Mississippi Library Association

Chapter One: Officers

President
Vice President
Vice President-Elect
Secretary
Treasurer
Immediate Past President
American Library Association Councilor
Southeastern Library Association Representative

Parliamentarian
Executive Secretary
Bookkeeper

PRESIDENT

General Duties
1. Presides at Executive Board meetings and general and business
  sessions of annual conference.
2. Represents the Association in official capacities.
  1. Represents at annual conference of ALA and of SELA and at other
    professional association meetings.
  2. Serves as liaison between the Association and other
    organizations.
3. Coordinates the work of the Association’s officers, Sections,
  and committees.
  1. Interprets the objectives of the Association.
  2. Provides continuity for long-range plans of the
    Association.
4. Calls all meetings of the Executive Board.
  1. Selects date, time, and place of such meetings.
  2. Works with Executive Secretary to arrange for facility for
    meeting, meal, parking, etc.
  3. Prepares agenda and gives to Executive Secretary for
    distribution.
Committees
1. Appoints all committees and each committee’s vice
  chair/chair-elect (in consultation with each committee’s chair) for
  the upcoming year prior to the annual conference (Vice President
  appoints conference committees); follows guidelines for making
  committee appointments.
  1. Appoints a representative from each type of library interest
    for each committee.
  2. When possible, makes appointments for each committee from
    different geographical locations throughout the state.
  3. Appoints at least one member from the previous year’s committee
    to ensure continuity.
  4. Mails a committee preference form to members during the spring
    and/or arranges to have one printed in the summer issue of
    Mississippi Libraries.
  5. Considers the abilities and interests of the appointees in
    making committee assignments.
2. Presents Nominating and Election Committee members to the
  Executive Board at annual conference for Executive Board
  approval.
3. Notifies committee members of their appointments by having the
  Executive Secretary or the committee chairs call the
  appointees.
4. Announces committee appointments for the upcoming year in the
  Winter issue of Mississippi Libraries.
5. Fills vacancies that occur in committees during the year.
6. In certain years the Executive Board makes recommendations for
  the Board of Commissioners of the Mississippi Library Commission.
  The President provides the Governor with a list of six names to be
  considered for the MLC Board. In years ending in 2 and 7 a list of
  public library trustees is provided and in years ending in 3 and 8
  a list of librarians is provided. The appointment is for July first
  of the year. (See the MLA Bylaws Article III Section 4.)
Finances
1. Serves as a member of the Fiscal Management Committee. Helps
  prepare a budget to submit to the Executive Board at the December
  meeting.
2. Approves vouchers not authorized in the budget.
3. Countersigns all checks with the Treasurer.
4. Receives and reviews annual financial report of Mississippi
  Libraries.
Records, Handbooks, Annual Reports
1. Distributes to each new Executive Board member a copy of the
  Association’s handbook, stationery, and necessary information to
  perform their duties.
2. Arranges for orderly transfer of files at end of the year.
3. Sends copies of important papers, letters, decisions, etc.,
  during the year to MLA office for filing.
4. Sorts, labels, and dates all presidential and vice-presidential
  papers and sends to MLA office for filing.
Publicity
1. Coordinates the publicity of the Association by informing Chair
  of Publicity Committee of items to be made public in newspapers
  and/or professional journals.
2. Appoints a search committee as needed to recommend to the
  Executive Board an individual to serve as editor of Mississippi
  Libraries.
3. Writes a president’s column for each issue of Mississippi
  Libraries.
MLA Office
1. Performs personnel duties as required, including hiring,
  evaluating, monitoring personal and sick leave, training,
  terminating, etc.
2. Supervises the operations of the MLA office.
3. Meets with or telephones Executive Secretary regularly to
  discuss office procedures, routing of mail, policies, etc.
4. Makes sure MLA Executive Secretary receives conference bonus
  check at December board meeting.
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PRESIDENTIAL TIMETABLE
December-January
1. Outgoing President
  1. Examines annual reports of the committees for recommendations,
    which are the responsibility of the outgoing Executive Board.
  2. Examines minutes and prepares agenda to complete work at the
    final Executive Board meeting in December.
2. Incoming President
  1. Directs Fiscal Management Committee to submit budget at the
    December Executive Board meeting.
  2. Completes committee assignments and supplies chairpersons with
    necessary guidelines, etc.
  3. Prepares for joint December board meeting.
  4. Reminds next year’s Conference Chairperson (Vice President) to
    select conference theme and present names of possible general
    session speakers for Executive Board approval.
  5. Keeps informed of activities of National Library Week
    workshop. Anticipates call to speak on behalf of the
    Association and /or to write letters for newspapers supporting
    NLW.
  6. Makes appointment to the Board of Commissioners of the
    Mississippi Library Commission.
  7. In certain years, provides to the Governor’s office a list of
    six names for one to be chosen for appointment on July first to the
    Board of Commissioners of the MLC. In years ending with 2 and 7, a
    list of public library trustees is provided. In years ending with 3
    and 8, a list of librarians is provided.
3. February
  1. Conference plans
    1. Works with Vice President to support conference planning and
      asks for progress report at first Executive Board meeting.
    2. In conjunction with Vice President, makes arrangements to have
      the spring Executive Board meeting at the conference hotel. The
      hotel may offer some complimentary space or services.
  2. Publicity
    1. Writes President’s column for spring issues of Mississippi
      Libraries.
    2. Gives progress reports of Sections and committees and other
      news to Chair of Publicity Committee.
4. March-April
  1. Checks with Election Committee regarding mailing ballots for
    election of officers on April 1st.
  2. Participates in National Library Week celebration.
  3. Participates in ALA Legislative Day in Washington, DC.
  4. Continues to keep in contact with committee activities.
  5. Appoints an Assistant Chair for National Library Week who
    automatically succeeds the Chair for the following year.
5. May-July
  1. Writes President’s column for Mississippi Libraries by
    May 5th.
  2. Plans for an Executive Board meeting between May 1 and May
    15.
    1. Receives report of Election Committee.
    2. Reviews conference plans.
    3. Gives notice of general membership mailing to be assembled at
      the end of May. Items to be included might be committee preference
      forms, awards forms, notices of summer meetings, reminders to
      committees regarding committee, Section, and Round Table annual
      reports to be included in conference handout, etc.
  3. Immediately notifies all candidates of election returns.
  4. Notifies editor of Mississippi Libraries of election
    returns.
  5. Attends American Library Association conference.
6. August-September
  1. Plans for an early August Executive Board meeting.
  2. Reviews conference plans with Vice President.
    1. Writes President’s welcome for the conference program.
    2. Arranges for conference invitations to be sent to association
      presidents of adjoining states and SELA, state chair of National
      Library Week, the governor, and other persons important to the
      Association.
7. October
  1. Examines annual reports of committees, Sections, and Round
    Tables as they are received.
  2. Schedules pre-conference Executive Board meeting including
    chairs of Registration, Hospitality, Exhibits, Local Arrangements,
    and Publicity Committees.
  3. Prepares agenda of general business session.
  4. Reminds the Credentials Committee of its responsibilities
    during the business meeting (see Bylaws).
  5. Decides with the incoming President on a date for the joint
    December board meeting and directs the Executive Secretary to send
    notices to members of both boards.
8. November-December
  1. Writes thank you letters to everyone who participated in the
    conference program.
  2. Thanks chairpersons and officers and instructs them to transfer
    their files to new chairpersons and officers if they have not done
    so.
  3. Prepares for joint Executive Board meeting.
  4. Transfers presidential papers to the incoming President. Sends
    past year’s papers to the MLA Executive Secretary for filing.
  5. Presents specific recommendations from annual committee reports
    to the incoming Executive Board.
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VICE PRESIDENT
(PRESIDENT-ELECT)
1. General Duties
  1. Votes as member of the Executive Board.
  2. Presides at meetings in the absence of the President.
  3. Performs duties assigned by the President.
  4. Replaces the President in case of resignation or death.
2. Conference
  1. Selects conference theme and presents to Executive Board.
    (December or January)
  2. Provides names of general session speakers for Executive Board
    approval.
  3. Serves as Conference Chairperson.
  4. Arranges for distribution of committee preference forms in the
    spring general mailing and in the summer issue of Mississippi
    Libraries.
  5. Selects committees for following year before annual conference
    and includes listing of committee members in Winter issue of
    Mississippi Libraries.
  6. Chairs the Conference Site Selection Committee. This committee
    includes Vice President, Vice-President Elect, Treasurer, and
    Immediate Past President.
    1. Maintains a four-year calendar for conference sites.
    2. Negotiates terms and signs (Vice President) the contract for
      facilities for the following year’s conference.
    3. Recommends specific facilities for the fourth year conference
      and books tentative dates.
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VICE PRESIDENT-ELECT

