VI.H. CURRENT COMMITTEES (rev. 3/2009)
VI.H.1. GENERAL INFORMATION
(Section of the constitution and by-laws applicable to this section: VI.)
The Board or the Association may direct the President to appoint committees in addition to those specified by this Administrative Handbook.
Members of committees follow the relevant procedures and policies outlined for all committees in sections VI. A-G
above. In addition, the chair of each committee except the Finance Committee submits a written report of interim activity to the President for each Board meeting by the date specified on the official calendar. (rev. 3/2009)
VI.H.2. DEVELOPMENT COMMITTEE
The Development Committee plans a program and implements Board decisions regarding direction of the Association’s growth. This may be achieved, for example, by membership drives, fund raising, and public relations.
The Development Committee includes the Publicity & Outreach Officer ex officio, the President ex officio, the Vice-President/Past President ex officio, the Administrative Officer ex officio, the Assistant Administrative Officer ex officio, the Marketing Subcommittee chair ex officio, the Advertising Manager ex officio, and one other MLA member not currently serving on the Board. (rev. 5/2013) (rev. 3/2019)
VI.H.2.c. PROCEDURES AND POLICIES
Members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G
VI.H.2.d. MARKETING SUBCOMMITTEE
The Marketing Subcommittee plans, coordinates, and executes the selling of merchandise as promotional and fundraising initiatives for the Association. All MLA merchandise must be approved by the Board of Directors in advance of its sale, and must display the full name and/or official logo of the Association. The Subcommittee coordinates the installation and staffing of the MLA Shop at annual Association meetings. The Publicity & Outreach Officer, and Administrative Officer serve as ex officio members of the subcommittee. (rev. 5/2013) (rev. 3/2019)
VI.H.3. EDUCATION COMMITTEE
To develop and coordinate continuing educational opportunities for a diverse audience including professional music librarians at all levels of their career and other professionals, paraprofessionals, and students regardless of whether they are MLA members or have a background in music or music librarianship. The committee should pursue both traditional and innovative delivery methods, both in person and digital. The committee will maintain a rotation of educational opportunities related to all aspects identified in the Core Competencies for Music Librarians and other evolving needs of the profession. An MLStEP member serves ex-officio on the committee. (rev. 4/2009) (rev. 6/2017) (rev. 4/2019)
VI.H.3.b. WORKSHOP PLANNING
- The committee submits a preliminary program for the workshop to the Board for approval at its Spring meeting and a final program to the Board for approval at its fall meeting. In general, the committee is guided by practices applying to the main conference program. (rev. 5/2014)
- In consultation with the convention manager and the program chair, the committee submits a budget for the workshop to cover the registration fee and appropriate expenses. This budget is submitted to the Finance Committee 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. 9/2011) (rev. 5/2014) It is considered that members of the Association will participate in the program of the workshop without reimbursement by the Association. In the event that a non-member can provide a perspective to the program of benefit to the registrants, the Board may authorize expenses.
- It is recommended that the committee maintain a procedural manual for workshop planning.
VI.H.3.c. OTHER PROCEDURES AND POLICIES
In all matters, members of the committee follow relevant procedures and policies outlined for committees in sections VI. A-G
VI.H.4. FINANCE COMMITTEE
The charge of the Finance Committee is identical to that of the Fiscal Officer. See section II. E. 12. a
. (Board of Directors: Fiscal Officer) for the procedures and policies to be followed.
The Finance Committee consists of six voting members, of which the Fiscal Officer (who serves as Chair of the committee) is specified by the constitution. Additionally, the constitution specifies that the Administrative Officer works with the Finance Committee on fiscal matters and prepares the budget with the Finance Committee. The Administrative Officer, Assistant Administrative Officer, Assistant Fiscal Officer, President and Vice/Past President customarily meet with the Finance Committee and are voting members. (rev. 4/2009) (rev. 3/2011) (rev. 5/2014)
VI.H.4.c. OTHER PROCEDURES AND POLICIES
Members of the Finance Committee receive reimbursement for whatever part of the door-to-door transportation expenses to-and-from meetings is not borne by their home institution.
