Print Page   |   Join
Community Search
Sign In


Forgot your password?

Haven't joined yet?

Calendar

2/25/2015 » 2/28/2015
Exhibitor Registration 2015

2/25/2015 » 3/1/2015
84th Annual Meeting, Denver

3/1/2015
THATCamp MLA


Administrative Handbook

Music Library Association
Administrative Handbook

Introduction

I. Administrative Structure (PDF)

II. Board of Directors

III. Special Officers

IV. Representatives to Other Organizations & External Liaisons

V. Publications

VI. Committees

VII. Chapters

VIII. Roundtables

Appendix A: Notes on Parliamentary Practice in the MLA Board

Appendix B.: MLA Non-Discrimination and Anti-Harassment Policy

 

INTRODUCTION(added 12/2013)

 

The Music Library Association (MLA) functions according to the policies and procedures in the MLA Constitution and By-Laws. The Constitution and By-Laws take precedence over this document and all other administrative documents such as committee handbooks, special officer handbooks, etc. should conflicts arise.

The Administrative Handbook documents practices and general procedures for all entities in the MLA Administrative Structure, including the Board, committees, special officers, editors, roundtables, representatives to other organizations, external liaisons, and task forces. It also documents policies and procedures regarding MLA publications, and association-wide policies for MLA chapters.

The Administrative Handbook is maintained and updated by the Board member-at-large serving as Parliamentarian.

MLA maintains separate manuals for fiscal policy, available via login on the MLA site, and conventions. Some MLA committees, special officers, and editors maintain separate handbooks to document their work; these may be found on their pages on the MLA site or may be for their internal use only. The MLA Board maintains a Board Open Meeting Policy and Roundtable Guidelines.

 

II. BOARD OF DIRECTORS

II.A. GENERAL INFORMATION

 

(Sections of the Constitution and By-Laws applicable to this section: II.B; III.B.5, C, E.1, E.2, F.3; IV.A, B.1, C, D, E; V; VI.A-D, F; VII.A, C, D; VIII.A, B, E, F; IX.B, C, D; X.A, B, C; XI.) (rev. 4/2009) (rev. 3/2011)

 

II.A.1. CHARGE

 

The Board of Directors administers and manages the affairs of the Music Library Association, formulates and executes its policies, and realizes its stated purposes. It acts in the name of the Association between its business meetings, and it may exercise all powers except those that are vested exclusively in the members. (rev. 5/2014)

 

II.A.2. BOARD MEMBERSHIP

 

The Board of Directors comprises the eleven officers of the Association. Nine of these officers are elected and are voting members of the Board: President, Vice-President/Past President, Recording Secretary, and six members-at-large; the Administrative Officer and Assistant Administrative Officer are appointed by the Board and may not vote. (rev. 3/2011)

 

II.A.3. TERMS OF OFFICE

 

Officers serve until the adjournment of the final session of the annual meeting at which the names of their successors are made public. Elected officers of the Board of Directors serve for up to six consecutive years. Appointed officers serve up to four consecutive years. Officers elected to a two year term may serve in an appointed capacity for an additional four years. (rev. 3/2011) (rev. 5/2014)

 

II.A.4. CONDUCT OF BUSINESS

 

II.A.4.a. PARLIAMENTARY AUTHORITY

 

The rules in the current edition of Robert's Rules of Order, Newly Revised govern the conduct of the Association in all cases to which they are applicable and in which they are not inconsistent with the constitution and by-laws, any special rules of order the Association may adopt, or this Handbook. See Appendix A: Notes on Parliamentary Practice in the MLA Board for details on how some parliamentary rules are handled on the Board. (rev. 5/2014)

 

II.A.4.b. FREQUENCY OF AND PROCEDURES FOR CALLING BOARD MEETINGS

 

The Board meets in conjunction with the annual meeting of the Association and may meet at other times. It is customary for the Board to meet three times a year. Its special meetings convene either when called by the President or when requested in writing by three of its members.

 

II.A.4.c. ATTENDANCE AT BOARD MEETINGS

 

Board meetings are open to members of the Association, who may attend as auditors, except that the Board may meet in executive session at its discretion.

 

II.A.4.d. DEFINITION OF A QUORUM

 

A majority of the voting Board members constitutes a quorum provided the President or Vice-President/Past President is present. (rev. 5/2014)

 

II.A.4.e. AGENDAS

 

The President sends the agenda for Board meetings to Board members in advance of the meetings.

 

II.A.4.f. VOTING

 

II.A.4.f.1. GENERAL

 

The Board of Directors comprises the eleven officers of the Association. Nine of these officers are elected and are voting members of the Board: President, Vice-President/Past President, Recording Secretary, and six members-at-large; the remaining two, the Administrative Officer and Assistant Administrative Officer, are appointed by the Board and may not vote. Decisions are made by a majority of the Board’s voting members. (rev. 3/2011)

 

II.A.4.f.2. VOTING AND OTHER ACTION BETWEEN MEETINGS

 

Voting and other action between meetings should be restricted as much as possible to items that require action, due to deadlines or other need for expediency, before the next formal Board meeting. The President shall provide a timeframe for discussion and voting when introducing the issue, warn when discussion is to end, and call a formal vote as if in a regular Board meeting. The Recording Secretary shall take minutes of the discussion, record the vote, and add it to the minutes of the following formal meeting of the Board. Personal approval obtained separately from Board members outside this formal structure does not constitute a vote. (rev. 3/2011)

 

II.A.4.g. EMERGENCY ACTIONS AND THEIR

SUBSEQUENT BOARD RATIFICATION

 

Emergency action is taken by unanimous vote of the President, Recording Secretary and Vice-President/Past President and is subject to Board ratification. Emergency action is restricted to one-time issues in which the timeframe for response is so short that it precludes full Board discussion and action. All emergency action taken between meetings is ratified at the following Board meeting and entered into the minutes. (rev. 3/2011)

 

II.A.4.h. BUDGET REQUESTS BY BOARD MEMBERS

 

Board members, including those whose terms will expire during the next fiscal year, submit annual budget requests for expenditures necessary to the performance of their official duties to the Finance Committee four weeks in advance of the Spring Board meeting. (rev. 5/2014)

 

II.A.4.i. HONORARIA/REIMBURSEMENT/PER DIEM

 

No elected officer, member, or delegate of a member receives compensation as such. The Administrative Officer, editor of Notes, and the Web Manager receive an honorarium, the amount determined by the Board. The Administrative Officer, Assistant Administrative Officer, Advertising Manager, Archivist, Convention Manager, Assistant Convention Manager, Development Officer, Placement Officer, Publicity & Outreach Officer, Website Manager, Copyright Website Editor, Music Cataloging Bulletin Editor, Notes Editor, Notes Assistant Editor, Notes Book Review Editor, Notes Music Review Editor, and MLA Newsletter Editor receive gratis MLA regular membership and MLA annual meeting early-regular-member registration during years in which they serve. (rev. 6/2008) (rev. 3/2011) (rev. 3/2014)   

 

No elected officer, member, or delegate of a member receives compensation as such. The Administrative Officer, Assistant Administrative Officer, Advertising Manager, Convention Manager and Assistant Manager, Development Officer, Placement Officer, Publicity & Outreach Officer, and editors of Notes, the MLA Newsletter, and the MLA website receive an honorarium, the amount determined by the Board. (rev. 6/2008) (rev. 3/2011)

 

The Board will review all honoraria at the spring meeting of the Association. All Board members are reimbursed for expenses incurred in attending Board meetings, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). With Board approval, the Vice-President/Past President or other designated Board member may receive reimbursement for travel to and from one regional chapter meeting. In all cases such reimbursement is only for that part of the specified expenses not covered by Board members' institutions, is requested from the Administrative Officer in writing and is accompanied by written receipts for travel and lodging. When appropriate, the tax-exempt number (962-1615201) is used in making MLA purchases. (rev. 6/2008) (rev. 3/2011)

 

 

II.A.4.j. MAINTENANCE OF RECORDS

 

In a timely fashion all Board members maintain and convey their MLA correspondence and papers to their successors on the Board or to the MLA Archives at the University of Maryland, College Park, Md.

 

II.A.4.k. MLA POLICIES

 

An MLA policy is a decision that is made upon formal vote of the Board of Directors and that is intended to govern subsequent action of the Association.

 

II.A.4.l. SOFTWARE STANDARDS

 

When creating and/or transmitting MLA documents it is important to utilize software (whether for word processing, spreadsheets, or database management) that is convertible to other currently used software packages or to more recent versions of a given software package.

 

II.A.5. RESPONSIBILITIES

 

II.A.5.a. FREQUENCY, LOCATION AND PROGRAM OF ANNUAL MEETINGS

 

An annual meeting is the only required regular meeting of the Association. The Board decides where and when meetings of the Association will be held. The President calls special national meetings at the written request of either the Board or of twenty percent of the membership. At such a meeting no business may be transacted other than that stated in the notice of the meeting. A special meeting may be called for the purpose of jointly meeting with an organization in a related field. The Board approves the program for the annual meeting at the fall Board meeting.

 

II.A.5.b. APPOINTMENTS AND EVALUATIONS

 

1) Annual Appointment of Administrative Officer, and Assistant Administrative Officer. The Board appoints or reappoints the Administrative Officer and Assistant Administrative Officer annually. If at its fall meeting the Board decides that the incumbent should be reappointed, the incumbent is asked in writing if they wish to serve another year's term before the vote on their reappointment is taken by the Board. Appointed officers serve up to four consecutive years. (rev. 3/2011)

 

2) Annual Evaluation of and Assignment of Annual Duties to the Administrative Officer and Assistant Administrative Officer. Prior to its fall meeting, the Board makes an annual performance evaluation of the Administrative Officer and Assistant Administrative Officer. It may also assign duties to be performed by these officers beyond those specified in the constitution and by-laws. (rev. 3/2011)

 

3) Appointment of the Editors of Publications, the Fiscal Officer, Parliamentarian, et al. In consultation with the Board and from among the Board members the President appoints a Parliamentarian, an Assistant Parliamentarian, the Fiscal Officer and Assistant Fiscal Officer, and the Planning and Reports Officer and Assistant Planning and Reports Officer. The President appoints the chairs of all committees, all special officers, the Convention Manager, the Assistant Convention Manager, and the editors of the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports, and the MLA Index and Bibliography Series. The Board appoints the editor of NOTES. (rev. 4/2009) (rev. 3/2011)

 

4) Filling of Vacancies on the Board. The Board fills by appointment any vacancy among its officers for the duration of the unexpired term, except that of Vice-President/President-Elect. Should the Vice-President/President-Elect be unable to serve, the Board calls a special election to fill the unexpired term.

 

II.A.5.c. FISCAL DUTIES

 

1) Dues. Membership dues (regular, paraprofessional/non-salaries/part-time, sustaining, student, associate, retired, corporate, and institutional membership categories) are set by the Board. (rev. 5/2013)

 

2) Authorizes Financial Depositories. In consultation with the Administrative Officer, the Board approves the depository for monies and negotiable instruments in the name, and to the credit, of the Music Library Association. Investments in long-term instruments are designated as Unrestricted, Temporarily Restricted, and Permanently Restricted. (rev. 6/2008) (rev. 3/2011)

 

3) Budget and ExpendituresThe Board approves the budget prepared by the Finance Committee for each fiscal year, authorizes expenditures as specified therein and approves amendments to the budget as they occur throughout the fiscal year. The fiscal year begins July 1 and ends the following June 30. The Board also approves requests for extraordinary disbursements. Financial matters brought to the Board's attention are usually referred to the Finance Committee before official action is taken. No money, beyond that which is budgeted, is spent in the name of the Music Library Association without prior, formal approval by the Board. Emergency budget action may be taken between Board meetings if it is preceded by a unanimous vote of the President, the Vice-President/Past President and the Fiscal Officer. Such action is subject to ratification at the following Board meeting. If during the course of a fiscal year the Board approves unbudgeted expenditures, it amends the budget and identifies the source of income that is to cover the expenditures. Depletion of the Association's reserves is to be avoided. (rev. 5/2014)

 

II.A.5.d. APPROVAL OF CONVENTION PROGRAMS, WORKSHOPS AND

OTHER CONTINUING EDUCATION PROGRAMS

 

The Board approves programs of MLA conventions and other continuing education events sponsored by the Association. The Board assures that such programs fulfill the objectives of the Association with distinction and that any fees charged are sufficient both to offset the expenses of such events and to ensure the programs are of high quality. Students who are MLA members shall be charged a reduced fee at annual meetings.

 

II.A.5.e. ANNUAL REPORTS; ACTIVITIES, FINANCIAL,

COMMITTEE, SPECIAL OFFICERS, AND CHAPTER

 

The Board maintains free and open communications with the membership. To this end, at or prior to the annual meeting of the Association, the Board receives and distributes the following reports to the members: through the Recording Secretary, an annual report of the Board's activities and the minutes of the Association's last meeting; an annual, audited financial report which the Administrative Officer submits to the membership at the annual meeting and which is published annually in NOTES; annual reports of the committees, the representatives to other organizations and special officers collected by a member-at-large; annual reports of the chapters collected by the Vice-President/Past President.  (rev. 3/2011) (rev. 5/2014)

 

A summary of Board actions prepared by the Recording Secretary appears in the MLA Newsletter prior to each annual meeting. The Recording Secretary indexes Board policies.

 

II.A.5.f. NOMINATIONS FOR ELECTED OFFICES;

PROCEDURES FOR BREAKING A TIE VOTE

 

The slate of candidates for election and nominees for citations is presented to the Board for its approval by the Nominating Committee. Members of the Board and Nominating Committee keep these names confidential until they are approved by the Board. A tie in an election for national officers is broken by a majority of voting members of the Board.

 

II.A.5.g. SERVICE OF BOARD MEMBERS ON COMMITTEES;

ESTABLISHMENT OF DIFFERENT COMMITTEES

 

Board members may serve on committees. The Board may direct the President to establish committees additional to those specified in the Administrative Handbook. (rev. 4/2009)

 

II.A.5.h. CATEGORIES OF MEMBERSHIP

Categories within each classification of membership may be established by the Board.

The current categories within each class:

· PERSONAL: Regular, Associate, Paraprofessional/Non-salaried/Part-time, Retired, Sustaining, Honorary (rev. 5/2013)

· STUDENT: Student

· INSTITUTIONAL: Institutional, Sustaining

· CORPORATE: Member, Patron

 

II.A.5.i. DESIGNATION OF PRIVILEGES OF MEMBERSHIP

 

The Board may designate privileges of membership in the Association beyond those specified in the constitution and by-laws. Members in all classes shall be entitled to receive the official journal of the Association and other publications under the conditions provided for their distribution, with the exception that Associate members shall not be entitled to receive the official journal of the Association. (rev. 3/2011)

 

II.A.5.j. AMENDMENT OF THE CONSTITUTION AND BY-LAWS

 

The Board reviews proposed amendments to the constitution and by-laws. Amendments may be proposed in writing to the Board by individual voting members of the MLA, by the Parliamentarian or by a committee appointed by the Board to revise the constitution and by-laws. Amendments approved by the Board are distributed by the Administrative Officer to be voted on by the membership not less than one month before the date the ballot is due. Revised copies of the constitution and by-laws are made available on the MLA website.

 

II.A.5.k. QUESTIONNAIRES

 

No questionnaires, surveys or similar instruments intended for distribution to some or all of the membership, or in the name of MLA to other organizations or individuals, shall be distributed by a member, officer, or constituent part of the Association until approved by the Board. Only Board approved surveys will be distributed using MLA’s survey software. Survey results will be reported back to the membership, but all responses will remain anonymous; comments will not be included to maintain privacy. (rev. 5/2012)

 

Members wishing to survey some or all of the MLA membership for their own purposes (i.e., research) may either use the MLA directory to get member contact information or may work with the MLA business office (at their own expense) to get member contact information. Surveys of this type do not need Board approval, and they may not be distributed using MLA’s survey software. (rev. 9/2012)

 

II.A.6. PROCEDURES FOR RELATIONS/AFFILIATION

WITH OTHER ORGANIZATIONS

 

The Association may establish relationships with other organizations and may provide representation at meetings of organizations in fields related to music librarianship. For formal affiliation, the Board submits the terms of affiliation in writing to the members present at a regular meeting of the Association. Approval is by a majority of the ballots cast on the proposal at the meeting. For institutional membership, the Board approves the President's enrollment of the Association, or its withdrawal, as an institutional member. For the Association to be represented in another organization, representatives are appointed by the President in consultation with the Board. (rev. 5/2014)

 

II.A.7. SPEAKING ON BEHALF OF MLA

 

No MLA officer is authorized to speak on behalf of the MLA or as an officer of the Association in making recommendations for a specific employment or honorary position. Similarly, no officer may use the name of the Association in conjunction with an endorsement of any kind. It is recognized that members of the Association retain the right to respond to inquiries as private individuals or in their own professional capacities.

