Administrative Handbook

VI.D. CONDUCT OF BUSINESS

(Section of the constitution and by-laws applicable to this section: XI.)

VI.D.1. PARLIAMENTARY AUTHORITY

The rules in the current edition of Robert's Rules of Order, Newly Revised govern the conduct of committees in all cases to which they are applicable and in which they are not inconsistent with the constitution and by-laws, any special rules of order the Association may adopt, or this Handbook.

VI.D.2. MEETINGS

Committees usually meet at the annual meeting of this Association. Other meetings may be arranged as necessary.

VI.D.3. QUORUM

A quorum of a committee consists of a majority of its members provided that the chair is present.

VI.D.4. VOTING

Written approval by members of a committee constitutes an affirmative vote.

VI.D.5. REPORTS AND RECOMMENDATIONS

Reports and recommendations of a committee can contain only what has been agreed to by a majority of its members.
Committee chairs are required to submit four reports each year. Three Board reports are submitted to the President per year, 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. All reports submitted to the Board should include reports of any and all subcommittees. (rev. 3/2014)

VI.D.6. MINUTES

Each committee keeps a record of its meetings in the nature of minutes for the use of the committee and the Board.

VI.D.7. ANNUAL REPORT

An annual report is submitted to the designated Board members by the date specified in the official calendar. The report should be in a form appropriate for publication.

VI.D.8. CONTINUITY

If appropriate, the committee prepares and maintains a handbook of policies and procedures to ensure continuity of the committee's work. Committees should use the Committee Handbook Template on the "Committees” section of the MLA Web Site (http://musiclibraryassoc.org/about.aspx?id=56). (rev. 9/2011)

VI.D.9. MAINTENANCE OF RECORDS

Committee files that are no longer required for current business are sent to the Archives of the Association. For further information, consult the MLA Archives page on the MLA web site. (rev. 5/2015)