In other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G
VI.H.4.d. INVESTMENTS SUBCOMMITTEE
The Investments Subcommittee tracks and monitors MLA’s investments, provides information and advice to the Finance Committee and Board about investments, and reports on the performance of investments, in accordance with the financial objectives and policies set by the Board and in the context of MLA’s relationships with professional investment advisers. The Subcommittee will periodically evaluate MLA’s risk profile to ensure that it continues to meet the Association’s financial objectives. Membership consists of: Administrative Officer, chair; Assistant Administrative Officer, Fiscal Officer, Assistant Fiscal Officer (ex officio); three MLA members each serving three-year staggered terms. (rev. 12/2012) (rev. 5/2014)
VI.H.5. NOMINATING COMMITTEE
The Nominating Committee seeks candidates for offices whose terms are next to expire and recommends persons to receive citations.
a) In choosing candidates, the committee consults with members of the Association, chapter and committee chairs, and members of the Board of Directors. Candidates for office must be personal members of the Association. Candidates for Vice-President/President-Elect must be members of IAML prior to standing for election. Membership need not be a pre-requisite to the receiving of a citation, but the recipient should have contributed to the national affairs of the Association and to the furthering of the Association's aims, even if not via MLA directly. (rev. 3/2011) (rev. 5/2013)
b) The chair of the committee secures written expression of the willingness of a candidate to run for office and to perform the duties of office if elected. The chair also informs candidates that those elected are invited to attend the Board meeting following their election. The Association will fund lodging and 50% of the per diem for the days before the Annual Meeting; transportation is not funded. (rev. approved 5/2013, updated 7/2018)
c) The slate and the names of those recommended for citations are submitted for approval to the Board of Directors no fewer than sixty days before the annual meeting (usually at the Board's last meeting before the date in the official calendar by which notice of the names of candidates is to be received by the business office). The Nominating Committee regards the recommended slate as confidential and labels it as such in written form until the Board has approved it. The chair makes it clear to the candidates that they are not officially nominated until the Board approves the slate and candidates should be urged to keep their candidacy confidential.
d) Upon approval of the slate, the chair obtains biographical and professional information from candidates for office for inclusion on the ballot. The chair sends camera-ready copy for the ballot to the Administrative Officer by the date indicated in the official calendar.
e) The President at the annual business meeting of the Association makes announcement of the recipients of citations. (The President is responsible for having the text of the citation written and commissions a calligrapher to prepare the presentation version of the citation)
f) The file documenting the committee's work is submitted to the President by the annual meeting.
The President will appoint one non-Board member to serve as chair-elect in their first year on the committee; that person will continue to serve on the committee for a second year as chair. The Nominating Committee includes five members, only one of whom may be a member of the Board of Directors. Only the chair may serve a consecutive term, and that person may only serve two consecutive years. All members of this committee must be personal members. (rev. 7/2011) (rev. 5/2013)
VI.H.5.c. OTHER PROCEDURES AND POLICIES
In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI.A-G
VI.H.6. PROGRAM COMMITTEE
The Program Committee, in cooperation with the Convention Manager, is responsible for preparing the programs for annual meetings and for conducting all business concerning these programs.
The Program Committee consists of six regular members; two members will be newly appointed each year for three-year terms; of these two, one will chair the committee the third year. Once selected, the incoming Chair’s term will be extended for an additional, fourth year. In addition, there are the following ex-officio members: the liaison from the board (the Planning and Reports Officer), a representative of the Education Committee, a MOUG representative, and the Convention Manager. An MLStEP Liaison is appointed ex-officio for 2020. Regular members shall serve through the end of the annual meeting for which they were appointed. The Program Chair works closely with the chair of the Education Committee. (rev. 4/2009) (rev. 12/2013) (rev. 5/2014) (rev. 3/2016) (rev. 1/2019) (rev. 5/2019)
VI.H.6.c. BUDGET REQUESTS
The Program Committee may request travel, lodging, and honoraria for plenary session speakers at the annual meeting who are not MLA members. In some circumstances, MLA may offer travel and lodging to non-MLA speakers at non-plenary program sessions. Any requests are made through the Convention Managers in time for the Spring Board meeting and will be part of the Convention budget. The Convention Manager prepares a unified budget from those proposed by the Program Committee and the Education Committee (if there is to be a pre- or post-conference workshop). The Convention Manager is responsible for negotiating the arrangements and expenses for audio-visual equipment and refreshments with the convention hotel. Other guidelines and procedures to be followed are set forth in the Handbook for Program Chairs and in the relevant procedures and policies outlined for committees in sections VI. A-G above. (rev. 3/2016)
VI.H.7. PUBLICATIONS COMMITTEE
The MLA Publications Committee provides general direction for the Association’s publications program (both print and electronic), which is currently represented by the quarterly journal Notes, three co-published monographic series, the MLA Newsletter, the Music Cataloging Bulletin, and the Basic Music Library. Working closely with MLA’s co-publisher, A-R Editions, the committee establishes general policies and procedures; provides a forum for the exchange of ideas, problems, and concerns relating to MLA’s publications; and, under the direction of the MLA Board, initiates regular strategic planning within the context of an ever-changing publications landscape. The committee does not approve individual publications or make editorial decisions; however, it is available to provide guidance to editors, committees, and chapters. (rev. 2/2013)
- Budget requests for the MLA Technical Reports, the MLA Index and Bibliography Series, the MLA Basic Manual Series, the Music Cataloging Bulletin, the MLA Newsletter, and the MLA websiteare solicited by the Fiscal Officer from each editor; the Publications Committee does not perform any approval function in this process. The budget request for NOTES is transmitted directly from its editor to the Fiscal Officer. (rev. 5/2014) (rev. 2/2017)
- Each chapter chair, or their representative, keeps the chair of the Publications Committee informed of chapter projects that may result in publications. The chair of the Publications Committee, in turn, serves as liaison with the Board of Directors regarding chapter publications along with the Vice-President/Past President, who has general responsibility for liaison between the Board and chapters.
