1. Become VERY familiar with the ACRL Guide to Policies and Procedures.  Underline (memorize?) parts you must know.  Refer to it often.  It contains lots of information on how ACRL works.

2. Be aware of deadlines--for budget requests, reports, etc.  To submit requests for equipment for a program 18 months in advance is very difficult, so seek advice from the ACRL staff.  Advance planning is essential.  Assign someone to track ACRL deadlines on each project.  It is also recommended that a member of the committee which will be interfacing with ACRL, make e-mail contact with ACRL chairperson and the ACRL treasurer.  It is always helpful to have the ability to casually communicate objectives, programs, and needs on an ongoing basis with those who make the decisions.

3. Especially review the conference meeting and program forms.  Go over each part carefully so that if you need to explain requests for time slots and room requirements, you will know how to do this.  Don't assume anything.  Explain details, context and rationale for all requests.  Follow-up with e-mail or a phone call.

4. Understand the budget time line and process which should have input from committee chairs.  Confer with ACRL staff.  Some money (e.g. Handbooks) is allocated separately.

5. Be aware that when you're chair of a section, committee, or on the ACRL Board there are other obligations besides formal meetings:  executive/advisory board meetings, breakfasts, receptions, budget meetings, orientations, etc.  It is very helpful for new officers to know what additional responsibilities the assignment carries.  Before you agree to run for an office, chair a committee, etc., YOU should ask this of the person who nominates or appoints you so you know what is expected.  You may want to ask the current or outgoing chair for their advice about what other meetings they attended that they have found to be the most helpful for the job.  Brief the Executive Committee and others on all interaction with the ACRL leadership so that everyone understands the level or responsibility and commitment involved in the leadership role.

6. Attend an ACRL Board meeting.  Find out how they work, when they meet, and what kind of actions they take.  This insight can assist you in your decisions and procedures.

7. Allow enough time for all the paper work, especially committee appointments and meeting schedules for ALA.  The schedules for annual are done very early, one month after Midwinter, and the committee chairs should be consulted.  Find out the real "no conflict" times and schedule accordingly.

8. New chairs and officers should endeavor to work promptly.  It is much easier to do paper work immediately while the information is still fresh in your mind than to try to recreate discussions and meetings much later.

9. Use e-mail, if you have it.  It saves a lot of time and is more efficient, although you still have to type everything.  Use e-mail to send out draft minutes for committee members reaction, especially on issues that are sensitive or need detail.

10. Try to get office/secretarial help.  Word process everything.

11. Keep an up-to-date list of members and labels for mailing.

12. It is a big help to get background info. on persons you will be dealing with regularly.  Ask them about themselves.  Get to know them as individuals, not just as holders of particular positions or representatives of particular groups.  See #2 above - very useful advice.

13. Everything goes smoother if the chair and the chair-elect will work together closely.  The whole business of trying to run a section, or any group, when all of us are scattered across the country is a bit daunting, so encouraging discussion between the chair and the person who will be assuming those duties next year is very important.

14. Know the FAX number for ALA:  312-280-3255 (also 3256, 3257, and 3258).  Also use the toll-free number for ALA:  1-800-545-2433.

15. Take full advantage of the ACRL Headquarters staff.  The ALA/ACRL staff is wonderful and extremely helpful and can prevent a lot of frustration by answering questions quickly.  Become familiar with this staff and their services in Chicago and at the conferences.  For example, you can type up and copy your Meeting Highlights forms right away at the conference so you do not have to do it after you return home.  ACRL headquarters staff are very helpful, get to know them, communicate with them and set a goal to be known by them.  This level of interaction helps promote the section and gains much needed support at critical times.

16. It is advisable to keep meeting times the same every year because committee members plan their other meetings around this and might accept other assignments based upon this given.

17. It is better not to change locations once assigned.  If this is absolutely necessary, let all committee members know of the change and post a notice at the assigned place telling the change in location.  This will help visitors find the meeting as well as members who may have forgotten the change location.  Never change meeting location or time once published.  It simply will not work.

18. Get an agenda out several weeks ahead of your meeting, BUT always bring multiple copies for those who forget things, or for visitors.

19. At the beginning of meetings that will go on for more than an hour, find out if participants want to take a break at any time.  For especially long meetings, providing coffee (or whatever) during the break is much appreciated.  To help people stay alert and interested in a meeting, plan a group activity/distraction for about 5 minutes after the first hour of the meeting.

20. Ask someone ahead of time to take minutes if you don't already have an official secretary.  This saves the embarrassment of asking on the spot.  Rotate minute taking, if possible.  If you are chair, do not try to take minutes yourself because it takes your full concentration to run the meeting.

21. Take time for introductions.  Introductions should include the person's name, affiliation, and if appropriate, office held or group being represented.  Often most of the committee members know one another, but there are one or two new people who are truly at a disadvantage without the introductions.  Further, there are often visitors and it is an advantage to the committee chair, as well as to the observers, to know exactly who is responsible for the discussion.  If a group drifts in later in the meeting, take a quick break and do a new round of introductions.  Be sure to recognize and welcome newcomers to the meeting, even those who are observing.

22. Call on members first for their response but be sure to ask for visitor response.  The visitors are where we get new leaders for tomorrow.

23. Some of the best things you can do as chair of a meeting are to summarize the agenda at the beginning, keep the discussion moving along so that all topics are covered, and sum up at the end so everyone knows what was accomplished and what remains to be done.  Groups tend to get stuck on one topic, and don't seem to mind being urged to come to closure so the full agenda can be addressed.

24. Realize that committee members have expended a good deal of energy and financial resources - often personal - to attend meetings.  Chairs should resist the temptation to complete too much committee work between meetings.  Make meetings times of significant group work towards the committee's goals.  Ask committee members to complete specific assignments and draft documents prior to the meeting so that all the original work does not have to take place at the meeting.

25. Make sure that the person who takes the minutes gets a copy to you VERY soon after the meeting takes place.  You should go over them for clarity and correctness, THEN ask the recorder/secretary to make any changes and send the corrected copy to:  (1) you, (2) each committee member, and (3) the ACRL office.  DLS chairs should check the Committee Chair Calendar regarding the distribution of minutes.

26. FILL OUT THE MEETING HIGHLIGHTS FORM BEFORE YOU LEAVE THE CONFERENCE.  Be clear about who is doing what by when.  DLS currently does not use the Meeting Highlights form, preferring to only generate minutes for each meeting.

27. Keep good records and pass them on to the next chair who should consult those records for an "organizational memory".  Keep copies of all section and committee minutes filed in your copy of the DLS Section Manual - it will provide important historical context for your successors.

28. It helps to understand some of the politics within ACRL and ALA and the particular agendas of each person you will be working with, especially if you need their support for programming.  Different themes come up each year and you should be aware of these.