Administrative Handbook

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)

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 (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 6/2008) (rev. 3/2011) (rev. 5/2015)

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. For further information, consult the MLA Archives page on the MLA web site. (rev. 5/2015)

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 at the annual meeting. 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. Appointed officers serve up to four consecutive years. (rev. 3/2011) (rev. 3/2016)

  2. Annual Evaluation of and Assignment of Annual Duties to the Administrative Officer and Assistant Administrative Officer. During 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)  (rev. 3/2016)

  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, interest group coordinators, 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) (rev. 3/2016) (rev. 9/2016)

  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 Expenditures. The Board approves an annual operating 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. In consultation with the Fiscal Officer, 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 Recording Secretary. 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) (rev. 5/2015) (rev. 3/2016)

  4. Definition of “Budget”. MLA’s annual operating budget lists all of the planned income and expenses for the organization for the coming fiscal year, including programming and administrative expenses; this includes the convention and awards. MLA also issues separate financial reports and statements about financial positions, such as balance sheets, investments, assets, liabilities, and general indications of financial soundness and organizational stability. (added 3/2016)

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.