As chapters formulate plans for publications, the Publications Committee is available for advice and consultation, especially as to whether a proposed publication might be suitable for national rather than regional release and distribution. The chapter chair sends a final draft copy of each proposed publication to the chair of the Publications Committee, indicating when publication is expected and the proposed price to be charged. After release, a copy of each publication is sent to the Vice-President or Past President, the archives, and the Administrative Officer. Copies or news of publications may be sent to the editors of NOTES and the Newsletter.
Chapters may recover the full editorial, production, and distribution costs of publications. A reasonable additional sum may also be included in the price to help underwrite future editions or other publications.
Chapter newsletters, announcements of meetings, and the like, are exempted from the regulations above. Copies of such releases, however, are routinely sent to the President, Vice-President/Past President, Administrative Officer, the archives, and editors of the MLA Newsletter and NOTES.
- Committees that wish to publish the products of their work in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports, the MLA Index and Bibliography Series, or the MLA Basic Manual Series submit manuscripts to the appropriate editor. Other materials intended for publication or distribution under the Association's name, imprint or logo are submitted to the Publications Committee for review and then to the Board for approval. (rev. 5/2014)
- Vendors may return MLA publications for credit of the purchase price only, during a period no earlier than six months after purchase and no later than twelve months after purchase.
Committee membership consists of:
- An appointed chair who oversees the work of the committee's charge and is ultimately responsible for its implementation. They report to the Board as outlined in section VI. A-G above, but because the work of this committee generates part of the Association's income as well as its expenses, the chair stays in especially close contact with the President (see also II. B. 1.).
- The Administrative Officer of the Association.
- The Assistant Administrative Officer of the Association.
- The Publicity & Outreach Officer of the Association.
- The Advertising Manager.
- The editor of NOTES.
- The NOTES Assistant Editor for Electronic Vendors
- The editor of the MLA Newsletter.
- The editor of the Music Cataloging Bulletin.
- The editor of the MLA Index and Bibliography Series.
- The editor of the MLA Technical Reports.
- The editor of the Basic Manual Series.
- MLA Web Manager.
- The editor of the Copyright for Music Librarians website. (rev. 7/2011) (rev. 2/2017)
- MLA Business Office Manager.
VI.H.7.c. OTHER PROCEDURES AND POLICIES
Other guidelines and procedures to be followed are set forth in the Handbook for the Publications Chair.
