GameRT Handbook

The American Library Association’s Games and Gaming Round Table (GameRT) was created in 2011 with the simple mission of providing a place for exchanging ideas and providing education about games and gaming in libraries. This includes supporting game programming in libraries by offering support for gaming librarians and creating an awareness of the value of all sorts of gaming and play.

Purpose

The purposes of the Games and Gaming Round Table are:

  • To provide a forum for the exchange of ideas and concerns surrounding games in libraries.
  • To provide resources to the library community to support the building and maintaining of library game collections.
  • To provide a force for initiating and supporting game programming in libraries;
  • To create an awareness of, and need for, the support of the value of gaming and play in libraries, schools, and related learning communities.
  • To create an awareness of the value of games and gaming in library outreach and community engagement plans.
  • To provide a professional and social forum for networking among librarians and non-librarians interested in games and gaming.

 

Membership

There shall be two classes of membership: personal and organizational. Any member in good standing of the American Library Association (ALA) who shall elect membership in GameRT according to the provisions of the Bylaws of the ALA shall thereupon become a member of GameRT. Organizations may be granted membership in GameRT in accordance with ALA policy and procedure. (Only personal members of GameRT shall be eligible to vote and to hold elective office or committee appointments.)

Dues shall be determined by the Board of Directors with the approval of the membership. Annual dues for this Round Table paid to the ALA shall constitute the dues of members. The date of payment of dues to the ALA shall be considered the date of payment of dues to this Round Table.

The membership, fiscal and conference years shall be the same as those of the ALA.

 

Committee Participation

The GameRT will follow the ALA guidelines for participation on committees.

4.5.5.2. Participation

Members of all ALA and unit committees, task forces, and similar bodies are expected to participate in the work of the group. Participation includes both attendance at synchronous meetings scheduled in conjunction with the Midwinter Meeting or Annual Conference or at other times during the year, as well as contributions through asynchronous communication methods that may be utilized by the group outside of formal meetings. Attendance at meetings may be in person, or through other means that enable synchronous communication.

4.5.5.3 Provision of explanation of absences

Members of all ALA and unit committees, task forces, and similar bodies are expected to provide explanation of their absences and/or inability to participate to the committee chair or unit secretary. Failure to provide adequate explanation of absences from two consecutive synchronous meetings or to participate otherwise in the work of the committee constitutes grounds for removal, upon request of the chair and approval of the appropriate appointing official or governing board.


Divisions of Responsibilities

Officers
The officers of this Round Table shall be a President, a Vice-President (who shall also be the President-Elect), an immediate Past President, a Secretary, and a Treasurer.


President

Term of Office
2 year term (1 year as President, 1 year as Past-President)

Purpose

  • The President shall be Chief Officer of the Round Table, and, subject to the Board, shall have general supervision and control of the affairs of GameRT.
  • The President shall serve as Chairperson of the Board and shall preside at all meetings of the Round Table and the Board.
  • The President shall identify actions in the interest of GameRT and shall recommend such actions to the Board.
  • The President shall perform such other duties as the Board may assign to this office.

Officers and Committees Supervised by the President
All officers are under the general supervision of the President.

President's Supervising Officer
Board

Major Responsibilities

  • Serve as presiding officer.
  • Represent GameRT as its chief executive officer.
  • Appoint committee chairs and members as needed or requested by the GameRT Executive Board.
  • Coordinate all GameRT activities, ensuring that they are in line with the stated mission and goals of ALA/GameRT.
  • Maintain close contact with the officers and ALA Staff Liaison and with GameRT liaisons and chairs as appropriate.
  • Read all correspondence concerning GameRT, delegating responsibility to the appropriate officer or committee chair.

Procedures Used to Accomplish Major Responsibilities

  • Maintain individual files on all officers, liaisons, and committees including reports, correspondence, and telephone conversation summaries.
  • Examine goals and objectives as reflected in reports from officers, liaisons and chairs.
  • Attend as many GameRT meetings as possible during Midwinter and Annual Conferences.
  • Acknowledge GameRT's corporate sponsors throughout the year in writing and through personal visits to exhibits.