 

II.A.8. IN THE EVENT THAT MLA SHALL CEASE TO EXIST

 

Should future exigencies make the dissolution of the MLA necessary, the properties of the Association shall be disposed of by gift to the University of Maryland at College Park for the exclusive purpose of preserving, developing, and maintaining the Music Library Association Archives. The Board of Directors of the MLA will oversee this transfer.

 

II.B. PRESIDENT

 

(Sections of the constitution and by-laws applicable to this section: IV.A, IV.B.1, IV.D.1, IV.E.1, E.2; V.B.7, C.1-3, D.2, 4; VI.B, D, F; VII.C; IX.C-D.) (rev. 5/2011)

 

II.B.1. CHARGE

 

The President serves as the executive officer and official representative of the Music Library Association. In order to realize the purposes of the MLA, the President coordinates all functions of the Association and keeps in close touch with the Vice-President/Past President, Administrative Officer, the Board of Directors and committee activities. The President maintains especially close contact with the Publications Committee, as the President countersigns all contracts negotiated by the Association with publishers. The President may serve ex officio on all committees except the Nominating Committee.  The President acts as the President of the US national branch and represents MLA at the International Association of Music Libraries, Archives, and Documentation Centres (IAML) Council and General Assembly meetings or sends a delegate. (rev. 3/2011) (rev. 5/2014)

 

II.B.2. TERM OF OFFICE

 

The President's term is two years; it follows the one-year term of Vice-President/President-Elect and succeeds to the one-year term of Past President. The officer so elected does not succeed herself/himself.

 

II.B.3. PRESIDENT'S BUDGET

 

II.B.3.a. BUDGET REQUESTS

 

Four weeks in advance of the Spring Board meeting, the President submits an annual budget request to the Finance Committee for the President's discretionary fund and for other expenses such as transportation, per diem, telephone and postage. (rev. 5/2014)

 

II.B.3.b. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

 

The President is reimbursed for expenses incurred in connection with Association business, including transportation, lodging and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the person's own institution. Requests for reimbursement accompanied by receipts for travel and lodging are submitted to the Administrative Officer. Mileage will be reimbursed at the current IRS rate. (rev. 4/2009) (rev. 3/2011) (rev. 5/2014)

 

II.B.4. RESPONSIBILITIES CONCERNING MEETINGS

 

II.B.4.a. CONDUCTING MEETINGS

 

The President calls and presides at the meetings of the Board of Directors, prepares the agenda, sends it to Board members well in advance of meetings, and directs the business to be covered in each meeting according to the established agenda. During the meetings the President encourages the Board to transact its business expeditiously, to submit motions in writing to the Recording Secretary, and to state clearly who is expected to do what by when so that this information will be accurately recorded in the minutes. The President presides at the annual business meeting of the Association, preserves order and decorum and decides points of order. The President maintains appropriate communication with the Board of Directors, including the expeditious polling of its members.

 

II.B.4.b. REVIEW OF THE MINUTES

 

After each Board meeting the President reviews the minutes, ensures that the executive summary is complete and accurate, and returns the minutes to the Recording Secretary for distribution.

 

II.B.4.c. NEWSLETTER COLUMN

 

The President writes a regular column for the MLA Newsletter to keep members informed of the current business of the Association.

 

II.B.4.d. ACTION TAKEN BETWEEN MEETINGS

Action between meetings should be restricted as much as possible to items that require action, due to deadlines or other need for expediency, before the next formal Board meeting. The President shall provide a timeframe for discussion and voting when introducing the issue, warn when discussion is to end, and call a formal vote as if in a regular Board meeting. The Recording Secretary shall take minutes of the discussion, record the vote, and add it to the minutes of the following formal meeting of the Board. Personal approval obtained separately from Board members outside this formal structure does not constitute a vote.

If the timeframe for response is so short that it precludes full Board discussion and action, emergency action is taken by unanimous vote of the President, Recording Secretary and Vice-President/Past President. All emergency action taken between meetings is subject to ratification at the following Board meeting and entered into the minutes.  (rev. 3/2011) (rev. 5/2014)

 

II.B.4.e. ORIENTATION OF NEW BOARD MEMBERS AND OFFICERS

 

The President conducts an orientation meeting with new Board members and officers prior to their first Board meeting. In particular, the history of issues scheduled to be discussed at the Board meeting is covered.

 

II.B.4.f. SPECIAL MEETINGS

 

The President calls a special national meeting of the Association at the written request of either the Board or of twenty percent of the membership. At such a meeting no business may be transacted other than that stated in the notice of the meeting. A special meeting may be called for the purposes of jointly meeting with an organization in a related field. The President may call special meetings of the Board of Directors and does so upon the written request of three of its members.

 

II.B.4.g. CITATIONS

 

The President is responsible for having the texts of citations written and commissions a calligrapher to prepare the presentation version of the citation. The President announces the recipients of citations at the annual business meeting of the Association.

 

II.B.4.h. International Association of Music Libraries, Archives, and Documentation Centres (IAML) (rev. 5/2014)

 

President (or delegate) delivers the annual report of the US national branch at the IAML annual meeting and submits it for publication in Fontes Artis Musicae by September 1.  (rev. 3/2011)

 

 

II.B.5. APPOINTMENT RESPONSIBILITIES

 

II.B.5.a. GENERAL INFORMATION

 

In consultation with the Board of Directors, the President appoints:

1.  a member-at-large to be Fiscal Officer
2.  a member-at-large to be Assistant Fiscal Officer
3.  a member-at-large to be Parliamentarian and to maintain and update the Administrative Handbook (rev. 5/2014)
4.  a member-at-large to be Assistant Parliamentarian, and to assist with the maintenance of the Administrative Handbook (rev. 5/2014)
5.  a member-at-large to be Planning and Reports Officer
6.  a member-at-large to be the Assistant Planning and Reports Officer
7.  the Chairs of all other committees and task forces, in consultation with outgoing chairs and other members of the committees
8.  Chairs of joint committees (e.g. RISM, RILM) and representatives to other organizations
9.  all other Special Officers (e.g. Convention Manager, Placement Officer, Publicity & Outreach Officer, Development Officer)
10.  the editors of the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports, and the MLA Index and Bibliography Series (rev. 4/2009)

The Board appoints or reappoints the Administrative Officer and Assistant Administrative Officer. No appointee to the position of Administrative Officer/Assistant Administrative Officer serves beyond the four-year term sequence of the position. The Board also appoints the editor of NOTES, usually for a period of five years. Editors should be reviewed annually at the fall Board meeting. (rev. 7/2011)

The President appoints members of the Nominating Committee. The President may, with the approval of the Board, appoint a member as representative to another organization for the term required by the organization. In the absence of a specified duration, the President of the MLA sets the term of appointment.

In consultation with the Vice-President/Past President, the President annually and no less than one year in advance of the next national meeting, appoints two new members to the Program Committee for three year terms; of these two, one will chair the committee during the second year of his or her term. In addition, the President appoints the chair of the Local Arrangements Committee, preferably two years but no less than one year in advance of the meeting. (rev. 9/2013)

The President provides a written charge for every committee and individual appointee to clarify to whom each appointee must report, how, how often and under what circumstances. Annual or more frequent reports, budget requests and attendance at meetings are specified. The President will forward written committee charges to the Parliamentarians for inclusion in the Administrative Handbook, and to the Administrative Officer for inclusion in the Administrative Structure.

After consultation with the Board the President removes from such office or other appointed position those not able to fulfill their charge. The President also reports to the Board about the formation or cessation of any appointed position or group.

 

II.B.5.b. ANNUAL REAPPOINTMENT AND EVALUATION

OF ADMINISTRATIVE OFFICER AND ASSISTANT ADMINISTRATIVE OFFICER

 

The Board appoints or reappoints the Administrative Officer and Assistant Administrative Officer on an annual basis. Annual performance evaluations of these officers are conducted at the fall Board meeting. If an incumbent does not wish to serve another year's term, said incumbent must notify the Board in writing thirty days prior to the fall Board meeting. If such notification is not received, the vote on reappointment shall be taken following the performance evaluation. The incumbents shall be notified of the reappointment decision in writing. If an incumbent Administrative Officer or Assistant Administrative Officer does not wish to seek reappointment for another term, the President shall make interim arrangements for the handling of duties until a new one is appointed. (rev. 3/2011)

 

II.B.5.c. CREATION/DISSOLUTION OF COMMITTEES, TASK FORCES, OR ROUNDTABLES (rev. 4/2009)

 

The Board of Directors shall establish committees to consider affairs of the Association that require continuous or repeated attention by members. These committees shall be responsible to the Board of Directors, which will delegate such powers and functions to them as the Board finds desirable for carrying out the objectives of the Association. (rev. 4/2009)

 

The Board of Directors shall authorize the dissolution of a committee when, in the opinion of the Board of Directors, its usefulness has ceased. This decision and reasons for the dissolution shall be reported to the membership. (rev. 4/2009)

 

Task forces may be created and appointed by the President in consultation with the Board of Directors to perform charges as defined in letters of appointment. Each task force is by definition ad hoc, and shall continue in existence until its purpose is accomplished or the President, in consultation with the Board of Directors, discharges it it. Task force reports will be posted on the MLA website. (rev. 4/2009) (rev. 5/2012)

 

The President authorizes the existence of a roundtable after the specified letters of support have been received. The President may disband inactive roundtables.

 

II.B.6. MAINTENANCE OF THE OFFICIAL CALENDAR

 

The President and Administrative Officer prepare and maintain the official calendar of the Association and a calendar of appointees so that the four-year service limitation may be observed. Copies of the calendar are distributed by the Administrative Officer to all whose responsibilities are specified in it or are related to the scheduled items. (rev. 3/2011)

 

II.B.7. FINANCE: BUDGET, CHECKS, CONTRACTS

 

The President participates in the deliberations of the Finance Committee and works closely with the Committee in the preparation of the budget. Each budget contains a President's discretionary fund that is disbursed by the President in a manner consistent with the best interests of the Association. The President may sign checks issued by the Association and countersigns contracts negotiated by the Association in conjunction with its publications, convention hotels, business office, and including those negotiated by the NOTES editor for printing.

 

II.B.8. MEMBERSHIP IN OTHER ORGANIZATIONS

 

With Board approval, the President enrolls or withdraws the Association as an institutional member of another organization.

 

II.B.9. MAINTENANCE OF RECORDS

 

The President maintains the records of the Presidency so that they can be passed on to the next elected President in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives.

 

II.B.10. ACKNOWLEDGEMENT OF GIFTS

 

The President acknowledges all gifts to the Association over $500, and notifies the Administrative Officer of these gifts. The Administrative Officer acknowledges all gifts under $100 with a receipt and sends a quarterly report of gifts received to the President and to the chair of the Development Committee.

 

II.B.11. SPECIAL ACHIEVEMENT AWARD

 

With Board approval, the President may issue a Special Achievement Award to a member of the Music Library Association. The award is presented for extraordinary service to the profession of music librarianship over a relatively short period of time (e.g., three to five years). Service to the profession does not exclude service to the Association. The award may be presented for a particular accomplishment as distinct from lifetime achievement. Similarly, the focus is on quality of service rather than length of service. A nominee must have been a member of the Association for at least five years. Past recipients of the award must wait five years before they are again eligible for it.

 

II.C. VICE-PRESIDENT/PRESIDENT-ELECT; PAST PRESIDENT

 

(Sections of the constitution and by-laws applicable to this section are: IV.A, D1, E2; V.C.3, D.4.) (rev. 5/2011)

 

II.C.1. CHARGE

 

The duties of the Vice-President and Past President are the same. This officer acts as chief executive officer in the event of the President's inability to serve and, in general, works closely with the President. The Vice-President/Past President fulfills the duties of the corresponding secretary to IAML for MLA as the US national branch. (rev. 3/2011)

 

II.C.2. TERM OF OFFICE

 

The Vice-President serves for one year, succeeds to the Presidency for two years, and then to the office of Past President for one year. No elected officer of the Association may serve more than six consecutive years.

 

II.C.3. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

 

The Vice-President/Past President is reimbursed for expenses incurred in attending Board meetings, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the person's own institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the Administrative Officer. Expenses for travel to and from one chapter meeting per year (outside the Vice-President/Past President's own chapter) may be approved by the Board. Mileage will be reimbursed at the current IRS rate. (rev. 4/2009) (rev. 5/2011)

 

II.C.4. LIAISON WITH CHAPTERS

 

The Vice-President/Past President serves as a liaison with the chapters to ensure effective communications between the chapters and the Board. The Vice-President/Past President receives a copy of every chapter's newsletter and meets with the chapter chairs at the annual meeting of the Association. The Vice-President/Past President solicits and collects chapter reports, which are subsequently published in the MLA Newsletter. The Vice-President/Past President attends at least one chapter meeting per year in addition to his/her own and provides the Administrative Officer and Recording Secretary with a current list of chapter officers. The Vice-President/Past President collects and presents chapter grant applications to the Board of Directors for consideration and serves ex officio on the Development Committee to facilitate development efforts within the chapters.

 

II.C.5. BUDGET REQUEST

 

The Vice-President/Past President submits an annual budget request to the Finance Committee four weeks in advance of the May/June Board meeting to cover such expenses such as transportation, per diem, telephone and postage. (rev. 7/2011)

 

II.C.6. MAINTENANCE OF RECORDS

 

The Past President maintains the records of the Vice-Presidency so that they can be passed on to the next elected Vice-President in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives.

 

II.C.7. ACTION TAKEN BETWEEN BOARD MEETINGS

Action between meetings should be restricted as much as possible to items that require action, due to deadlines or other need for expediency, before the next formal Board meeting. The President shall provide a timeframe for discussion and voting when introducing the issue, warn when discussion is to end, and call a formal vote as if in a regular Board meeting. The Recording Secretary shall take minutes of the discussion, record the vote, and add it to the minutes of the following formal meeting of the Board. Personal approval obtained separately from Board members outside this formal structure does not constitute a vote.

If the timeframe for response is so short that it precludes full Board discussion and action, emergency action is taken by unanimous vote of the President, Recording Secretary and Vice-President/Past President. All emergency action taken between meetings is subject to ratification at the following Board meeting and entered into the minutes. (rev. 3/2011) (rev. 5/2014)

 

II.D. RECORDING SECRETARY

 

(Sections of the constitution and by-laws applicable to this section: IV.A, D.2, E.3; V.D.4.)

 

II.D.1. CHARGE

 

The Recording Secretary records and distributes the minutes of the business meetings of the Association and the meetings of the Board of Directors and prepares an annual report of Board activities.  The Recording Secretary is an ex-officio member of the Planning Committee. (rev. 9/2013)

II.D.2 TERM OF OFFICE

 

The Recording Secretary is elected by the membership for a term of two years, and incumbents may succeed themselves. However, no elected officer may serve more than six consecutive years.

 

II.D.3. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

 

The Recording Secretary is reimbursed for expenses incurred in attending Board meetings, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the person's own institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the Administrative Officer. Mileage will be reimbursed at the current IRS rate. (rev. 4/2009)

 

II.D.4. BUDGET REQUEST

 

The Recording Secretary submits an annual budget request to the Finance Committee four weeks in advance of the Spring Board meeting to cover expenses such as transportation, lodging, per diem, telephone, photocopying, and postage.  (rev. 7/2011) (rev. 5/2014)

 

II.D.5. RECORDS AND PREPARES MINUTES FOR DISTRIBUTION

 

The Recording Secretary records and prepares for distribution the minutes of the Board meetings (which may be reviewed first by the President), and the minutes of the annual meeting of the Association.

 

II.D.6. FORMAT OF MINUTES

 

Following the order of the agenda, the Recording Secretary summarizes the discussion under each agenda item and records all Board actions and policies in the minutes. The Board so states motions that they clearly set out who is to execute what by which date. At the end of each set of minutes the Recording Secretary provides an executive summary of the meeting. This summary consists of all the Board actions passed in that meeting. The intention of this summary is to provide a convenient reminder to Board members of what they are responsible for and by when. The Recording Secretary also provides a separate list of any MLA policies passed in that meeting. A policy is defined as a decision that is made upon formal vote of the Board of Directors and that is intended to govern subsequent actions of the Association. The Board of Directors will determine the appropriate location in the Administrative Handbook for approved policies, which will be added to the Handbook by the Parliamentarian. (rev. 5/2014)

 

II.D.7. INDEXING OF BOARD POLICIES

 

The Recording Secretary updates the index of Board policies on an annual basis and distributes it to the Board before the annual meeting.

 

II.D.8. ANNUAL REPORT OF BOARD ACTIVITIES

 

The Recording Secretary prepares an annual report summarizing the Board's formal and informal activities. The report is published in the MLA Newsletter prior to the annual meeting.

II.D.9. DISTRIBUTION OF MINUTES

 

Within two weeks after each Board meeting, the Recording Secretary sends a copy of the minutes to the President. Within six weeks after each Board meeting and with presidential approval, the Recording Secretary sends the minutes to:

 

the Board of Directors,

the Web Manager for posting on the MLA web site (marked that it is a draft), and

other members of the Association by request.

 

A final copy of the minutes will be sent to the MLA Archives and posted to the MLA web site after approval at the next Board meeting. (rev. 7/2011)

 

II.D.10. MAINTENANCE OF RECORDS

 

The Recording Secretary maintains the records of the office of recording secretary so that they can be passed on to the next elected Recording Secretary in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives.