As soon as notice is received of election to the office of Vice
President/President-
Elect, the Vice President-Elect shall:
1. Obtain a copy of the MLA Handbook for study.
2. Attend as many Executive Board/Section/Round Table/Committee
  meetings as possible.
3. Attend ALA, if possible.
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SECRETARY
1. Votes as member of Executive Board.
2. Keeps accurate minutes and supporting documents of Executive
  Board meetings.
  1. Prepares minutes for distribution to Executive Board members
    within one month of all meetings, including the annual business
    meeting.
  2. Sends corrected minutes to the MLA office for filing.
  3. Sends corrected minutes to the editor of Mississippi
    Libraries for publication.
  4. Informs Handbook Committee of any changes needing to be made in
    the official Handbook.
3. Reviews old minutes and keeps the Executive Board informed of
  outstanding matters.
4. Maintains files of correspondence
5. Prepares to turn files of minutes and records over to the new
  Secretary at the December Executive Board meeting.
6. Submits to new Secretary the minutes of outgoing board’s last
  meeting after the joint December board meeting. The incoming
  Secretary mails the minutes to the incoming board.
7. Prepares or asks Executive Secretary to prepare and mail
  resolutions approved by the Executive Board to the President and
  Vice President for their signatures. Secretary also signs
  resolutions.
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TREASURER
1. Votes as a member of the Executive Board.
2. Serves as a member of the Fiscal Management Committee, but does
  not serve as committee chair.
3. Transacts financial responsibilities. (See also duties of
  bookkeeper.)
  1. Receives all vouchers.
    1. Verifies voucher request and ascertains from the monthly
      reports provided by the Bookkeeper if there is an adequate fund
      balance for payment.
    2. Numbers vouchers and codes for posting.
    3. Submits vouchers not authorized in the budget to the President
      for approval.
  2. Writes and signs checks and sends them to the President for
    co-signature. Arranges to have necessary checks (salary, tax
    payments, etc.) signed prior to out-of-state travel by the
    President or Treasurer.
  3. Sends to the bookkeeper each month’s vouchers and receipts by
    the 10th of the following month.
  4. Receives from bookkeeper copies of deposit slips for posting in
    the checkbook.
  5. Receives monthly, quarterly, and end-of-the-year report from
    the bookkeeper. Keeps the President apprised of financial condition
    of the organization.
  6. Presents financial reports at Executive Board meetings and
    membership meetings.
  7. Prepares a copy of the annual financial report for the spring
    or summer issue of Mississippi Libraries.
  8. Submits the annual financial report at the conference.
  9. Plans for the orderly transfer of records to the new Treasurer
    at the December Executive Board meeting.
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IMMEDIATE PAST PRESIDENT
1. Votes as a member of the Executive Board.
2. Advises the President.
3. Plans and presides at the Past Presidents Breakfast at the
  annual conference.
4. Performs other duties as assigned by the President.
5. Chairs Past Presidents Committee.
  1. Past Presidents Committee is composed of the last three MLA
    Presidents.
  2. The purpose of the committee is to select the recipient of the
    Past Presidents’ Award.
  3. The committee receives nominations by the standard awards
    nomination form (see Awards Committee) and provides the appropriate
    award to be presented at the conference.
6. Purchases and presents a plaque to the outgoing President at
  the conference.
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AMERICAN LIBRARY ASSOCIATION
COUNCILOR
1. Election
  1. One Councilor, who is a member of ALA, is elected by the MLA
    membership during the election of officers in the spring. The term
    of office is four years and the next election will take place in
    1999 for the term 2000-2003.
  2. The MLA Nominating Committee submits nominations to the
    Executive Board for the position of ALA Councilor.
2. Duties
  1. Attends Executive Board meetings as a voting member.
  2. Acts as a liaison between the American Library Association and
    the Mississippi Library Association.
  3. Attends ALA mid-winter and ALA annual conference.
  4. Informs Chair of Publicity Committee of items to be made
    public.
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SOUTHEASTERN LIBRARY ASSOCIATION REPRESENTATIVE
1. Election
  1. One representative, who is a member of SELA, is elected by the
    MLA membership during the election of officers in the spring. The
    term of office is four years and the next election takes place in
    2002 for the term 2003-2006.
  2. The MLA Nominating Committee submits nominations to the
    Executive Board for the position of SELA Representative.
2. Duties
  1. Attends Executive Board meetings as a voting member.
  2. Acts as a liaison between the Southeastern Library Association
    and the Mississippi Library Association.
  3. Attends the SELA conference and the SELA board meetings.
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PARLIAMENTARIAN

