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NYALGRO

Guidelines For Regions

I. Purpose

Regions shall operate in accord with the purposes of the association which are to:

A. Increase public and government awareness of the need for sound management of local government records; and

B. Develop a unified position on issues concerning local government records and information; and

C. Exchange information and ideas on problems and their solutions unique to local government records and information; and

D. Assist local governments in the development and implementation of sound records and information management practices.

Regions are created for the following purposes which are to:

A. Provide peer support; and

B. Increase public awareness of the importance of records management and of NYALGRO in improving records management; and

C. Create a unified position among NYALGRO members as to its goals, purposes and priorities; and

D. Increase the value of membership in NYALGRO; and

E. Increase membership; and

F. Provide the Board with awareness of regional concerns; and

G. Provide Board feed back to the regions

II. Organization

A. Regions shall generally follow the SARA (judicial) districts with regard to geographical coverage although members may participate in any region.

B. Names of regional groups shall include the SARA number.

C. Regional meetings are intended for NYALGRO members. Others attending may be charged up to $5 per meeting at the discretion of the region.

III. Leadership

A. Leadership within regions shall be provided by a regional coordinator who is a member in good standing of NYALGRO and is selected by a majority of those regional NYALGRO members present and in good standing.

B. Regional organizations may establish a structure to support the regional coordinator.

C. Regional coordinators serve for a term of one year coincident with the NYALGRO calendar year, January 1 to December 31.

D. Regional coordinators are responsible for

1. Working with the membership to plan meetings and workshops

2. Providing written reports including minutes of all meetings to the NYALGRO President, who will report to the Board the priorities of regional members and important issues in the region. Regions will also report to the membership at the annual June Conference Business Meeting.

3. Publicizing the efforts of the regional organization.

4. Working to increase membership.

5. Regional coordinators will be invited to attend NYALGRO board meetings.

IV. Funding

A. Meeting facilities should be selected such that special insurance coverage is not required.

B. Meetings and events shall be planned to avoid advanced payments. No commitment of funds can be made without prior Board approval.

C. All requests for funding shall be directed to the NYALGRO President who shall present these to the Board for action.

D. All monies collected shall be turned over to the NYALGRO Treasurer within five business days of receipt. All checks should be made out to NYALGRO.

Adopted by the Board May 5, 1997