 

II.D.11. ACTION TAKEN BETWEEN BOARD MEETINGS

Action between meetings should be restricted as much as possible to items that require action, due to deadlines or other need for expediency, before the next formal Board meeting. The President shall provide a timeframe for discussion and voting when introducing the issue, warn when discussion is to end, and call a formal vote as if in a regular Board meeting. The Recording Secretary shall take minutes of the discussion, record the vote, and add it to the minutes of the following formal meeting of the Board. Personal approval obtained separately from Board members outside this formal structure does not constitute a vote.

If the timeframe for response is so short that it precludes full Board discussion and action, emergency action is taken by unanimous vote of the President, Recording Secretary and Vice-President/Past President. All emergency action taken between meetings is subject to ratification at the following Board meeting and entered into the minutes.   (rev. 3/2011) (rev. 5/2014)

II.E.MEMBERS-AT LARGE

 

(Sections of the constitution and by-laws applicable to this section: IV.A, D.4; V.)

 

II.E.1. CHARGE

 

The six members-at-large represent the membership and, together with the other elected officers, administer and manage the affairs of the Music Library Association in order to realize its purpose. They also perform specific tasks assigned them by the President or the Board of Directors.

 

II.E.2. TERMS OF OFFICE

 

Each year three members-at-large are elected by the membership for a term of two years. Incumbents may not succeed themselves.

 

II.E.3. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

 

Members-at-large are reimbursed for expenses incurred in attending Board meetings, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the person's own institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the Administrative Officer. Mileage will be reimbursed at the current IRS rate. (rev. 4/2009) (rev. 3/2011)

 

II.E.4. RATIFICATION OF EMERGENCY ACTION

 

At the following Board meeting, the members-at-large vote to ratify the emergency actions taken by the President, Recording Secretary and Vice-President/Past President.

 

II.E.5. APPOINTMENTS

 

The President consults with the Board regarding the appointments of committee chairs, representatives and special officers, the editors of publications and the members-at-large who will serve as Fiscal Officer and Assistant Fiscal Officer. The Board appoints the Administrative Officer, Assistant Administrative Officer and editor of NOTES. (rev. 3/2011)

 

II.E.6. APPROVAL OF BOARD ACTIONS

 

In consultation with the rest of the Board of Directors, the members-at-large approve all those actions taken in the areas outlined in section II.A. of this Handbook. (rev. 5/2014)

 

II.E.7. MEMBERSHIP ON COMMITTEES

 

Members-at-large may serve on committees of the Association, but are discouraged from serving as committee chairs except in extenuating circumstances. (rev. 4/2009)

 

II.E.8. CALLING OF SPECIAL BOARD MEETINGS

OR A SPECIAL MEETING OF THE ASSOCIATION

 

Any three voting members of the Board may ask the President in writing to call a special Board meeting. The President calls a special meeting of the Association at the written request of either the Board or of twenty percent of the membership. At such a meeting no business may be transacted other than that stated in the notice of the meeting. A special meeting may be called for the purpose of jointly meeting with an organization in a related field.

 

II.E.9. ESTABLISHMENT OF COMMITTEES

 

Members at large may recommend the establishment of committees additional to those specified in the Administrative Handbook, with the full Board finalizing such establishment. (rev. 4/2009) (rev. 7/2011)

 

II.E.10. PLANNING AND REPORTS OFFICER AND ASSISTANT PLANNING AND REPORTS OFFICER

 

One newly elected member-at-large is appointed by the President to collect the annual reports of special officers, committee chairs, and representatives to other organizations. The reports are published in the MLA Newsletter issue prior to the annual meeting, and are available for distribution at the annual meeting of the Association. The Planning and Reports Officer will serve as a liaison between the Board and the next annual meeting’s Program Committee. The Assistant Planning and Reports Officer remains on the Program Committee through the end of the last meeting of his or her term of office. The Assistant Planning and Reports Officer will act as the liaison between the Board and roundtable coordinators, including receipt of letters supporting a roundtable’s renewal, and will schedule a meeting with coordinators. The Planning and Reports Officer chairs and the Assistant Planning and Reports Officer is an ex-officio member of the Planning Committee. (rev. 2/2013) (rev. 9/2013)

 

II.E.11. MAINTENANCE OF RECORDS

 

The members-at-large maintain the records of the Fiscal Officer and Parliamentarian so that they can be passed on to their successors in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives.

 

II.E.12. FISCAL OFFICER/ASSISTANT FISCAL OFFICER

 

(Sections of the constitution and by-laws applicable to this section: IV.E.5; V.B.5) (rev. 5/2011)

 

II.E.12. a. CHARGE

 

As chair of the Finance Committee, the Fiscal Officer is responsible for preparing the annual budget and monitoring the Association's income and expenditures during the fiscal year, which runs from July 1 to June 30. The President designates the members-at-large who will serve as Fiscal Officer and Assistant Fiscal Officer.

 

II.E.12. b. TERMS OF OFFICE

 

The President appoints a newly elected member-at-large to the Finance Committee for a two-year term. In the first year the member-at-large serves as Assistant Fiscal Officer, in the second year as Fiscal Officer and chair of the Finance Committee.

 

II.E.12. c. SOLICITATION OF BUDGET REQUESTS

 

Eight weeks prior to the annual Finance Committee meeting in the Spring (May or June) of each fiscal year, the Fiscal Officer, as chair of the Finance Committee, solicits budget requests from the Board, special officers, committee chairs, editors of serial publications, and other members whose responsibilities to the Association might require the disbursement of funds. The Fiscal Officer accompanies the solicitation for budget requests with clear, written guidelines and with a deadline for submission four weeks before the Spring Board meeting. (rev. 5/2014)

 

II.E.12.d. FINAL BUDGET REQUEST FOR THE CONVENTION

 

The Convention Manager submits a final convention budget to the Board via the Fiscal Officer four weeks in advance of the spring Board meeting. The Fiscal Officer apprises the convention budget officer four weeks in advance of the date the budget is due. (rev. 2011)

 

II.E.12.e. PREPARATION OF THE ASSOCIATION'S BUDGET

FOR THE NEW FISCAL YEAR

 

As chair of the Finance Committee, the Fiscal Officer assembles the budget requests for the new fiscal year as well as the accounts of actual income and expenditures for the current fiscal year to date. The Fiscal Officer sends this material to the Finance Committee so that it will arrive no later than two weeks before the Spring Board meeting. (rev. 5/2014)

 

The Finance Committee considers the budget requests, compares them to actual income and expenditures for the fiscal year to date and prepares a projected budget for the new fiscal year. After the Finance Committee has made its decisions, the chair presents the recommendations of the Finance Committee to the Board for its approval.

 

The proposed budget should include five columns for each budget line: 1) actual income and expenditures to date, 2) the projected income and expenditures for the current fiscal year, 3) projected income and expenditures for the new fiscal year, 4) percentage difference between projected figures for the new and current fiscal years, 5) percentage difference between the actual (corrected for twelve months) and projected income and expenditures for the current fiscal year. The purpose of such a report is to allow the Board to understand quickly how accurate its budget and expenditures projections have been and where significant changes in income or expenditures are being recommended or anticipated by the Finance Committee.

 

The Finance Committee should budget the convention, publications other than NOTES, the Placement Service, and other sources of revenue to cover costs or generate a surplus. (rev. 4/2009)

 

II.E.12.f. NOTIFICATION OF BUDGET REQUESTS GRANTED

 

Following the Board meeting at which the budget for the next fiscal year is approved and before the beginning of the new fiscal year, the Fiscal Officer notifies all who requested funding whether they have received an appropriation and, if so, what it is. The Fiscal Officer alerts budget recipients to the possibility of budget freezes should the Association experience a shortfall of income.

 

II.E.12.g. QUARTERLY REVIEW OF INCOME AND EXPENDITURES

FOR THE CURRENT FISCAL YEAR

 

The Administrative Officer alerts the Fiscal Officer when on any given budget line more money is being asked for or spent than was budgeted. The Fiscal Officer will bring the discussion to the Finance Committee for possible action if a discrepancy of .1% of the total operating budget develops on any budget line at the level of 2 decimal points (e.g., 6.02, Assistant Administrative Officer). This policy supersedes all previous policies. (rev. 5/2011) (rev. 9/2012)

 

II.E.12.h. AMENDMENT OF THE BUDGET DURING THE FISCAL YEAR

 

Any changes of approved expenditures or income budget must be amended to the budget by the Board. Ideally, additional expenditures should be covered by additional income. In general, an attempt should be made not to deplete the Association's reserves.

 

II.E.12.i. ANNUAL AUDIT

 

Under the terms of its management services contract, the Association conducts an outside audit of its financial records through a firm designated by the Board of Directors. The audit is examined by the Finance Committee and the Board and is disseminated to members of the Association in the June issue of the Association’s official publication, NOTES. (rev. 4/2009)

 

II.E.12.j. EXTRAORDINARY DISBURSEMENTS

 

No money beyond that which is formally budgeted may be spent in the name of the Music Library Association. However, each fiscal year the Finance Committee will determine an amount of money that the Administrative Officer may release for budget overages without prior approval by the Board. Overages in budget sublines are permissible so long as the mainline allocation is not exceeded, and the funds are used only for projects approved for the current fiscal year. Emergency budget revision may be taken between Board meetings if it is preceded by a unanimous vote of the President, the Vice-President/Past President, and the Fiscal Officer. The Fiscal Officer then reports such actions to the Board for ratification at the following meeting. (rev. 5/2011)

 

II.E.13. PARLIAMENTARIAN/ASSISTANT PARLIAMENTARIAN

 

(Sections of the constitution and by-laws applicable to this section: IV.E; XI.) (rev. 5/2011)

 

II.E.13.a. CHARGE

 

The Parliamentarian advises the Board on matters pertaining to interpretation of the constitution and by-laws, and this Administrative Handbook, and serves as the authority on parliamentary procedures at Board meetings and the annual business meeting of the Association. The Parliamentarian and Assistant Parliamentarian maintain the currency of the Administrative Handbook. The Parliamentarian and Assistant Parliamentarian are ex-officio members of the Planning Committee. (rev. 8/2006) (rev. 3/2011) (rev. 9/2013)

 

II.E.13.b. TERMS OF OFFICE

 

A newly elected member-at-large is appointed to help with parliamentary procedures and the maintenance of the Administrative Handbook. In the first year the member-at-large serves as Assistant Parliamentarian, in the second year as Parliamentarian.

 

II.E.13.c. REVISION OF THE ADMINISTRATIVE HANDBOOK

 

The Parliamentarian incorporates new Board decisions and MLA policies into the Administrative Handbook, including charges for new committees and subcommittees, and revisions to existing charges. Without prior Board approval, the Parliamentarian may incorporate changes which are  typographical or grammatical in nature, and changes based on Board actions, but will submit the list of changes in the Parliamentarian’s report for the next in-person Board meeting.  When appropriate, the Parliamentarian recommends other alterations, including those for consistency and/or clarity, which are also presented in writing for Board approval. The Parliamentarian incorporates revisions and new changes into the Handbook within one month of the issuance of the final minutes from each Board meeting and submits the complete revised text in electronic form to the Web Manager. The official machine-readable version of the Handbook is kept by the Parliamentarian. The text and format of the document should remain simple and linear, avoiding special encoding such as page headers, footers, numbering, textual effects, auto-formatting, and hyperlinks. (see also II.A.4.a. Software Standards). Dates of revision are added to the end of each paragraph, e.g., (rev. 9/2003) (rev. 6/2005) (rev. 8/2006) (rev. 2/2007) (rev. 5/2014)

 

II.E.13.d. REVISION OF THE CONSTITUTION AND BY-LAWS

 

The Parliamentarian may recommend to the Board for its approval revisions of the constitution and by-laws. The Board in turn may recommend them to the membership for a vote.

 

II.E.13.e. JOB DESCRIPTIONS

 

The Parliamentarian and Assistant Parliamentarian are responsible for soliciting, receiving and maintaining job descriptions of all those who receive regular honoraria.

 

II.E.13.f. OTHER HANDBOOKS

 

The Parliamentarian and Assistant Parliamentarian should review special handbooks for conformity to MLA practice, but the task of maintaining such handbooks rests with their users.

 

II.F. ADMINISTRATIVE OFFICER

 

(Sections of the constitution and by-laws applicable to this section: III.E.2; IV.A, C.2, D.3, E.4, 5, 6; V.B.2, 7; VII.D; X.B, C.)

 

II.F.1. CHARGE

 

The Administrative Officer/Assistant Administrative Officer oversees the financial accounts of the Association, including the dues and subscription service, coordinates the planning of the annual meeting and coordinates the dissemination of the administrative records of the Association (Calendar, Administrative Structure, Handbooks, etc.). The Board may assign to the Administrative Officer duties beyond those specified in the constitution and by-laws.

 

II.F.2. VOTING PRIVILEGES

 

The Administrative Officer is a non-voting member of the Board of Directors and an ex-officiovoting member of the Finance Committee, Publications Committee and Development Committee, as well as the MLA Marketing Subcommittee. (rev. 9/2011; rev. 5/2013)

 

II.F.3. TERM OF OFFICE

 

The Administrative Officer succeeds to the position after a one-year term as Assistant Administrative Officer. After two years as Administrative Officer, the incumbent returns to the position of Assistant Administrative Officer for one final year. An incumbent may not succeed herself or himself. (rev. 3/2011)

 

II.F.4. ANNUAL EVALUATION; REAPPOINTMENT

 

The Board gives the Administrative Officer an annual performance evaluation before the fall Board meeting. The Board appoints or reappoints the Administrative Officer annually, for up to a total of four years. After the first, second, and third terms, the Board will assume that the Administrative Officer is interested in seeking reappointment for another term unless notified in writing by the incumbent thirty days prior to the fall Board meeting. If such notification is not received, the vote on reappointment shall be taken following the performance evaluation. The incumbents shall be notified of the reappointment decision in writing.

 

II.F.5. HONORARIUM/REIMBURSEMENT/PER DIEM

 

The Administrative Officer receives an honorarium, gratis MLA regular membership, MLA annual meeting early-regular-member registration, and is reimbursed for expenses incurred in connection with Association business, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the Administrative Officer’s institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the President. In the absence of receipts for meals, a per diem food allowance at the amount set by the Board will be paid. Mileage will be reimbursed at the current IRS rate. (rev. 3/2009) (rev. 3/2011) (rev. 3/2014)

 

II.F.6. BUDGET REQUEST

 

The Administrative Officer submits an annual budget request to the Finance Committee four weeks in advance of the May/June Board meeting to cover the expenses of transportation, lodging, per diem, telephone, photocopying, postage, and other services as needed. (rev. 3/2011) (rev. 7/2011)

 

II.F.7. COMMITTEE MEMBERSHIP

 

The Administrative Officer is a voting member of the Finance and Publications Committees and as such participates in the preparation of the budget and in the plans and products of the Publications Committee. The Administrative Officer assists the Development Committee and the Publications Committee in the conducting of subscription campaigns. The Administrative Officer is an ex officio member of the Development Committee and the MLA Marketing Subcommittee. (rev. 3/2011) (rev. 5/2013)

 

II. F. 8. RECORD KEEPING; PAYMENT OF BILLS

 

The Administrative Officer, in conjunction with the MLA Business Office, monitors and keeps accurate records of the Association's financial transactions. The Administrative Officer pays all bills through checks drawn on the account of the Music Library Association. No money beyond that which is formally budgeted may be spent in the name of the Music Library Association without prior, formal approval of the Fiscal Officer, the Vice-President/Past President, the President, and the Board of Directors. The Administrative Officer alerts the Board through the President when on any given budget line more money is being asked for than was budgeted.

 

II.F.9. FINANCIAL REPORTS

 

All Board members receive copies of the full budget at Board meetings. The Administrative Officer prepares quarterly and annual financial reports of income and expenditures for the Board of Directors. The reports must be clear and demonstrate any problems or significant trends in a manner that requires little explanation. Reports should include current year actual and projected income and expenditures. Any reference to fiscal years is to be described by mentioning both years, separated by a slash.

 

The Administrative Officer presents an annual financial report to the membership at the annual business meeting. The report is published in NOTES. The Administrative Officer submits required reports to the Internal Revenue Service and with the MLA Business Office prepares the accounts for an annual audit by a licensed independent professional accounting firm.

 

II.F.10. DEPOSIT OF MONIES AND NEGOTIABLE INSTRUMENTS

 

The Administrative Officer deposits monies and negotiable instruments in the name, and to the credit, of the Music Library Association in such depositories as the Board of Directors may from time to time designate.