Contact People for Accomplishing Objectives

  • GameRT Vice President/President-Elect
  • GameRT Staff Liaison
  • GameRT Officers
  • GameRT liaisons and committee chairs
  • ALA Chapter Relations Office
  • ALA Membership Committee

Types of Recordkeeping
The President maintains print or electronic copies of all correspondence, timetables from the Conference Arrangements Office, files on liaisons and committees, and their correspondence and reports.

Correspondence and Copies

  • GameRT Vice-President: Copies of everything
  • GameRT Officers: Copies of correspondence dealing with committees under their guidance.
  • GameRT Staff Liaison: Copies of selected correspondence (for example, letters sent to other units of ALA)

Reports and Dates for Submitting Reports

The GameRT President prepares:

  • Overall reports at Midwinter and Annual Conference
  • Fall/Spring activity summaries to the GameRT officers for committees under their direct supervision                                                                                          

Reminders and Helpful Hints

  • Procedures for meeting above deadlines: Refresh your memory of the GameRT Handbook, the GameRT Constitution and By-Laws, and the ALA Policy Manual.
  • Establish contact with the ALA Staff Liaison and assistant, and call on them when questions arise.
  • Maintaining a close working relationship with the Vice President will be mutually beneficial.
  • Be careful to conform to all ALA deadlines for conference planning.
  • Keep up with correspondence as it comes in.
  • To ensure accuracy and completeness, prepare a written record of each phone conversation as soon as possible.

Budget

  • The President should display a great degree of fiscal responsibility and encourage others to do likewise.
  • The President should encourage the GameRT Treasurer to provide a regular report broken down by committee.

President’s Timetable of Activities

July

  • Send preliminary conference schedule to the ALA Staff Liaison, including times of Executive Board meetings and Midwinter and Annual Orientations; note that these are no-conflict times.
  • Ask the Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list.

August

  • Set schedules for Midwinter and Annual.
  • Conduct New Board and New Committee Chair Orientations.

September

  • Review planning reports, examining goals, and objectives for the year.
  • Remind committee chairs to request vendor support through the Fundraising Coordinator.
  • Notify chairs and officers that the committee roster has been updated.

October

  • Contact officers to discuss planning reports for their areas of supervision.
  • Distribute updated rosters and schedule of GameRT Midwinter meetings.
  • Remind committee chairs to submit planning reports if they have not done so.
  • Hold electronic board meeting mid-month:
  • Ask officers and chairs to submit board agenda items.
  • Request slate of candidates running for GameRT Board positions from Nominating Committee for approval during e-meeting.
  • Set an agenda for the meeting and publicize on GameRT forum/social sites.
  • Hold meeting.

November

  • Monitor work of liaisons and committees. Make suggestions through supervising officers.

December

  • Contact all chairs either personally or through their supervising officers to check on progress and answer questions.
  • Send out call for agenda items for Midwinter Executive Board meeting.
  • Distribute agendas for Midwinter Executive Board meetings. Instruct all officers and committee chairs to submit a report for Midwinter.
  • Invite ALA Staff Liaison to appropriate Midwinter meetings.

Midwinter

  • Preside at Executive Board meetings.
  • Meet with Treasurer, Vice-President, Resources Committee chair, and ALA Staff Liaison to discuss adjustments to the current budget and to create a preliminary budget for the next fiscal year.
  • Speak at Midwinter Orientation; attend Round Table Coordinating Committee.
  • Make contact with vendors who sponsor GameRT programs and giveaways.
  • Serve as GameRT's representative at ALA meetings.

Post Midwinter

  • Review Midwinter reports and follow-up committee meeting reports. Discuss areas of concern with officers, liaisons, and committee chairs.
  • Follow up on tasks or decisions that came out of Midwinter meetings.

February

  • Contact Nominating Committee to be sure ballot has been prepared and mailed to ALA.
  • Write and submit Officer Progress Report

March

  • Remind everyone of upcoming deadlines.
  • Contact officers to discuss activities for their areas of supervision.

April

  • Continue to monitor committees and liaisons. Watch for areas needing special support.
  • Work closely with President-Elect to ensure a smooth transition.
  • Hold electronic board meeting if necessary.

