MLA Handbook
- General Duties
- Presides at Executive Board meetings and general and business
sessions of annual conference. - Represents the Association in official capacities.
- Represents at annual conference of ALA and of SELA and at other
professional association meetings. - Serves as liaison between the Association and other
organizations.
- Represents at annual conference of ALA and of SELA and at other
- Coordinates the work of the Association’s officers, Sections,
and committees.- Interprets the objectives of the Association.
- Provides continuity for long-range plans of the
Association.
- Calls all meetings of the Executive Board.
- Selects date, time, and place of such meetings.
- Works with Executive Secretary to arrange for facility for
meeting, meal, parking, etc. - Prepares agenda and gives to Executive Secretary for
distribution.
- Presides at Executive Board meetings and general and business
- Committees
- 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.- Appoints a representative from each type of library interest
for each committee. - When possible, makes appointments for each committee from
different geographical locations throughout the state. - Appoints at least one member from the previous year’s committee
to ensure continuity. - Mails a committee preference form to members during the spring
and/or arranges to have one printed in the summer issue of
Mississippi Libraries. - Considers the abilities and interests of the appointees in
making committee assignments.
- Appoints a representative from each type of library interest
- Presents Nominating and Election Committee members to the
Executive Board at annual conference for Executive Board
approval. - Notifies committee members of their appointments by having the
Executive Secretary or the committee chairs call the
appointees. - Announces committee appointments for the upcoming year in the
Winter issue of Mississippi Libraries. - Fills vacancies that occur in committees during the year.
- 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.)
- Appoints all committees and each committee’s vice
- Finances
- Serves as a member of the Fiscal Management Committee. Helps
prepare a budget to submit to the Executive Board at the December
meeting. - Approves vouchers not authorized in the budget.
- Countersigns all checks with the Treasurer.
- Receives and reviews annual financial report of Mississippi
Libraries.
- Serves as a member of the Fiscal Management Committee. Helps
- Records, Handbooks, Annual Reports
- Distributes to each new Executive Board member a copy of the
Association’s handbook, stationery, and necessary information to
perform their duties. - Arranges for orderly transfer of files at end of the year.
- Sends copies of important papers, letters, decisions, etc.,
during the year to MLA office for filing. - Sorts, labels, and dates all presidential and vice-presidential
papers and sends to MLA office for filing.
- Distributes to each new Executive Board member a copy of the
- Publicity
- Coordinates the publicity of the Association by informing Chair
of Publicity Committee of items to be made public in newspapers
and/or professional journals. - Appoints a search committee as needed to recommend to the
Executive Board an individual to serve as editor of Mississippi
Libraries. - Writes a president’s column for each issue of Mississippi
Libraries.
- Coordinates the publicity of the Association by informing Chair
- MLA Office
- Performs personnel duties as required, including hiring,
evaluating, monitoring personal and sick leave, training,
terminating, etc. - Supervises the operations of the MLA office.
- Meets with or telephones Executive Secretary regularly to
discuss office procedures, routing of mail, policies, etc. - Makes sure MLA Executive Secretary receives conference bonus
check at December board meeting.
PRESIDENTIAL TIMETABLE - Performs personnel duties as required, including hiring,
- December-January
- Outgoing President
- Examines annual reports of the committees for recommendations,
which are the responsibility of the outgoing Executive Board. - Examines minutes and prepares agenda to complete work at the
final Executive Board meeting in December.
- Examines annual reports of the committees for recommendations,
- Incoming President
- Directs Fiscal Management Committee to submit budget at the
December Executive Board meeting. - Completes committee assignments and supplies chairpersons with
necessary guidelines, etc. - Prepares for joint December board meeting.
- Reminds next year’s Conference Chairperson (Vice President) to
select conference theme and present names of possible general
session speakers for Executive Board approval. - 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. - Makes appointment to the Board of Commissioners of the
Mississippi Library Commission. - 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.
- Directs Fiscal Management Committee to submit budget at the
- February
- Conference plans
- Works with Vice President to support conference planning and
asks for progress report at first Executive Board meeting. - 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.
- Works with Vice President to support conference planning and
- Publicity
- Writes President’s column for spring issues of Mississippi
Libraries. - Gives progress reports of Sections and committees and other
news to Chair of Publicity Committee.
- Writes President’s column for spring issues of Mississippi
- Conference plans
- March-April
- Checks with Election Committee regarding mailing ballots for
election of officers on April 1st. - Participates in National Library Week celebration.
- Participates in ALA Legislative Day in Washington, DC.
- Continues to keep in contact with committee activities.
- Appoints an Assistant Chair for National Library Week who
automatically succeeds the Chair for the following year.
- Checks with Election Committee regarding mailing ballots for
- May-July
- Writes President’s column for Mississippi Libraries by
May 5th. - Plans for an Executive Board meeting between May 1 and May
15.- Receives report of Election Committee.
- Reviews conference plans.
- 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.
- Immediately notifies all candidates of election returns.
- Notifies editor of Mississippi Libraries of election
returns. - Attends American Library Association conference.
- Writes President’s column for Mississippi Libraries by
- August-September
- Plans for an early August Executive Board meeting.
- Reviews conference plans with Vice President.
- Writes President’s welcome for the conference program.
- 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.
- October
- Examines annual reports of committees, Sections, and Round
Tables as they are received. - Schedules pre-conference Executive Board meeting including
chairs of Registration, Hospitality, Exhibits, Local Arrangements,
and Publicity Committees. - Prepares agenda of general business session.
- Reminds the Credentials Committee of its responsibilities
during the business meeting (see Bylaws). - 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.
- Examines annual reports of committees, Sections, and Round
- November-December
- Writes thank you letters to everyone who participated in the
conference program. - Thanks chairpersons and officers and instructs them to transfer
their files to new chairpersons and officers if they have not done
so. - Prepares for joint Executive Board meeting.
- Transfers presidential papers to the incoming President. Sends
past year’s papers to the MLA Executive Secretary for filing. - Presents specific recommendations from annual committee reports
to the incoming Executive Board.
- Writes thank you letters to everyone who participated in the
VICE PRESIDENT
(PRESIDENT-ELECT)- General Duties
- Votes as member of the Executive Board.
- Presides at meetings in the absence of the President.
- Performs duties assigned by the President.
- Replaces the President in case of resignation or death.
- Conference
- Selects conference theme and presents to Executive Board.
(December or January) - Provides names of general session speakers for Executive Board
approval. - Serves as Conference Chairperson.
- Arranges for distribution of committee preference forms in the
spring general mailing and in the summer issue of Mississippi
Libraries. - Selects committees for following year before annual conference
and includes listing of committee members in Winter issue of
Mississippi Libraries. - Chairs the Conference Site Selection Committee. This committee
includes Vice President, Vice-President Elect, Treasurer, and
Immediate Past President.- Maintains a four-year calendar for conference sites.
- Negotiates terms and signs (Vice President) the contract for
facilities for the following year’s conference. - Recommends specific facilities for the fourth year conference
and books tentative dates.
- Selects conference theme and presents to Executive Board.
VICE PRESIDENT-ELECTAs soon as notice is received of election to the office of Vice
President/President-
Elect, the Vice President-Elect shall:- Obtain a copy of the MLA Handbook for study.
- Attend as many Executive Board/Section/Round Table/Committee
meetings as possible. - Attend ALA, if possible.
SECRETARY- Votes as member of Executive Board.
- Keeps accurate minutes and supporting documents of Executive
Board meetings.- Prepares minutes for distribution to Executive Board members
within one month of all meetings, including the annual business
meeting. - Sends corrected minutes to the MLA office for filing.
- Sends corrected minutes to the editor of Mississippi
Libraries for publication. - Informs Handbook Committee of any changes needing to be made in
the official Handbook.
- Prepares minutes for distribution to Executive Board members
- Reviews old minutes and keeps the Executive Board informed of
outstanding matters. - Maintains files of correspondence
- Prepares to turn files of minutes and records over to the new
Secretary at the December Executive Board meeting. - 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. - 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.
TREASURER- Votes as a member of the Executive Board.
- Serves as a member of the Fiscal Management Committee, but does
not serve as committee chair. - Transacts financial responsibilities. (See also duties of
bookkeeper.)- Receives all vouchers.
- Verifies voucher request and ascertains from the monthly
reports provided by the Bookkeeper if there is an adequate fund
balance for payment. - Numbers vouchers and codes for posting.
- Submits vouchers not authorized in the budget to the President
for approval.
- Verifies voucher request and ascertains from the monthly
- 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. - Sends to the bookkeeper each month’s vouchers and receipts by
the 10th of the following month. - Receives from bookkeeper copies of deposit slips for posting in
the checkbook. - Receives monthly, quarterly, and end-of-the-year report from
the bookkeeper. Keeps the President apprised of financial condition
of the organization. - Presents financial reports at Executive Board meetings and
membership meetings. - Prepares a copy of the annual financial report for the spring
or summer issue of Mississippi Libraries. - Submits the annual financial report at the conference.
- Plans for the orderly transfer of records to the new Treasurer
at the December Executive Board meeting.
- Receives all vouchers.
IMMEDIATE PAST PRESIDENT- Votes as a member of the Executive Board.
- Advises the President.
- Plans and presides at the Past Presidents Breakfast at the
annual conference. - Performs other duties as assigned by the President.
- Chairs Past Presidents Committee.
- Past Presidents Committee is composed of the last three MLA
Presidents. - The purpose of the committee is to select the recipient of the
Past Presidents’ Award. - The committee receives nominations by the standard awards
nomination form (see Awards Committee) and provides the appropriate
award to be presented at the conference.
- Past Presidents Committee is composed of the last three MLA
- Purchases and presents a plaque to the outgoing President at
the conference.
AMERICAN LIBRARY ASSOCIATION
COUNCILOR- Election
- 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 three years. - The MLA Nominating Committee submits nominations to the
Executive Board for the position of ALA Councilor.
- One Councilor, who is a member of ALA, is elected by the MLA
- Duties
- Attends Executive Board meetings as a voting member.
- Acts as a liaison between the American Library Association and
the Mississippi Library Association. - Attends ALA mid-winter and ALA annual conference.
- Informs Chair of Publicity Committee of items to be made
public.
SOUTHEASTERN LIBRARY ASSOCIATION REPRESENTATIVE- Election
- 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. - The MLA Nominating Committee submits nominations to the
Executive Board for the position of SELA Representative.
- One representative, who is a member of SELA, is elected by the
- Duties
- Attends Executive Board meetings as a voting member.
- Acts as a liaison between the Southeastern Library Association
and the Mississippi Library Association. - Attends the SELA conference and the SELA board meetings.
PARLIAMENTARIAN(Appointed by the President)
- Attends Executive Board meetings as a non-voting member.
- Advises and makes parliamentary decisions at meetings or at the
request of the President. - Uses Robert’s Rules of Order, Revised as authority
unless the MLA Constitution and Bylaws differ.
- Outgoing President
- LIST OF SECTIONS
- PURPOSE AND ORGANIZATION OF SECTIONS
Sections are organized in accordance with the bylaws. Each
Section represents a special field of library interest. Members of
the Association may belong to more than one Section. Each Section
is expected to set its own annual goals, engage in its own
projects, conduct its own business, and coordinate its activities
with larger MLA plans as possible. Sections may have their own
bylaws. Section bylaws may not be in conflict with MLA bylaws. (See
Appendix B)- Officers:
- Each Section shall elect a chairperson, vice chairperson-elect,
secretary and other such officers, as it may need to serve one
calendar year. - The chairperson of each Section is a member of the executive
board.
- Each Section shall elect a chairperson, vice chairperson-elect,
- Meetings:
- The annual meeting of the Section is to be held during the
conference at which time new officers may be elected. Sections may,
if they wish, hold their meetings together during the conference
but have separate business sessions. Joint luncheon or breakfast
meetings may be planned. - The Section chairpersons as members of the executive board meet
with the committee chairpersons to plan and project the conference
program.
- The annual meeting of the Section is to be held during the
- Finances:
- An allocation for the conference program is made. This amount
is to be spent for the speaker or program. - MLA may pay the expenses of the chairperson in attending the
Executive Board meetings. The Treasurer for reimbursement supplies
vouchers. The President supplies stationery. - If extra funds are needed for the next year, a written request
should be made to the MLA Executive Board by December first. The
Fiscal Management Committee will consider the request when it meets
in December to plan the MLA budget for the next year.
- An allocation for the conference program is made. This amount
- Records:
- Each Section maintains a file of
- Policies
- Annual reports
- Names of officers
- Correspondence
- Minutes of meetings
- Officers are responsible for the orderly transfer of work files
and bylaws to the new officers at the end of the term of office or
upon instruction from the President.
- Each Section maintains a file of
- Officers:
- SECTION FUNCTIONS
- Duties of the Chairperson:
- Serves as a voting member of the Executive Board.
- Attends meetings of the Executive Board.
- Acts as spokesperson and leader for the Section.
- Instructs the vice chairperson and secretary in their
duties. - Appoints the nominating committee.
- Appoints other committees in the Section, if needed.
- Guides the Section in determining suitable projects and
coordinating activities with the MLA Board. - Plans the Section conference program or works with designated
conference chairperson to be sure the following responsibilities
are covered:- Select speaker or plan program around theme that may be decided
at the planning meeting. - Invite the speaker and arrange with local arrangements
committee for room reservations if needed. - See that the expense of the speaker remains within the amount
allocated by the Executive Board and that the speaker understands
the financial arrangements. - Work with the general conference chairperson in printing the
program. - Inform or meet with the local arrangements chairperson to make
known needs for the Section meeting such as size room needed, type
program, tables or other equipment required, flowers, etc.
- Select speaker or plan program around theme that may be decided
- Presides at Section meeting at the conference.
- Conducts business session:
- Preside
- Present nominating committee and elect/announce officers.
- Notify publicity chairperson and incoming President of newly
elected officers. - Make report to conference, if requested.
- Instruct secretary to transfer minutes, etc. to new
secretary. - Publicity:
- Forward news of activities of the Section to the editor of
Mississippi Libraries. - Furnish the general conference chairperson with full details of
the conference program, pictures of speakers along with copies of
talks, etc.
- Forward news of activities of the Section to the editor of
- Duties of the vice chairperson/chairperson-elect (In some
Sections, the vice chairperson is responsible for conference
program.):- Preside in the absence of the chairperson.
- Become chairperson in case of vacancy.
- Cooperate in planning work.
- Duties of the Secretary:
- Record minutes at annual business session and send copy to
Section president and Executive Secretary of the MLA. - Write thank you letter to speaker.
- Transfer files to new secretary.
- Read minutes at business session.
- Record minutes at annual business session and send copy to
- Program: The program of the Section may precede or follow
immediately after the business session. - Luncheon Meeting:
- Arrange for speaker, escort, presiding officer, invocation,
introducer, flowers, seating of head table, etc. - Check all details with the local arrangements chairperson
immediately upon arriving at the conference.