 

The Administrative Officer is authorized to move investments among existing like instruments in order to maximize potential earnings with the approval of the MLA President, Vice-President/Past President and Fiscal Officer, such activity to be subsequently ratified by the full Board. (rev. 9/2011)

 

The Administrative Officer oversees the transfer of funds from the designated checking account to the designated short-term investment funds when appropriate, in order to obtain the highest possible interest rate on Music Library Association liquid assets. Transfer of funds should depend on the necessary checking account balance based on established cash flow patterns. The Administrative Officer also oversees the transfer of assets to the MLA temporarily restricted and unrestricted investment funds quarterly; s/he will notify the Fiscal Officer and the Investment Subcommittee immediately upon transfer of funds, and will include information on all such transfers in financial reports to the Finance Committee and Board of Directors.

 

II.F.11. MAINTENANCE OF RECORDS

 

The Administrative Officer maintains the records of the office of Administrative Officer/Assistant so that they may be turned over to the next appointed Administrative Officer/Assistant in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives.

 

II.F.12. Publication/Distribution of Administrative Working Documents

 

The Administrative Officer coordinates the dissemination of the administrative documents and records of the Association (Calendar, Administrative Structure, Handbooks, Minutes, Financial Statements, etc.) in consultation with the MLA Board and Special Officers, using the appropriate communication mechanisms available (websites, Notes, listservs, etc.).

 

II.F.13. OFFICIAL CALENDAR

 

The Administrative Officer and President prepare the calendar. The Administrative Officer ensures that the current calendar is available via the web and submitted to the Archives.

 

II.F.14. PLANNING THE ANNUAL MEETING

 

The Administrative Officer serves as a liaison between the Convention Manager, the Business Office, which will handle mailings, and the Board of Directors.

 

II.F.15. NATIONAL ELECTION BALLOTS

 

The Administrative Officer prepares ballots for the national election. Voting shall take place at least eight weeks in advance of the national meeting. The ballots are accompanied by brief curriculum vitae for the candidates on the ballot (prepared by the Nominating Committee). (rev. 3/2011)

 

II.F.16. TELLER FOR NATIONAL ELECTIONS

 

The Administrative Officer acts as the chief teller for national elections. The Administrative Officer counts the ballots and notifies the President of the results no later than three weeks before the annual meeting. (rev. 3/2011)

 

II.F.17. SUPERVISION OF THE BUSINESS OFFICE; BOOK PUBLISHER

 

The Administrative Officer is authorized by the President and the Board of Directors to serve as the overseer of and sole official liaison with the Business Office and the Book Publisher. As such the Administrative Officer directs the Business Office to send notices of the annual meeting of the Association to the membership and commence registration. (rev. 3/2011)

 

The Administrative Officer monitors all invoices and reports received by the Association from the Business Office. The Administrative Officer transmits the report from the Book Publisher to the Board regarding our inventory of publications. The Administrative Officer ensures that the Business Office: 1) annually bills the members of the Association, the non-member subscribers to NOTES and the subscribers to all other publications, 2) maintains records for same, 3) prepares all bulk mailings, 4) fills individual orders for all publications of the Association, 5) prepares mailing lists for sale on order and bills the same, and 6) invoices NOTES advertising.

 

The Administrative Officer, in consultation with the Publications Committee, makes recommendations to the Board concerning inventory withdrawals, when necessary to keep storage costs down.

 

II.F.18. ACKNOWLEDGEMENT OF GIFTS

 

The Administrative Officer acknowledges all gifts to the Association under $500 with a receipt, and sends a quarterly report of gifts received to the President and to the chair of the Development Committee. The President acknowledges all gifts over $500, and notifies the Administrative Officer of these gifts. Donors of cash gifts are noted in the contributors lists. (rev. 9/2011)

 

II.F.19. MAINTENANCE OF RECORDS

 

The Administrative Officer maintains the records of the office of Administrative Officer so that they can be passed on to the next appointee in a timely fashion. The Administrative Officer also maintains an annual set of chapter, finance and committee reports, the lists of the administrative and committee structure for five years past, a calendar of appointees (with the year of their appointments), and the membership lists for five years past. The Recording Secretary maintains the past 10 years of Board minutes. When appropriate, papers and correspondence are submitted to the MLA Archives.

 

II.F.20. PUBLICATION EXCHANGE

 

All newsletters and other publications acquired on exchange from other organizations should be received by the Administrative Officer, who forwards material as appropriate to committee chairs or other individuals within the administrative structure.

 

II.G. ASSISTANT ADMINISTRATIVE OFFICER

Sections of the constitution and by-laws applicable to this section: III.E.2; IV.A, C.2, D.3, E.4, 5, 6; V.B.2,7; VII.D; X.B, C.) (rev. 3/2011) (rev. 5/2014)

II.G.1. CHARGE

 

The Assistant Administrative Officer assists the Administrative Officer in performing the duties of the position, and may serve in the role of Administrative Officer in emergencies or for specific duties as requested by the Administrative Officer. The Administrative Officer directs the work of the Assistant Administrative Officer as needed.

 

II.G.2. VOTING PRIVILEGES

The Assistant Administrative Officer is a non-voting member of the Board of Directors, an ex-officio voting member of the Development, Finance, and Publications Committees, as well as the MLA Marketing Subcommittee. (rev. 9/2011)(rev. 5/2013)

II.G.3. TERM OF OFFICE

The Assistant Administrative Officer serves for one year, succeeds to the position of Administrative Officer for two years, and then returns for a final year as Assistant Administrative Officer. The Assistant Administrative Officer is appointed every two years. An incumbent may not succeed himself or herself.

II.G.4. ANNUAL EVALUATION; REAPPOINTMENT

The Board gives the Assistant Administrative Officer an annual performance evaluation before the fall Board meeting.

A new Assistant Administrative Officer is appointed every two years. The Board reappoints the incumbent annually, through the four-year sequence of the position. After the first, second, and third terms, the Board will assume that the incumbent is interested in seeking reappointment unless notified otherwise by the incumbent at least thirty days prior to the fall Board meeting. If such notification is not received, the vote on reappointment shall be taken following the performance evaluation. The incumbent shall be notified of the reappointment decision in writing.

II.G.5. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

The Assistant Administrative Officer receives gratis MLA regular membership, MLA annual meeting early-regular-member registration, and is reimbursed for expenses incurred in connection with Association business, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the Assistant Administrative Officer’s institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the President. In the absence of receipts for meals, a per diem food allowance at the amount set by the Board will be paid. Mileage will be reimbursed at the current IRS rate.  (rev. 3/2014)

II.G.6. BUDGET REQUEST

The Assistant Administrative Officer submits an annual budget request to the Finance Committee four weeks in advance of the Spring Board meeting to cover the expenses of transportation, lodging, per diem, telephone, photocopying, postage, and other services as needed. (rev. 7/2011) (rev. 5/2014)

II.G.7. COMMITTEE MEMBERSHIP

The Assistant Administrative Officer is an ex-officio voting member of the Development, Finance, and Publications Committees, as well as the MLA Marketing Subcommittee. (rev. 9/2011)(rev. 5/2013)


III. SPECIAL OFFICERS

 

(Sections of the Constitution and By-Laws applicable to this section: II.B.)

 

III.A. GENERAL INFORMATION

 

III.A.1. CURRENT SPECIAL OFFICERS

 

There are eight special officers of the Music Library Association: the Convention Manager, the Assistant Convention Manager, the Placement Officer, the Publicity & Outreach Officer, the Advertising Manager, and the Development Officer, the Archivist, and the Web Manager. They coordinate and oversee the annual convention, the MLA Placement Service, publicity for the MLA, advertising in NOTES, Development activities, the MLA Archives, and the MLA Web site and Web Committee, respectively. (The Convention Manager and the Placement Officer have separate manuals.) Special officers must be personal members of MLA in good standing. (rev. 5/2011) (rev. 6/2012) (rev. 9/2012)

 

III.A.2. TERMS OF OFFICE AND ANNUAL REPORTS

 

The term of office of all special officers expires at the conclusion of the annual meeting of the Association. Special officers may be reappointed, but appointed officers will generally serve no more than 4 consecutive years. Special officers are evaluated annually at the fall board meeting.

Special officers are required to submit four reports each year. Three Board reports are submitted to the President, prior to each meeting of the MLA Board: a Spring report, due prior to the Board’s Spring meeting (usually May); a Fall report, due prior to the Board’s Fall meeting (usually September); and a report prior to MLA’s Annual Meeting during the winter. The majority of Board reports will be publicly posted before each Board meeting. Only Board reports which contain executive session information will not be publicly posted; see the Board Open Meeting Guidelines, posted on the Board page of the MLA site for a definition of executive session content.

In addition, an annual report (see section VI.D.7), is submitted after the end of the fiscal year in June. That report will be requested by and sent to the Planning and Reports Officer, who will announce the deadline for the annual report, typically August 1. (rev. 3/2014)

 

III.A.3. BUDGET REQUESTS

 

Special officers submit a budget request to the Finance Committee through the Fiscal Officer four weeks in advance of the Spring Board meeting to cover expenditures incurred for such things as telephone, postage and supplies. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)

 

III.A.4. MAINTENANCE OF RECORDS

 

The Convention Manager and the Placement Officer maintain the records of their offices so that they can be passed on to their appointed successors in a timely fashion. When appropriate, other papers and correspondence are submitted to the MLA Archives.

 

III.B. CONVENTION MANAGER/ASSISTANT CONVENTION MANAGER

 

III.B.1. CHARGE AND PROCEDURES

 

The Convention Manager and Assistant Convention Manager are authorized by the President and the Board to coordinate and oversee the planning of national meetings of the Association. The Convention Manager oversees the technical and onsite management of national meetings. For meetings being planned, the Convention Manager serves as liaison among the Program Committee Chair, the Chair of the Local Arrangements Committee and its budget officer, the Publicity & Outreach officer, the Chair of the Education Committee (if a pre-conference workshop is being planned), the Administrative Officer and the Board. The Convention Manager negotiates with hotels for future meetings, signs contracts (countersigned by the President) to secure accommodations for meeting and sleeping rooms and makes all solicitations and arrangements concerning exhibitors whose publications, products and services are displayed at meetings.

 

The Convention Manager assists the Program Committee and local arrangements chairs in preparing the program proposal and prepares the budget for the national meeting in consultation with the Fiscal Officer, transmitting these to the Board and the Finance Committee respectively. At each annual meeting the Convention Manager reports on recent, current and future national meetings. The Convention Manager maintains relevant documents and statistics, making them available as needed to the Administrative Officer, to the Board and to planning committees, and when appropriate, submits papers and correspondence and convention material from the registration packets to the MLA Archives. Intended to serve both as historical records of conventions and as aids to future convention committees, such documents and statistics include:

 

1. Convention Manager's manual.

2. Manual for MLA Program Committee and local arrangements chairs, to be sent to

these officers when they are newly appointed, with encouragement to suggest

revisions that will be helpful to their successors.

3. Financial reports submitted following the conference by each convention's budget

officer.

4. Statistics of numbers of paid registrants for workshops and the meeting itself, hotel

sleeping rooms reserved, banquet registrants and number of exhibitors, to be sent

to newly appointed Program Committee and local arrangements chairs.

5. Others that are deemed appropriate.

 

III.B.2. HONORARIUM/REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

 

The Convention Manager receives an honorarium.  The Convention Manager and Assistant Convention Manager receive gratis MLA regular membership, MLA annual meeting early-regular-member registration, and are reimbursed for expenditures incurred in connection with MLA convention business, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the person’s own institutions. Requests for reimbursement accompanied by receipts are submitted to the Administrative Officer. (rev. 4/2009) (rev. 3/2014)

 

III.C. PLACEMENT OFFICER

 

The Placement Officer manages the Association's Placement Service, a clearinghouse for information about positions available and music librarians seeking positions. The Placement Officer disseminates descriptions of those positions via MLA’s website. (rev.3/2011)

 

The Placement Officer compiles information about positions available from announcements in the professional literature and in newspapers, and contacts the institutions that have advertised in those sources encouraging them to list their jobs with the Service. The Placement Officer corresponds with library schools, state and regional library Associations, libraries, and other sources in an effort to assure they advertise through the MLA Placement Service when positions need to be filled in the future. It is intended that such contacts bring to the attention of institutions that do not presently employ music librarians that it may be appropriate to engage such a specialist.

 

The Placement Officer should be familiar with the literature on qualifications for music librarianship in order to answer inquiries from individuals and institutions about employment in the profession.

 

The Placement Officer is an ex-officio member of the Career Development and Services Committee. (rev. 8/2006) (rev. 3/2011)

 

The Placement Officer receives gratis MLA regular membership and MLA annual meeting early-regular-member registration. (rev. 3/2014)

 

III.D. PUBLICITY & OUTREACH OFFICER (rev. 4/2014)

The Publicity & Outreach Officer promotes the interests and activities of the Association by cultivating an overarching vision of promotion and outreach for MLA, then coordinating and overseeing MLA’s presence, both in person at the Association’s Annual Meeting and other conferences, and through electronic and print venues. The Publicity & Outreach Officer works closely with the chairs of the Awards, Development, Education, Program, Publications, and Web Committees, and the MLA Newsletter editor. The Publicity & Outreach Officer is an ex-officio member of the Development, Education, and Publications committees. The Publicity & Outreach Officer reports to the President and the Board of Directors and prepares relevant budgets and reports.

Interests and activities to promote include (but are not limited) to the following:
  • publicize the purposes and activities of MLA
  • announce applications for and results of MLA awards
  • advertise MLA publications
  • publicize future meetings
  • announce official MLA advocacy statements
  • inform about current issues which affect the profession
  • cover worldwide news events concerning music libraries
  • share interesting and entertaining items of musical interest
  • promote music libraries
  • present music librarianship as an attractive career choice .
The Publicity & Outreach Officer coordinates the Association’s external organizational liaisons, provides publicity materials for outreach events, and pursues avenues for increasing the Association’s visibility to underrepresented groups. The Publicity & Outreach Officer or the Advertising Manager distributes artwork when MLA purchases advertising space or uses exchange advertising space to promote its publications. Copies of the Association's recruitment brochures are sent to individuals and organizations upon request, or when the Publicity & Outreach Officer thinks it advisable.
The Publicity & Outreach Officer coordinates and oversees MLA’s presence on multiple social media platforms as they are deemed significant and relevant --not only to MLA’s membership, but also to a wider audience outside the Association. The Publicity & Outreach Officer will delegate, monitor and advise the activities of each platform’s working team.

The Publicity & Outreach Officer receives gratis MLA regular membership and MLA annual meeting early-regular-member registration.

 

III.E. ADVERTISING MANAGER

The Advertising Manager is responsible for coordinating the advertising for NOTES and on the MLA web site. In this capacity, the Advertising Manager sells advertising space to current, new, and "lapsed" advertisers through direct mail and telephone campaigns and attendance at conferences; sends notifications to remind advertisers of deadlines for submitting artwork; coordinates the layout for the advertising section in NOTES; compiles the index to advertisers, edits proofs of the advertisements and indexes; prepares a billing list for each issue of NOTES and for the MLA web site; maintains exchange advertising agreements with other organizations; manages the budget associated with these duties; and carries out related tasks necessary to generate the projected advertising revenue each fiscal year. (rev. 9/2013)

The Advertising Manager is also responsible for production of advertisements for the Association's print and online publications.  The Advertising Manager, in coordination with the Publicity & Outreach Officer, distributes artwork when MLA purchases advertising space or uses exchange advertising space to promote its publications. The Advertising Manager is also responsible for the selection of the typesetter, approval of the design in conjunction with the Publicity & Outreach Officer, and editing of the copy. The Advertising Manager works in collaboration with the Publicity & Outreach Officer to plan the artwork needed each year for promotion purposes, and to budget accordingly. (rev. 9/2013)

The Advertising Manager receives gratis MLA regular membership and MLA annual meeting early-regular-member registration. (3/2014)

III.F. DEVELOPMENT OFFICER

The Development Officer oversees the development/fund-raising functions of the Association, and works closely with MLA's Board of Directors, Administrative Officer, Business Office, and President to foster a culture of philanthropy that supports fund development and the organization's mission.

The Development Officer is responsible for providing general oversight of all the Association’s fund-raising activities, chairs the Development Committee and monitors its activities, and that of its subcommittees, through coordination with the Board, MLA Business Office, and other appropriate committees. In collaboration with the Board, the Development Officer charts the Association’s course of fund development, and acknowledges all contributions to the Association.

The duration of appointment for the Development Officer is one year, beginning 1 July annually, with reappointment possible for a total of four years. The Board reviews the performance of the Development Officer annually. The President reappoints upon successful review and the desire of the incumbent to continue.

The Development Officer may attend Board meetings at the President’s discretion. (rev. 5/2014)

The Development Officer receives gratis MLA regular membership and MLA annual meeting early-regular-member registration, as well as support for expenses necessary to carry out the responsibilities of the position (telephone, postage, supplies, etc.). (3/2014)

 

III.G. MLA ARCHIVIST

 

The MLA Archivist is a special officer of MLA whose principal responsibility is to oversee MLA’s archives activities. Duties include serving as MLA’s official contact with the Curator of Special Collections in Performing Arts (SCPA), University of Maryland, owner and custodian of the MLA Archives; collaborating with the Curator of SCPA in the development of MLA policies and practices regarding the association’s archives program and the maintenance of its archives; assuring that documents are assembled by the responsible incumbents and are conveyed to the MLA Archives within the time periods specified; and preparing grant proposals in collaboration with the Curator of SPCA, the MLA Board of Directors, and the MLA Development Officer, and when appropriate serve as principal investigator or its equivalent. The MLA Archivist receives gratis MLA regular membership and MLA annual meeting early-regular-member registration. (rev. 5/2012) (rev. 3/2014)

 


 

IV. REPRESENTATIVES TO OTHER ORGANIZATIONS & EXTERNAL LIAISONS

 

(Section of the constitution and by-laws applicable to this section: IX.D.)