May

  • Stay in contact with officers and chairs to be sure all committees have finalized conference plans.
  • When ALA Staff Liaison calls with election results, contact all candidates to let them know the results. After all candidates have been contacted, notify the GameRT membership of the election results.
  • Send out call for agenda items for the GameRT Executive Board Meeting at Annual Conference.

June

  • Distribute a preliminary Executive Board Meeting agenda and remind everyone of deadlines and reports needed.
  • Write annual report and write thank-you notes to all committee chairs and others who have helped you throughout the year.
  • Prepare files (both print and electronic) for transfer to President-Elect.

Annual

  • Preside at Executive Board meetings.
  • Attend all GameRT functions.
  • Serve as GameRT's representative at ALA functions (Round Table Coordinating Assembly meeting, ALAPlay, GameRT presentations, co-sponsored panels or presentations)
  • Remind everyone to submit receipts for reimbursements by August 1.
  • Meet with the President-Elect to discuss any upcoming issues or concerns.

Post-Conference

  • Write thank-you notes to exhibitors, officers, liaisons, chairs and others who have helped you throughout the year.
  • Transfer files (print and electronic) to President-Elect.

 

Vice-President

Term of Office
The Vice President shall be elected as the Vice President/President-Elect and shall serve one year as Vice President, one year as President, and one year as Past President.

Purpose
In addition to the regular duties of this office, the Vice-President shall chair the Long Range and Strategic Planning Committee and perform such other duties as the Board may assign to this office. In the event of the absence, disability or withdrawal of the President, the Vice-President shall perform the duties and exercise the powers of the President.

Committees Vice President Supervises
Long Range and Strategic Planning Committee

Vice-President’s Supervisor
President, Board

Major Responsibilities

  • Assist the President in accomplishing the purposes and goals of GameRT.
  • Perform those duties assigned by the GameRT President.
  • Represent GameRT as an elected officer.
  • Maintain close contact with the GameRT President and other officers.
  • Prepare for the following year as GameRT President.
  • Serve as presiding officer in the absence of the President.
  • Appoint committee chairs and committee members for the following term.

Procedures Used to Accomplish Major Responsibilities

  • Keep in close contact with the President, asking questions and soliciting opinions, ideas, and suggestions. Clarify any procedures at this time.
  • Attend as many GameRT programs and meetings as possible during midwinter meeting and annual conference.
  • Monitor gamert@gmail.com email account
  • Request from current committee chairs recommendations for possible persons to fill their positions next year. Inquire of directors and other officers if they have recommendations to make.
  • Chair the Long Range and Strategic Planning Committee
  • Be cc'd on all committee emails.

Contact People for Accomplishing Objectives

  • GameRT President
  • GameRT Officers
  • GameRT Staff Liaison

Types of Record-Keeping

  • Copies of all GameRT correspondence
  • Files on committees, their correspondence and reports

Correspondence and Copies

  • GameRT President: Copies of everything
  • GameRT Officers: Copies as it deals with their areas of responsibilities
  • GameRT Staff Liaison: Copy as it deals with ALA rules and regulations and other ALA units

Reports and Dates for Submitting Reports
The Vice-President/President-Elect submits planning, progress, and final reports to the Executive Board.

Vice President’s Timetable of Activities

July

  • Establish close working relationship with the President. Ask advice, determine the President's goals and priorities for the year, and be supportive; you can hash out differences in private.

August/September

  • Begin planning for year as President. Make notes of ideas as they occur and keep a special file. Refer to the file often, to add, omit, or revise plans.
  • Begin to work with Long Range and Strategic Planning Committee on agenda for the coming year.

October/November

  • Keep up with the activities of committees, correspondence and planning.

December

  • Prepare for Midwinter. Touch base with areas under your supervision, if applicable, to determine last-minute needs or problems for Midwinter.
  • Check meeting times and plan to attend all GameRT programs.
  • Contact the GameRT President to see where you might be of special assistance at Midwinter.
  • Prepare proposals that would affect your presidential budget for submission to the Board at Midwinter.
  • Make sure online committee volunteer form is up to date.