- Arrange for speaker, escort, presiding officer, invocation,
- Duties of the Chairperson:
- To promote resource sharing and cooperative collection
development among academic libraries.- To identify and assess in a similar manner library needs of all
segments of the campus community and the extent to which they are
being met. - To explore and heighten awareness of successful resource
sharing efforts in other states. - To encourage the development of a formalized online network
among the eight state university libraries and the other academic
libraries.
Co-Facilitator: University Library Directors’
Council - To identify and assess in a similar manner library needs of all
- To promote excellence in programs of bibliographic
instruction.- To identify existing programs.
- To develop a recognizing mechanism for outstanding
bibliographic programs in the state. - To provide continuing education opportunities for bibliographic
instruction.
Co-Facilitator: LIRT
- To promote adequate access to information by users of all
academic libraries.- To heighten awareness of the needs of the physically
challenged. - To create an awareness of and provide training opportunities
for new technologies. - To advocate electronic transmission of information among
academic libraries.
Co-Facilitators: ANRT, LIRT
- To heighten awareness of the needs of the physically
- To explore, document and publicize needs for improving library
facilities. - To increase librarians’ skills in securing funding from
traditional and alternative sources. - To explore, document and publicize the need to attract and
retain sufficient and qualified library staffing.- To heighten awareness of librarianship as a profession.
- To support an ALA accredited school in Mississippi.
Co-Facilitators: Executive Board, Scholarship Committee,
Publicity Committee, Continuing Education Committee, all other
Sections - To explore, document and publicize the need for competitive
compensation, equivalent to attract.- To work for the establishment of a recognized, statewide
minimum salary for entry-level professionals. - To work for a salary and benefits program designed to foster
retention and recognize achievement.
Co-Facilitators: Libraries Directors’ Councils,
Salary Committee, Executive Board - To work for the establishment of a recognized, statewide
- To survey the continuing education needs of library personnel
and strive to meet them.- To create a forum for continuing education needs of
paraprofessional library personnel. - To survey the professional personnel every five years to
determine continuing education needs to facilitate program
planning.
Co-Facilitators: Continuing Education Committee,
Executive Board - To create a forum for continuing education needs of
- To explore, document and publicize the factors that hinder or
encourage librarians’ ability to develop strategies that
pertain to recruitment and retention of librarians. - To heighten awareness of regional and national standards
applicable to academic libraries. - To publicize changes and revisions as they occur.
- The officers of this Section shall be a chairperson,
chairperson-elect who shall serve as vice-chairperson, and a
secretary/treasurer. The chairperson and chairperson-elect shall be
or shall become members of ACRL of the American Library
Association. - These officers and the immediate past chairperson shall
constitute the executive council of the Association of College and
Research Libraries – Mississippi Chapter. - The executive council shall meet annually.
- Officers shall assume their responsibilities on January the
first and shall serve for a period of one calendar year, or until
their successors are chosen. - No elected officer shall succeed himself/herself unless he/she
has served less than one-half of a term. - The executive council of the Section shall appoint a nominating
committee of five members-at-large, no one of whom shall be a
member of the executive council. - The nominating committee shall be appointed for a one-year
term. Members of the nominating committee, upon expiration of their
terms, shall not be eligible for immediate reappointment. - The Section may establish standing committees.
- Committees shall consist of not less than three members
(membership shall consist of an uneven number). - To develop measurable criteria for evaluation.
- To adequately assess current levels and plan future
developments. - To assist in local strategies for improvements.
- To create a vehicle for continuing education of professionals
and paraprofessionals through workshops, self-study materials,
bibliographies, publications, etc. - To become a clearinghouse for sharing worthy developments made
in individual libraries. - To serve as an “ad agency” for educational opportunities from
universities, library associations, individual libraries,
Mississippi Library Commission, commercial consultants, etc. - To encourage compatibility of data by use of a common input
format. - To expedite future resource sharing through planning for
compatibility. - To create a network for sharing automation information and
experience. - To provide leadership at several times during the year as well
as at MLA. - To make contact with individual members of the Public Library
Section through mail outs, educational opportunities, swap shops,
audio-visuals, teleconferences, electronic mail, etc. - Select speaker or plan program around theme that may be decided
at the planning meeting. - Invite the speaker and arrange with local arrangements
committee for room reservations if needed. - See that the expense of the speaker remains within the amount
allocated by the Executive Board and that the speaker understands
the financial arrangements. - Work with the general conference chairperson in printing the
program. - Inform or meet with the local arrangements chairperson to make
known needs for the Section meeting such as size room needed, type
program, tables or other equipment required, flowers, etc. - The officers of this Section shall be a chairperson,
vice-chairperson/chairperson-elect, and a secretary. - These officers, with the immediate past-chairperson, will be
designated the executive board of the organization. - The chairperson shall be the representative head of the Section
and shall serve on the executive board of the Association. The
chairperson shall appoint all necessary committees, shall serve as
the chairperson of the Section executive board and serve as
presiding officer at all business meetings of the Section. - The vice-chairperson shall be the chairperson-elect, and shall
assume the office of chairperson in the temporary or permanent
absence of the chairperson. - The secretary shall keep a record of the attendance and
proceedings of each meeting of the Section and the Section
executive board. - LIST OF ROUND TABLES (in order of organization date)
- New Members Round Table (NMRT) organized in 1975.
- Government Documents Round Table (GODORT) organized Summer, 1978.
- Automation and Networking Round Table (ANRT) organized Spring, 1978.
- 2-Year College Round Table (2-YCRT) organized 1978.
- Library Instruction Round Table (LIRT) organized 1979.
- Young People’s Services Round Table (YPSRT) organized 1980.
- Educational Communications & Technology Round Table (ECTRT) organized 1987.
- Black Caucus organized 1993.
- Special Collections Round Table organized
- Technical Services Round Table organized 1998.
- GENERAL INFORMATON
- Round Tables may be authorized by the Executive Board upon
petition by not fewer than 10 members of the Association. - Round Tables may be discontinued by the Executive Board when
the usefulness of the group has ceased. - Any member of the Association may become a member of any Round
Table by complying with membership requirements. - Round Tables may charge annual dues, elect officers, and issue
publications. - Dues are paid with MLA dues.
- Reimbursement of expenses must be secured by using the MLA
vouchers. The vouchers are to be signed by the Round Table
chairperson and sent to the Treasurer of MLA. - Each Round Table shall submit annually at least two reports -
one to the Executive Board and one to the members of the
Association at the annual conference. - A representative from each Round Table may attend Executive
Board meetings in a non-voting capacity. - Constitutions, bylaws and other documents of Round Tables may
not conflict with MLA documents and must be on file in MLA
headquarters. - If extra funds are needed for the next year, a written request
should to be made to the MLA Executive Board by December first. The
Fiscal Management Committee will consider the request when it meets
in December to plan the MLA budget for the next year.
- Round Tables may be authorized by the Executive Board upon
- Membership dues are $3.00 per year.
- Funds
- Officers may request funds as necessary to implement approved
programs of the organization. - The Steering Committee shall allocate funds to each task force
based upon budgets submitted by the task forces and available
funds.
- Officers may request funds as necessary to implement approved
- The chairperson is authorized to approve requests for
reimbursement and payment of bills from Black Caucus funds in the
custody of the MLA Executive Board. Any request for a total of more
than $20.00 from a single source in a year will require Steering
Committee approval prior to chairperson action. - The Black Caucus shall accept voluntary contributions
unencumbered by obligations. - The Black Caucus shall actively solicit funds for pursuit of
projects that advance the objectives of the organization. - CHAIRPERSON. The chairperson shall have the customary duties of
the office of chairperson and shall preside over all meetings of
the Black Caucus and of the Steering Committee. The chairperson
shall be responsible, with the Steering Committee, for fulfilling
the purposes of this organization. Additionally, the chairperson
shall: appoint committee and task force chairpersons and members,
serve as spokesperson for the Black Caucus, serve as public
relation representative for the Black Caucus, contribute articles
to Mississippi Libraries magazine. The chairperson shall also be a
member of ALA/Black Caucus and shall represent the MLA Black Caucus
Round Table at the annual and midwinter meetings of the American
Library Association with the following duties:- To assure that the MLA Black Caucus has paid affiliates dues to
ALA Black Caucus. - To share with local Black Caucus members’ information from ALA
Black Caucus. - To bring to ALA Black Caucus any problems or recommendations
for ALA Black Caucus from local Black Caucus.
- To assure that the MLA Black Caucus has paid affiliates dues to
- VICE CHAIRPERSON/CHAIRPERSON-ELECT. The vice
chairperson/chairperson-elect shall assist the chairperson and
shall be responsible for the coordination and implementation of the
work of the committees and task forces as assigned by the
chairperson. When the chairperson is unable to serve, the
vice-chairperson shall act as chairperson. This person will assume
the chairmanship after chairperson’s elected time has expired. - SECRETARY. The secretary shall perform the customary duties of
this office. This person shall keep an accurate record of all
meetings of the Black Caucus and the Steering Committee and have
those records available at or before the next regularly called
meting of the Black Caucus or Steering Committee; shall arrange for
the preservation of the archives and records of the organization;
shall make a report of the proceedings of each annual meeting to
MLA for publication in its annual conference proceedings for that
year; shall prepare and submit a financial statement for review at
each annual meeting, which shall include all income and
expenditures of the Black Caucus. - Members of MLA Black Caucus who wish to volunteer and/or those
solicited to run for elective office and thereby serve on the
Steering Committee will submit their names, their office
preference, a statement of their goals for the office and a short
biographical note to the Election Committee. The names of all
candidates will be submitted to the Black Caucus members for
election. Winners of all elections shall be determined by a
plurality of those members voting. Ballots shall be mailed
according to time schedule determined by MLA Bylaws. - In the event of a tie, a run-off election shall be conducted at
the annual conference business meeting. - Term of all officers shall be for two calendar years.
- A position left vacant on the Steering Committee because of the
incumbent’s resignation, disability, etc., shall be filled for the
remainder of the unexpired term by appointment by the Steering
Committee. - Members of the Steering Committee elected to office by the
personal members may be re-elected to the same office for no more
than two consecutive terms. - STEERING COMMITTEE. This committee shall be comprised of the
elected offices of the Black Caucus, task force chairpersons, and
the chairperson of the Election Committee. The immediate past
chairperson and the program chairperson shall serve as ex-officio
members without vote. The Steering Committee shall have general
supervision of the affairs of the Black Caucus in the intervals
between membership meetings and shall have the responsibility of- Determining subjects for programs and working with a program
chairperson to implement these programs. - Submitting and endorsing projects submitted by task forces to
the Black Caucus. - Reporting all actions of the Steering Committee at the annual
conference.
- Determining subjects for programs and working with a program
- AFFIRMATIVE ACTION COMMITTEE. This committee shall keep abreast
of affirmative action legislation on national, state, and local
levels as it relates to Black Caucus activities. Review nominations
and committee appointments of MLA and its divisions. - FUND RAISING COMMITTEE. This committee shall coordinate and
engage in fund raising activities to support the programs and
activities of the Black Caucus. Shall solicit ideas and support
for, and inform the membership of, fund raising activities, solicit
donations from funding sources. - Members may volunteer or be appointed to form task forces to
work on projects initiated to meet their own needs or on projects
proposed by the Steering Committee. - Task forces shall submit to the Steering Committee a short
statement of membership, purpose, goals, duration of operation and
a request to establish the group accompanied by a tentative budget.
Written summary communications on the progress of the task force
will be made to the Steering Committee for the duration of the
project for its consideration and/or endorsement at the annual
meeting. The summary communication will be for dissemination to the
general membership after action by the Steering Committee. - Task force coordinators are elected annually and may be
re-elected for no more than two consecutive terms. - Vacancies occurring among the task force’s officers between
regular elections may be filled by the task force either by
election or appointment. - Task forces may meet as frequently as necessary for their
stated duration but meetings at the annual MLA conferences are
required. Failure to hold these meetings shall automatically
dissolve the task force. - To keep educators adequately informed about technology, media
programs, and materials. - To recruit personnel and encourage and promote professional
growth. - To serve as an organization to coordinate research and
evaluation in the use of educational media and technology. - To plan and conduct long range programs for the development and
improvement of educational media and technology. - To improve the pre-service and in-service education of
teachers. - To insure the integration of media and technology in curriculum
development. - To cooperate with other individuals, organizations and agencies
whose interests and purposes are the promotion of quality
education. - Dues: Annual dues for membership shall be three dollars.
- Membership Year: The period of membership shall extend from
January first through December thirty-first. - The chair shall preside at all meetings of the Round Table;
represent the Round Table at MLA Executive Board meetings, as
necessary, and on public occasions; appoint all committees; and
supervise all activities of the Round Table. - The vice-chair/chair-elect shall ascend to the office of chair
at the conclusion of the chair’s term and shall then serve as chair
for one year. The vice-chair/chair-elect shall function in the
absence of the chair, and in case of a vacancy, shall become chair.
The vice chair shall serve as chairperson of membership and shall
direct activities toward recruiting new members to the Round
Table. - The secretary/treasurer shall keep the necessary written
minutes of both the executive board and the annual meetings of the
Round Table. The usual secretarial duties shall be performed by the
secretary, including keeping complete records, conducting
correspondence, serving in the absence of other officers. The
secretary/treasurer may ask another member of the Round Table to
assist as recording secretary. The secretary/treasurer shall
perform the usual duties of keeping records of receipts,
expenditures, membership and finances. Vouchers for payment of all
bills against the Round Table must be signed by the chair and sent
to the MLA Treasurer. - Chairperson. The chairperson shall be the chief executive of
the Round Table, chairperson of the Steering Committee, and the
Round Table’s representative to the Mississippi Library Association
Executive Board. - Chairperson-elect. The chairperson-elect shall perform the
duties of the chairperson in the absence of the chairperson; shall
be a member of the Steering Committee; shall be responsible for the
program at the annual meeting; shall serve as membership
chairperson; shall serve as an aide to the chairperson; and shall
succeed to the office of chairperson in the following year. - Secretary. The secretary shall handle correspondence and keep
minutes of general and Steering Committee meetings. - Treasurer. The treasurer shall be empowered to keep necessary
and proper records relevant to membership and workshops. - Reporter. The reporter shall publicize activities of the Round
Table in state and national library publications and in general
media. - All officers shall deliver to their successor all official
material not later than two weeks following the installation of
their successor. - In case of a vacancy in the office of chairperson, the
chairperson-elect shall succeed to the office of chairperson for
the remainder of the unexpired term. Special elections shall be
held as needed to fill other vacancies. - Elected officers of the Round Table shall be chairperson,
vice-chairperson/chairperson-elect, secretary, and ALA affiliate.
These together with other positions as provided for in the Bylaws,
Section 3a should form the Steering Committee. - Task Forces may be established in areas of activity pursuant to
the purposes of the Round Table as described in Article II. The
task forces shall elect a chairperson and other officers necessary
to operate efficiently. - Dues for personal members shall be $3.00 per year.
- Funds
- Elected and appointed officers may request funds as necessary
to implement approved programs of the organization. - The Steering Committee shall allocate funds to each task force
based upon budgets submitted by the task forces and funds
available.
