Administrative Handbook

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)
  11. the coordinators of the Program for Cooperative Cataloging (PCC) funnels: NACO Music Project, SACO Music Funnel, and BIBCO Music Funnel (added 2/2016)
  12. interest group coordinators (added 3/2016) (rev. 9/2016)
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. (rev. 9/2013) (rev. 3/2016)

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 INTEREST GROUPS (rev. 4/2009) (rev. 9/2016)

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 an interest group after the specified letters of support have been received. The President may disband inactive interest groups. (rev. 9/2016)

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

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.