Administrative Handbook

III.A. GENERAL INFORMATION

III.A.1. CURRENT SPECIAL OFFICERS

There are eight special officers of the Music Library Association: the Convention Manager, the Assistant Convention Manager, the Placement Officer, the Publicity & Outreach Officer, the Advertising Manager, and the Development Officer, the Archivist, and the Web Manager. They coordinate and oversee the annual convention, the MLA Placement Service, publicity for the MLA, advertising in NOTES, Development activities, the MLA Archives, and the MLA Web site and Web Committee, respectively. (The Convention Manager and the Placement Officer have separate manuals.) Special officers must be personal members of MLA in good standing. (rev. 5/2011) (rev. 6/2012) (rev. 9/2012)

III.A.2. TERMS OF OFFICE AND ANNUAL REPORTS

The term of office of all special officers expires at the conclusion of the annual meeting of the Association. Special officers may be reappointed, but appointed officers will generally serve no more than 4 consecutive years. Special officers are evaluated annually at the fall board meeting.

Special officers are required to submit four reports each year. Three Board reports are submitted to the President, prior to each meeting of the MLA Board: a Spring report, due prior to the Board’s Spring meeting (usually May); a Fall report, due prior to the Board’s Fall meeting (usually September); and a report prior to MLA’s Annual Meeting during the winter. The majority of Board reports will be publicly posted before each Board meeting. Only Board reports which contain executive session information will not be publicly posted; see the Board Open Meeting Guidelines, posted on the Board page of the MLA site for a definition of executive session content.

In addition, an annual report (see section VI.D.7), is submitted after the end of the fiscal year in June. That report will be requested by and sent to the Planning and Reports Officer, who will announce the deadline for the annual report, typically August 1. (rev. 3/2014)

III.A.3. BUDGET REQUESTS

Special officers submit a budget request to the Finance Committee through the Fiscal Officer four weeks in advance of the Spring Board meeting to cover expenditures incurred for such things as telephone, postage and supplies. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)

III.A.4. MAINTENANCE OF RECORDS

The Convention Manager and the Placement Officer maintain the records of their offices so that they can be passed on to their appointed successors in a timely fashion. When appropriate, other 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)