In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI.A-G
VI.H.8. CAREER DEVELOPMENT and SERVICES COMMITTEE
The Career Development and Services Committee exists to provide ongoing programs that assist music librarians to secure suitable and relevant employment and to establish and maintain viable and meaningful career paths. The membership of the Committee seeks to provide experienced and unbiased mentoring and counsel on matters pertaining to career development and workplace dynamics. In addition, the Committee monitors developments in personnel-related areas and seeks to provide guidance through individualized counseling and, as deemed beneficial, sponsor or provide relevant Conference programming. (rev. 4/2009)
VI.H.8.a. NEW MEMBERS FORUM
The purpose of the New Members Forum is to welcome first-time attendees and new members of MLA at the start of each annual meeting; provide an overview of MLA, including the structure of the organization, and how to navigate the annual meeting itself; provide an opportunity for new members to meet members of the MLA Board and various committee members and learn what MLA has to offer, especially to a new member. (rev. 4/2009)
The Subcommittee will plan an event just prior to the opening reception of MLA at each annual meeting. New members and first-time attendees will be invited, as well as various speakers and mentors participating in the Mentoring Program. (rev. 4/2009)
VI.H.8.b. CONFERENCE MENTORING PROGRAM
The purpose of the Conference Mentoring Program is to offer first-time attendees the opportunity to be paired with a mentor during the annual meeting. The Coordinator is appointed by the President for a four-year term, and serves ex officio on the Career Development and Services Committee. The Coordinator will solicit applications from first-timers and prospective mentors and match them based on their professional interests prior to the conference. The Coordinator will work with the New Members Forum Co-Coordinators in planning for mentors and mentees to meet each other as early as possible at the annual meeting, preferably before the opening reception. Mentors will answer questions about the structure of MLA, the purposes of the conference, and how those purposes are carried out in the various forums; attend a session, interest group, poster session, or exhibits with their mentee; perform introductions to people at the conference; and perhaps share coffee or a meal together. Mentors can further assist first-time attendees by being friendly and supportive contacts shortly before, throughout, and after the annual meeting. (added 1/2018)
VI.H.9. AWARDS COMMITTEES
The committees’ recommendations are made in the form of a report to the President, who then presents them to the Board for approval. The Board determines the specific amount of all awards at the national (winter) Board meeting. All awards are calculated based on amounts derived from the calendar year earnings and are awarded in the upcoming fiscal year.The President announces names of recipients at the annual business meeting of the Association. The President also communicates news of the award to each recipient, enclosing a check from MLA in an amount specified by the Board. (rev. 2/2017)
VI.H.9.a. PUBLICATION AWARDS COMMITTEE
The Publication Awards Committee recommends to the Board publications that it regards as qualified to receive the following prizes awarded annually by MLA:
- The Vincent H. Duckles Award for the best book-length bibliography or other research tool in music, including works dealing with music librarianship;
- The Richard S. Hill Award for the best article on music librarianship or article of a music-bibliographic nature.
- The Eva Judd O'Meara Award for the best review in NOTES.
Publications are considered during the year following their imprint date and awards are announced at the annual meeting in the year following, that is, prizes for publications issued in 1981 are announced in 1983, etc.
The Awards Committee consists of three members each with staggered three-year terms. The chair rotates each year to the member beginning the third year of their term. All members of this committee must be personal members. (rev. 7/2011)
VI.H.9.b. WALTER GERBOTH AWARD COMMITTEE
The Walter Gerboth Award Committee consists of three members, with staggered three-year terms, appointed by the President. The chair rotates each year to the member beginning the third year of their term. All members of this committee must be personal members. The Committee recommends the recipient or recipients of the Walter Gerboth Award to the Board annually. The award, made to music librarians who are members of the Association and in the first five years of their professional or paraprofessional library careers, is made to help support a research project in progress. (rev. 7/2011) (rev. 9/2014)
VI.H.9.c. DENA EPSTEIN AWARD COMMITTEE
The Dena Epstein Award Committee consists of three members, with staggered three-year terms, appointed by the President to recommend to the Board annually one or more recipients of the Dena Epstein Award for Archival and Library Research in American Music. American music is defined broadly. The chair rotates each year to the member beginning the third year of their term. All members of this committee must be personal members. The award is made to support a research project on any aspect of American music, utilizing resources or archives within the United States or abroad. For the purposes of the award, "American music” is defined here as music directly relating to or that has some direct connection with the United States of America. (rev. 7/2011) (rev. 9/2011) (rev. 2/2017)
VI.H.9.d. KEVIN FREEMAN TRAVEL GRANT COMMITTEE (added 5/2017)
The Kevin Freeman Travel Grant Committee consists of three members, with staggered three-year terms, appointed by the President to recommend to the Board annually one or more recipients of Kevin Freeman Travel Grants. The chair rotates each year to the member beginning the third year of their term. At least one member of the Committee shall be from the California Chapter. All members of this committee must be personal members. Kevin Freeman Travel Grants may be given to members of the Music Library Association who are in the first three years of their professional careers, graduate library school students aspiring to become music librarians, or recent graduates (within one year of degree) who are seeking professional positions as music librarians. At least one grant will be awarded to a first-time attendee, if applicable. Grants support travel costs and other expenses relating to meeting attendance, including a registration fee waiver. The number of grants awarded will be determined by the income available from the endowment fund.
