Administrative Handbook

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

II.E.11. 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.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 expense 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 budgeted operating expenses develops on any expense budget line entered at the second decimal point level (e.g., 6.02 for the Assistant Administrative Officer under 6.0, Management Services). This policy supersedes all previous policies. (rev. 5/2011) (rev. 9/2012) (rev. 3/2016)

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 without prior, formal approval by the Board. In consultation with the Fiscal Officer, 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 Recording Secretary. Such action is subject to ratification at the following Board meeting. (rev. 5/2011) (rev. 3/2016)

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)

The Parliamentarian should send notice of substantive changes in the Administrative Handbook to the Fiscal Officer, the Planning and Reports Officer, the Convention Managers, and all committee chairs. (rev. 5/2015)

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.