- Elected and appointed officers may request funds as necessary
- The chairperson is authorized to approve requests for
reimbursement and payment of bills from Round Table funds in the
custody of the MLA Executive Board. Any request for a total of more
than $20.00 from a single source in a year will require Steering
Committee approval prior to chairperson action. - Chairperson. The chairperson shall have the customary duties of
the office of the chairperson and shall preside over all meetings
of the Round Table and of the Steering Committee. The chairperson
shall be responsible with the Steering Committee for fulfilling the
purposes of this organization. The chairperson will appoint the
members of the Election Committee. Due to the budgetary structure
of MLA, the chairperson will assume the customary duties of
treasurer. The chairperson shall be responsible for the safekeeping
of all funds of the Round Table and for the authorization payment
of all duly incurred bills. Funds shall be deposited with the MLA
as fiscal agent and the MLA shall draw checks against these funds,
as directed by the chairperson, to pay obligations incurred by the
Round Table. - Vice Chairperson/Chairperson-Elect. The vice
chairperson/chairperson-elect shall assist the chairperson and
shall be responsible for the coordination and implementation of the
work of the committees and task forces as assigned by the
chairperson. When the chairperson is unable to serve, the vice
chairperson shall act as chairperson. This person will assume the
chairmanship after one year of service as the
vice-chairperson/chairperson-elect. - Program Chairperson. The program chairperson shall be appointed
by the chairperson and shall be responsible for the preparation of
programs of the Round Table. - Secretary. The secretary shall perform the customary duties of
this office. The secretary shall keep an accurate record of all
meetings of the Round Table and the Steering Committee and have
these records available at or before the next regularly called
meeting of the Round Table or Steering Committee; shall arrange for
the preservation of the archives and records of the organization;
shall make a report of the proceedings of each annual meeting to
MLA for publication in its annual conference proceedings for that
year; shall prepare and submit a financial statement for review at
each annual meeting, which shall include all income and
expenditures of the Round Table. - Affiliates Representative. The affiliates representative shall
be a member of ALA/ALA LIRT and shall represent the MLA LIRT at the
annual and midwinter meetings of the American Library Association
(ALA) LIRT. The affiliates representative shall be elected for a
two-year term and may be elected for two terms. The duties are as
follows:- To assure that the MLA LIRT has paid affiliates dues to ALA
LIRT. - To share with local LIRT members information from ALA
LIRT. - To bring to ALA LIRT any problems or recommendations for ALA
LIRT from local LIRT members.
- To assure that the MLA LIRT has paid affiliates dues to ALA
- Personal members who wish to volunteer and/or those solicited
to run for elective office and thereby serve on the Steering
Committee will submit their names, their office preference, a
statement of their goals for the office and a short biographical
note to the Election Committee. The names of all candidates will be
submitted to the personal members for election. Winners of all
elections shall be determined by a plurality of those members
voting. - Ballots shall be mailed according to time schedule determined
by MLA Bylaws. - In the event of a tie, a run-off election shall be conducted at
the annual conference business meeting. - Term of all officers except affiliates representative shall be
for one calendar year. - A position left vacant on the Steering Committee because of the
incumbent’s resignation, disability, etc. shall be filled for the
remainder of the unexpired term by appointment by the Steering
Committee. - Members of the Steering Committee elected to office by the
personal members may be re-elected to the same office for no more
than two consecutive terms. - Steering Committee. This committee shall be comprised of the
elected officers of the Round Table, task force chairpersons, and
the chairperson of the Election Committee. The immediate past
chairperson and the program chairperson shall serve as ex-officio
members without vote. The Steering Committee shall have general
supervision of the affairs of the Round Table in the intervals
between membership meetings and shall have the responsibility
of:- Determining subjects for programs and working with a program
chairperson to implement these programs. - Submitting and endorsing projects submitted by task forces to
the Round Table. - Reporting all actions of the Steering Committee at the annual
meeting.
- Determining subjects for programs and working with a program
- Election Committee. This committee shall be comprised of three
members and a chairperson who shall be appointed annually by the
Round Table Chairperson. This committee shall coordinate the
election process, receiving and/or soliciting the names of
volunteers for office, and preparing for the election to be held as
part of the annual MLA election by a mail ballot. The committee
shall maintain a full record of the results thereof in order to
have a record of eligibility for vacancies. - Personal members may volunteer or be appointed to form task
forces to work on projects initiated to meet their own needs or on
projects proposed by the Steering Committee. - Task forces shall submit to the Steering Committee a short
statement of membership, purpose, goals, duration of operation and
a request to establish the group accompanied by a tentative budget.
Written summary communications on the progress of the task force
will be made to the Steering Committee for the duration of the
project for its consideration and/or endorsement at the annual
meeting. The summary communication will be for dissemination to the
general membership after action by the Steering Committee. - Task force coordinators are elected annually and may be
re-elected for no more than two consecutive terms. - Vacancies occurring among the task force’s officers between
regular elections may be filled by the task force either by
election or appointment. - Task forces may meet as frequently as necessary for their
stated duration but meetings at the annual MLA conferences are
required. Failure to hold these meetings shall automatically
dissolve the task force. - The annual membership meeting of the Round Table shall take
place during the annual conference of the MLA and shall include a
report of the Steering Committee to the members on its
activities. - The Steering Committee will meet at the annual MLA conference
and other times if deemed necessary by the chairperson. - At all meetings Robert’s Rules Of Order (latest
edition) will be followed. - The Election Committee will meet at least once prior to
submitting a slate of candidates to the Round Table
membership. - To promote regular meetings for the exchange of ideas.
- To encourage professional growth and development at the local,
state, and national levels. - To provide a forum for discussion of problems, concerns and the
exchange of ideas by young people’s librarians through workshops,
conference meetings, newsletters, etc. - To contribute to the education, training, and professional
growth of all those who work with young people. - To increase communication and cooperation among all those who
work with or are interested in young people both in school and
public libraries. - The chairperson shall be the head of the organization, appoint
all necessary committees, serve as required on Mississippi Library
Association committees, and preside at all meetings. - The vice-chairperson shall be the chairperson-elect and serve
as program chairperson for the meetings. In case of a vacancy in
the office of the chairperson, the vice-chairperson shall succeed
to the office of chairperson. - The secretary shall keep records concerning the business of the
Round Table. This shall include keeping minutes of all meetings
held and preparing announcements to the membership. - A nominating committee shall be appointed by the chairperson
each year to have a slate of officer prepared for publication in
the June issue of Mississippi Libraries to be voted upon at the
annual meeting in the fall. - The officers shall be elected at the annual meeting of the
Round Table during the regular annual meeting of Mississippi
Library Association. They shall serve for a period of one calendar
year, or until their successors are chosen. - In case of a vacancy in any office except that of chairperson,
the executive committee shall designate someone to discharge the
duties of the office for the duration of the unexpired term. - No elected officer shall succeed himself unless he has served
less than one-half of a term. - LIST OF COMMITTEES
- Archives and History
- Awards
- Conference
- Local Arrangements
- Hospitality
- Registration
- Exhibits
- Poster Sessions
- Conference Site Selection
- Conservation
- Constitution, Bylaws and Organizational Review
- Continuing Education
- Copyright Review
- Credentials
- Election
- Fiscal Management
- Handbook
- Information Literacy
- Insurance
- Intellectual Freedom
- Internal Audit
- Legislative
- Networking
- Steering
- Long Range Planning for Library Services
- Membership
- Memorial Fund
- Mississippi Authors Awards
- Mississippi Libraries
- National Library Week
- Nominating
- Past Presidents
- Publications
- Publicity
- Reprint
- Right to Read
- Salary
- Scholarship
- Web Page
- GENERAL INFORMATION
- The incoming President appoints all committees except the
conference committees, which are appointed by the incoming Vice
President. (For information regarding the conference committees and
their duties, refer to the conference section.)
Past Presidents Committee is composed of last three past Presidents.
Mississippi Authors Awards Committee members serve for two years. - The incoming President will appoint a Vice
Chairperson/Chairperson-Elect of each committee in consultation
with each committee chairperson. - All committees are not appointed every year.
- Committees are composed of a chairperson and any number of
members (preferably one person representing each field of library
interest and at least one person from the committee of the previous
year.) - Duties of the chairperson include
- Contacting and/or calling together the committee members to set
objectives to fulfill the purpose of the committee. - Keeping records of the committee.
- Activities
- Names and addresses of committee members
- Correspondence
- Transferring records of committee at end of term specified by
the President. - Attending meetings of the Executive Board as specified by the
President. - Making progress reports to President on call.
- Sending publicity chairperson report of activities to be
published in - Preparing annual committee report for conference, with number
of copies requested by the President for the Executive Board and
the registration committee for conference kits.
- Contacting and/or calling together the committee members to set
- Duties of committee members
- Contribute ideas to enhance the effectiveness of the committee
work. - Support the committee report.
- Contribute ideas to enhance the effectiveness of the committee
- Funding
- Money is allocated by the Executive Board to help defray
expenses for some committee work. - Stationery and postage are available from the MLA office.
- Money is allocated by the Executive Board to help defray
- If extra funds are needed for the next year, a written request
should be made to the MLA Executive Board by December first. The
request will be considered by the Fiscal Management Committee when
it meets in December to plan the MLA budget for the next year.
- The incoming President appoints all committees except the
- COMMITTEES
- Archives and History Committee
- Purpose: To oversee the archives of the Association, making
sure the materials are filed in logical order and that the
important records of the Association are preserved. - Records to be collected and maintained:
- Minutes
- Executive Board
- General Session
- Legal Papers
- Annual Association audits
- Substantive correspondence of the President
- One copy of all publications issued by the Association
- Committee and Round Table reports and recommendations
- Records of special projects
- Minutes
- Meetings: The Archives Committee shall meet annually at least
once to review materials in the archives and counsel with the
Executive Secretary regarding the care and acquisition of archival
materials. The archives serves as the memory of the Association and
it is the duty of the Archives Committee to see that continuity is
maintained in gathering and filing information about the
Association and libraries in the state. - Membership: The Executive Secretary shall be a permanent member
of the Archives Committee.
- Purpose: To oversee the archives of the Association, making
- Awards Committee
- Purpose: To recognize outstanding-accomplishment in the field
of librarianship and/or library service and to development and to
encourage interest in the library profession. - The Mississippi Library Association presents these awards:
- Baker & Taylor/NMRT Grassroots Award (Selected by New
Members Round Table) - Carroon Apple Award (Selected by School Libraries Section)
- Friends of Mississippi Libraries: Chapter One Award (Selected
by Friends of Mississippi Libraries) - Friends of Mississippi Libraries: Ruby Assaf Presidential Award
(Selected by Friends of Mississippi Libraries) - Mississippi Authors Awards (Selected by Mississippi Authors
Awards Committee) - Outstanding Achievement Award (Selected by Awards
Committee) - Past Presidents Award (Selected by Past Presidents
Committee) - Peggy May Award (Selected by Awards Committee)
(For details, see Appendix F, Awards.)
- Baker & Taylor/NMRT Grassroots Award (Selected by New
- Purpose: To recognize outstanding-accomplishment in the field
- Conference Committee
- Local Arrangements
- Hospitality
- Registration
- Exhibits
- Poster Sessions
(For details, see Chapter 5, Conference.)
- Conference Site Selection Committee
- Conservation Committee
- Purpose: To present for the continuing education of librarians,
current theory and techniques applied to library
conservation/preservation. - Responsibilities:
- Provide consultation when disasters necessitate emergency
situations. - Conduct workshops or other type programs to increase awareness
of conservation/preservation needs on topics such as- Binding
- Paper quality/preservation
- Photograph preservation
- Care of special materials
- Other preservation techniques
- In-house methods of conservation
- Make available for librarians continuing education
opportunities on library conservation/preservation.- Publish articles in Mississippi Libraries.
- Make available “how to” pamphlets and handouts.
- Create a list of “experts” to consult.
- Maintain samples of library disaster plans.
- Provide other resources.
- Provide consultation when disasters necessitate emergency
- Purpose: To present for the continuing education of librarians,
- Constitution, Bylaws and Organizational Review Committee
- Purpose: To study and prepare amendments and revisions to the
Constitution and Bylaws to be presented to the Executive Board
prior to the conference and then to the membership for final
decision at the annual business meeting of the Association in
accordance with the rules as set by the Constitution. - Suggestions for work:
- Contact the President and past President for any
suggestions. - Question the members of the committee to arrive at some general
areas to consider for study. - Examine the annual reports of the committees.
- Contact Sections and regional chairpersons for suggestions, as
well as committee chairpersons. - Contact membership of the Association for ideas and
suggestions. - Examine issues of Mississippi Libraries and other professional
journals. - Review the Constitution and Bylaws.
- Have a meeting of the committee to discuss findings and make
recommendations for study. - Prepare wording of amendments and revisions to the Constitution
and Bylaws to be presented to the Executive Board prior to the
conference and then to the membership for final decision at the
annual business meeting. - Present additional recommendations in the annual report.
- Contact the President and past President for any
- Purpose: To study and prepare amendments and revisions to the
- Continuing Education Committee
- History: The Continuing Education Committee was created in 1968
as the Library Education Committee to serve as a long-term
committee to establish, if possible, an American Library
Association accredited library school in Mississippi and to study
all facets of library education in the state. In 1977 the emphasis
for the committee shifted to continuing education of librarians and
other library personnel. In 1995 the MLA Executive Board approved
the change of the committee’s name to Continuing Education
Committee. - Purpose: To offer and promote continuing education workshops
for library personnel in the state. - Duties of the Chairperson:
- Appoint subcommittees for special projects.
- Provide leadership in the planning and execution of workshops,
seminars, or other continuing education projects for library
personnel in the state. - Coordinate joint projects with MLA committees, Round Tables and
Sections and with other appropriate interested organizations,
agencies, or institutions in the state. - Update as needed criteria for workshops for the awarding of
Certificates of Attendance. (See Appendix G.) - Update as needed criteria for presenters to be included in a
Speakers Bureau. (See Appendix G.) - Update as needed the Speakers Bureau Application Form for
potential presenters to fill out for inclusion in the Speakers
Bureau. (See form in Appendix G.)
- History: The Continuing Education Committee was created in 1968
- Copyright Review Committee
- Purpose: Created as an ad hoc committee to monitor the effect
of the 1976 Copyright Law changes on Mississippi libraries. In
1983, the board removed the ad hoc status. The committee serves as
a clearinghouse for copyright information. The chairperson actively
solicits librarians’ comments on the impact that Copyright Law
changes have had on library service. - Duties:
- Propose to the Board statements to be submitted to the Register
of Copyrights outlining Copyright Law problems. - Maintain a file of current copyright information to be
disseminated at the request of any MLA member. - Maintain or heighten awareness among Mississippi librarians of
issues related to copyright.
- Propose to the Board statements to be submitted to the Register
- Purpose: Created as an ad hoc committee to monitor the effect
- Credentials Committee
- Purpose: To ensure that only those persons who have paid dues
have a vote in the business of the Association. - Duties: Appoint tellers to serve at the general business
session to count and report votes on all matters whether viva voca
or written.