VI.H.9.e. CAROL JUNE BRADLEY AWARD COMMITTEE
The Carol June Bradley Award Committee consists of three members, with staggered three-year terms, appointed by the President, to recommend to the Board annually a recipient of the Carol June Bradley Award for Historical Research in Music Librarianship. The chair rotates each year to the member beginning the third year of their term. All members of this committee must be personal members. The award is made to support a research project for historical research in music librarianship. The Carol June Bradley Award is suspended until 2019, to allow for a fundraising campaign to bring the award fund to $25,000. (rev. 7/2011) (rev. 9/2013)
VI. H. 9. f. DIVERSITY SCHOLARSHIP AWARDS COMMITTEE (added 5/2017)
The Diversity Scholarship Awards Committee consists of three members, with staggered three-year terms, appointed by the President. The chair rotates each year to the member beginning the third year of their term. All members must be personal members. The Chair of the Diversity Committee serves ex officio on the committee. The Committee reviews applications and recommends to the Board annual recipient(s) of the MLA Diversity Scholarship Award. The scholarship award supports eligible student(s) in a master's program in library and information science (MLIS), and reflects the ongoing commitment of MLA to address the growing need for professional staff in music and performing arts libraries to better reflect the evolving demographics of students and faculty in these fields. In addition to financial benefits such as tuition support or relocation costs, successful applicants also receive a complimentary student membership in MLA, career placement assistance (mentoring program, resume review, career advisory service), and a forwarding of their application to the Kevin Freeman Travel Grant Committee. Selection is based on criteria reviewed annually by the Committee to ensure focus on outreach to underrepresented populations. (added 5/2017; rev. 4/2018)
VI.H.9.g. BEST OF CHAPTERS AWARDS COMMITTEE (added 12/2017)
The Best of Chapters Awards Committee consists of three members, with staggered three-year terms, appointed by the President. The chair rotates each year to the member beginning the third year of their term. All members must be personal members. The purpose of the committee is to solicit and receive nominations annually from the chapters for presentations to be considered for the Best of Chapters Session at the annual meeting, to review and make decisions about which presentations should be given at the annual meeting for that session, and to review policies and procedures for said nominations on a regular basis for necessary revision. (approved 10/2004)
VI.H.9.h. LENORE CORAL IAML TRAVEL GRANT AWARD COMMITTEE (added 10/2017)
The committee consists of a chair and three to four additional members, who are appointed at one time for a term of one year. All members must be personal members of both MLA and IAML. The purpose of the committee is to recommend to the Board in even numbered years, or more frequently at the discretion of the MLA Board of Directors, a member of the Music Library Association, who is also a member of IAML, to receive support for travel expenses and conference fees to attend an annual IAML meeting. Priority is given to a member attending their first or second IAML conference and who has not received this award in a previous year. Applicants for the travel award should have little or no support from their home institution or library. This grant is supported by the Lenore F. Coral IAML Travel Fund. (approved 6/2011; added 10/2017)
VI.H.10. CATALOGING AND METADATA COMMITTEE (added 5/2015)
The Cataloging and Metadata Committee ensures and enhances access to and organization of music and music-related resources based on established and evolving content standards, metadata encoding standards, and vocabularies. The Committee is made up of representatives of the music cataloging and metadata community and represents the interests of this community by sharing our subject expertise in the development and revision of national and international standards and vocabularies for the description of music resources and for the encoding of information about such resources. The Committee maintains active communication with the music cataloging and metadata community and between music catalogers and metadata librarians and the Library of Congress. In addition, the Committee disseminates relevant information on cataloging and metadata to the membership of MLA. The Committee collaborates with the Library of Congress, with committees that are part of the American Library Association, and with other groups in support of the Committee’s charge and the mission of the Music Library Association. The Committee and Subcommittee chairs serve as MLA liaisons to relevant groups, particularly those associated with ALA.
The membership of the Cataloging and Metadata Committee consists of the following: voting members: chair; chair, Content Standards Subcommittee; chair, Vocabularies Subcommittee; chair, Encoding Standards Subcommittee; Library of Congress Representative; non-voting members: the BIBCO Music Funnel Coordinator, the NACO-Music Project Coordinator, the SACO Music Funnel Coordinator, OCLC Representative, Music Cataloging Bulletin Editor, Secretary/Webmaster, and task force chairs as appropriate.
The Chair may request task forces to be approved by the MLA President.
The Chair, without approval of the MLA President, may also set up working groups to carry out sets of tasks (see VI.A.7). Subcommittee Chairs may constitute task groups comprised of a selection of subcommittee members for specific subcommittee projects. (rev. 3/2016)
The Committee has liaison relationships with the following outside organizations: ALA groups: Committee on Cataloging: Description and Access (CC:DA), Subject Analysis Committee (SAC), SAC Genre/Form Subcommittee, MARC Advisory Committee (MAC), Authority Control Interest Group (ACIG), Metadata Interest Group (MIG); other groups: the Online Audiovisual Catalogers Cataloging Policy Committee (OLAC-CAPC).