 

IV.A. APPOINTMENT

 

IV.A.1. METHOD OF APPOINTMENT

 

The President appoints representatives to other organizations with the approval of the Board and in consultation with other parties as appropriate.

 

IV.A.2. TERMS OF OFFICE

 

Representatives serve for the term required by the other organizations. In the absence of a specified duration, the President of the Music Library Association sets the term of appointment.

 

IV.A.3. RESIGNATION

 

The resignation of a representative is addressed to the President, and it is the responsibility of the President to see that the resulting vacancy is filled.

 

IV.B. AUTHORITY AND REPORTING

 

All representatives, unless otherwise specified in the Constitution and By-laws or this Handbook report to the membership through the Board.

 

Representatives are appointed with power to take all the steps necessary to carry out their charge and duties, unless otherwise specified. However, it is the responsibility of representatives to notify and consult with the President prior to taking significant actions, especially when they might be controversial.

 

IV.C. CHARGE AND DUTIES

 

The duties of representatives to other organizations are to:

 

1) represent, protect, and promote the interests of the Association;

2) convey significant news about the other organization to the Music Library Association;

3) recommend to the Board of Directors of this Association projects in which the

Association might participate;

4) notify the President well in advance of meetings of the other organization which the

representative will not be able to attend;

5) submit reports to the President after attendance at each meeting of the other

organization;

6) submit an annual report to the Vice-President/Past President by the date specified in

the official calendar. The report should be in a form appropriate for publication.

 

IV.D. BUDGET

 

When representatives to other organizations require expenditures to fulfill their duties, the following procedures are followed.

 

IV.D.1. BUDGET REQUEST

 

The representative presents an annual budget request to the Finance Committee of the Association following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer eight weeks prior to the annual Finance Committee meeting in the Spring (May or June) of each fiscal year; the budget requests normally have a submission date deadline of four weeks before the Spring Board meeting. (rev. 5/2014)

 

IV.D.2. BUDGET APPROVAL

 

Following the Board meeting at which the budget for the next fiscal year is approved (normally in May or June) and before the beginning of the new fiscal year, the Fiscal Officer notifies representatives to other organizations who have requested funding whether they have received an appropriation and if so, its amount.

 

IV.D.3. REIMBURSEMENT

 

Receipts for approved expenditures are submitted by the representative to the Administrative Officer of the Association for reimbursement. No money beyond that which is formally budgeted may be spent in the name of the Music Library Association without prior, formal approval by the Board of Directors. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)

 

IV.E. REPRESENTATIVES TO OTHER ORGANIZATIONS

 

IV.E.1. REPRESENTATIVE TO THE AMERICAN LIBRARY ASSOCIATION

 

Because the Music Library Association is an American Library Association affiliate, the MLA President receives and transmits to this representative registration privileges gratis. The MLA representative to ALA attends the ALA annual summer and mid-winter meetings as an observer, and reports actions of significance to the MLA to the President in a timely fashion as appropriate.

 

IV.E.2. REPRESENTATIVE TO THE NATIONAL INFORMATION

STANDARDS ORGANIZATION (COMMITTEE Z39)

 

As a voting member of this committee, the MLA representative presents an informed statement of our views on various standards. He/she consults with or refers decisions to other committees within the Association when necessary.

 

IV.F. EXTERNAL LIAISONS

 

IV.F.1. ORGANIZATIONAL LIAISONS

 

IV.F.1.a. CHARGE

 

The Organizational Liaisons are responsible for fostering informal affiliations with professional musical, scholarly, and library organizations whose interests and activities correlate with those of MLA. The Publicity & Outreach Officer coordinates and works with the Organizational Liaisons to effectively bring information about MLA to other groups, to communicate news of those groups’ activities to the membership of MLA, and to develop and maintain structures for communication and reporting between liaison organizations and MLA. (rev. 8/2006) (rev. 3/2011)

 


 

V. PUBLICATIONS

(added 9/2011)

 

V.A. GENERAL INFORMATION

 

(Section of the constitution and by-laws applicable to this section: II.B.)

 

MLA offers a variety of publications that present information about the history and practice of music librarianship, and current events of interest. Each publication has an editor or an editorial staff to solicit, select, and edit manuscripts or materials germane to that publication.

 

The Publications Committee (see VI.H.7.) formulates overall policy regarding standards, budgeting, pricing, advertising and distribution of MLA titles, and is responsible for the production and maintenance of a manual of editorial policies and procedures but does not approve individual publications. (rev. 5/2014)

 

Committees that wish to publish the products of their work in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports or the MLA Index and Bibliography Series submit manuscripts to the appropriate editor. Other materials intended for publication or distribution under the Association's name, imprint or logo are submitted to the Publications Committee for review and then to the Board for approval.

 

Chapters wishing to produce publications should consult with the chair of the Publications Committee who, in turn, serves as the liaison to the Board. See the section on "Chapter Publication Policy” (VII.E.) for more details.

 

V.A.1. SUBMISSIONS

 

Materials intended for publication in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, or the MLA web siteare submitted directly to the appropriate editor for approval. Each of these editors has authority to decide which materials should be published. Materials intended for publication in the MLA Technical Reports, the MLA Index and Bibliography Series, or the Basic Manual Series are submitted directly to the appropriate editor for approval. Each of these editors has authority to decide which materials should be recommended to the Board for publication. Recommendations to the Board are made in the form of a letter to the President who presents it at the next Board meeting. (rev. 4/2009) (rev. 7/2011)

 

V.A.2. INVENTORY AND SALES

 

The Administrative Officer (see II.F.17.) oversees activities of the association’s Book Publisher and transmits the report from the Book Publisher to the Board regarding our inventory of publications.  Vendors may return MLA publications for credit of the purchase price only, during a period no earlier than six months after purchase and no later than twelve months after purchase. (rev. 5/2014)

 

The Publicity & Outreach Officer shares information about MLA’s publications in appropriate electronic and print venues.

 

V.A.3. PUBLICATIONS AND EDITORS

 

MLA publishes the following titles as well as the MLA Web Site and the Copyright Web Site: NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Index and Bibliography Series, the MLA Technical Reports, and the MLA Basic Manual Series. Each publication has an editor or editors—appointed by the President with approval of the Board and in consultation with other parties as appropriate—who, with the Publications Committee, oversee the Association’s publications. Editors must be personal members of MLA in good standing. (rev. 5/2014)

 

V.A.3.a. EDITORS’ TERMS OF OFFICE AND ANNUAL REPORTS

 

Editors serve a term of five years subject to favorable annual reviews. Editors are evaluated annually at the fall board meeting. Editors (excepting those under the supervision of the NOTES Editor) are required to submit three reports to the President each year: the Annual Report (see section VI.D.7), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September). The majority of Board reports will be publicly posted before each Board meeting. Only Board reports which contain executive session information will not be publicly posted; see the Board Open Meeting Guidelines, posted on the Board page of the MLA site, for a definition of executive session content. Reports will record ongoing activity; the Annual Report will also present plans for the following year. (rev. 3/2014)

 

V.A.3.b. BUDGET REQUESTS

 

Editors submit a budget request to the Finance Committee through the Fiscal Officer four weeks in advance of the Spring Board meeting to cover expenditures incurred for such things as telephone, postage and supplies. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)

 

V.A.3.c.MAINTENANCE OF RECORDS

 

All editors should maintain the records of their publications so that they can be passed on to their appointed successors in a timely fashion. When appropriate, other papers and correspondence are submitted to the MLA Archives.

 

V.B. NOTES

 

V.B.1. PUBLICATION

 

Notes: Quarterly Journal of the Music Library Association began in 1934 (1st series: 1934–1942), and began its 2nd series in 1943. The journal has appeared consistently since then, offering its readers interesting, informative, and well-written articles in the areas of music librarianship, music bibliography and discography, the music trade, and on certain aspects of music history. It is published in September, December, March, and June, and sent to all Association members.

 

V.B.2. EDITORS

 

The NOTES editorial staff includes several roles: Editor, three Assistant Editors (one for electronic vendors), and contributing editors for the areas of book reviews, book list, music reviews, music list, periodicals, digital media reviews, sound recording reviews, video reviews, music price index, and the NOTES index.

 

The editor of NOTES appoints and supervises the staff, solicits articles, and maintains the necessary liaison with the printer. The editor reports changes in the NOTES staff to the President. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor and Assistant Editor for Electronic Vendors serve as members of MLA’s Publications Committee. The editor receives an honorarium.  The editor, assistant editors, and book and music review editors receive gratis MLA regular membership and MLA annual meeting early-member-registration. (rev. 3/2014)

 

V.C. MLA NEWSLETTER

 

V.C.1. PUBLICATION

 

TheMLANewsletter is published four times a year, September–October, November–December, March–April, and May–June and is issued to its members for free. The purpose of the Newsletter is to keep the membership of the Association abreast of events, ideas, and trends related to music librarianship.

V.C.2. EDITOR

 

The editor of the MLA Newsletter solicits items for publication and scans library and other relevant literature for additional information that should be brought to the attention of members of the Association. The editor edits all material, prepares copy and oversees printing and distribution. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor serves as a member of MLA’s Publications Committee and receives gratis MLA regular membership and MLA annual meeting early-regular-member registration. (rev. 3/2014)

 

V.D. MUSIC CATALOGING BULLETIN

 

V.D.1. PUBLICATION

 

The Music Cataloging Bulletin is a monthly publication that provides information from the Library of Congress andthe NACO-Music Project, among others, of interest to the music cataloging community. It also serves as a forum for discussion and communication on all matters related to music cataloging.

 

V.D.2. EDITOR

 

The editor of the Music Cataloging Bulletin receives copy from the Music Section of the Special Materials Cataloging Division of the Library of Congress (sent automatically) and may solicit copy from other sources such as the Bibliographic Control Committee, reports on cataloging sessions at local and national meetings and questions and recommendations from individuals. Question on LC policy are submitted to the Music Section for comment before being published in the Music Cataloging Bulletin. The editor prepares camera-ready copy and oversees printing and distribution. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor is a member of the Bibliographic Control Committee and the Publications Committee. The editor receives gratis MLA regular membership and MLA annual meeting early-regular-member registration. (rev. 3/2014)

 

V.E. MLA INDEX AND BIBLIOGRAPHY SERIES

 

V.E.1. PUBLICATION

 

The MLA Index and Bibliography Series comprises a set of bibliographies, indexes, checklists, discographies and other types of guides to music and music literature. All areas of music study are covered, including popular music, American music, historical bibliography, new musicology, ethnomusicology and projects with potential to reach the broader musical public. The series is co-published with A-R Editions, Inc.

 

V.E.2. EDITOR

 

The editor of the MLA Index and Bibliography Series is responsible for the acquiring and editing of all titles published in the series; the editor receives and solicits manuscripts and consults with appropriate readers in the selection of manuscripts for publication. Upon the submission being approved by A-R Editions, the President signs the publication contract.  The editor oversees the final editing of the manuscripts prior to publication. The publisher oversees the publication and distribution process for each volume.  The publisher notifies the Administrative Officer of all publishing dates in advance, so that the Business Office and the Publicity & Outreach Officer may prepare for distribution and advertising. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor serves as a member of MLA’s Publications Committee and receives a per-title honorarium. (rev. 2/2009) (rev. 3/2014)

V.F. MLA TECHNICAL REPORTS

 

V.F.1. PUBLICATION

 

The MLA Technical Reports series has a broad scope, providing a focused, in-depth look at topics of current interest to music libraries and librarians. This series covers all areas of music librarianship, including acquisitions, cataloging, public service, audio technology, facilities management and administration.

 

V.F.2. EDITOR

 

The editor of the MLA Technical Reports is responsible for the acquiring and editing of all titles published in the series; the editor receives and solicits manuscripts and consults with appropriate readers in the selection of manuscripts for publication. Upon the submission being approved by A-R Editions, the President signs the publication contract. The editor oversees the final editing of the manuscripts prior to publication. The publisher oversees the publication and distribution process for each volume. The publisher notifies the Administrative Officer of all publishing dates in advance, so that the Business Office and the Publicity & Outreach Officer may prepare for distribution and advertising. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor serves as a member of MLA’s Publications Committee and receives a per-title honorarium. (rev. 2/2009) (rev. 3/2014)

 

V.G. BASIC MANUAL SERIES

 

V.G.1. PUBLICATION

 

The Basic Manual Series is a comprehensive series of manuals designed to assist the librarian in dealing with various aspects of the organization, administration and use of a music library.

 

V.G.2. EDITOR

 

The editor of the Basic Manual Series receives and solicits manuscripts and consults with appropriate readers in the selection of manuscripts for publication.  Upon the submission being approved by A-R Editions, the President signs the publication contract.  The editor oversees the final editing of the manuscripts prior to publication. The publisher oversees the publication and distribution process for each volume. The editor notifies the Administrative Officer of all publishing dates in advance, so that the business office and the Publicity & Outreach Officer may prepare for distribution and advertising. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor serves as a member of MLA’s Publications Committee and receives a per-title honorarium. (rev. 2/2009) (rev. 3/2014)

 

V.H. MLA WEB SITE

 

V.H.1. PUBLICATION

 

The MLA web site (www.musiclibraryassoc.org) is the central repository for MLA’s virtual public documents. It aims to be a dynamic source of information about the organization and for its members. The site is managed using a content management system (CMS) with adherence to the MLA Web Style Guide.

 

V.H.2. WEB MANAGER

 

The Web manager of the MLA web site holds final responsibility for overseeing visual design, functionality, and content creation on the Music Library Association's web presence comprising several components including a content management system and wikis. Ensures that the Association’s web site is attractive, accurate, functional, and current. Advises the Board on web tools for the Association’s use (such as wikis, online document sharing, web conferencing, blogs, and other social media). As chair of the Web Committee, works closely with the Board and other MLA personnel in promoting and maintaining web-based tools for collaboration and administration. The Web Manager receives an honorarium, gratis MLA regular membership, and MLA annual meeting early-regular-member registration. (rev. 11/2012) (rev. 3/2014)

 

V.H.3. WEB COMMITTEE

 

The Web Committee maintains the Association’s web site and related online tools. Members of the committee will be assigned functional responsibilities related to the website (or other online tools) for which they are responsible. The committee will solicit and maintain content and work to ensure that systems are functional, and that content is accurate and current. Committee members are responsible for clear, consistent communication with assigned constituencies in MLA (chapters, committees, special officers, the Board, business office), and they ensure that members’ needs are being met to the greatest extent possible. The committee works with the Web Manager to advise the Board and the Association in all matters related to published web content and related web-based technologies. It establishes general policies and procedures related to the Association’s web presence, formulating policy related to web site design, maintenance, style, and content.

The Web Committee is chaired by the Web Manager. Ex-officio members include an A-R Editions representative and a Board member. Other members include at least three other MLA members with some web design experience or technological skills. (rev. 11/2012)

 

V.I. COPYRIGHT WEB SITE

 

V.I.1. PUBLICATION

 

The Copyright Web site (http://copyright.musiclibraryassoc.org/) is maintained by the Legislation Committee of MLA as a resource for anyone interested in issues of copyright as they apply to the fields of music and music librarianship.

 

V.I.2. EDITOR

 

The editor of the Copyright Web site solicits and develops content for the Copyright for Music Librarians site in collaboration with the MLA Legislation Committee, the MLA Web Manager, and the MLA Board and keeps content current.  The editor responds to queries sent to Copyright Web Site Editor, or forwards them to the Chair of the Legislation Committee for further consideration. The editor submits three reports to the President each year: the Annual Report (see section VI.D.7.), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September) and sends copies to the chair of the Publications Committee. The editor serves as a member of MLA’s Publications Committee and receives gratis MLA regular membership and MLA annual meeting early-regular-member registration.  (rev. 7/2011) (rev. 3/2014)

 


 

VI. COMMITTEES

 

(Section of the constitution and by-laws applicable to this section: VI.)

 

VI.A. APPOINTMENT OF COMMITTEES

 

VI.A.1. ELIGIBILITY

 

Committee membership is open to all personal and student members of the Association and to all persons designated as institutional representatives. MLA student members may not serve as committee chairs, as members of awards committees where members automatically rotate to chairpersonship, or on the Nominating Committee.  (rev. 07/2011) (rev. 5/2014)

 

VI.A.2. METHOD OF APPOINTMENT

 

Chairs of committees are appointed by the President in consultation with the Board and other parties as appropriate except when otherwise specified. Other committee members are appointed by the President in consultation with the chair of the committee and the Board, except when otherwise specified.