- Purpose: To ensure that only those persons who have paid dues
- Election Committee
- Purpose: To have charge of the conduct of the elections of the
Association and the counting and tabulation of votes. - Duties:
- Obtain from the nominating committee the slate of nominees for
the offices of the Association. - Direct the preparation of a printed ballot, known as the
“Official Ballot”, which shall have the name and professional
address of each nominee for office. - Mail a copy of the “Official Ballot” on April 1 to each voting
member of the Association in good standing. (See Bylaws.) - Supply envelopes bearing the words “Official Ballot Enclosed”
in which the ballots may be sealed and returned to the election
committee. - Count and tabulate all “Official Ballots” received. (See Bylaws.)
- Report to the Executive Board by May 15 the candidate receiving
the largest number of votes for each office. Actual count of votes
is not reported. President will contact ML with election
results. - In case of a tie vote, determine the successful candidate by
lot. Candidates involved in the tie shall be given the opportunity
to be present or represented for the lot. (See Bylaws, Article XI. Sec. 6.)
- Obtain from the nominating committee the slate of nominees for
- Purpose: To have charge of the conduct of the elections of the
- Fiscal Management
- Purpose: To review and make recommendations to the Executive
Board concerning all financial matters of the Association. - Duties:
- Review physical and financial assets each January.
- Receive financial statement from the Treasurer at the end of
the year. - Prepare a proposed budget for the coming year to be presented
to the Executive Board for approval in December. - Consult on financial matters of the Association throughout the
year as needed.
- Members: Members should be chosen from past Presidents, past
Treasurers, and past Business Managers of Mississippi Libraries,
with the current President, Treasurer, ML Business Manager,
Bookkeeper, and the Executive Secretary serving in an advisory
capacity.
- Purpose: To review and make recommendations to the Executive
- Handbook
- Purpose: To keep the Handbook of the Association updated by
revisions and additions as needed. - Chair: The immediate past President is the most logical person
to serve as chairperson. - Duties:
- Retain and place in MLA archives copies of outdated MLA
Handbooks. - Online Handbook
- Make changes/updates and send electronically to Web Page
Committee. - Retain paper copy of Handbook pages changed and place in MLA
archives.
- Make changes/updates and send electronically to Web Page
- To aid in updating the Handbook, obtain the following:
- Minutes of Executive Board from MLA Secretary
- Lists of all awards presented and the recipients from Awards
Committee, School Libraries Section, New Members Round Table, Past
Presidents Committee, Mississippi Authors Awards Committee, and
Friends of Libraries. - Scholarship recipients from the Scholarship Committee.
- Retain and place in MLA archives copies of outdated MLA
- Purpose: To keep the Handbook of the Association updated by
- Information Literacy
- Purpose: to create a greater awareness of information literacy issues and
promote more effective use of library resources through fulfillment of the following objectives:- To raise the consciousness level of librarians throughout the state in relation to information literacy.
- To promote the development of cooperative and coordinated information literacy programs among and for all types of libraries and librarians in Mississippi.
- To serve as a liaison between the state association and regional and national associations in matters relating to information literacy.
(Approved by MLA Executive Board August 6, 2003)
- Purpose: to create a greater awareness of information literacy issues and
- Insurance
- Intellectual Freedom
- Purpose:
- To promote freedom of inquiry and access to materials.
- To maintain a statement of policy and guidelines for librarians
in purchasing library materials. - To strengthen the positions of librarians and libraries in case
of controversies. - To keep the MLA membership aware of developments in this
area.
Note: The 1969 Conference accepted the recommended policy
proposed by this committee. - Purpose:
- Internal Audit
Established in 1999 by the President and the Vice President
based on a previous recommendation. The charge of the committee
is:- To determine that the Association’s fiscal records, procedures,
and operations are in proper order. - To recommend to the MLA Executive Board appropriate
recommendations for change.
The duties of the committee are:
- To meet and carry out its purposes each year prior to the MLA
Executive Board meeting in May. - To report on the committee’s findings at the May Executive
Board meeting.
The committee will be composed of 2 past presidents, 2 past
treasurers, and the executive secretary. The members will serve
two-year staggered terms. - To determine that the Association’s fiscal records, procedures,
- Legislative
- Purpose:
- To promote interest in state and federal legislative action
affecting or pertaining to libraries or the welfare of
libraries. - To inform the membership.
- To encourage active participation in legislative programs.
- To promote interest in state and federal legislative action
- Duties:
- Maintain an awareness of legislation important to library
service and to promote and publicize such legislation. - Keep abreast of federal programs affecting libraries and use
available means to promote passage of needed legislation. - Plan Legislative Program (i.e. luncheon, reception, breakfast)
for legislators, (usually in January or February) in cooperation
with NLW Committee workshop. - Encourage and coordinate participation in the ALA sponsored
Legislative Day activities in Washington (usually in April).
- Make and coordinate travel arrangements for the Mississippi
delegation - Arrange appointments with the Mississippi Congressional
delegates.
- Maintain an awareness of legislation important to library
- Purpose:
- Long Range Planning for Library Services
- Purpose: To provide a vehicle for encouraging and assisting the
Sections, Round Tables, committees and interest groups of the
Mississippi Library Association in their long range planning. - Duties:
- To promote, encourage, and implement planning for library
cooperation and development by the MLA. - To explore and serve as a forum for ideas in library
development. - To annually assess the effectiveness of the long-range plan and
to identify and develop specific goals and objectives for the
coming year as related to the Association’s mission statement.
- To promote, encourage, and implement planning for library
- Organization:
- Membership will consist of
(Total membership – nineteen)
- The Chair and Vice Chair of each Section
- A representative from the Mississippi Library Commission
- A representative from the University Library Director’s
Council - A representative from the Public Library Association
Council - A representative from the Community College Library Director’s
Association - A representative from the State Department of Education (Media
Specialist) - Two members at large, one of which will be Chair, on a two-year
rotating appointment - Two members appointed from the elected officers of the Round
Tables. - The Committee membership will be divided into four
subcommittees by types of libraries.
- Membership will consist of
- Recommendations:
- Publish the annual update to the long-range plan in the Winter
issue of Mississippi Libraries. - Prepare and present a written annual assessment for the MLA
Annual Board meeting. - Each Section, Round Table, committee, etc. will develop a set
of goals and objectives and use these when assessing their
planning. - Using the MLA Annual Evaluation Report form developed by the
Committee, each Section, Round Table, committee, etc. is to report,
examine, and evaluate their activities in relationship to their
goals or charge.
- Publish the annual update to the long-range plan in the Winter
- Suggestions for work:
- Most of the work of the committee will be done by the four
subcommittees, using the annual reports where possible. Each
subcommittee will look at their plans for the current year and
their long range goals and assess how the various Round Tables,
committees, etc. carried out that plan during that year. - The MLA Annual Evaluation Report Form, when filled out and
returned to the MLA Executive Secretary, will then be compiled as
the annual reports and given to the membership at the annual
conference. - Revisions would then be planned for the upcoming year and the
updated goals and objectives published in the winter ML for the
association to use for planning.
- Most of the work of the committee will be done by the four
- Purpose: To provide a vehicle for encouraging and assisting the
- Membership
- Purpose:
- To solicit membership to the Association.
- To keep membership records.
- Duties of the Chairperson:
- Solicit members by
- Placing notices in all issues of Mississippi Libraries.
- Making special mailings to former members.
- Making appeals at National Library Week workshop, LAMP
meetings, etc.
- Request members of membership committee to solicit members from
the type libraries represented. - Create new ideas to increase membership.
- Solicit members by
- Membership: The Executive Secretary serves as an ex officio
member of this committee.
- Purpose:
- Memorial Fund
The Executive Board established the MLA Memorial Fund in the
spring of 1979 to provide a means of making contributions to the
Association in memory of MLA members and others. A standing
committee of five members was appointed to serve as trustees of the
fund and to determine the way it will be used. Contributions to the
Memorial Fund may be sent to the MLA Executive Secretary. The
chairperson of the Memorial Fund Committee is responsible for
sending appropriate acknowledgement cards. - Mississippi Authors Awards Committee
The purpose of the Mississippi Authors Awards Committee is to
recognize and encourage Mississippi authors and promotes interest
in local authors’ books, whether the books are about Mississippi or
another subject. Appointments to this committee are for a two-year
period. (See Appendix F, Awards.) - Mississippi Libraries Committee
- National Library Week Committee
The National Library Week program functions on the national
basis using the guidelines for operation as specified in the
national handbook provided for such purpose.- Officers: The Executive Board appoints an executive director
and an associate director annually, preferably by May 1, and
according to the national policy no later than July. - Duties:
- Executive Director
- Follows plan of national handbook.
- Requests assistance from the Mississippi Library
Commission. - Coordinates activities.
- Asks the Governor to declare National Library Week in the
state. - Promotes continued publicity program throughout the year.
- Maintains a scrapbook.
- Writes annual report for the summer issue of Mississippi
Libraries and for National headquarters. - Plans overall program.
- Solicits financial aid from other organizations.
- Plans and submits budget to Fiscal Management Committee of
MLA. - Works toward excellence and possible national recognition.
- Associate Director
- Assists the director in all efforts.
- Usually is selected to become director the following year.
- Executive Director
- Schedule of Activities:
- Executive direct or appointed preferably by March 1 and no
later than April. - Executive director immediately selects the steering committee
with the approval of the president of MLA. - Steering Committee meets in August to select State
Chairperson. - Chairpersons and Steering Committee meet in August to select
members of State Committee. - The Steering Committee and State Committee meet in November to
select goals and appoint sub-committees. - Meeting of sub-committees of State Committee between November
and January 15. - Workshop for local chairperson, State Committee, Steering
Committee in January or early February in conjunction with
legislative program.
- Executive direct or appointed preferably by March 1 and no
- Finances:
- The MLA, Mississippi Library Commission, LAMP, and Friends of
Mississippi Libraries cooperate in funding this activity. - Assistance from business and other organizations is also
solicited by Friends of Mississippi Libraries to sponsor the
legislative program.
- The MLA, Mississippi Library Commission, LAMP, and Friends of
- Officers: The Executive Board appoints an executive director
- Nominating Committee
- Purpose: To select a slate of names to be nominated to fill the
elective offices of the Association in accordance with the
Bylaws. - Duties:
- Select and secure consent of persons to be nominated along with
photo and biography for Mississippi Libraries. - Present names selected in writing to Executive Board at
December meeting. - Publicize the nominees and the nominating procedure in
Mississippi Libraries, along with the Nominating Committee
members.
- Select and secure consent of persons to be nominated along with
- Present the slate of nominees for offices to the Election
Committee. (See Bylaws.)
- Purpose: To select a slate of names to be nominated to fill the
- Past Presidents Committee
- Purpose: To select the recipient of Past Presidents’
Award. - Chair: Immediate past President serves as chair.
- Duties:
- Receive nominations from Awards Committee.
- Select recipient.
- Provide appropriate award to be presented at conference.
- Notify Mississippi Libraries and Handbook Committee of
recipient.
- Membership: Composed of the last three Presidents of the
Association.
- Purpose: To select the recipient of Past Presidents’
- Publications Committee
Purpose: To initiate, coordinate, and supervise any publications
authorized by the Executive Board, i.e. Handbook and Membership
Directory. - Publicity Committee
- Purpose: To conduct an active program of publicizing
- Association activities
- Executive Board
- Special committee projects
- Awards
- National Library Week
- Annual conference
- Members of the Committee:
- Chairperson, appointed by the President.
- Other members representing the Sections, if possible.
- Mississippi Library Commission Public Relations staff
member. - Executive Secretary as ex officio member.
- Duties:
- Maintenance of a biographical data file of officers and
conference participants with glossy prints. - Appointing a member to the Mississippi Libraries editorial
board. - Preparation of news releases and dissemination to appropriate
offices.- Newspapers
- Radio
- Television
- Mississippi Libraries
- Professional journals
- Cooperation with editor of Mississippi Libraries in
supplying news and coverage of events. - Arranging for photographs
- Annual conference
- Award winners
- Incoming and outgoing officers
- Speakers
- Candid shots
- Legislative Day
- National Library Week
- Annual conference
- Publicizing
- Elected officers
- Committee chairpersons and members
- Executive Board meetings (including summaries of the
meetings) - Mississippi Libraries
- National Library Week (assisted by Mississippi Library
Commission) - Conference plans and program
- Announcements in summer issue of ML
- Complete story in fall issue of ML
- Complete follow-up story in winter ML
- Professional meetings
- Maintenance of a biographical data file of officers and
- News Releases:
- Newspapers: Type articles, double-spaced, including name of
Association, name and address of publicity chairperson and deadline
of release. Stories should reach dailies one week before deadline
or earlier for weeklies. Include cover letter to editor for
significant coverage. Pictures: For best results send black &
white glossy prints with news releases. - Radio: Use the same copy as for newspaper or abbreviate it for
announcement-type publicity. Arrange for live coverage using
interview-type program with MLA officials, etc. - Television: Plans one coverage in the conference city during
the conference. TV stations have a public information spot, which
is often hard to fill, and early notification will get rewarding
results. If a speaker is a national figure, TV will likely plan an
interview with him/her. - Wire Releases: Use same newspaper story and obtain maximum
coverage.
- Newspapers: Type articles, double-spaced, including name of
- Time Schedule:
- Between MLA Conference and January
- Prepare general conference follow-up story for Mississippi
Libraries as arranged with editor. - Announce newly elected Section officers.
- Prepare general conference follow-up story for Mississippi
- January
- Make available pictures of new Board. (December or January
meeting) - Announce Executive Board meetings.
- Announce committee appointments in hometown papers.
- Send representative to ALA mid-winter meeting.
- Check plans for National Library Week workshop &
legislative programs.
- Make available pictures of new Board. (December or January
- February
- Check plans for Round Table meetings.
- March
- Conference planning meeting of Executive Board with committee
chairpersons. - Conference program announcement.
- Round Table news releases
- Conference planning meeting of Executive Board with committee
- April
- National Library Week.
- ALA Legislative Day in Washington
- Round Table meetings.
- May
- MLA news for Mississippi Libraries.
- Conference story for Mississippi Libraries.
- Announce newly elected officers for the coming year.
- Announce any committee actions.
- June
- Send representative to ALA
- Appointment of executive director and associate director of
National Library Week.
- July
- Follow-up story on ALA.
- Check on programs, conference plans, photographs, etc. to begin
writing conference publicity.
- August
- Conference story due to Mississippi Libraries for fall
issue.
- Conference story due to Mississippi Libraries for fall
- September (Pre-Conference Planning)
- Contact editors and wire service in conference city for news
coverage at meetings, etc., and see about photographs and number of
pictures desired. (Newspaper may cover this.) - Have mats made of the speakers.
- Possibilities of news releases:
- General conference story: where, when, attendance expected,
number of members, theme, program, list of Executive Board. - Book exhibits and equipment.
- Sections’ stories.
- General conference story: where, when, attendance expected,
- Contact editors and wire service in conference city for news
- October
- Complete all details of the conference stories at least 10 days
prior to the conference. - At the conference,
- Plan to follow-up arrangements with local newspapers.