VI.H.10.d. PROCEDURES AND POLICIES
Guidelines and procedures to be followed are set forth in the Cataloging and Metadata Committee Handbook.
In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G. above.
VI.H.10.e. CONTENT STANDARDS SUBCOMMITTEE
The Content Standards Subcommittee participates in the development and revision of content standards related to description and access for music resources. The Subcommittee recommends MLA policy on the content of descriptive data elements and the formulation and management of authority data. Working through the appropriate channels and groups, the Subcommittee proposes changes to content standards as deemed necessary for access to music resources. The Subcommittee works on other matters deemed pertinent by the Cataloging and Metadata Committee and works with other CMC subcommittees or task groups as appropriate. The Subcommittee maintains documentation and MLA best practices related to topics specific to the subcommittee's work.
The Chair serves as the MLA representative to the following: ALA groups: Committee on Cataloging: Description and Access (CC:DA) and the Authority Control Interest Group (ACIG); other groups: the Online Audiovisual Catalogers Cataloging Policy Committee (OLAC-CAPC).
VI.H.10.f. VOCABULARIES SUBCOMMITTEE
The Vocabularies Subcommittee participates in the development and revision of controlled vocabularies applicable to music resources. Such vocabularies include subject, genre, form, medium of performance, types of composition, and other controlled lists of terms. The Subcommittee recommends MLA practice for the assignment of controlled vocabulary terms and recommends changes and additions to vocabularies as deemed necessary. The Subcommittee also represents music librarians’ interests in the development of music-related portions of classification schemes. The Subcommittee works on other matters deemed pertinent by the Cataloging and Metadata Committee and works with other CMC subcommittees or task groups as appropriate. The Subcommittee maintains documentation and MLA best practices related to topics specific to the subcommittee's work.
The Chair serves as the MLA representative to the ALA Subject Analysis Committee (SAC) and the SAC Genre/Form Subcommittee.
VI.H.10.g. ENCODING STANDARDS SUBCOMMITTEE
The Encoding Standards Subcommittee participates in the development and revision of metadata encoding standards and data models used to describe music resources. The Subcommittee reviews and evaluates changes and enhancements to encoding standards, giving particular attention to their impact on the music library community. Working through the appropriate channels and groups, the Subcommittee proposes changes to encoding standards and data models as deemed necessary for access to music resources. The Subcommittee recommends MLA practice for the application of metadata standards to music materials. The Subcommittee works on other matters deemed pertinent by the Cataloging and Metadata Committee and works with other CMC subcommittees or task groups as appropriate. The Subcommittee maintains documentation and MLA best practices related to topics specific to the subcommittee's work.
The Chair serves as the MLA representative to the ALA MARC Advisory Committee (MAC) and the ALA Metadata Interest Group (MIG).
VI.H.10.h. PROGRAM FOR COOPERATIVE CATALOGING (PCC) FUNNELS
The Cataloging and Metadata Committee hosts three PCC funnels: the NACO-Music Project (NMP), the SACO Music Funnel, and the BIBCO Music Funnel. With the exception of the funnel coordinators, participation in the funnels does not require funnel members to be members of MLA. Membership in the funnels is determined by the funnels themselves and by the Program for Cooperative Cataloging.
The funnel coordinators are appointed by the President in consultation with the Board and the Cataloging and Metadata Committee. The coordinators must be MLA members. The term of office for a funnel coordinator is 5 years. The incumbent may be re-appointed for two additional terms, but may only serve a maximum of three consecutive terms in the same funnel coordinator position. (added 2/2016)
VI.H.11. LEGISLATION COMMITTEE
The Legislation Committee provides current information to the membership regarding the status of legislation and other legal matters likely to affect music libraries. When appropriate the committee prepares position papers representing the opinion of the membership for government agencies such as the Copyright Office. The Chair of the Legislation Committee serves as the Association’s liaison to the ALA Legislation Assembly Subcommittee. (rev. 11/2013) (rev. 5/2014)
VI.H.12. PRESERVATION COMMITTEE
The Preservation Committee coordinates preservation activities within the Music Library Association by keeping the membership informed of ongoing research and development in preservation, encouraging appropriate ways of handling music materials, and addressing specific preservation problems. The Committee concerns itself with the preservation of all forms of music materials, print and other media, held by libraries and archives. (rev. 8/2006)
VI.H.13. PUBLIC LIBRARIES COMMITTEE
The Public Libraries Committee identifies the problems and interests of public librarians and paraprofessionals who work with music materials, and provides a forum for information exchange and discussion. (rev. 1/2018)
VI.H.14. PUBLIC SERVICES COMMITTEE
The Public Services Committee studies current issues, trends, and developments relating to interactions of music librarians and their clientele within the context of serving the orientation, education, and information needs of library users. It disseminates information on these aspects of music librarianship to the membership of MLA, and it recommends to the Board appropriate actions or projects, e.g. workshops, publications, clearinghouses, subcommittees to accomplish its charge.
