Administrative Handbook

IV.A REPRESENTATIVES TO OTHER ORGANIZATIONS 

IV.A.1 APPOINTMENT

IV.A.1.a. METHOD OF APPOINTMENT

The President appoints representatives to other organizations with the approval of the Board and in consultation with other parties as appropriate.

IV.A.1.b. TERMS OF OFFICE

Representatives serve for the term required by the other organizations. In the absence of a specified duration, the President of the Music Library Association sets the term of appointment.

IV.A.1.c RESIGNATION

The resignation of a representative is addressed to the President, and it is the responsibility of the President to see that the resulting vacancy is filled.

IV.A.2 AUTHORITY AND REPORTING

All representatives, unless otherwise specified in the Constitution and By-laws or this Handbook report to the membership through the Board.

Representatives are appointed with power to take all the steps necessary to carry out their charge and duties, unless otherwise specified. However, it is the responsibility of representatives to notify and consult with the President prior to taking significant actions, especially when they might be controversial.

IV.A.3. CHARGE AND DUTIES

The duties of representatives to other organizations are to:

1) represent, protect, and promote the interests of the Association;
2) convey significant news about the other organization to the Music Library Association;
3) recommend to the Board of Directors of this Association projects in which the Association might participate;
4) notify the President well in advance of meetings of the other organization which the representative will not be able to attend;
5) submit reports to the President after attendance at each meeting of the other organization;
6) submit an annual report to the Vice-President/Past President by the date specified in the official calendar. The report should be in a form appropriate for publication.

IV.A.4. BUDGET

When representatives to other organizations require expenditures to fulfill their duties, the following procedures are followed.

IV.A.4.a. BUDGET REQUEST

The representative presents an annual budget request to the Finance Committee of the Association following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer eight weeks prior to the annual Finance Committee meeting in the Spring (May or June) of each fiscal year; the budget requests normally have a submission date deadline of four weeks before the Spring Board meeting. (rev. 5/2014)

IV.A.4.b. BUDGET APPROVAL

Following the Board meeting at which the budget for the next fiscal year is approved (normally in May or June) and before the beginning of the new fiscal year, the Fiscal Officer notifies representatives to other organizations who have requested funding whether they have received an appropriation and if so, its amount.

IV.A.4.c REIMBURSEMENT

Receipts for approved expenditures are submitted by the representative to the Administrative Officer of the Association for reimbursement. 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 of Directors. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)

IV.A.5. REPRESENTATIVE TO THE AMERICAN LIBRARY ASSOCIATION

Because the Music Library Association is an American Library Association affiliate, the MLA President receives and transmits to this representative registration privileges gratis. The MLA representative to ALA attends the ALA annual summer and mid-winter meetings as an observer, and reports actions of significance to the MLA to the President in a timely fashion as appropriate. 

IV.A.6. REPRESENTATIVE TO THE NATIONAL INFORMATION
STANDARDS ORGANIZATION (COMMITTEE Z39)


As a voting member of this committee, the MLA representative presents an informed statement of our views on various standards. He/she consults with or refers decisions to other committees within the Association when necessary.