 

VI.A.3. TERMS OF OFFICE

 

Except when otherwise specified, committee chairs and members may serve no more than 4 consecutive years, as stated in the Report of the Ad Hoc Committee on Term Limit Appointments, August 2000. Service as a member does not preclude subsequent service as chair with four additional years. In consultation with the President, committee chairs may request the resignation of members who are not contributing to the fulfillment of the committee’s charge. Members may be reappointed after being off a committee for one year.

 

VI.A.4. EX-OFFICIO MEMBERS

 

Unless otherwise charged, ex-officio members have the same privileges and obligations as other committee members. The President may serve ex officio on all committees except the Nominating Committee. (5/2011)

 

VI.A.5. RESIGNATION

 

The resignation of a committee member is addressed to the President who may appoint an individual to fill the vacancy.

 

VI.A.6. SUBCOMMITTEES

 

The President appoints subcommittee members according to the procedures described above for committees. Subcommittees are responsible to and report to the parent committee. (rev. 7/2011)

 

VI.B. AUTHORITY AND REPORTING

 

All committees, unless otherwise specified in this handbook, report to the membership through the Board. Committees are appointed with power to take all steps necessary to carry out their charge while following the policies set forth in the constitution and by-laws and this handbook. However, it is the responsibility of committees to notify and consult with the President prior to taking significant actions, especially when they might be controversial or when they affect relations with other organizations.

 

VI.C. RESPONSIBILITIES OF THE COMMITTEE CHAIR

 

(Section of the constitution and by-laws applicable to this section: VI.F.)

 

The chair of each committee is responsible for assuring that the charge given to the committee by the President and the committee's obligations as described in section VI.A-G are carried out; and that committee members are kept fully advised of and involved in all committee activities.

 

VI.D. CONDUCT OF BUSINESS

 

(Section of the constitution and by-laws applicable to this section: XI.)

 

VI.D.1. PARLIAMENTARY AUTHORITY

 

The rules in the current edition of Robert's Rules of Order, Newly Revised govern the conduct of committees in all cases to which they are applicable and in which they are not inconsistent with the constitution and by-laws, any special rules of order the Association may adopt, or this Handbook.

 

VI.D.2. MEETINGS

 

Committees usually meet at the annual meeting of this Association. Other meetings may be arranged as necessary.

 

VI.D.3. QUORUM

 

A quorum of a committee consists of a majority of its members provided that the chair is present.

 

VI.D.4. VOTING

 

Written approval by members of a committee constitutes an affirmative vote.

 

VI.D.5. REPORTS AND RECOMMENDATIONS

 

Reports and recommendations of a committee can contain only what has been agreed to by a majority of its members.

Committee chairs are required to submit four reports each year. Three Board reports are submitted to the President per year, prior to each meeting of the MLA Board: a Spring report, due prior to the Board’s Spring meeting (usually May); a Fall report, due prior to the Board’s Fall meeting (usually September); and a report prior to MLA’s Annual Meeting during the winter. The majority of Board reports will be publicly posted before each Board meeting. Only Board reports which contain executive session information will not be publicly posted; see the Board Open Meeting Guidelines, posted on the Board page of the MLA site for a definition of executive session content.

In addition, an annual report (see section VI.D.7), is submitted after the end of the fiscal year in June. That report will be requested by and sent to the Planning and Reports Officer, who will announce the deadline for the annual report, typically August 1. All reports submitted to the Board should include reports of any and all subcommittees. (rev. 3/2014)

 

VI.D.6. MINUTES

 

Each committee keeps a record of its meetings in the nature of minutes for the use of the committee and the Board.

 

VI.D.7. ANNUAL REPORT

 

An annual report is submitted to the designated Board members by the date specified in the official calendar. The report should be in a form appropriate for publication.

 

VI.D.8. CONTINUITY

 

If appropriate, the committee prepares and maintains a handbook of policies and procedures to ensure continuity of the committee's work. Committees should use the Committee Handbook Template on the "Committees” section of the MLA Web Site (http://musiclibraryassoc.org/about.aspx?id=56). (rev. 9/2011)

 

VI.D.9. MAINTENANCE OF RECORDS

 

Committee files that are no longer required for current business are sent to the Archives of the Association.

 

VI.D.9.a. POLICY ON MACHINE-READABLE RECORDS

 

Paper is the preferred format for the records of the Music Library Association destined for the Archives, but duplicate electronic documentation is also highly desired.

 

1) Documents created on computers with word processing software should be saved in their final form on paper and kept as one would normally file paper records.

 

2) Other e-mail correspondence of a substantive nature should be saved on paper. Officers should use their discretion in determining what is substantive. Matters of policy, official business, discussions, problem solving, and the like should be saved.

 

3) Financial reports should be saved on paper at intervals coinciding with reporting. The Administrative Officer shall submit spreadsheets in both print (when feasible) and digital format at the end of his/her term.

 

4) Databases (survey information, for example, or address lists, etc.) should be printed in report format, if possible, but preserved also as electronic information on the MLA web site in order to maintain the capability for searching in the future.

 

5) Information submitted to the MLA Archives on disk should be documented thoroughly as to the software name and issue used, the type of hardware (including name and model number), and any special requirements for running the software on the hardware. Where possible, the software recommended for transacting MLA business should be used.

 

VI.E. BUDGET

 

VI.E.1. BUDGET REQUEST

 

If the work of the committee requires expenditures, the committee presents an annual budget request to the Finance Committee of the Association following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer eight weeks prior to the annual Finance Committee meeting in the Spring (May or June) of each fiscal year; the budget requests normally have a submission date deadline of four weeks before the Spring Board meeting. (rev. 5/2014)

 

VI.E.2. BUDGET APPROVAL

 

Following the Board meeting at which the budget for the next fiscal year is approved (normally in May or June) and before the beginning of the new fiscal year, the Fiscal Officer notifies committee chairs who have requested funding whether they have received an appropriation and if so, its amount.

 

VI.E.3. REIMBURSEMENT

 

Receipts for approved committee expenditures are submitted by the committee chair to the Administrative Officer of the Association for reimbursement. No money beyond that which is formally budgeted may be spent in the name of the Music Library Association without prior, formal approval by the Board of Directors. This includes travel expenses that must have been budgeted and approved in advance even if the Board has approved the activity requiring the travel. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)

 

VI.F. PUBLICATIONS

 

Committees that wish to publish the products of their work in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports or the MLA Index and Bibliography Series submit manuscripts to the appropriate editor. Other materials intended for publication or distribution under the Association's name, imprint or logo are submitted to the Publications Committee for review and then to the Board for approval.

 

VI.G. QUESTIONNAIRES

 

See II.A.5.k.

 

VI.H.CURRENT COMMITTEES (rev. 3/2009)

 

VI.H.1. GENERAL INFORMATION

 

(Section of the constitution and by-laws applicable to this section: VI.)

 

The Board or the Association may direct the President to appoint committees in addition to those specified by this Administrative Handbook.

 

Members of committees follow the relevant procedures and policies outlined for all committees in sections VI. A-G above. In addition, the chair of each committee except the Finance Committee submits a written report of interim activity to the President for each Board meeting by the date specified on the official calendar. (rev. 3/2009)

 

VI.H.2. DEVELOPMENT COMMITTEE

 

VI.H.2.a. CHARGE

 

The Development Committee plans a program and implements Board decisions regarding direction of the Association’s growth. This may be achieved, for example, by membership drives, fund raising, and public relations.

 

VI.H.2.b. MEMBERSHIP

 

The Development Committee includes the Publicity & Outreach Officer ex officio, the President ex officio, the Vice-President/Past President ex officio, the Administrative Officer ex officio, the Assistant Administrative Officer ex officio, the Marketing Subcommittee chair ex officio, and at least one MLA member not currently serving on the Board. (rev. 5/2013)

 

VI.H.2.c. PROCEDURES AND POLICIES

 

Members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G above.

 

VI.H.2.d. MARKETING SUBCOMMITTEE

 

The Marketing Subcommittee plans, coordinates, and executes the selling of merchandise as promotional and fundraising initiatives for the Association. All MLA merchandise must be approved by the Board of Directors in advance of its sale, and must display the full name and/or official logo of the Association. The Subcommittee coordinates the installation and staffing of the MLA Shop at annual Association meetings. The Advertising Manager, Publicity & Outreach Officer, and Administrative Officer serve as ex officio members of the subcommittee. (rev. 5/2013)

 

VI.H.3. EDUCATION COMMITTEE

 

VI.H.3.a. CHARGE

 

To devise and coordinate activities related to 1) continuing education for music librarianship, and 2) outreach education to those whose responsibilities include music, and to other audiences external to MLA, such as students and faculty in professional librarianship degree programs, and MLA's chapters. Activities can include, but are not limited to, coordinating the development and maintenance of websites that share MLA's expertise on various aspects of music librarianship; developing and sponsoring workshops; and developing and sponsoring conference and pre-conference sessions. The committee will maintain a rotation of session topics that focus on both music and non-music specific librarianship topics (preservation, effective leadership, etc.) and sponsor programs on such topics every few years. (rev. 4/2009)

 

VI.H.3.b. WORKSHOP PLANNING

 

1) The committee submits a preliminary program for the workshop to the Board for approval at its Spring meeting and a final program to the Board for approval at its fall meeting. In general, the committee is guided by practices applying to the main conference program. (rev. 5/2014)

2) In consultation with the convention manager and the program chair, the committee submits a budget for the workshop to cover the registration fee and appropriate expenses. This budget is submitted to the Finance Committee following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer eight weeks prior to the annual Finance Committee meeting in the Spring (May or June) of each fiscal year; the budget requests normally have a submission date deadline of four weeks before the Spring Board meeting. (rev. 9/2011) (rev. 5/2014)

 

It is considered that members of the Association will participate in the program of the workshop without reimbursement by the Association. In the event that a non-member can provide a perspective to the program of benefit to the registrants, the Board may authorize expenses.

 

3) It is recommended that the committee maintain a procedural manual for workshop planning.

 

VI.H.3.c. OTHER PROCEDURES AND POLICIES

 

In all matters, members of the committee follow relevant procedures and policies outlined for committees in sections VI. A-G above.

 

VI.H.3.d. EDUCATIONAL OUTREACH PROGRAM SUBCOMMITTEE

 

The Educational Outreach Program Subcommittee provides instruction on music librarianship to librarians and library groups outside of MLA. The Educational Outreach Program's primary audience is non-music specialists, support staff and library students, but also includes practicing music librarians wishing to improve and update their skills. The program trains instructors and develops course materials that can be used in face-to-face instruction in workshops that are held in conjunction with MLA chapter meetings, meetings of other library associations, or as stand-alone sessions. (rev. 9/2011)

 

VI.H.4. FINANCE COMMITTEE

 

VI.H.4.a. CHARGE

 

The charge of the Finance Committee is identical to that of the Fiscal Officer. See section II. E. 12. a. (Board of Directors: Fiscal Officer) for the procedures and policies to be followed.

 

VI.H.4.b. MEMBERSHIP

 

The Finance Committee consists of six voting members, of which the Fiscal Officer (who serves as Chair of the committee) is specified by the constitution.  Additionally, the constitution specifies that the Administrative Officer works with the Finance Committee on fiscal matters and prepares the budget with the Finance Committee.  The Administrative Officer, Assistant Administrative Officer, Assistant Fiscal Officer, President and Vice/Past President customarily meet with the Finance Committee and are voting members. (rev. 4/2009) (rev. 3/2011) (rev. 5/2014)

 

VI.H.4.c. OTHER PROCEDURES AND POLICIES

 

Members of the Finance Committee receive reimbursement for whatever part of the door-to-door transportation expenses to-and-from meetings is not borne by their home institution.

 

In other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G above.

 

VI.H.4.d. INVESTMENTS SUBCOMMITTEE

 

The Investments Subcommittee tracks and monitors MLA’s investments, provides information and advice to the Finance Committee and Board about investments, and reports on the performance of investments, in accordance with the financial objectives and policies set by the Board and in the context of MLA’s relationships with professional investment advisers. The Subcommittee will periodically evaluate MLA’s risk profile to ensure that it continues to meet the Association’s financial objectives. Membership consists of: Administrative Officer, chair; Assistant Administrative Officer, Fiscal Officer, Assistant Fiscal Officer (ex officio); three MLA members each serving three-year staggered terms. (rev. 12/2012) (rev. 5/2014)

 

VI.H.5. NOMINATING COMMITTEE

 

VI.H.5.a. CHARGE

 

The Nominating Committee seeks candidates for offices whose terms are next to expire and recommends persons to receive citations.

 

a) In choosing candidates, the committee consults with members of the Association, chapter and committee chairs, and members of the Board of Directors. Candidates for office must be personal members of the Association. Candidates for Vice-President/President-Elect must be members of IAML prior to standing for election. Membership need not be a pre-requisite to the receiving of a citation, but the recipient should have contributed to the national affairs of the Association and to the furthering of the Association's aims, even if not via MLA directly. (rev. 3/2011)(rev. 5/2013)

b) The chair of the committee secures written expression of the willingness of a candidate to run for office and to perform the duties of office if elected. The chair also informs candidates that, although those elected are invited to attend the Board meeting following their election, the Association will not reimburse them for transportation expenses since they will not yet have begun their terms of office.

 

c) The slate and the names of those recommended for citations are submitted for approval to the Board of Directors no fewer than sixty days before the annual meeting (usually at the Board's last meeting before the date in the official calendar by which notice of the names of candidates is to be received by the business office). The Nominating Committee regards the recommended slate as confidential and labels it as such in written form until the Board has approved it. The chair makes it clear to the candidates that they are not officially nominated until the Board approves the slate and candidates should be urged to keep their candidacy confidential.

 

d) Upon approval of the slate, the chair obtains biographical and professional information from candidates for office for inclusion on the ballot. The chair sends camera-ready copy for the ballot to the Administrative Officer by the date indicated in the official calendar.

 

e) The President at the annual business meeting of the Association makes announcement of the recipients of citations. (The President is responsible for having the text of the citation written and commissions a calligrapher to prepare the presentation version of the citation).

 

f) The file documenting the committee's work is submitted to the President by the annual meeting.

 

VI.H.5.b. MEMBERSHIP

 

The President will appoint one non-Board member to serve as chair-elect in his or her first year on the committee; that person will continue to serve on the committee for a second year as chair. The Nominating Committee includes five members, only one of whom may be a member of the Board of Directors. Only the chair may serve a consecutive term, and that person may only serve two consecutive years. All members of this committee must be personal members. (rev. 7/2011) (rev. 5/2013)

 

VI.H.5.c. OTHER PROCEDURES AND POLICIES

 

In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI.A-G. above.

 

VI.H.6. PROGRAM COMMITTEE

 

VI.H.6.a. CHARGE

 

The Program Committee, in cooperation with the Convention Manager, is responsible for preparing the programs for annual meetings and for conducting all business concerning these programs.

 

VI.H.6.b. MEMBERSHIP

 

The Program Committee consists of six regular members; two members will be newly appointed each year for three-year terms; of these two, one will chair the committee the following year.  In addition, there are the following ex-officio members: the liaison from the board, a representative of the Education Committee, chair of the Local Arrangements Committee, and the Convention Manager. Regular members shall serve through the end of the annual meeting for which they were appointed.  Four members will be appointed two years before the annual meeting.  One will chair the committee, one will represent special committees, one will represent the roundtables, and one will be a member-at-large.  The fifth voting member will be the chair of the following year’s Program Committee when appointed.   The Program Chair works closely with the chair of the Education Committee.

 

The Program Committee may request travel, lodging, and honoraria for plenary session speakers who are not MLA members during the annual meeting.

In some circumstances, MLA may offer travel and lodging to non-MLA speakers at non-plenary program sessions.

Any requests are to be made for the Spring Board meeting and become part of the Convention budget.  These requests should be made through the Convention Managers.  (rev. 4/2009) (rev. 12/2013) (rev. 5/2014)

 

VI.H.6.c. PROCEDURES AND POLICIES

 

The Program Committee reports directly to the Board of the Association. For the fall Board meeting, the Convention Manager prepares a unified budget from those proposed by the Program Committee, the Local Arrangements Committee, and the Education Committee (if there is to be a pre- or post-conference workshop), and it is then submitted to the Finance Committee. The Board approves the proposal or recommends changes. The Convention Manager is responsible for negotiating the arrangements and expenses for audio-visual equipment and refreshments with the convention hotel.

 

Other guidelines and procedures to be followed are set forth in the Handbook for Local Arrangements and Program Chairs and in the relevant procedures and policies outlined for committees in sections VI. A-G above.