Midwinter

  • Attend Executive Board meeting, ALAPlay, and as many other scheduled GameRT committee meetings as possible.
  • Make yourself available to membership. Meet the people who have volunteered but are unknown to you and determine the committee or chair for which they are best suited.
  • Attend Round Table Coordinating Assembly meeting.

February

  • Ensure that the committee volunteer form is posted by mid-month.
  • Call for volunteers. Remind existing committee members that they need to submit a form as well if they want to continue on their same committees.
  • Email all chairs requesting recommendations for their positions next year and contact officers for their input.
  • Keep in close contact with the President.
  • Write and submit Officer Progress Report.

March

  • Keep in close contact with the President.

April

  • Begin making Committee appointments.

May/June

  • Assist President in last-minute preparations for Annual.
  • All chairs and committee members should be appointed.
  • Continue to make appointments of committee members.
  • Write and submit Final Officer Report.

Annual

  • Assist the President as needed.
  • Attend as many GameRT programs and meetings as possible.
  • Attend Round Table Coordinating Assembly Meeting.

Post Annual

  • Begin planning calendar, new board orientation, and any final plans for transition.
  • Send letters to all current chairs, telling them who their successors are. Urge the current chairs to write to their successors in advance and to evaluate the committee's activities over the past year (i.e., what went well, what could have gone better, how to better evaluate in the future).
  • Send letters to the new chairs noting changes for their committees. Also, include the names of those committee members who have accepted to date.
  • Verify the contact information of officers, chairs, and liaisons for the directory listings.

 

Secretary

Term of Office
2 year term

Purpose
The Secretary shall keep an accurate record of all meetings of the Round Table and Board and shall submit minutes of these meetings to the President within six weeks following the meeting; shall arrange for the preservation of the archives and records of GameRT; and shall perform such other duties as the Board may assign to this office.

Major Responsibilities

  • Tape-record and take minutes at all Executive Board meetings.
  • Distribute, revise, and re-distribute these meetings (see timetable).
  • Represent GameRT as an elected officer.
  • Represent the interests of GameRT members as a voting member of the GameRT Executive Board.
  • Perform such duties as assigned by the GameRT President.
  • Summarize Executive Board discussions (held in any medium) for the Board and distribute them to Board members before scheduled meetings.
  • Coordinate GameRT social networking presence on the appropriate tools.

Procedures Used to Accomplish Major Responsibilities

  • Take minutes at all meetings of the Executive Board.
  • Outgoing Secretary takes minutes at all Annual Conference Board meetings.
  • Turn over your handbook and other pertinent files to your successor within a month of Annual Conference.
  • Type, revise, and distribute all minutes according to the Secretary's Timetable.

Contact People for Accomplishing Objective

  • GameRT President
  • GameRT Immediate Past Secretary
  • GameRT Vice-President

Types of Record-Keeping

  • Maintain files on all GameRT correspondence and telephone calls that fall within the Secretary's responsibilities.
  • Copies of minutes shall be maintained for the terms of the two previous Secretaries.

Correspondence and Carbon Correspondence

  • GameRT President: cc on everything
  • GameRT Officers and Directors: cc on matters which deal with their areas of responsibility.

Reports and Dates for Submitting Reports

  • GameRT Secretary submits Board Officer planning, progress & final reports on the same schedule as other Board Officers.

Secretary’s Timetable of Activities

August/September

  • Send message to GameRT asking Board Members and Committee Chairs to post planning reports (deadline mid-September).

October/November

  • Follow up with Board Members and Committee Chairs that might not have posted their reports to the listserv.
  • Request approval of minutes from Annual Conference as corrected.
  • Take minutes at the Fall E-Board Meeting and post to GameRT Board space on ALA Connect for review.
  • Post approved minutes from Annual Conference to GameRT space on ALA Connect.

December

  • Receive and make corrections to minutes from Fall E-Board Meeting.
  • Submit final draft of Fall E-Board Meeting minutes to Executive Officers and Committee Chairs to GameRT Board space on ALA Connect prior to the Midwinter Conference.

Midwinter

  • Take minutes at all Executive Board meetings.
  • Request approval of Fall E-Board Meeting as corrected.