- Coordinate plans for photographs of activities and new officers
and chairpersons with conference committee. - Arrange interviews with speakers for newspaper reporters, have
advance copy of speech for reporters, second copy retain for
follow-up ML story. - Schedule photographers, meet at time arranged, know where to
have photographers and arrange pictures in as little confusion as
possible (several pictures can be taken at once to save time).
- Complete all details of the conference stories at least 10 days
- Between MLA Conference and January
- Purpose: To conduct an active program of publicizing
- Reprint Committee
Purpose: To identify books about Mississippi or by
Mississippians that should be reprinted and to negotiate reprinting
with publishers. - Right to Read Committee
- Salary Committee
Purpose: To make a yearly study of salaries in different types
of libraries as recommended in the Long Range Plan. - Scholarship Committee
- Purpose: To administer the Peggy May/MLA Scholarship which is
designed to provide financial assistance of at least $600 annually
for the education of individuals who plan to be professional
librarians, information specialists, or media specialists in
academic, public, school or special libraries. The scholarship
award will be made to a qualified current student or officially
admitted new student enrolled in graduate course work in the School
of Library and Information Science at The University of Southern
Mississippi. Both full time and part time students are eligible.
This scholarship is made possible by an endowment fund which is
administered by the Mississippi Library Association and which is
awarded annually on a competitive basis by the MLA Scholarship
Committee. - Committee Duties:
- Publicity for the scholarship.
- Selection and notification of the scholarship recipient.
- Fund raising and solicitations for funds to keep the interest
on the Peggy May fund sufficient for the scholarship. - Notify Mississippi Libraries and Handbook Committee of
scholarship recipient.
- Criteria:
- Academic excellence and leadership capabilities.
- Evidence of commitment to a career in the field of library and
information science in the state of Mississippi. - Previous experience or activity in the library field is a bonus
but not necessary to be considered for the award.
- Time Line:
- Deadline for applications is April 15.
- Selection will be completed and award recipient notified by May
15. - Publicity for following calendar year’s scholarship is June 1 -
April 1. - Scholarship will be awarded at the MLA annual conference, if
possible.
- Application submission instructions:
- Applicant will submit to the School of Library and Information
Science at the University of Southern Mississippi the
following:- Completed official Peggy May/MLA Scholarship application
form. - Official transcript from college or university granting the
latest degree. - Three references who can attest to the applicant’s potential as
a professional librarian.
- Completed official Peggy May/MLA Scholarship application
- The library school will verify enrollment status of each
applicant. - The library school will forward the applications to the
Scholarship Committee chair.
- Applicant will submit to the School of Library and Information
- Publicity: Announcement of the scholarship award will be made
available via several sources:- Links from the MLA, the MLC and the USM Library School Web
pages. - MAGNOLIA.
- Letters included in the library school information packets on
their library science program. - Meetings for the Library and Information Science Student
Association (LISSA) at USM. - Other appropriate methods.
- Links from the MLA, the MLC and the USM Library School Web
- Funding: In addition to administering the scholarship, the
Scholarship Committee will be responsible for fund raising
activities.- Endowed fund administered by MLA and awarded annually on a
competitive basis by the MLA Scholarship Committee. - Goal is to fund a $600 scholarship from the interest on the
Peggy May fund.
- Endowed fund administered by MLA and awarded annually on a
- Purpose: To administer the Peggy May/MLA Scholarship which is
- Web Page Committee
- Archives and History Committee
- Vice President
- Local Arrangements Committee
- Hospitality Committee
- Registration Committee
- Exhibits Committee
- Poster Sessions Committee
- Vice President
- Serves as general Conference Chair and is responsible for
planning the overall conference program, coordinating all details
of the conference, and working with the Executive Board, Executive
Secretary, and conference committees concerning conference
plans. - Appoints conference committee chairs soon after election to the
office and calls a planning meeting at the annual conference.
Conference committees are:- Local Arrangements Committee
- Hospitality Committee
- Registration Committee
- Exhibits Committee
- Poster Sessions Committee
- Works with each conference committee chair to appoint committee
members. - Performs conference duties (Also see Officer section of Handbook) as follows:
- Selects conference theme.
- Plans all general session programs, making all necessary
contacts and arrangements. - Works with chairs of all Sections, Round Tables, and
committees, especially Mississippi Authors Awards Committee, in
planning conference programs. - Works with President and Treasurer to keep program planners
within their MLA allocated funding and to keep overall conference
costs within budget. - Notifies Local Arrangements Chair of any equipment or overnight
housing needs of general session speakers. - Works closely with Local Arrangements Chair in planning the
schedule, making meeting room assignments, choosing menus for all
meal functions, receptions, table decorations, seating
arrangements, required equipment, etc. - Notifies Hospitality Chair of any general session speakers
needing transportation and of flowers or other decorations needed
at general session meetings, meal functions, and receptions. - Works with Registration Chair in planning details of
pre-registration, on-site registration, required equipment, signs,
badges, meal tickets, registration packets, etc. - Prepares pre-conference mailing in conjunction with the
Registration Committee Chair. - Arranges for printing of conference program.
- Contacts the Mississippi Library Commission early in the summer
to schedule printing and to determine copy deadlines. - Determines the number of copies to be printed and the costs to
be incurred. - Works with Exhibits Committee Chair to try to get funding for
printing supplies from exhibitors. - Arranges for distribution of the program at the conference
through the Registration Committee. - Obtains list of exhibitors’ names and addresses for
inclusion in the conference program. - Reminds the President to write the welcome for the
program.
- Contacts the Mississippi Library Commission early in the summer
- Supplies Publicity Committee Chair with black and white glossy
photographs of general session speakers, conference theme,
schedule, etc. - Works with the editor of Mississippi Libraries and the
Publicity Committee Chair to include conference publicity in the
journal.- Pre-conference publicity should go in the Fall issue and may
include black and white glossy photos of speakers, speaker
biographies, conference artwork, schedule, program information,
etc. - Post-conference publicity should be published in the Winter
issue and may include a conference article and photos.
- Pre-conference publicity should go in the Fall issue and may
- Hosts the reception for the President during the conference,
making necessary arrangements for the reception with the Local
Arrangements and Hospitality Committees. The reception is usually
held in the President’s suite.
- Serves as general Conference Chair and is responsible for
- Local Arrangements Committee
- Pre-conference
- Confer with hotel sales and catering office personnel in
January to determine exact room sizes, hotel regulations, equipment
hotel can furnish, confirm conference dates, etc. - Works with the Vice President to prepare a brief local
arrangements form for distribution at first Executive Board meeting
of the year. (See sample at end of conference section.)- Form should go to all Section, Round Table, and committee
chairs as well as to ALA, SELA, USM School of Library and
Information Science, and to the Beta Phi Mu representative and
others who might need space or equipment for meetings, displays,
meals, etc. - Form should request the following information: name, phone and
address of contact person; program title; preferred day and time;
speaker’s name; program format; estimated attendance;
registration charge, excluding meals; food requirements; equipment
needs. - Forms should be returned to Local Arrangements Chair in March
or April. - As soon as conference schedule is set, dates and times of
programs should be confirmed with program planners. - Gives the conference schedule and information from these forms
to hotel sales and catering office in August so that hotel can help
make room assignments and make suggestions regarding conference
traffic flow.
- Form should go to all Section, Round Table, and committee
- Meets often with Conference Chair to discuss specific schedule,
meeting room assignments, menus for all meal functions, receptions,
exhibitors’ cocktail party, seating arrangements, required
equipment, refreshments to be served in the Exhibit Hall, etc. - Confirms with Conference Chair the housing and equipment needs of general session speakers. At the request of the Conference Chair, makes local travel arrangements for general session speakers, including transportation to and from airport, registering at hotel, and notifying the Conference Chair of their arrival.
- Pre-registers with the hotel all general session, Round Table,
and Section speakers needing overnight accommodations. MLA pays for
general session speakers’ accommodations; Sections and Round
Tables are responsible for paying for their speakers’ rooms.
Also, pre-registers any MLA officers or conference committee chairs
who will be in complimentary rooms. The Conference Chair decides
who receives complimentary rooms. - Makes plans for the President’s reception with the
Conference Chair. . Sets up for the reception and serves. - After consulting with Conference Chair regarding room size, color, theme, hotel regulations, etc., arranges for flowers and any other decorations to be used at general sessions, meal functions, and receptions. Consults with hotel regarding storage of flower arrangements. Other groups wanting flowers or decorations are responsible for their own.
- Confers with Registration Committee Chair about equipment needs
for registration. Arranges with hotel for registration money to be
kept in safe overnight. - As early as possible, asks hotel to set a time when the exhibit
room will be available for Convention Display to set up booths.
With Exhibits Chair and Conference Chair, sets the opening time for
exhibits. - By mid-August finalizes all room and meal prices. Gives menus
and prices to Registration Chair. Meal prices which will go on the
registration form must include gratuity and tax. In addition,
figure in costs for complimentary meals as determined by the
Conference Chair. - As registration forms are returned, checks often with the
Registration Chair for totals on ticketed workshops, sessions, and
meals. Keeps hotel sales and catering office informed so any
necessary changes can be made in room assignments. Notifies
Registration Chair of deadlines for accepting on-site reservations
for meals. - Consults with Conference Chair on seating at head tables at
general meal functions and arranges for place cards. - Checks on the availability of telephone lines, if needed. Most
hotels are wired. If the facility is not wired, makes arrangements
with telephone company to have outside lines installed for any
group using computers requiring telephone connections. The group
requesting the line is responsible for all charges. Notifies hotel
sales and catering office that telephone company will be doing
work. Arranges to return telephones. - Works with any Section and Round Table needing transportation
for local tours. - Keeps records of all conversations and correspondence. Notes
particularly names, addresses, telephone numbers, prices, requests,
guarantees, etc. - Makes arrangements for hotel parking passes if required.
- Gives copies of hotel floor plans to Registration and
Hospitality Chairs to aid in directing people to meeting
rooms.
- Confer with hotel sales and catering office personnel in
- Conference
- Serves as a welcoming group. The committee should include some members from the host city.
- Meets with Executive Board and all conference committee chairs
to go over details. - Prior to each meeting and meal function, checks seating
arrangements, microphones, and audio-visual equipment furnished by
the hotel. Checks electrical cables and cords on floor and near
podium for possible safety hazard. - As each deadline for meal function arrives, gets total from
Registration Chair and gives to hotel sales and catering
office. - Circulates in exhibits area to be sure everything is running
smoothly. Checks on coffee for exhibitors. - Is available on the floor during the conference to handle any
problems that may arise and to answer questions.
- Post-conference
- Obtains final billing from hotel as well as any other
outstanding bills. - Works with MLA Treasurer to assign charges to appropriate group
and submit to MLA for payment. - Organizes files and turns over to Local Arrangements Chair for
next year’s conference.
- Obtains final billing from hotel as well as any other
- Pre-conference
- Hospitality Committee
- Procures free giveaway materials from the local Convention and Visitors’ Bureau (tourism) body and local businesses to be used in conference bags. There must be enough of each item for all conference attendees.
- Assembles the conference bags before the conference and gives them to the Registration Committee to be distributed at the registration desk.
- Procures free giveaway items from local businesses to be used as door prizes in the exhibit hall.
- Schedules a member to be on duty during exhibit hours to provide hospitality and general assistance. The member will also announce and give away door prizes to exhibit attendees.
- Registration Committee
- Pre-conference
- Prepares a registration form and assists Vice President in
recommending conference registration fees. The final copy should be
ready by early August.- The form should include all meals, ticketed workshops and
sessions, special tours and events, and registration fees. - Consults with the Exhibits Committee Chair regarding a separate
registration form for exhibitors. - Checks with the Local Arrangements Chair for meal prices and
with the Conference Chair for program schedules and other
fees.
- The form should include all meals, ticketed workshops and
- Arranges for printing of the pre-registration form. Posts a
copy of the form on the MLA web page and sends an email alert to
the list serves. - Arranges for printing of tickets. Tickets for each function
should be printed on a different color paper and should be ready to
be put in registration envelopes as the forms are returned. - Solicits or make arrangements for materials donated by vendors
for use at registration; such as, name tag holders, bags,
printing. - Handles pre-registration.
- Executive secretary sends a photocopy of pre-registrations
received. - Maintains a count on meals and all ticketed events. Keeps Local
Arrangements Chair informed of registration figures for each event.
(This can be done on a database to record selections and a list of
participants for each event.) - Prints name tags for persons pre-registered and for exhibitors
and guests. - Prepares and alphabetizes registration packets (envelopes) for
pre-registered attendees: includes a receipt, tickets, and a
nametag. - Prepares registration packets for exhibitors and guest
speakers. (Gives exhibitors’ packets to Exhibits Committee
Chair to distribute at the conference.)
- Executive secretary sends a photocopy of pre-registrations
- Executive Secretary places pre-registration forms in
alphabetical order by name in three-ring binder. These will be kept
at the registration desk for verification purposes. - Consults with Conference Chair about registration hours.
(Usually Wednesday 7:15 – 5:00, Thursday 7:30 – 5:00, Friday, 7:30
- 11:00) Schedule committee members and others to work; include
staffing until evening meal function begins. Four people are
required during busy periods, usually Wednesday mid-morning and
Thursday early morning.- Assembles pre-registration packets for mailing, including
pre-registration forms, program information flyers, and hotel
registration forms. Packets should be mailed at least six weeks
prior to the conference. - Maintains a count on meals and all ticketed events. Keeps Local
Arrangements Chair informed of registration figures for each
event. - Works with Fiscal Manager and Executive Secretary to arrange
for coding of forms as they are received. Makes a photocopy of
registration form with copy of check or charge slip attached and
gives to Fiscal Manager. - Gives money, checks, and charge slips to Fiscal Manager.
Reports total collected to Treasurer.
- Assembles pre-registration packets for mailing, including
- Consults with the Local Arrangements Chair regarding the number
of tables and chairs (at least two tables, four chairs), outlets,
etc., and arrangements for keeping money in the hotel safe. - Gathers all supplies needed for registration desk.
- Registration forms.
- Plastic nametag badges. Colored adhesive markers may be used to
designate members, non-members, guests, and exhibitors. - Name tags. Software for producing nametags is available at the
MLA office and badge kits can be purchased. - Envelopes: small for tickets, money, etc., large for daily
reports. - Office supplies: stapler, receipt books, pencils, pens,
markers, scratch paper, clear tape, masking tape, scissors,
etc. - Computer and printer or other method of preparing nametags on
site. - Signs for pre-registration and on-site registration.
- Collated annual reports of MLA committees, sections, and round
tables. - Optional: large plastic bags, folders, etc., to give away to
hold individual registration materials.
- Prepares a registration form and assists Vice President in
- Conference
- Meets with the Executive Board and the Conference Committee
chairs to finalize details. - Requests $250 from the Treasurer for change.
