Administrative Handbook

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

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)