The membership of the Public Services Committee consists of the following: chair; chair of the Instruction Subcommittee; chair of the Reference Sources Subcommittee; chair of the Reference and Access Services Subcommittee.
VI.H.14.a. INSTRUCTION SUBCOMMITTEE
The Instruction Subcommittee collects and facilitates the exchange of information concerning library and bibliographic instruction programs in the area of music; develops library programs, workshops, and presentations which increase awareness of, interest in, and skill at instruction concerning music in libraries and music bibliography, contacts other groups interested in library instruction and orientation and shares music experiences with them, provides a link between the general library program and the more specialized music instruction programs, and provides a source to which interested music librarians may apply for information about existing techniques and programs for assistance and guidance in developing new programs or expanding current ones and demonstrating the need and philosophical justifications for programs in their own library systems. (rev. 3/2007)
VI.H.14.b. REFERENCE SOURCES SUBCOMMITTEE
The Reference Sources Subcommittee facilitates the exchange of and access to information concerning reference sources in music; develops programs, workshops, presentations, and collaborative tools to enhance knowledge and evaluation skills on the part of librarians and library patrons; and fosters relationships between content creators, providers, and users. (rev. 4/2009)
VI.H.14.c. REFERENCE AND ACCESS SERVICES SUBCOMMITTEE
The Reference and Access Services Subcommittee investigates aspects of public services interactions, including the examination of past and present trends, and projection of future trends in public services. Members explore the various divisions of music library public services, including reference, circulation, reserves, special collections access, and interlibrary loan, and the intersections of these areas with other library activities. (rev. 4/2009)
VI.H.15. RESOURCE SHARING AND COLLECTION DEVELOPMENT COMMITTEE
The Resource Sharing and Collection Development Committee promotes informed and up-to-date practices of collection development, management, and sharing of music resources in all formats to the membership of MLA and other interested parties by gathering, evaluating, and disseminating information related to such practices. Dissemination of information may occur via presentations at conferences, webinars, and through online and/or print publications of various sorts. (rev/ 2/2017)
VI.H.16. LOCAL ARRANGEMENTS COMMITTEE
The Local Arrangements Committee works with the Convention Managers and the Program Committee to prepare for the annual meeting. The Development Officer is an ex-officio member of the Local Arrangements Committee. As of March 2016, the Local Arrangements Committee is inactive.
(rev. 7/2011) (rev. 3/2016)
VI.H.17. EMERGING TECHNOLOGIES AND SERVICES COMMITTEE
The Emerging Technologies and Services Committee identifies and evaluates current trends, tools, services, and developments relating to solutions and systems used by libraries and librarians, with special attention to their handling of music materials, incorporating a balance of public services and technical services aspects. The committee identifies requirements that are unique or of special concern for music materials for library systems of all types and coordinates and facilitates the exchange of this information. (rev. 4/2009) (rev. 9/2016)
VI.H.18. ORAL HISTORY COMMITTEE
The charge of the Oral History Committee is to develop a plan for documenting MLA's history through oral history interviews.
