Late summer / early fall

Annual meeting:

Post sign in sheet ( SAA ARR mtg sign in.doc )
Take notes
Follow agenda

Post conference duties:

Send SAA leadership names of new chair/co-chairs
Send SAA leadership a copy of the sign-in sheet for the annual meeting
Pass SAA ARR guides, membership directory, other files to new co-chair
Write annual report and post it to the distribution list
Update membership directory and distribution list

Encourage session proposals/tour ideas:

Send email reminders prior to deadline
Confirm that proposals were sent

Prioritize session proposals for SAA conference committee

Winter

Monitor session proposals to see which are chosen

Special projects:

Send out annual membership survey
Encourage web liaison to ask for content revisions/additions

Respond to request for meeting time scheduling. Ask for no scheduling conflicts with the Visual Resources Section and the Visual Resources Cataloging roundtable.

February:

Respond to request for ARR annual meeting blurb for the conference program:

The ARR provides a forum for discussion of issues related to access and management of architectural records and related fields. Half of the meeting is devoted to roundtable business and the other half features roundtable members describing current projects or discussing current issues.

Summer

Prepare for annual meeting:

Send out requests for next year's session proposals
Send out requests for agenda items for upcoming conference meeting
Encourage members to submit their names for nomination to co-chair position
Confirm that the web liaison is willing to continue
Confirm that the roundtable editor for Views (Visual Materials Section newsletter) is willing to continue
Confirm that other standing liaisons would like to continue (Standards,?, etc.)
Send an email to the list advertising architecture related sessions, tours and open houses
3 weeks prior to the first day of pre-conference date, send email re: upcoming conference items. For example:

We are requesting nominations for the position of vice-chair/chair-elect . Elections will take place during the annual meeting. Please forward names of interested individuals by [date agenda is sent out]. Nominations may also be presented from the floor at the meeting. The only criteria for serving is that anyone holding the position of chair or vice-chair must be an individual member of SAA. If you have any questions regarding chair duties, please feel free to contact me.

We are seeking conference proposals for the [ 2006 Annual Meeting in Washington, DC , in conjunction with COSHRC & NAGARA , July 31-August 6, 2006, Hilton Washington and Towers]. Please forward proposal ideas to me by [date agenda is sent out]. I will compile and send it back to the ARR list along with the meeting agenda for your review. Also, any tour ideas ? Does anyone have a contact in [DC]? We would love to see an architectural session with local context. We hope by jump-starting this process, we might have more quality time for other discussion at the meeting.

Any interest in an ARR website ? Please contact me.

If there is anything you would want to add to the agenda, please let me know by [date agenda is sent out]. I will send the agenda to you via email 1 week prior to pre-conference activities.

This year [ ] will be hosting a tour of [ ] on [date] at [time]. If you think you can make it, please rsvp so that we can plan accordingly.

*1 week prior to the first day of pre-conference date send annual meeting agenda

Annual meeting