February

  • Post approved Fall E-Board Meeting minutes to GameRT Board space on ALA Connect.
  • Send message to GameRTBD asking for Board Members and Committee Chairs to post progress reports (Deadline: middle to end of February.)
  • Post draft of minutes of Midwinter Board Meeting to GameRT Board space on ALA Connect.
  • Receive and make corrections to minutes from Midwinter Meeting.

March/April

  • Follow up with Board Members and Committee Chairs that might not have posted their reports to the listserv.
  • Request approval of minutes from Midwinter Meeting at Spring E-Board Meeting as corrected.
  • Take minutes at the Spring E-Board Meeting and post to GameRT Board space on ALA Connect for review.
  • Post approved minutes from Midwinter Meeting to GameRT space on ALA Connect

May/June

  • Receive and make corrections to minutes from Spring E-Board Meeting.
  • Post final draft of Spring E-Board Meeting minutes to GameRT Board space on ALA Connect for review.
  • Send message to GameRTBD asking Board Members and Committee Chairs post final reports (Deadline: end of June, directly after the Annual Conference.)

Annual

  • Request approval of minutes from Spring E-Board Meeting as corrected.
  • Outgoing Secretary takes minutes at the Executive Board meetings at Annual Conference.

July/August

  • Post approved Spring E-Board Meeting minutes to GameRT Space on ALA Connect
  • Send rough draft of minutes from Annual Conference Board meeting to GameRT Board Space on ALA Connect.
  • Outgoing secretary passes on files to incoming secretary a month after ALA Annual

 

Treasurer

Term of Office
2 years

Purpose
The Treasurer shall review all financial reports prepared by the ALA for Round Table; shall report on Round Table finances at each Board Meeting; shall assist the officers in budget development; and shall perform such other duties as the Board may assign to this office. The Treasurer shall attend (or designate a representative to attend) the following meetings: ALA Budget Analysis Review Committee Financial Planning Seminar (Midwinter) and the Budget and Planning Assembly (Midwinter and Annual).

Major Responsibilities

  • To serve as the financial clearinghouse for GameRT funds including payment of bills and receipts of contributions before transmission to ALA headquarters for actual deposit and disbursement.
  • To monitor funds spent and encumbered so that the GameRT budget is followed.

Procedures Used to Accomplish Major Responsibilities

  • Maintain a filing system regarding moneys received and disbursements requested.
  • Submit all requests for payment, etc., to ALA headquarters as rapidly as possible.

Contact People for Accomplishing Objectives

  • GameRT President GameRT Staff Liaison GameRT Vice-President GameRT Affiliates Council President Other members of the GameRT Executive Board

Types of Record-Keeping

  • Carbons of all correspondence Contributions to GameRT Dues revenue (Affiliate Council) Requests for payment Monthly printouts from ALA

Correspondence and Carbon Correspondence

  • GameRT President GameRT Vice-President GameRT Staff Liaison: receives all contributions and request for payment, and correspondence on major questions.

Reports and Dates of Submitting Reports

  • Midwinter
    • Report on the state of GameRT finances
  • Immediately following Midwinter
    • A revised report from the previous Annual
    • Report on the state of GameRT finances
  • Early fall (following the close of ALA's fiscal year)
    • Final report on GameRT finances
  • Other reports as requested

Treasurer’s Timetable of Activities

August

  • The Treasurer's files do not change hands until after the close of ALA's fiscal year on August 31st. Be in contact with your predecessor regarding problems and other matters of which you need to be aware.

September

  • Prepare a plan of action for the GameRT President. Obtain the Treasure's files by the end of September. Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.

October

  • Work with the Affiliate Council President on billing Affiliate Council members for their dues for the next calendar year. Dues must be paid by Midwinter for members to be able to vote.

December

  • Prepare a preliminary budget with the GameRT President to be submitted at Midwinter.

Midwinter

  • Present budgeting report.

February

  • Prepare revised budget to be sent out to Executive Board. Write and submit Officer Progress Report.

June

  • Prepare budgeting report for the Annual Conference.

Annual

  • Present budgeting report.

Post-Conference (late August)

  • Prepare final report on previous year to be sent to the Executive Board. If this is your third year, prepare the files to be given to your successor.