- Places cash box in hotel safe immediately after registration
closes each day. - Gives Local Arrangements Chair daily registration totals for
meal functions. Finds out from Local Arrangements Chair the cut-off
time for registration for each meal function. - Assigns people to collect tickets at all ticketed
functions. - Gives all money received at the conference to the Fiscal
Manager. Reports total collected to the Treasurer. - Prepares registration committee report to show final attendance
figures for each event and total registration figures for the
conference.
- Meets with the Executive Board and the Conference Committee
- Pre-conference
- Exhibits Committee
- Pre-conference
- Committee chair attends Executive Board program planning
meetings. - Engages services of Convention Display in Jackson for exhibit
booths. Makes financial arrangements for payment of exhibit booth
costs with Executive Board approval. - Obtains list of former and potential exhibitors from files of
former committee chair. - Writes first letter to exhibitors no later than February
1st, giving the following information:- Dates and location of conference.
- Name of conference headquarters hotel.
- Price and layout of exhibit space. Allow exhibitors to list
preferences in booth location and/or assign booths on a first come
first served basis. Exhibitors often do not want to be located near
a particular company or type of company.
- Writes a follow-up letter to the companies that have purchased
exhibit space, including the following:- Location of exhibit room.
- Hours the exhibits will be open.
- Tentative conference program schedule.
- Equipment (tables, chairs, electrical outlets, etc.) available
through Convention Display. - Shipping instructions. (Number of days prior to the conference
the hotel will accept prepaid shipments.) - Days and hours the exhibit room will be available for setting
up displays. Checks with the Local Arrangements Chair to determine
when the hotel will have the exhibit room available for Convention
Display to set up booths, then determines the time for Convention
Display to have the room ready for exhibitors to set up their
displays. Convention Display handles unaccompanied displays. - The time Exhibits Chair will meet with exhibitors prior to the
exhibits opening to discuss mutual problems, routines, procedures,
and suggestions. At this time, the exhibitors may wish to elect a
spokesperson for the next year. - A reminder that exhibit booth fees cannot be refunded to a firm
canceling its reservation later than 60 days prior to the
conference.
- Acknowledges receipt of payment if check has accompanied reply
from exhibitor. Exhibitors should mail checks to to MLA office for
deposit by Fiscal Manager. - In June, sends a second letter to firms who have not reserved
exhibit space. - Approximately one month before conference sends a reminder to
exhibitors of dates, etc. - Confirms with Convention Display the dates, booth assignments,
required equipment, etc. - Completes diagram of exhibit area as made up by Convention
Display. Furnishes a copy to the hotel sales and catering office
and to the Conference Chair. - Schedules committee members to be present when exhibitors
arrive to offer assistance and information.
- Committee chair attends Executive Board program planning
- Conference
- Checks on arrivals of unaccompanied exhibit materials and makes
periodic checks of these during the conference. - Obtains exhibitors’ registration packets and printed
program from Registration Chair. - Schedules a committee member to be present in the exhibit hall
during all times the exhibits are open. - Schedules a committee member to be present to open and lock up
the exhibit hall. - Chair submits a report on the number of exhibitors present for
the general business session. - Convention Display dismantles and returns unaccompanied
exhibits at close of conference.
- Checks on arrivals of unaccompanied exhibit materials and makes
- Pre-conference
- Poster Sessions Committee
- Committee Chair
- Attends MLA Executive Board meetings as requested by the
Conference Chair. - Works with Conference Chair in planning times, dates, and
number of poster sessions. - Schedules individual poster sessions.
- Schedules floor managers for each session.
- Arranges with the Exhibits Chair for rental of peg boards with
cork fronts from Convention Display. - Consults with Conference Chair regarding funding of the
abstract booklet. - Proofreads abstract booklet before it is printed.
- Sends acceptance letters to poster sessions presenters.
- Attends MLA Executive Board meetings as requested by the
- Chair should appoint the following committees:
- Publicity
- Advertises poster sessions through flyers, mailings, articles
and an announcement in the spring issue of Mississippi
Libraries. - Provides a list of poster sessions including days, times and
topics for the fall issue of Mississippi Libraries.
- Advertises poster sessions through flyers, mailings, articles
- Review Panel
- Composed of approximately eight individuals from across the
state representing academic, public and community college
libraries. - Duties include reviewing the poster session applications and
selecting the most appropriate for presentation at the
conference.
- Composed of approximately eight individuals from across the
- Abstract booklet
- Composed of three to five persons.
- Poster Session Committee Chair will provide a list of Poster
Session Committee members and a copy of each abstract around June
1st for inclusion in the booklet. - Committee is responsible for creating, printing, and
transporting booklets to the conference. Poster Session Committee
Chair should proofread booklet before it is printed. - Booklets must be at the Poster Sessions area before the first
session begins.
- Floor Managers
- Responsible for assisting participants in setting up their
presentations. - Have on hand supplies such as tape, scissors, stapler and
staples, and pushpins. - Staffs the poster session’s table. Distribute abstract
booklets, sign up volunteers for the next year, distribute
applications for the next year, and answer questions. Displays
about poster sessions, surveys, and the poster session’s
scrapbook may also be available here.
- Responsible for assisting participants in setting up their
- Publicity
- A photographer should be scheduled to take photographs of each
poster session for inclusion in the poster session’s
scrapbook and for submission to Mississippi
Libraries. - Chair appoints a committee member to keep the poster
session’s scrapbook current and to arrange for its display at
the conference.
- Committee Chair
- The Coordinating Committee
- The Editorial Board
- The Coordinating Committee:
MLA Executive Board (voting as one)
represented by the president or designeeEditor of Mississippi Libraries
Editorial advisors (may be designated by the editor) - The Editorial Board:
- Editor (chair of the board)
Assistant Editor
Advertising EditorMLA Reporter (MLA Publicity Committee Chair)
Section Reporters
Book Review Editor
Editorial Advisors (if any) - Mississippi Libraries shall be published quarterly:
Spring (March), Summer (June), Fall (September), and Winter
(December). - The deadlines for copy submission shall be February 5 (Spring),
May 5 (Summer), August 5 (Fall), and November 5 (Winter). - The number of copies printed will vary from issue to issue
according to the current mailing list. It shall be the duty of the
Editor to determine the number by checking the mailing list for
each issue with the MLA Executive Secretary. - The size of each issue shall be regulated by the funds
available and the quantity of copy. - Mississippi Libraries shall be available to
individuals on payment of membership dues per calendar year and to
Mississippi institutions on payment of institutional dues.
Subscriptions for out-of-state institutions (and second
subscriptions for in-state institutions) shall be $16.00 per year
payable to the MLA Executive Secretary. Single issues may be
purchased for $4.00. Back issues are available from UMI. This
information shall be published in ML. - The Spring issue shall be sent only to the current members,
those who have paid their dues by March 1. - Marked copies shall be sent to all advertisers, guest writers,
convention and workshop speakers and leaders, and persons (or
relatives) about whom articles are written if they are not MLA
members. Complimentary copies may also be sent by the editor to
selected individuals for public relations purposes. - The Editorial Board may make exchange agreements for like
publications in the interest of the profession. The Editor will be
responsible for such agreements and will advise the MLA Executive
Secretary. - Mississippi Libraries shall publish articles and
information: (1) of activities, reports, etc., of MLA; (2) minutes
of all MLA Executive Board meetings; (3) Treasurer’s reports;
(4) of general interest to the library profession; and (5)
reflecting ideas of the MLA membership. - The Editor shall be appointed by the MLA Executive Board and shall serve for a two-year term. The Editor is paid a $500 stipend annually to help cover expenses.
- The Section reporters shall be selected by the Editor in
collaboration with the Section chairs involved. Other staff members
may be selected by the Editor. - The Editor shall consider all copy for its appropriateness and
timing. In cases of doubt, the Editorial Board may be
consulted. - Copy supplied by the MLA President shall not be materially
changed without approval from the person submitting the copy. - Unsigned letters shall not be printed in ML.
- The Editorial Board shall meet at least once a year.
- A written financial report shall be made by the MLA Executive
Secretary to the MLA Executive Board and the Editor at the end of
each calendar year. - The Coordinating Committee shall be responsible for the
financing, development of policies, and/or guidelines pertaining to
the publication of Mississippi Libraries and shall make an
examination annually of the finances, policies, and
guidelines.The Editor shall be designated as chair of the Coordinating
Committee and shall make the arrangements for the annual meeting.
The agenda of the meeting shall be the duty of all members. Any
member of the committee may call a meeting of the committee and
invite others to the meeting when deemed advisable. - The MLA Executive Board shall appoint an Editor to a two-year
term. - The MLA President, working with the MLA Reporter (Publicity
Committee Chair), is responsible for providing Association material
for ML. - The Editor shall contract with the printer for publishing
ML. The Editor shall also be responsible for preparing and
proofing all copy. - The Assistant Editor will serve in an advisory capacity assisting the Editor in proofing copy and performing other duties as needed by the editor.
- The Advertising Editor shall secure advertisements for
ML and bill advertisers. - The MLA Treasurer shall be responsible for paying all bills,
upon receipt of vouchers from the Editor. (See Treasurer
section in Handbook.) - The MLA Fiscal Manager shall collect payment for the ads,
handle the subscription payments and, along with the MLA Treasurer,
make financial reports to the MLA Executive Board. - The MLA Reporter shall be responsible for submitting any MLA
information as directed by the MLA President and as specified in
the policies of ML. - The Section reporters shall submit material for publication
from the types of libraries which they represent. - MLA news and President’s Page
- National Library Week items
- Nominations for MLA officers for following year
- MLA Treasurer’s Report
- Membership Reminder (form)
- Articles of general interest to the profession
- MLA news and President’s Page
- Follow-up story on National Library Week
- Pre-convention information
- Awards deadline announcement
- Proposed changes in MLA Bylaws
- Announcement of MLA officers elected for following year
- Membership Reminder (form)
- Articles of general interest to the profession
- MLA news and President’s Page
- Tentative convention program
- Pre-convention story
- Membership Reminder (form)
- Articles of general interest to the profession
- MLA news and President’s Report
- Convention follow-up story
- List of MLA committees for the next year
- List of MLA Section and Round Table chairs
- Annual Index
- Membership Reminder (form)
- Articles of general interest to the profession
- The MLA Vice President shall supply a tentative convention
program to the MLA Reporter. - The MLA Reporter, working in cooperation with the MLA Vice
President, shall write the convention story from information
received from the Vice President and/or directly from the
convention speakers. - The MLA Reporter shall work with the Section chairs and
reporters to provide convention coverage. - The MLA Reporter shall arrange the taking of convention
pictures. - The MLA Reporter shall be responsible for the writing of
general follow-up stories and/or for copies or abstracts of
speeches at the general sessions of the convention. - Section chairs shall cooperate with the MLA Reporter in
supplying information on Section activities at the convention. - certifying membership and designating voting members;
- arranging for the seating of voting members and non-voting
participants at business meetings; - designating tellers to be in charge of counting votes;
- preparation of special ballots as needed.
- Committee Duties
- Contact membership for recommendations by
- Making announcements at meetings
- Placing an announcement in the Spring issue of Mississippi
Libraries - Mailing standard nomination forms by June 1 (See sample forms
in Appendix G of Handbook.)
- Receive nominations of names of qualified persons
- Keep continuous list of persons receiving recognition and
provide names to the membership, the first printing to be in
Mississippi Libraries with subsequent annual updates in
the Handbook. - Ensure that appropriate award is provided to be presented at
the annual conference.- Printed citation or certificate
- Signed by the President
- Stamped with official seal of MLA
- Other as indicated below
- Printed citation or certificate
- Ensure that recipients are present to receive awards.
- Contact membership for recommendations by
- Outstanding Achievement Award
- Recipient
- A librarian who is recognized for contributions in one or more
of the following areas:- Library promotion resulting in permanent library service
improvement - Contributions to professional literature
- Outstanding service in one individual library unit
- Library promotion resulting in permanent library service
- A library trustee who has planned and executed a program of
library promotion that resulted in permanent library improvement in
the development of public libraries. - Any citizen who has been instrumental in bettering public
knowledge and understanding of library and professional resources,
needs, and uses. - An organization (exclusive of Friends of Libraries groups) whose support has resulted in improvement of library facilities or services.
- A librarian who is recognized for contributions in one or more
- Nomination
Nomination form should include the following information:
Nominee’s name; library name; address; nominee’s position or title;
a list of awards, accomplishments and contributions to library
development or service in Mississippi; additional remarks (if
needed); and the name and address of the person submitting the
nomination.
- Recipient
- Peggy May Award
- History: Peggy Jane May, Assistant Director for Library
Development, Mississippi Library Commission, was kidnapped and
murdered on September 17, 1974. Subsequent to these events, a
representative of the Peoples Bank of Collinsville (Peggy’s home)
called and volunteered his bank as depositor for funds collected to
be used as a reward for information leading to the apprehension of
the perpetrator of the crime. The criminal was apprehended, and
since no one came forward to claim the reward, the trustees of the
funds (Mary Love, Mrs. Gordon White, and Simmie Roberts), after
consultation with several librarians, decided to use the funds in a
way that would memorialize Miss May and her work as a librarian.
The decision was that an award be dedicated to her for her
outstanding work on behalf of library development and recruitment
of librarians throughout the state. This award was also thought to
recognize her professional legacy embodied in the Long Range
Program for Library Development which can be a guide for present
and future generations of Mississippians. - Recipient
- A person in the field of endeavor who has made special
contributions in the area of library development, such as- Outstanding work on any statewide committee whose activities
lead to specific accomplishment in library development. - The organization of local and/or state-wide groups for this
purpose. - Leadership at the local level that results in accomplishments
which have state-wide application.
- Outstanding work on any statewide committee whose activities
- A person who has made substantial efforts in recruiting new
personnel to the profession.
- A person in the field of endeavor who has made special
- Nomination
Nomination form should include the following information:
Nominee’s name; library name; address; nominee’s position or title;
a list of awards, accomplishments and contributions to library
development or service in Mississippi; additional remarks (if
needed); and the name and address of the person submitting the
nomination. - Funding
- The funds in this account shall be increased by means of
solicitations of gifts of money to an amount sufficient to maintain
(by earning interest) a $500 annual cash award to be used for a
continuing education activity such as a workshop, conference, or
other beneficial “short course”. - The funds in the Peoples Bank of Collinsville will be a part of
Association matters. - The President and Treasurer will be cosigners and
administrators of the funds. - The specific responsibility will be vested in the Awards
Committee with the understanding that this award never lose its
identity and purpose.
- The funds in this account shall be increased by means of
- History: Peggy Jane May, Assistant Director for Library
- Carroon Apple Award
- History and Purpose: The School Libraries Section shall select
and present the Carroon Apple Award for the purpose of recognizing
outstanding accomplishment in the field of school library media
services. The award seeks to recognize the professional legacy
begun by Barbara Carroon in this area of school librarianship. The
first “APPLE” award was presented to Barbara Carroon, and
thereafter has been known as the “Carroon Apple.” The award
consists of a brass apple engraved with the words “MS. LIBRARY
ASSN. – CARROON APPLE – OUTSTANDING SERVICE.” - Eligibility
- The recipient must be a MLA member.