 

VI.H.7. PUBLICATIONS COMMITTEE

 

VI.H.7.a. CHARGE

 

The MLA Publications Committee provides general direction for the Association’s publications program (both print and electronic), which is currently represented by the quarterly journal Notes, three co-published monographic series, the MLA Newsletter, the Music Cataloging Bulletin, and the Basic Music Library. Working closely with MLA’s co-publisher, A-R Editions, the committee establishes general policies and procedures; provides a forum for the exchange of ideas, problems, and concerns relating to MLA’s publications; and, under the direction of the MLA Board, initiates regular strategic planning within the context of an ever-changing publications landscape. The committee does not approve individual publications or make editorial decisions; however, it is available to provide guidance to editors, committees, and chapters. (rev. 2/2013)

1) Budget requests for the MLA Technical Reports, the MLA Index and Bibliography Series, the MLA Basic Manual Series, the Music Cataloging Bulletin, the MLA Newsletter, and the MLA Web site are solicited by the Fiscal Officer from each editor; the Publications Committee does not perform any approval function in this process. The budget request for NOTES is transmitted directly from its editor to the Fiscal Officer. (rev. 5/2014)

 

2) Each chapter chair, or his/her representative, keeps the chair of the Publications Committee informed of chapter projects that may result in publications. The chair of the Publications Committee, in turn, serves as liaison with the Board of Directors regarding chapter publications along with the Vice-President/Past President, who has general responsibility for liaison between the Board and chapters.

 

As chapters formulate plans for publications, the Publications Committee is available for advice and consultation, especially as to whether a proposed publication might be suitable for national rather than regional release and distribution. The chapter chair sends a final draft copy of each proposed publication to the chair of the Publications Committee, indicating when publication is expected and the proposed price to be charged. After release, a copy of each publication is sent to the Vice-President or Past President, the archives, and the Administrative Officer. Copies or news of publications may be sent to the editors of NOTES and the Newsletter.

 

Chapters may recover the full editorial, production, and distribution costs of publications. A reasonable additional sum may also be included in the price to help underwrite future editions or other publications.

 

Chapter newsletters, announcements of meetings, and the like, are exempted from the regulations above. Copies of such releases, however, are routinely sent to the President, Vice-President/Past President, Administrative Officer, the archives, and editors of the MLA Newsletter and NOTES.

 

3) Committees that wish to publish the products of their work in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports, the MLA Index and Bibliography Series, or the MLA Basic Manual Series submit manuscripts to the appropriate editor. Other materials intended for publication or distribution under the Association's name, imprint or logo are submitted to the Publications Committee for review and then to the Board for approval. (rev. 5/2014)

 

4) Vendors may return MLA publications for credit of the purchase price only, during a period no earlier than six months after purchase and no later than twelve months after purchase.

 

VI.H.7.b. MEMBERSHIP

 

Committee membership consists of:

 

1) An appointed chair who oversees the work of the committee's charge and is ultimately responsible for its implementation. He/she reports to the Board as outlined in section VI. A-G above, but because the work of this committee generates part of the Association's income as well as its expenses, the chair stays in especially close contact with the President (see also II. B. 1.).

 

2) The Administrative Officer of the Association.

 

3) The Assistant Administrative Officer of the Association.

 

4) The Publicity & Outreach Officer of the Association.

 

5) The Advertising Manager.

 

6) The editor of NOTES.

 

7) The NOTES Assistant Editor for Electronic Vendors

 

8)The editor of the MLA Newsletter.

 

9) The editor of the Music Cataloging Bulletin.

 

10) The editor of the MLA Index and Bibliography Series.

 

11) The editor of the MLA Technical Reports.

 

12) The editor of the Basic Manual Series.

 

13) MLA Web Manager.

 

14) The editor of the Copyright Web site. (rev. 7/2011)

15) MLA Business Office Manager.

 

VI.H.7.c. OTHER PROCEDURES AND POLICIES

 

Other guidelines and procedures to be followed are set forth in the Handbook for the Publications Chair.

 

In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI.A-G. above.

 

VI.H.8. CAREER DEVELOPMENT and SERVICES COMMITTEE

 

The Career Development and Services Committee exists to provide ongoing programsthat assist music librarians to secure suitable and relevant employment and to establish and maintain viable and meaningful career paths. The membership of the Committee seeks to provide experienced and unbiased mentoring and counsel on matters pertaining to career development and workplace dynamics. In addition, the Committee monitors developments in personnel-related areas and seeks to provide guidance through individualized counseling and, as deemed beneficial, sponsor or provide relevant Conference programming. (rev. 4/2009)

VI.H.8.a. NEW MEMBERS FORUM

 

The purpose of the New Members Forum is to welcome first-time attendees and new members of MLA at the start of each annual meeting; provide an overview of MLA, including the structure of the organization, and how to navigate the annual meeting itself; provide an opportunity for new members to meet members of the MLA Board and various committee members and learn what MLA has to offer, especially to a new member. (rev. 4/2009)

 

The Subcommittee will plan an event just prior to the opening reception of MLA at each annual meeting. New members and first-time attendees will be invited, as well as various speakers and mentors participating in the Mentoring Program. (rev. 4/2009)

 

VI.H.9. AWARDS COMMITTEES

 

The committees’ recommendations are made in the form of a report to the President, who then presents them to the Board for approval. The President announces names of recipients at the annual business meeting of the Association. The President also communicates news of the award to each recipient, enclosing a check from MLA in an amount specified by the Board.

 

VI.H.9.a. PUBLICATION AWARDS COMMITTEE

 

The Publication Awards Committee recommends to the Board publications that it regards as qualified to receive the following prizes awarded annually by MLA:

 

1) The Vincent H. Duckles Award for the best book-length bibliography or other research tool in music, including works dealing with music librarianship;

 

2) The Richard S. Hill Award for the best article on music librarianship or article of a

music-bibliographic nature.

 

3) The Eva Judd O'Meara Award for the best review in NOTES.

 

Publications are considered during the year following their imprint date and awards are announced at the annual meeting in the year following, that is, prizes for publications issued in 1981 are announced in 1983, etc.

 

The Awards Committee consists of three members each with staggered three-year terms. The chair rotates each year to the member beginning the third year of his or her term. All members of this committee must be personal members. (rev. 7/2011)

 

VI.H.9.b. WALTER GERBOTH AWARD COMMITTEE

 

The Walter Gerboth Award Committee consists of three members, with staggered three-year terms, appointed by the President. The chair rotates each year to the member beginning the third year of his or her term. All members of this committee must be personal members. The Committee recommends the recipient or recipients of the Walter Gerboth Award to the Board annually. The award, made to music librarians who are members of the Association and in the first five years of their professional careers, is made to help support a research project in progress. (rev. 7/2011)

 

VI.H.9.c. DENA EPSTEIN AWARD COMMITTEE

 

The Dena Epstein Award Committee consists of three members, with staggered three-year terms, appointed by the President to recommend to the Board annually one or more recipients of the Dena Epstein Award for Archival and Library Research in American Music. American music is defined broadly. The chair rotates each year to the member beginning the third year of his or her term. All members of this committee must be personal members. The award is made to support a research project on any aspect of American music, utilizing resources or archives within the United States or abroad. For the purposes of the award, "American music” is defined here as music directly relating to or that has some direct connection with the United States of America. Dena Epstein serves on the Committee ex officio. (rev. 7/2011) (rev. 9/2011)

 

VI.H.9.d. KEVIN FREEMAN TRAVEL GRANT COMMITTEE

 

The Kevin Freeman Travel Grant Committee consists of three members, with staggered three-year terms, appointed by the President to recommend to the Board annually one or more recipients of Kevin Freeman Travel Grants. The chair rotates each year to the member beginning the third year of his or her term. At least one member of the Committee shall be from the California Chapter. All members of this committee must be personal members. Kevin Freeman Travel Grants may be given to members of the Music Library Association who are in the first three years of their professional careers, graduate library school students aspiring to become music librarians, or recent graduates (within one year of degree) who are seeking professional positions as music librarians.  At least one grant will be awarded to a first-time attendee, if applicable. Grants support travel costs and other expenses relating to meeting attendance, including a registration fee waiver. The number of grants awarded will be determined by the income available from the endowment fund. (rev. 7/2011) (rev. 5/2014)

 

VI.H.9.e. CAROL JUNE BRADLEY AWARD COMMITTEE

 

The Carol June Bradley Award Committee consists of three members, with staggered three-year terms, appointed by the President, to recommend to the Board annually a recipient of the Carol June Bradley Award for Historical Research in Music Librarianship. The chair rotates each year to the member beginning the third year of his or her term. All members of this committee must be personal members. The award is made to support a research project for historical research in music librarianship. The Carol June Bradley Award is suspended until 2019, to allow for a fundraising campaign to bring the award fund to $25,000. (rev. 7/2011) (rev. 9/2013)

 

VI.H.10. BIBLIOGRAPHIC CONTROL COMMITTEE

 

The Bibliographic Control Committee maintains formal channels of communication among music catalogers, between music catalogers and the Library of Congress, and with other groups requiring carefully formulated positions on bibliographic control of music materials. It thus participates in maintaining and revising national and international codes for both descriptive cataloging and electronic transmission of bibliographic data.

 

The membership of the Bibliographic Control Committee consists of the following: chair; chair, Subcommittee on Descriptive Cataloging; chair, Subcommittee on Subject Access; chair, Subcommittee on MARC Formats; chair, Authorities Subcommittee; chair, Metadata Subcommittee; the SACO Music Funnel coordinator; a representative from Library of Congress (ex officio); a representative from OCLC (non-voting); and the editor of the Music Cataloging Bulletin (non-voting); and a recording secretary/webmaster (non-voting). The chair constitutes working groups as necessary. There are representatives from the Committee to the following outside organizations: the ALA/ALCTS/CCS Committee on Cataloging: Description and Access (CC:DA); the ALA/ALCTS Subject Analysis Committee (SAC); the MARC Advisory Committee (which meets concurrently with the ALA/ALCTS/LITA/RUSA Machine-Readable Bibliographic Information Committee (MARBI)); and the ALA/LITA/ALCTS Authority Control in the Online Environment Interest Group (ACIG); and the Online Audiovisual Catalogers Cataloging Policy Committee (OLAC-CAPC); and the ALA/ALCTS Metadata Interest Group. (rev. 6/2005) (rev. 3/2011)

 

VI.H.10.a. SUBCOMMITTEE ON DESCRIPTIVE CATALOGING

 

The Subcommittee on Descriptive Cataloging formulates MLA policy on all matters related to the descriptive cataloging of music materials in libraries. Specifically, the Subcommittee is responsible for all matters concerning the Anglo-American Cataloguing Rules, the documents known collectively as the International Standard Bibliographic Description, Library of Congress Rule Interpretations and other supplemental guidelines, publications, and policies regarding the content (but not the encoding or transmission) of descriptive portions of the machine-readable bibliographic record. Further, the Subcommittee tends to other matters deemed pertinent by the Bibliographic Control Committee. The Chair serves as the MLA representative to the ALA/ALCTS/CCS Committee on Cataloging: Description and Access (CC:DA). (rev. 4/2009)

 

VI.H.10.b. SUBCOMMITTEE ON SUBJECT ACCESS

 

The Subcommittee on Subject Access formulates MLA policy on all matters related to access to music materials via subject, including document classification, thesauri of indexable terms, and capabilities for subject access to online bibliographic records. Specifically, the Subcommittee is responsible for all matters concerning the Library of Congress Subject Headings, Library of Congress Classification: M, Dewey Decimal Classification 780, and in general the content of such areas of the online record as may be pertinent to subject access (but not their encoding or transmission). Further, the Subcommittee tends to other matters deemed pertinent by the Bibliographic Control Committee. The Chair serves as the MLA representative to the ALA/ALCTS Subject Analysis Committee (SAC). (rev. 4/2009)

 

VI.H.10.c. SUBCOMMITTEE ON MARC FORMATS

 

The MARC Formats Subcommittee formulates MLA policy on all matters related to the MARC 21 formats. Specifically, the Subcommittee is responsible for: the review and evaluation of proposed standards for their impact on the music library community, including MARC conversion issues as they relate to BIBFRAME; the proposal of new standards to meet the needs of the music library community; and the education of MLA members about issues pertinent to the various MARC 21 formats, including future revisions. Further, the Subcommittee tends to other matters deemed pertinent by theBibliographic Control Committee. The Chair serves as the MLA representative to the MARC Advisory Committee.(rev. 4/2009)(rev. 12/2013)

 

VI.H.10.d. AUTHORITIES SUBCOMMITTEE

 

The Authorities Subcommittee formulates MLA policy on all matters related to the authority control of music materials in libraries. Specifically, the Subcommittee examines and proposes changes to the policies and conventions related to establishing, maintaining, and using authority data (names, titles, subjects) in bibliographic online environments. Any modifications to descriptive, subject, or coding conventions needed to support improved authority control are to be identified and referred to the appropriate Subcommittee. Further, the Subcommittee tends to other matters deemed pertinent by the Bibliographic Control Committee. The Chair serves as the MLA representative to the ALA/LITA/ALCTS Authority Control Interest Group (ACIG) and to the Online Visual Catalogers Cataloging Policy Committee (OLAC-CAPC). (rev. 4/2009)

 

VI.H.10.e. METADATA SUBCOMMITTEE

 

The Metadata Subcommittee formulates MLA policy on all matters related to non-MARC metadata standards and to promote awareness of non-MARC metadata issues within the Association. Specifically, the Subcommittee provides forums for the discussion of music metadata issues, participates in the development of metadata standards as appropriate, and facilitates the creation of guidelines and best practices for the application of metadata standards to musical materials. The Subcommittee will also work over time to integrate non-MARC metadata knowledge and activities into the work of the Association, especially other BCC Subcommittees. Further, the Subcommittee tends to other matters deemed pertinent by the Bibliographic Control Committee. The Chair serves as the MLA representative to the ALA/ALCTS Metadata Interest Group. (rev. 4/2009) (rev. 3/2011)

 

VI.H.11. LEGISLATION COMMITTEE

 

The Legislation Committee provides current information to the membership regarding the status of legislation and other legal matters likely to affect music libraries. When appropriate the committee prepares position papers representing the opinion of the membership for government agencies such as the Copyright Office.  The Chair of the Legislation Committee serves as the Association’s liaison to the ALA Legislation Assembly Subcommittee. (rev. 11/2013) (rev. 5/2014)

 

VI.H.12. PRESERVATION COMMITTEE

 

The Preservation Committee coordinates preservation activities within the Music Library Association by keeping the membership informed of ongoing research and development in preservation, encouraging appropriate ways of handling music materials, and addressing specific preservation problems. The Committee concerns itself with the preservation of all forms of music materials, print and other media, held by libraries and archives. (rev. 8/2006)

 

VI.H.13. PUBLIC LIBRARIES COMMITTEE

 

The Public Libraries Committee identifies the problems and interests of public librarians who work with music materials, and provides a forum for information exchange and discussion.

 

VI.H.14. PUBLIC SERVICES COMMITTEE

 

The Public Services Committee studies current issues, trends, and developments relating to interactions of music librarians and their clientele within the context of serving the orientation, education, and information needs of library users. It disseminates information on these aspects of music librarianship to the membership of MLA, and it recommends to the Board appropriate actions or projects, e.g. workshops, publications, clearinghouses, subcommittees to accomplish its charge.

 

The membership of the Public Services Committee consists of the following: chair; chair of the Instruction Subcommittee; chair of the Reference Sources Subcommittee; chair of the Reference and Access Services Subcommittee.

 

VI.H.14.a. INSTRUCTION SUBCOMMITTEE

 

The Instruction Subcommittee collects and facilitates the exchange of information concerning library and bibliographic instruction programs in the area of music; develops library programs, workshops, and presentations which increase awareness of, interest in, and skill at instruction concerning music in libraries and music bibliography, contacts other groups interested in library instruction and orientation and shares music experiences with them, provides a link between the general library program and the more specialized music instruction programs, and provides a source to which interested music librarians may apply for information about existing techniques and programs for assistance and guidance in developing new programs or expanding current ones and demonstrating the need and philosophical justifications for programs in their own library systems. (rev. 3/2007)

 

VI.H.14.b. REFERENCE SOURCES SUBCOMMITTEE

 

The Reference Sources Subcommittee facilitates the exchange of and access to information concerning reference sources in music; develops programs, workshops, presentations, and collaborative tools to enhance knowledge and evaluation skills on the part of librarians and library patrons; and fosters relationships between content creators, providers, and users. (rev. 4/2009)

 

VI.H.14.c. REFERENCE AND ACCESS SERVICES SUBCOMMITTEE

 

The Reference and Access Services Subcommittee investigates aspects of public services interactions, including the examination of past and present trends, and projection of future trends in public services. Members explore the various divisions of music library public services, including reference, circulation, reserves, special collections access, and interlibrary loan, and the intersections of these areas with other library activities. (rev. 4/2009)

 

VI.H.15. RESOURCE SHARING AND COLLECTION DEVELOPMENT COMMITTEE

 

The Resource Sharing and Collection Development Committee gathers information about resource sharing among music libraries; studies and evaluates different methods of collection assessment and their application to music collections; and disseminates information on resource sharing and collection development to the membership of MLA and within wider library circles; and creates "recommended" lists.