VI.H.19. MEMBERSHIP COMMITTEE
The charge of the Membership Committee is to increase and diversify significantly MLA’s membership in all categories by reaching out to the broad range of populations we serve, as well as develop and implement an active and successful means of retaining current and future members by identifying and promoting the benefits and added value of membership in our Association. The Reduced Registration Program Coordinator, the Conference Roommate Clearinghouse Coordinator, the Diversity Committee Chair, and the Publicity & Outreach Officer are ex-officio members of the Membership Committee. (rev. 2/2012, 5/2019)
VI.H.19.b REDUCED REGISTRATION PROGRAM
The purpose of the Reduced Registration Program is to promote attendance at the Annual Meeting by offering a discounted registration option. Program participants receive a reduced registration rate in exchange for staffing or providing other assistance during the Annual Meeting. Eligibility, number of recipients, and work requirements are set by the Membership Committee, and the registration rate is set by the Board. The Reduced Registration Program Coordinator is appointed by the President and serves ex-officio on the Membership Committee. (approved 5/2017; added 5/2019)
VI.H.19.c CONFERENCE ROOMMATE CLEARINGHOUSE PROGRAM
The purpose of the Conference Roommate Clearinghouse Program is to facilitate cost savings for Annual Meeting attendees by providing assistance with locating roommates. Roommate matching procedures are set by the Membership Committee. The Conference Roommate Clearinghouse Program Coordinator is appointed by the President and serves ex-officio on the Membership Committee. (added 5/2019)
VI.H.20. ARCHIVES AND SPECIAL COLLECTIONS COMMITTEE
The Archives and Special Collections Committee identifies the concerns and interests of music librarians responsible for archives and special collections; educates the MLA membership on best practices for archival appraisal, acquisitions, processing, arrangement, description, preservation, and access; and provides a forum for information exchange and discussion among music archivists and librarians. (rev. 4/2013) (rev. 1/2016)
VI.H.21. PLANNING COMMITTEE (added 9/2013)
The charge of the Planning Committee is to consider matters relating to the
administrative structure of the Association, and to study proposals and carry out long-range planning for the Board’s consideration, based on information and requests from Officers, Board members, and committee and interest group reports. (rev. 5/2014) (rev. 9/2016)
The Planning Committee consists of five voting members. The Planning and Reports Officer serves as Chair of the committee. The Assistant Planning and Reports Officer, the Recording Secretary, and the Parliamentarian and Assistant Parliamentarian are voting members.
VI.H.21.c. OTHER PROCEDURES AND POLICIES
Members of the Planning Committee receive reimbursement for whatever part of the door-to-door transportation expenses to-and-from meetings is not borne by their home institution.
In other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G
VI.H.22. WEB COMMITTEE
The Web Committee maintains the Association’s website and related online tools. Members of the committee will be assigned functional responsibilities related to the website (or other online tools) for which they are responsible. The Committee will solicit and maintain content that is accurate and current. Committee members are responsible for clear, consistent communication with assigned constituencies in MLA (chapters, committees, special officers, the Board, business office), and they ensure that members' needs are being met to the greatest extent possible. The Committee works with the Web Manager to advise the Board and the Association in all matters related to publishing web content and related web-based technologies. It establishes general policies and procedures related to the Association's web presence, formulating policy related to website design, maintenance, style, and content. (rev. 2/2017)
VI.H.23. DIVERSITY COMMITTEE
The committee will work to advance the organization’s efforts in diversity by encouraging the participation of groups historically under-represented in music librarianship; including, but not limited to: African Americans, Asian Americans, Latin Americans and Native Americans. The committee will advocate for the recruitment, retention and advancement of members of these groups in MLA and in the profession. Activities will include advising the organization on issues of diversity, monitoring the organization’s efforts in this area, and supporting activities, events and initiatives advancing diversity in MLA. The Chair will also serve ex officio on the Diversity Scholarship Awards Committee, the Membership Committee, and the Career Development and Services Committee. (approved 6/2014; added 5/2017; rev. 4/2018)
VI.H.24 MUSIC LIBRARY ADVOCACY COMMITTEE
This committee supports both individual and Association-wide efforts to promote music library resources, advocate for our users, and communicate the value of staff expertise.
The Music Library Advocacy Committee
- Maintains an online clearinghouse of user-submitted advocacy resources
- Manages the online Advocacy Forum
- Creates new materials, subject to Board approval, that convey MLA’s positions on advocacy topics (e.g. a brochure on “Why we need music librarians”)
- Collaborates with other MLA committees and groups to develop resources supporting music library advocacy (e.g. Education Committee, for advocacy training; Web Committee, for online advocacy resources; committees and roundtables representing various types of music libraries, to help address specific advocacy needs)
- Acts as a resource and sounding board for MLA leadership when the opportunity arises for official responses to advocacy-related issues
- Works with outside organizations that have an interest in music library advocacy. The Chair of the Music Library Advocacy Committee serves as a liaison to IAML’s Advocacy Committee (IAML membership is encouraged but not required) (approved 8/2018, added 1/2019) (rev. 5/2019)
The Music Library Advocacy Committee consists of two ex officio members (the Newsletter Editor and the Publicity and Outreach Officer) and four to six appointed members. One of the appointed members serves as Chair. As much as possible, committee membership should reflect the breadth of music library types represented in MLA as a whole.
All members serve four-year terms. However, in order to establish continuity in the committee, initial terms will be staggered, with two members serving a two-year term, two serving a three-year term, and two (including the chair) serving a four-year term. (approved 8/2018, added 1/2019)