- Nominators may be members of MLA or non-members who have worked with the nominee, such as principals, teachers, district media directors, etc.
- Nomination
Nomination form should include the following information:
Nominee’s name; school or system name; address; a list of
accomplishments and contributions in the field of school library
media services; and the name and address of the person submitting
the nomination. - Funding
- The President and Treasurer will be cosigners and
administrators of the funds. - The specific responsibility for the award will be vested in the
School Libraries Section with the understanding that this award
never lose its identity and purpose.
- The President and Treasurer will be cosigners and
- History and Purpose: The School Libraries Section shall select
- Past Presidents’ Award
- Purpose: To recognize outstanding performance by a beginning
professional librarian in Mississippi. - Eligibility
- Master’s degree in librarianship.
- At least two and no more than six years’ professional
experience, two of which have been in Mississippi at the time of
nomination. - Active member of the Mississippi Library Association.
- Employed in Mississippi at the time of the award.
- Nomination
- Nominator must be a member of the Mississippi Library
Association. - Nomination form should include the following information:
Nominee’s name; library name and address; nominee’s positions held
in Mississippi (include the position, library name and dates);
education information including dates and institutions for both
undergraduate and graduate degrees; a list of awards,
accomplishments and contributions to the profession; and the name
and address of the person submitting the nomination.
- Nominator must be a member of the Mississippi Library
- Recipient is selected by the former presidents of MLA.
- Purpose: To recognize outstanding performance by a beginning
- Baker & Taylor/NMRT Grassroots Award
- History:
- Recipient
- Funding
- Friends of Mississippi Libraries: Chapter One Award
- Purpose: To honor a local Friends of the Library chapter which
is affiliated with Friends of Mississippi Libraries. - Eligibility
- Any local Mississippi Friends of the Library organization.
- Must be affiliated with Friends of Mississippi Libraries.
- Nomination
Nomination form should include the following information: Name
of the Friends chapter along with the complete address and phone
number; name of the president of the chapter; remarks about
accomplishments; and the name and address of the person submitting
the nomination. - Sponsor: Friends of Mississippi Libraries.
- Purpose: To honor a local Friends of the Library chapter which
- Friends of Mississippi Libraries: Ruby Assaf Presidential Award
- History: Established in 1991 to honor Mrs. Ruby Assaf, long
time supporter of libraries in Mississippi and a president of
Friends of Mississippi Libraries. - Purpose: To honor an outstanding volunteer who is a member of
either the state organization (Friends of Mississippi Libraries) or
of a local Friends chapter. - Nomination
Nomination form should include the following information: Name
of the volunteer along with the complete address and phone number;
name of the sponsoring chapter with complete address and phone
number; and remarks about accomplishments. - Sponsor: Friends of Mississippi Libraries
- History: Established in 1991 to honor Mrs. Ruby Assaf, long
- The purpose of the Mississippi Authors Awards Committee is to
recognize and encourage Mississippi authors and promote interest in
local authors’ books, whether the books are about Mississippi or
another subject. This award was begun in 1987. - Criteria for Awards
- Awards may be presented in two categories, fiction and
non-fiction, if meritorious works have been published in each
category. - The honored author[s] must be a Mississippian or have lived in
Mississippi for at least five years. - An editor or translator may be considered.
- The honored author[s] must be living.
- The award[s] shall be presented for a specific work rather than
a body of work. - To be eligible for consideration, a book must have been
published within three calendar years proceeding the year in which
the award is made. - A special award may be given at the discretion of the committee members for deserving published works outside the usual scope of the committee.
- Each work should be judged on its overall quality, with
consideration given to literary merit, style and technique,
originality, grammar, and if applicable, accuracy, authenticity, and
illustrations.
- Awards may be presented in two categories, fiction and
- Committee Composition
- The committee shall have eight to fifteen members appointed by the
Association President and approved by the Association Board,
serving overlapping two year terms. - The co-chair is appointed by the President from among the new members and becomes chairperson the following year.
- The committee shall have eight to fifteen members appointed by the
- Committee Procedures
- The first official meeting of the committee is in the morning before Legislative Day Activities in the afternoon (this usually occurs in January or February). The chairperson arranges space and time for the meeting to be held, and notifies all committee members of the meeting’s time, location and agenda via e-mail. In early January, the chairperson will send an e-mail to all MLA members asking for nominations for the award, The list of last year’s nominations (if eligible) will form the basis for the current year, and each committee member will be asked at the meeting to provide any new nominations. Nominated authors must meet the criteria specified in Section II. Initial committee assignments will be given at the first meeting.
- Within two weeks after the first meeting, the nominations will be closed and a current list of nominated books will be compiled by the chairperson and sent to all members of the committee. Each member is asked to specify books that he/she would be willing to read and report on; however, everyone is encouraged to read as many of the books as possible. Reviews of the eligible books from the previous year, and all new reviews, will be shared with members of the committee by e-mail. E-mail subject lines should contain the wording “Review of [Title].” Each review should indicate whether or not the committee member deems the work worthy of the award; a simple “recommended” or “not recommended” will suffice. It should be understood that reading is the biggest commitment to this committee.
- In February and March, the committee members read and review each work. Each book should be reviewed by at least two committee members.
- In April, the chairperson compiles the list of recommended titles into categories for electronic voting. Voting continues until a majority winner is chosen from the recommended titles. The chairperson telephones the selected honoree(s). If the award is refused by both the selected winner and the first runner-up, the second runner-up is asked to accept. The chairs send official letters to each honoree with information regarding the award, banquet and arrangements.
- In May, the chairperson notifies publishers of the winners of awards, orders awards, and works with the Local Arrangements Committee regarding the dinner, hotel arrangements, and local bookstore tie-ins.
- . In May, publicity information and authors’ photographs will be sent to Mississippi Libraries in time for publication in the summer issue. The committee forwards the names of the winners to the MLA Webmaster for inclusion on the list of award winners.
- By August 5, the committee submits a request for nominations for the next year to Mississippi Libraries.
- In September, the chairperson will remind all members of assignments for the Annual Conference in October.
- Recipients receive:
- Plaque or other gift (such as a piece of Shearwater
pottery). - Honorarium (usually $200)
- Hotel accommodations for one night
- Meals for the day of the presentation
- Reimbursement for expenses for travel according to MLA guidelines
- Tickets to Awards Banquet for honoree plus three guests
- Honorary membership in MLA (voted by executive board, May,
1989).
- Plaque or other gift (such as a piece of Shearwater
Preface
This Handbook is intended to serve as a manual of operation for the members of the Mississippi Library Association. Each Handbook committee has attempted to make the Handbook compatible with the Constitution and Bylaws. However, should there be any conflict, the Constitution and Bylaws will be followed.
It is hoped that this Handbook will provide continuity of purpose and a foundation for new endeavors and outreach for the organization. It is further hoped that it will help members gain a better understanding and appreciation of the Association.
The revisions of the Handbook are based on changes that have been authorized by the Executive Board of the Mississippi Library Association or by the appropriate membership group. The Handbook Committees for each revision gratefully acknowledge the cooperation of the many members who provided assistance in each endeavor and the current committee welcomes suggestions for improvement.
Revised by the Handbook Committee:
| 1982 | Carolyn Baggett, Chair Eleanor Drake Tricia Hollis |
1994 | Ann Branton, Chair Beth Clausen Philip Shirley Shirlene Stogner Nancy Tenhet |
|
| 1986 |
Eleanor Drake, Chair Martha Booth June Breland Beverly Herring Glenda Holmes Jim Parks |
1998 | Nancy Tenhet, Chair Carol Killough Randy Rafferty Shirlene Stogner |
|
| 1989 | Barbara Carroon, Chair Jane Bryant Frances N. Coleman Melisa Bailey June Breland |
2000 | Janice Garrett, Chair Barbara Anglin Paulette Entrekin Paul McCarver Jane Stauble Shirlene Stogner |
|
| 1993 | Carol Cubberley, Chair Ken Chapman Beth Clausen Pam Gee |
2004 | Kathleen Wells, Chair Mary Julia Anderson Ann Branton Rebecca Campbell Holland Prima Plauché |
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
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 Two: Sections
SECTIONS
BYLAWS OF THE
ASSOCIATION OF COLLEGE AND RESEARCH LIBRARIES (ACRL)
MISSISSIPPI LIBRARY ASSOCIATION
Amended by membership, 1992
ARTICLE I. NAME
The name of this organization shall be the Association of College
and Research Libraries – Mississippi Chapter of the Mississippi
Library Association.
ARTICLE II. MISSION AND GOALS
The mission of the Association of College and Research Libraries
(ACRL) is to foster the profession of academic and research
librarianship and to enhance the ability of academic research
libraries to serve effectively the library and information needs of
current and potential library users.
(Mission Statement taken from the ALA ACRL Constitution)
Facilitator(s): ACRL
Goal 1
Library facilities, materials and services should be made available
to support the educational and research function of each
institution.
Sub goal A
To promote the optimal development of academic library resources
and cooperate to increase the availability, variety, and quality of
library materials.
Objectives:
Sub goal B
To promote and aid in the development of optimal facilities.
Objectives:
Co-Facilitators: Legislative Committee, Continuing
Education Committee
Goal 2
To attract and retain sufficient and qualified professional and
support staff to meet the general and specialized library needs of
the academic communities.
Objectives:
Goal 3
Each academic library should strive to reach appropriate national
and regional standards.
Objectives:
Co-Facilitator: Mississippi Libraries
ARTICLE III. MEMBERSHIP
Section 1. Members of the Association of College and Research
Libraries – Mississippi Chapter shall be members of the Mississippi
Library Association and shall be encouraged to become members of
the Association of College and Research Libraries of the American
Library Association.
Section 2. Members of this Section shall consist of those who
are interested in academic libraries in Mississippi and who
designate the Association of College and Research Libraries -
Mississippi Chapter as his/her type-of-library sectional
membership.
ARTICLE IV. OFFICERS
Section 1.
Section 2. In November, the nomination committee shall use a survey tool to e-mail an electronic ballot containing the names and biographical data for each nominee, to each voting member in good standing at the time of the mailing (based on a list prepared by the MLA executive secretary). Nominees for Chair and Vice-Chair must be members of ALA/ACRL. Results of the election shall be printed and kept by the ACRL Secretary for one calendar year.
Section 3. The chairperson shall appoint all committees, serve
as chairperson of the executive council, and preside at all
business meetings and serve as a delegate to the Chapters Council
of the ACRL of the American Library Association.
Section 4. The vice-chairperson shall be the chairperson elect
and serve as program chairperson for the annual meeting, and serve
as a delegate to the Chapters Council of the ACRL of the American
Library Association. In case of a vacancy in the office of
chairperson, the vice-chairperson shall succeed to the office of
chairperson.
Section 5. The secretary/treasurer shall keep a record of the
proceedings of each meeting of the Section and the executive
council, shall keep the financial records for the Section, and
shall send a report of annual and special meetings to the executive
secretary of the Association of College and Research Libraries
within one month following the meeting.
ARTICLE V. COMMITTEES
Section 1. Nominating and Elections Committee
Section 2. Standing Committees
Section 3. Special Committees
Committees not authorized as standing committees shall be special
committees. Special committees may be authorized by the Section or
by the executive council.
ARTICLE VI. MEETINGS
Section 1. Annual Meeting
There shall be an annual meeting of the membership of the
Association of College and Research Libraries – Mississippi Chapter
of the Mississippi Library Association. This meeting shall be held
during the time of the annual meeting of the Mississippi Library
Association.
Section 2. Special Meetings
Special meetings of the members of the Section may be called by
the executive council or by petition of a majority of the
membership.
ARTICLE VII. CONFORMITY WITH MLA
These bylaws and the purpose of the Association of College and
Research Libraries – Mississippi Chapter of the Mississippi Library
Association shall not be in conflict with the constitution and
bylaws of the Mississippi Library Association.
ARTICLE VIII. AMENDMENTS OF BYLAWS
These bylaws may be amended at any regular annual meeting of the
Section by a two-thirds vote of those members present and voting
(without previous notice). These bylaws may be amended at any
special meeting provided that notice is given outlining the subject
matter and substance of the proposed amendments in the same manner
provided for the notice of special meetings.
BYLAWS OF THE
PUBLIC LIBRARY SECTION
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE I. NAME
The name of this organization shall be the Public Library
Section of the Mississippi Library Association, Incorporated.
ARTICLE II. OBJECT
The object of this Section shall be to speak for the interests
of public libraries within the Association and to work for the
establishment and development of effective public library service
in Mississippi.
ARTICLE III. MEMBERS
Any person, library or institution interested in public library
work may become a member upon payment of dues to the Mississippi
Library Association as provided in their bylaws and designation of
their interest in affiliation with this Section.
ARTICLE IV. OFFICERS
Section 1. The officers of this Section shall be a chair,
vice-chair/chair-elect, and a secretary. The chair shall be the
representative head of the Section and shall serve on the executive
board of the Association. The chair shall appoint the
parliamentarian, all necessary committees, and shall serve as chair
of the Section executive board and serve as presiding officer at
all business meetings. The vice-chair shall be the chair-elect, and
shall assume the office of the chair in case of death, resignation
or removal of the chair from office before her/his term has
expired. The secretary shall keep a record of the attendance and
proceedings of each meeting of the Section and of the Section
executive board.
Section 2. The officers shall be elected by written ballot at
the annual business meeting of the Section during the MLA
conference. Elected officers shall serve for one year or until
their successors have been duly elected. Terms of office shall
coincide with those of the Association.
Section 3. In case of vacancy in any office except that of
chairman, the executive board shall designate someone to discharge
the duties of the office for the duration of the unexpired term.
When it becomes necessary for the vice-chairman to assume the
office of chairman, the immediate past chairman or someone
designated by the Section executive board shall discharge the
duties of the vice-chairman. Prior to the annual business meeting
of the Section, the nominating committee shall submit nominees for
chairman to be voted on in the same manner a the other elective
officers.
Section 4. No elective officer shall succeed himself unless he
has served less than one-half of a term.
Section 5. No elected officer shall hold another elected office
in the Section or the Association.
ARTICLE V. MEETINGS
Section 1. The annual business meeting of the Section shall be
held each year at the time of the annual conference of the
Mississippi Library Association unless otherwise determined by the
Section executive board.
Section 2. Special meetings of the Section may be called by the
chairman or the executive board and shall be called upon the
written request of fifteen members of the Section. The purposes of
the special meeting must be stated in the call. Written or
published notice shall be given at least ten days prior to the
meeting.
Section 3. Ten percent of the membership shall constitute a
quorum for the transaction of official business.
ARTICLE VI. EXECUTIVE BOARD
Section 1. The chairmen of standing committees, the immediate
past chairman of the Section, and the elected officers of the
Section shall comprise the executive board.
Section 2. The executive board shall have general supervision of
the affairs of the Section between business meetings, establish the
hour and place of meetings, make recommendations to the Section,
and other such duties as may be specified in these bylaws.