(Appointed by the President)
1. Attends Executive Board meetings as a non-voting member.
2. Advises and makes parliamentary decisions at meetings or at the
  request of the President.
3. Uses Robert’s Rules of Order, Revised as authority
  unless the MLA Constitution and Bylaws differ.

EXECUTIVE SECRETARY

Job Description

RESPONSIBILITIES:
Manages the office of the Association.
Maintains membership records of the Association.
Maintains files of correspondence, reports, publications, etc., of
the Association.
Handles all correspondence of the Association, either answering or
routing to the proper individual or committee.
Prepares bulk membership mailings as requested by the
President.
Prepares correspondence for the President.
Prepares for Executive Board meetings.

Attends Executive Board meetings and other meetings as requested by
the President.
Serves as ex officio member of certain Association committees.
Works with Association committees, Round Tables, and Sections in
preparing for conferences, conventions, workshops, etc., sponsored
by the Association.
Maintains Association property such as furniture, supplies, and
equipment.
Maintains archival copies of Mississippi Libraries and
arranges for binding.
Represents the Association when requested by the President.
Performs other duties as assigned.

SUPERVISION RECEIVED:
Reports to the Association President.

QUALIFICATIONS:
Minimum: High school diploma. Must have good clerical skills
including typing, filing, operation of standard office equipment,
and basic computer skills. Must be bonded.

BOOKKEEPER

Job Description

RESPONSIBILITIES:
Receives from Treasurer each month’s vouchers and receipts by the
10th of the following month.
Reconciles bank statements and determines cash balance each
month.
Provides Treasurer with copies of deposit slips for posting in the
checkbook.
Provides Treasurer with monthly, quarterly, and end-of-the-year
fiscal reports.
Files quarterly 941, Employer’s Federal Tax Return.
Makes necessary federal tax deposits.
Files Form 990, Return of Organization Exempt From Income Tax, by
May 15th.

Serves in an advisory function with the Fiscal Management
Committee.

Chapter One: Officers

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