARIUMS & OTHER PROGRAM EXPENSES

    

   In general, our CE classes aim to be self–supporting, and anyone arranging a program or meeting must be aware of expenses when planning & pricing the event.

   Speaker Fees
   In this manual, when we refer to speaker fees we mean fixed, predetermined rates that some speakers charge for particular programs. Often these are not negotiable, and we must just decide whether or not to book that speaker. Speakers who charge set fees will be accommodated – within budget – if the fee is reasonable (considering the prevailing rates for presenters) or the speaker has an excellent reputation and has been frequently requested by our members. Charging a higher fee to attend that particular class, or fundraising to offset a special need for a speaker (e.g., from vendors) can also be considered to help finance an expensive program.

   In a situation where a fee is negotiable, here are some general guidelines for rates for a presenter, keyed to the length of the program, whether or not the program is already approved for MLA CE credits (which saves us application fees & time), and its budget:

   One hour presentation	$ 75 – $150
   Two hour presentation	$ 100 – $300
   Four hour program	$ 200 – $500
   All day program	$ 500 – $1000

   You must get the presenter’s Social Security or Tax ID number for speaker fees over $600.00, since the Treasurer needs to report these payments to the IRS on Form 1099.

   Honorariums
   When speakers waive fees, an honorarium may be offered. This can either be based on the lower end of the fee guidelines above, or the Association can send a book of the Vice President’s choice to the speaker, based on the speaker’s interest and inscribed with a note of appreciation from the Association.

   Travel Expenses
   In addition, all speakers will be reimbursed for reasonable travel expenses, including round–trip coach airfare to come to NJ; airport shuttles, cabs or rental cars to get to the meeting site; mileage if they drive their own car; meals, etc. Hotel accommodations for the night preceding a program might be included in negotiations with a speaker presenting an early–morning program, or someone coming from out of state. Speakers should be instructed to submit receipts for all expenses in order to be reimbursed. Some speakers may ask for a set “per diem” amount to cover their expenses, rather than being reimbursed for exact expenses; this is acceptable if the amount seems reasonable.

   Other Costs
   Be aware that some may also want to charge us for a travel day to come to NJ, or an extra hotel night. Try to clarify any other items with the speaker early, so you can estimate the costs when you are pricing the program. These include a presenter’s A/V needs (so you can estimate the cost of the media services at the site), whether they will have handouts or a bound workbook that they will expect us to copy for all the participants, and the fact that many conference centers (including NJHA) have a minimum charge (they bill for a minimum number of meals), even if you have fewer attendees.
   
   
   
   
   
   XII. REMEMBRANCES / ACKNOWLEDGEMENTS FOR HSLANJ MEMBERS

    

   With the belief that major events in the lives of our members should be remembered / acknowledged by HSLANJ, the Board of Directors has established the following guidelines for such occasions:

   Gift / Contribution / Card:

   Occasion:

   Birth of Child / Adoption / Marriage / Commitment Ceremony / Serious Illness / Hospitalization / Surgery / Death of Immediate Family Member (spouse, child, parent, spouse’s parent)

   Funding:

   This program will be funded through a "Sunshine Fund" established specifically for this purpose and a line item in the annual budget.

   
   
   
   
   
   
   
   XIII. GOVERNOR’S PROCLAMATION

    

   HEALTH SCIENCES LIBRARIANS WEEK

    

   1. Ideally, the proclamation should be requested early in November as enough time is needed to plan and execute publicity.
      
      
   2. The Chair of the Public Relations Committee will:
      1. Request the Governor’s Proclamation of Health Sciences Librarians Week. A minimum of three weeks’ advance notice is required. New text for the proclamation is preferred, if possible.

         Contact numbers for the Governor’s office are:

         Phone (609) 292-6000 Extension 285

         Fax (609) 984-6886

      2. Notify the NJHA Librarian as soon as the proclamation is received so NJHA can also issue a press release.
      
      
      
   3. The NJHA Librarian will:
      1. Request an NJHA Press Release for Health Sciences Librarians Week when the proclamation is officially received.
      2. Mail press release out to HSLANJ membership, Directors of Public Relations, TV, radio, and newspaper in January, or as soon as possible once proclamation is received.
      
      
      
   4. The proclamation is displayed at the March meeting and the text is usually read as part of the business meeting.
      
      
   5. The HSLANJ Archivist keeps the proclamation itself in the Association Archives after the March meeting.

    

   
   

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   Copyright ©  1997 - 2006 Health Sciences Library Association of New Jersey.
   Manual last updated February 9, 2004
   Page last updated February 27, 2006

   Please refer questions or comments to Erica Moncrief (emoncrief@chsnj.org).

   http://www.hslanj.org/Organizational.html