Administrative Handbook

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

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

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.