 

VI.H.16. LOCAL ARRANGEMENTS COMMITTEE

 

The Local Arrangements Committee works with the Convention Managers and the Program Committee to prepare for the annual meeting. The Development Officer is an ex-officiomember of the Local Arrangements Committee. (rev. 7/2011)

 

VI.H.17. EMERGING TECHNOLOGIES AND SERVICES COMMITTEE

 

The Emerging Technologies and Services Committee identifies and evaluates current trends, tools, services, and developments relating to solutions and systems used by libraries and librarians, with special attention to their handling of music materials, incorporating a balance of public services and technical services aspects. The committee identifies requirements that are unique or of special concern for music materials for library systems of all types and coordinates and facilitates the exchange of this information. The committee designates a committee member to serve as coordinator for the Users Groups, which includes placing requests for a time and meeting spaces at the Music Library Association annual meetings, the gathering of annual updates and submission for posting on the MLA web site, and facilitating communication among the Users Groups. (rev. 4/2009)

 

VI.H.18. ORAL HISTORY COMMITTEE

 

The charge of the Oral History Committee is to develop a plan for documenting MLA's history through oral history interviews.

 

VI.H.19. MEMBERSHIP COMMITTEE

 

The charge of the Membership Committee is to increase and diversify significantly MLA’s membership in all categories by reaching out to the broad range of populations we serve, as well as develop and implement an active and successful means of retaining current and future members by identifying and promoting the benefits and added value of membership in our Association. (rev. 2/2012)

 

VI.H.20. ARCHIVES AND SPECIAL COLLECTIONS COMMITTEE

 

The Archives and Special Collections Committee identifies the concerns and interests of music librarians responsible for archives and special collections, educates the membership on best practices for archival processing and description of music materials, and provides a forum for information exchange and discussion among music archivists and librarians. (rev. 4/2013)

 

VI.H.21. PLANNING COMMITTEE (added 9/2013)

VI.H.21.a. CHARGE

 

The charge of the Planning Committee is to consider matters relating to the

administrative structure of the Association, and to study proposals and carry out long-range planning for the Board’s consideration, based on information and requests from Officers, Board members, and committee and roundtable reports. (rev. 5/2014)

VI.H.21.b. MEMBERSHIP

The Planning Committee consists of five voting members. The Planning and Reports Officer serves as Chair of the committee. The Assistant Planning and Reports Officer, the Recording Secretary, and the Parliamentarian and Assistant Parliamentarian are voting members.

VI.H.21.c. OTHER PROCEDURES AND POLICIES

Members of the Planning Committee receive reimbursement for whatever part of the door-to-door transportation expenses to-and-from meetings is not borne by their home institution.

In other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G above

 


 

VI. I. JOINT COMMITTEES

 

VI. I. 1. CHARGE

 

Joint committee members carry out the charge given them by the President. Their duties are: to represent, protect, and promote the interests of the Association; to convey significant news about the other organization to the Music Library Association; and to recommend to the Board of Directors projects in which the Association might participate.

 

VI. I. 2. PROCEDURES AND POLICIES

 

Members of joint committees follow the relevant procedures and policies outlined for all committees in sections VI. A-G above.

 

VI. I. 3. CURRENT JOINT COMMITTEES

 

a. American Musicological Society: Joint Committee On RISM. This committee is composed of six members, three from each of the two societies. Members serve for a term of three years. The chair, which is appointed by the presidents of the American Musicological Society and the Music Library Association, rotates every three years between the two societies. The committee oversees the collecting activities of the International Inventory of Musical Sources (RISM) in the United States. (rev. 6/2005)

 

The ranking MLA representative (chair or outgoing/incoming chair) coordinates budget requests and expenses for the MLA. (rev. 5/2014)

 

b. American Musicological Society: Governing Board Of RILM-U.S. Office. The presidents of the two organizations each appoint one member of this committee, who in turn elect the chair annually. The committee oversees the operations of the RILM-U.S. Office, receives its reports, and takes responsibility for the financial support of the office. It makes financial and substantive reports to the two organizations and other funding organizations.  (rev. 3/2011) (rev. 5/2014)

 

c. Music Publishers Association: Major Orchestra Librarians' Association Joint Committee. The committee meets twice a year to discuss and make recommendations on issues raised by members of the three associations. The MLA members comprise a coordinator of MLA representatives, the President, ex officio or designee, and at least two other members. The committee has no chair. Representatives of each association alternate as presiding officer of the committee.

 

VI.J. TASK FORCES

 

Task forces may be created and appointed by the President, in consultation with the Board of Directors, to perform charges as defined in letters of appointment. Each task force is by definition ad hoc, and shall continue in existence until its purpose is accomplished or the President, in consultation with the Board of Directors, discharges it.

 


 

VII. CHAPTERS

 

(Section of the constitution and by-laws applicable to this section: II.A, VIII.)

 

VII.A. PURPOSES OF CHAPTERS

 

1) To promote cooperation among music librarians and among libraries within a given region.

 

2) To provide a forum for discussion of library matters, some of which may be more specific or more regional in nature than those on programs at national meetings.

 

VII.B. GUIDELINES FOR ESTABLISHING CHAPTERS

 

Members of the Association in any locality may establish a chapter upon approval of the Board of Directors. The members planning the formation of a chapter indicate their intention to the Vice-President/Past President who conveys it to the Board on their behalf. The business office can provide a list of members in the region specified and this list can serve as the new chapter's first mailing list. Subsequently, the chapter may seek to increase its membership by communicating with other persons in its area who are not members of the Association.

 

The first meeting may be organizational so that the chapter's objectives and policies can be defined.

 

VII.C. GENERAL REQUIREMENTS AND POLICIES

 

Though chapter Chairs must be members of the Association, other members need not be either personal members of the Association or official designees to the Association from their institution. Individuals may join more than one chapter. Each chapter must have at least two officers, a Chair, who must be a member of the Music Library Association, and a Secretary. No term of office may be longer than two years. The chapter decides whether incumbents may succeed themselves.

 

Chapters adopt their own rules or by-laws in consonance with the Constitution and By-laws of the Association (included should be clauses similar to articles IIB and XII, which protect their potential for tax-exempt status) and with such guidelines as may be provided by the Board of Directors.

 

Chapters may assess annual dues to cover expenses connected with chapter activities.

 

In addition to holding meetings, the chapters may engage in any activities which conform to the purposes of the Association as set forth in Article II of the Constitution and By-laws and to such guidelines as may be approved by the Board.

 

A report of chapter activities and a list of chapter officers should be submitted annually to the Vice-President/Past President by the date specified in the official calendar. The report should be in a form appropriate for publication.

 

Any changes in chapter officer information should be submitted quarterly to the Vice-President/Past President as per the schedule published in the MLA official calendar.

 

Changes to a Chapter's by-laws, structure, or chair and a description of gross income over $25,000 must be reported to the Administrative Officer annually by the date specified in the official calendar in order to retain the Chapter's tax-exempt status with the IRS.

 

VII.D. SOME PRACTICES FOLLOWED BY VARIOUS CHAPTERS

 

The frequency and length of meetings are decided locally and are determined by such considerations as the size of the geographical area encompassed by the chapter, travel time necessary to come to meetings, availability of meeting facilities, and personal schedules of individual participants. Chapters meet at least once a year. Meetings may be held in conjunction or simultaneously with those other library associations or with professional associations representing interests similar to those of MLA. A modest registration fee is often charged for chapter meetings to help defray their expenses.

 

VII.E. CHAPTER PUBLICATION POLICY

 

Each Chapter Chair, or his/her representative, keeps the Chair of the Publications Committee of the Association informed of Chapter projects that may result in publications. The Chair of the Publications Committee, in turn, serves as a liaison with the Board of Directors regarding chapter publications along with the Vice-President/Past President, who has general responsibility for liaison between the Board and chapters.

 

As chapters formulate plans for publications, the Publications Committee is available for advice and consultation, especially as to whether a proposed publication might be suitable for national rather than regional release and distribution. The Chapter Chair sends a final draft copy of each proposed publication to the Chair of the Publications Committee, indicating when publication is expected and the proposed price to be charged. After release, a copy of each publication is sent to the Vice-President or Past President, the archives and the Executive Secretary/Treasurer. Copies or news of publications may be sent to the editors of NOTES and the MLA Newsletter.

 

Chapters may recover the full editorial, production, and distribution costs of publications. A reasonable additional sum may also be included in the price to help underwrite future editions or other publications.

 

Chapter newsletters, announcements of meetings, and the like are exempted from the regulations above. Copies of such releases however are routinely sent to the President, Vice-President/Past President, Administrative Officer, Archives, and editors of the MLA Newsletter and NOTES.

 

VII.F. CHAPTER GRANTS

 

All chapters may apply for funding from the national organization. They should apply to the chapter liaison (Vice-President/Past President) by the publicized deadline. The chapter liaison will present the applications to the Board of Directors for consideration at its May/June meeting. When grants of support are made to a chapter, the excess of the grant over the amount expended need not be reimbursed to the national organization but may be used by the chapter for projects of a similar nature. The chapter must provide a written report to the Board on how the entire grant was used.

 

VII.G. REPORTS(added 3/2014)

Chapter chairs are required to submit an annual report after the end of MLA’s fiscal year in June. The Planning and Reports Officer will notify chapter chairs as to the deadline for the report, typically August 1.Reports will record the year's activity and present plans for the following year.


 

VIII. ROUNDTABLES

 

Roundtables are assemblies of members of the Association that convene at the Association's annual meeting to exchange ideas on topics not specifically addressed by the committees of the Association. A list of existing roundtables may be found in the MLA Administrative Structure. Roundtables should use the Roundtable Guidelines the "Round Tables” section of the MLA Web Site (http://www.musiclibraryassoc.org/?page=roundtableguidelines). (rev. 9/2012)

 

VIII.A. AUTHORIZATION AND RENEWAL

 

The President may authorize the establishment of a roundtable for a period of four years.

 

Upon expressions of interest from MLA members, the President will then ask for six letters of support from members in good standing of the Association to be sent to the Assistant Planning and Reports Officer (APRO), identifying a common area of concern; the President will be notified when six letters are received. Application for a roundtable can be made at any time during the year, with the term of the roundtable beginning at the end of the next annual meeting.

 

Renewal of the authorization for another four years also requres six letters of support from members in good standing. The letters, which may be in either paper or electronic form, are due to the APRO by February 1 of the year of expiration. After the February 1 deadline the APRO will report to the President whether those roundtables have been renewed or not.

 

The President may dissolve a roundtable at any time, if it appears that it no longer serves a need or that a committee of the Association could carry on its work more effectively. A roundtable that has not been renewed may again be authorized after a hiatus of at least one year following the same guidelines for the establishment of a new roundtable. (rev. 9/2012); rev. 5/2013)

 

VIII.B. STRUCTURE

 

Each roundtable is led by a Coordinator appointed by the President in consultation with the Board and other parties as appropriate. Coordinators must be current, personal members of MLA. The Coordinator serves no more than four consecutive years unless an exception is made by the President. Co-coordinators are discouraged. There are no other officers and no specified membership. Roundtables do not have members; they have attendees. (rev. 9/2012)

 

VIII.C. MEETINGS

 

Roundtable meetings and other roundtable activities may be announced in the MLA Newsletter and listed in the program of the annual meeting.

 

VIII.D. PROJECTS

 

Roundtables are discouraged from pursuing formal projects, but in special circumstances, a roundtable might undertake a project. In such a case, the Coordinator must consult with the Board via the Assistant Planning and Reports Officer to ensure that any project is consistent with the goals and programs of the Association. Funding may be made available by the Board for selected roundtable projects. Requests for funding should be submitted to the Fiscal Officer no later than four weeks before the Spring Board meeting. (rev. 9/2011) (rev. 9/2012) (rev. 5/2014)

 

VIII.E. ANNUAL REPORTS

 

Roundtable coordinators are responsible for submitting summaries of conference activities to the MLA Newsletter editor for inclusion in one of the three issues that follow the annual meeting. The report should summarize the content of meetings, the attendance, and plans for future meetings and activities.

 

VIII.F. PUBLICATIONS

 

As a general rule, roundtables are discouraged from issuing separate newsletters.

 

VIII.G. BOARD LIAISON

 

The Assistant Planning and Reports Officer will act as the liaison between the Board and the roundtable coordinators, and will schedule a meeting with the coordinators. The Board liaison is charged with maintaining the list of current Roundtable Coordinators, and sending any changes to the list to the Administrative Officer. (rev. 5/2014)

 

Appendix A: Notes on Parliamentary Practice in the MLA Board

As outlined in MLA’s Constitution, the parliamentary authority for the Music Library Association is Robert’s Rules of Order Newly Revised (RONR):

ARTICLE XI: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with this Constitution and Bylaws and any special rules of order the Association may adopt.

It can be helpful to point to or extract specific passages from RONR to save constant searching to understand MLA’s practices. In some cases, clarity comes from the Official Intrepretations on the RONR website (http://www.robertsrules.com/interp_list.html), rather than directly from the RONRtext:

Official Interpretation 2006-1 (and the Preface of the 11th edition of RONR) states that RONR Official Interpretationspublished on the Robert's Rules Association website are not "technically binding on an organization that has adopted Robert's Rules of Order Newly Revised as its parliamentary authority, but they are nonetheless definitive interpretations of the work by the current authors and should therefore be treated as highly persuasive.”

In these cases, the Official Interpretation should guide procedure but not dictate it.

References below are from the 11th edition of Robert’s Rules (RONR11).

In RONR, "the chair” is defined as the presiding officer, the president in MLA (448, line 24).

Board Action Requests (BARs)

Board Action Requests, or BARs, are motions that come from a committee or member. A well-written BAR (or any motion, in fact) should cover one topic at a time to avoid confusion or disagreement about what topic is being voted on.

See RONR11 from page 27-29 for basic explanations of motions.

Why is it that some BARs are stated as motions and some are not in board meetings?

A recommendation that can be inferred from a committee’s report – such as a well-stated Board Action Request – can become an "assumed motion,” that is, a motion whose intent is clear from the context. BARs that come from board committees (Finance and Planning) do not need to be restated as motions (unless the substance of the request needs to be changed) because we assume that board committees have enough understanding of how we handle these to craft a useful BAR.

By this same logic, BARs in non-board committee reports do not necessarily require a formal motion, but as such requests often need restating to clarify the motion, it is a habit in MLA to create motions of all of them, as a matter of course.

RONR11, p. 507, line 24

...when the proper motion is a matter of clear-cut procedure and must necessarily be introduced to resolve the case, the chair may sometimes expedite matters by assuming the motion—that is, stating the question on it without waiting for it to be made—provided that the assembly is accustomed to this method.

 

For more on this, see RONROfficial Interpretation: 2007-1 ASSUMPTION OF MOTIONS BY THE CHAIR (http://www.robertsrules.com/interp_list.html#2007-1) and RONR, p. 610, line 12.

Why do BARs from Board committees not require a second?

Just as BARs from board committees do not have to be re-introduced as a motion, they do not require a second because they are, in effect, motions made on behalf of the board.

RONR11, p. 507, line 4

Motions to Implement Recommendations. When a report contains recommendations...the reporting board or committee member usually makes the necessary motion to implement the recommendations at the conclusion of his presentation, provided he is a member of the assembly.... No second is required in these cases, since the motion is made on behalf of the board or committee (see p. 36, 11. 15-23) [emphasis added]

Why are motions (and BARs) always presented in the positive?

Motions and BARs should reflect action to be taken that would not be taken otherwise. For instance, if none of the members of the organization regularly eat persimmons, and a committee or board member thinks that it is wise that no members eat persimmons, it is unnecessary to present a motion suggesting that no members eat persimmons, because they are not eating them anyway. Action is not necessary, so no motion is necessary.

At the same time, motions expressed in the negative can lead to confusion in voting with the potential creation of a double negative. For example, if in agreement with a negative motion that members should not eat persimmons, does one vote with a yay or a nay? One can figure it out, but one should not have to.

RONR11, p. 104, line 32

A motion whose only effect is to propose that the assembly refrain from doing something should not be offered if the same result can be accomplished by offering no motion at all. It is incorrect, for example, to move "that no response be made” to a request for a contribution to a fund or "that our delegates be given no instructions,” unless some purpose would be served by the adoption of such a motion....

It is preferable to avoid a motion containing a negative statement even in cases where the effect of the motion is to propose that something be done, since members may become confused as to the effect of voting for or against such a motion.

 

Appendix B.: MLA Non-Discrimination and Anti-Harassment Policy (added 11/2013)

 

The Music Library Association does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender identity and expression, physical appearance, body size, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all of our members, staff, volunteers, subcontractors, and vendors. Further, we are dedicated to providing a harassment-free conference experience and do not tolerate harassment of conference participants in any form.

 

Harassment includes offensive verbal comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, age, national origin (ancestry), disability, marital status, or military status in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behavior are expected to comply immediately.

 

Exhibitors in the exhibit hall, sponsor or vendor booths, or similar activities are also subject to the anti-harassment policy.

 

If a participant engages in harassing behavior, the conference organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the conference staff immediately.

 

Conference staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference. Your attendance is valued. All participants are expected to follow these guidelines at all conference venues and conference-related social events.

 

 

Business Office: 8551 Research Way, Suite 180, Middleton, WI 53562 | Phone: 608-836-5825 |FAX: 608-831-8200 | Email: mla@areditions.com