Section 3. Unless otherwise ordered by the Section Board,
regular meetings of the executive board shall be held twice
annually with all three board members in attendance. The first of
these should take place as soon as possible after election and will
be a joint meeting with retiring board members; the other regular
meeting should be scheduled in March at a time and place decided
upon by the chair. Special meetings of the executive board may be
called by the chair and shall be called upon the written request of
two members of the board.
ARTICLE VII. COMMITTEES
Section 1. The chairs of all standing committees shall serve
concurrently with the elective officers.
Section 2. All standing committees shall make an annual report
of their activities at the annual business meeting.
Section 3. The following are designated as standing committees:
Legislation, Long Range Planning, and Bylaws. The executive board
as needed may name others. The Section Chair shall appoint members
and chairs of all standing and other committees.
Section 4. The Legislation Committee shall be composed of nine
members from different parts of the state serving staggered terms
so that no more than three shall rotate off this committee in one
year. Initial appointments shall be for one-; two- and three-year
terms; replacements will be appointed for three years. It shall be
the duty of this committee to work with the Association Legislation
Committee and to keep the Section membership informed of all
legislative matters concerning public libraries; it shall further
be the obligation of this committee to point out areas affecting
public libraries, which may need legislative attention.
Section 5. The Long Range Planning Committee shall be composed
of six members serving staggered terms so that no more than two
members rotate off this committee each year. Initial appointments
shall be for one-; two-, and three-year terms; replacements shall
be appointed for three years. It shall be the duty of this
committee to work with the MLA Long Range Planning Committee, but
it shall continue to study and to address the needs and interests
of public libraries within the state.
Section 6. The Bylaws Committee shall be composed of three
members including the parliamentarian serving for one-year terms.
This committee shall oversee the bylaws of the Section and see that
they are kept up-to-date.
Section 7. Meetings of these committees may be called by the
Standing Committee Chair and shall be called upon the request of
the Section executive board and/or upon the written request of
one-third of the committee membership.
Section 8. Ad Hoc committees may be established and appointed by
the chair of the Section and other special committees as
needed.
ARTICLE VIII. NOMINATION OF OFFICERS
Section 1. The Section Chair shall appoint a Nominating
Committee of three members of the Section no later than 90 days
prior to the business meeting of the Section. It shall be the duty
of this committee to secure two candidates for each elective office
to be filled. Consent to serve, if elected, must be obtained from
each person before the nominating committee can present the
name.
Section 2. Names of candidates for offices, which are being
presented by the nominating committee, must be published in the
Association organ prior to the annual conference or business
meeting.
Section 3. Nominations from the floor may be presented during
the business meeting at which officers are to be elected. Any
member present may present a petition, signed by not fewer than ten
members, proposing additional nominees. Any such petition must
include a written consent to serve, if elected, from each
nominee.
ARTICLE IX. ELECTION OF OFFICERS
Section 1. The executive board shall appoint an election
committee, which shall have charge of the conduct of the election
of officers and the counting and tabulation of all votes.
Section 2. The election committee shall obtain from the
nominating committee the names of nominees for offices.
Section 3. Those nominees selected by the nominating committee
shall be listed on a typewritten or printed ballot; the voter shall
write in any nominees by petition.
Section 4. Voting will take place at the designated time during
the business meeting; tabulation of the votes will take place
immediately and be reported before the conclusion of the
meeting.
Section 5. For each office the candidate receiving the largest
number of votes shall be elected and shall be so reported to the
Section. In the case of a tie vote, a lot conducted by the election
committee shall determine the successful candidate.
ARTICLE X. AMENDMENTS
These bylaws may be amended at any regular meeting of the
Section by a two-thirds vote of those members present and voting,
provided the proposed amendment has been published in the official
organ of the Association or has been mailed to the membership at
least one month before its proposed adoption. The bylaws may be
amended at any regular meeting without prior notice by a
three-fourths vote of those members present and voting.
ARTICLE XI. PARLIAMENTARY AUTHORITY
Robert’s Rules Of Order, Revised, shall be the
parliamentary authority of this Section.
GOALS AND OBJECTIVES
GOAL I
Standards should be established for public libraries in
Mississippi to guide and upgrade current services.
OBJECTIVES
GOAL II
The Mississippi Library Association should provide leadership in
continuing education for public library staffs.
OBJECTIVES
GOAL III
The Mississippi Library Association should explore and monitor
the development of automation in Mississippi libraries.
OBJECTIVES
GOAL IV
The Public Library Section of the Mississippi Library
Association should become more active.
OBJECTIVES
Offered by: Margaret Yates
Juanita Harding
Jane Bryan
Sara Swinney
Margie R. Lynch, Chair
APPROVED: October 1981
Goals presented to Public Library Section at Annual Conference
October 24, 1991, Mississippi Beach Resort Hotel, Biloxi,
Mississippi. Opportunities for ratification by mail followed the
October presentation. Final goals voted on October 29, 1992, at the
Downtown Holiday Inn, Jackson, Mississippi, Mississippi Library
Association Annual Conference meeting of the Public Library
Section.
BYLAWS OF THE
SCHOOL LIBRARY SECTION
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE I. IDENTIFICATION
Section 1. The name of the Section shall be the School Library
Section of the Mississippi Library Association.
Section 2. The territory of this Section shall be the state of
Mississippi.
Section 3. The fiscal year of the Section shall be January 1
through December 31 of each year.
ARTICLE II. PURPOSE
Section 1. The purpose of the School Library Section is to
assist in the furtherance of libraries in schools. This shall be
accomplished by promoting beneficial and desirable programs and
activities relating to libraries and library programs.
ARTICLE III. OFFICERS AND GOVERNMENT
Section 1. The officers of the Section shall be chairperson,
vice-chairperson and secretary. All officers shall be chosen from
the membership of the Section. Officers shall be elected by
majority vote at the annual meeting each year. Prior to the annual
meeting of the Section, a nominating committee shall submit a
nominee or nominees for the officers. The nominating committee
shall consist of the outgoing chairperson and at least two others
appointed from the membership by this chairperson.
Section 2. The chairperson shall be the representative head of
the Section, shall appoint all necessary committees, serve as
chairperson of the nominating committee, *serve as program chair
for the annual meeting, and shall preside at all business meetings.
The chairperson should attend the meetings of the official board
held every other month, usually in Jackson.
*Serve as program chair for the annual meeting. Plans the
Section conference program or works with designated conference
chairperson to be sure the following responsibilities are
covered:
Section 3 The vice-chairperson shall be the upcoming chairperson
of the Section and shall, in case of death, resignation or removal
of the chairperson, become chairperson for the remainder of that
term.
Section 4. The secretary shall keep a record of the attendance
and proceedings of each meeting of the School Library Section.
Section 5. No elective office except the secretary shall succeed
his or herself unless that person has served less than one-half of
a term. In case of a vacancy in any office except that of the
chairperson, the chairperson will appoint a special committee from
the membership to designate someone to discharge the duties of the
vacant office. When it becomes necessary for the vice-chairperson
to assume the office of chairperson, the new chairperson will
appoint a member of the Section to fill the
vice-chairperson’s office for the remainder of that term.
Section 6. All officers shall be elected to serve for a term of
one year, taking office on the following January first and serving
for one calendar year or until their successors are chosen.
Section 7. The nominee or nominees shall be presented to the
general membership at the annual meeting in the fall. They must be
members in good standing of the Mississippi Library Association and
the School Library Section.
ARTICLE IV. MEMBERSHIP
Section 1. The membership of the Section shall consist of school
librarians and friends who have demonstrated their interest in and
knowledge of libraries by promoting programs recognized to be of
value and importance to those served. Dues paid for membership in
the Mississippi Library Association for that year and the
member’s choice of the School Library Section would determine
membership.
ARTICLE V. MEETINGS
Section 1. An annual meeting of the Section shall be held each
year in conjunction with the fall conference of the Mississippi
Library Association.
Section 2. The chairperson shall call special meetings of the
Section at any time that an additional meeting is required.
Section 3. Ten percent of the membership at any duly called
meeting shall constitute a quorum. Such quorum may, by majority
vote of the ten percent membership present, transact any business,
which may properly be brought before the meeting except as
otherwise provided in these bylaws.
Section 4. The meetings of the Section shall be opened to all
members and friends.
ARTICLE VI. COMMITTEES
Section 1. The chairperson shall appoint such committees as may
be necessary.
Section 2. The members of all committees shall serve
concurrently with the administration.
Section 3. All committees shall make an annual report of their
respective activities at the annual meeting.
ARTICLE VII. OFFICIAL ORGAN
Section 1. The executive board of the Mississippi Library
Association shall designate the name of the official organ.
ARTICLE VIII. PARLIAMENTARY AUTHORITY
Section 1. Robert’s Rules Of Order, Revised,
shall be the parliamentary authority of this Section.
ARTICLE IX. AMENDMENTS OF BYLAWS
Section 1. These bylaws may be amended at any regular meeting of
the Section by a two-thirds vote of those members present and
voting, provided the proposed amendment shall have been published
in the official organ of the Section in an issue prior to the
meeting and during the same fiscal year, or provided that the
proposed amendment shall have been sent to each member of the
Section at least one month before its proposed adoption. The bylaws
may be amended at any regular meeting of the Section without prior
notice, by a three-fourths vote of those members present and
voting.
BYLAWS OF THE
SPECIAL LIBRARIES SECTION
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE 1. NAME
The Name of this Organization shall be the Special Libraries
Section of the Mississippi Library Association.
ARTICLE II. PURPOSE
The purposes of this organization shall be to promote effective
library service and professional librarianship in special libraries
in the State of Mississippi, to establish programs to improve the
standards of library service, and to advance the professional and
scholarly growth of librarians working in special libraries.
ARTICLE III. MEMBERSHIP
Membership shall be open to any member of the Mississippi
Library Association associated with any special library or
interested in the promotion of such libraries.
ARTICLE IV. OFFICERS
Section 1. There shall be three officers, Chair, Vice-Chair, and
Secretary. They shall serve for one calendar year or until their
successors are elected. Officers shall not succeed themselves. The
Vice-Chair shall become Chair.
Section 2. The Chair shall oversee the general business of the
Section, preside at meetings of the Section and appoint all
committees, except the nominating committee.
Section 3. The Vice-Chair shall preside in the absence of the
Chair, be responsible for the program of the annual meeting, become
Chair in the event of a vacancy, and appoint the nominating
committee.
Section 4. The Secretary shall maintain the Minutes of Section
meetings and perform other recording and corresponding duties as
requested by the Chair.
Section 5. In the event of a vacancy in the offices of
Vice-Chair or Secretary, the Chair shall appoint a replacement for
the unexpired term.
ARTICLE V. MEETINGS
The Section shall hold the annual meeting in conjunction with
the Mississippi Library Association meeting. A quorum shall be
composed of those present.
ARTICLE VI. NOMINATIONS AND ELECTIONS
Section 1. A committee of three members to nominate candidates
for elective positions shall be appointed by the Vice-Chair
(Chair-Elect). The nominating committee shall present at least one
nomination for each office.
Section 2. Elections may be by ballot or any other method agreed
on by the delegates. Election shall be by plurality.
ARTICLE VII. PARLIAMENTARY AUTHORITY
The Parliamentary Authority for the Section shall be the current
edition of Roberts Rules of Order – Newly Revised in all
cases where it is not inconsistent with these bylaws.
ARTICLE VII. AMENDMENTS
The bylaws may be amended by a two-thirds vote at the annual
meeting, or by mail ballot. Proposed amendments shall be mailed to
the membership at least thirty days prior to the meeting.
BYLAWS OF THE
LIBRARY TRUSTEES SECTION
MISSISSIPPI LIBRARY ASSOCIATION
(October 1989)
ARTICLE I. NAME
The name of this organization shall be the Trustees Section of
the Mississippi Library Association.
ARTICLE II. PURPOSE
The purpose of this organization shall be to encourage and
support the service of library trustees.
ARTICLE III. MEMBERS
Any person who is a library trustee or interested in trusteeship
may become a member upon payment of dues to the Mississippi Library
Association as provided in its Bylaws and by designation of their
interest to affiliate with the Trustees Section.
ARTICLE IV. OFFICERS
Section 1.
Section 2. The officers shall be elected at the regular annual
meeting. They shall take office on the following January first and
shall serve for a period of one calendar year, or until their
successors are chosen.
Section 3. In case of a vacancy in any office except that of
chairperson, the executive board shall designate a replacement to
discharge the duties of the office for the duration of the
unexpired term. When it becomes necessary for the vice-chairperson
to assume the office of chairperson, the executive board shall
designate someone to discharge the duties of the vice-chairperson.
At the annual meeting the nominating committee shall submit a
nominee for chairperson to be voted on in the same manner as the
other elective officers.
Section 4. No elected officer shall hold another elected office
in the Association.
ARTICLE V. MEETINGS
The Section shall hold its annual meeting at the time and place
of the annual Mississippi Library Association conference. Special
meetings may be called at the time and place designated by the
executive board. General meetings will be open to all interested
persons.
ARTICLE VI. AMENDMENTS OF BYLAWS
Bylaws may be adopted, suspended, or amended by a majority vote
of the members of the Section attending the annual meeting, or by a
two-third vote of the membership by mail ballot.
ARTICLE VII. CONFORMITY WITH MLA
These bylaws and the purpose of the Trustees Section of the
Mississippi Library Association shall not be in conflict with the
Constitution and Bylaws of the Association.
Chapter Three: Round Tables
BYLAWS OF THE
AUTOMATION AND NETWORKING ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE I. FISCAL YEAR
The fiscal year of the Round Table shall begin on the 1st day of
January in each year and end on the 31st of December.
ARTICLE II. MEMBERSHIP
Section I. MEMBERS
Any person who is a member of Mississippi Library Association and
is interested in cooperative automation and/or networking in
Mississippi may become a member upon payment of annual dues.
Section 2. PERIOD OF MEMBERSHIP
Membership shall be for a maximum period of one year ending with
the last day of the Round Table’s fiscal year for which membership
is applied.
Section 3. MEMBERSHIP VOTING
A two-thirds majority of the membership may override decisions of
the task force.
ARTICLE III. DUES
Section 1. ANNUAL DUES
Dues of $3.00 shall be paid on a fiscal year basis as specified in
Article I. The payment of full dues is required regardless of
whether the membership is to be for the full fiscal year or any
portion thereof.
Section 2. PROVISION FOR DUES CHANGES
The annual dues may be set or changed upon recommendation of the
task force at any annual meeting by a two-thirds majority of the
members present and voting. Any such change will take effect for
the next fiscal year.
ARTICLE IV. MEMBERSHIP MEETINGS
Section 1. ANNUAL MEETING
There shall be an annual meeting of the membership of the Round
Table. This meeting shall be held at a time and place determined by
the task force.
Section 2. SPECIAL MEETINGS
Special meetings of the members of the Round Table may be called
and held by a decision of the task force or by petition of a simple
majority of members.
Section 3. NOTICE OF MEETINGS
Written notice stating the place, date, and hour of the meeting,
and, in the case of special meetings, the purpose for which said
meeting is called shall be delivered or mailed by the
secretary-treasurer of the Round Table to each member of record
fourteen (14) days prior to the meeting.
Section 4. MEMBERSHIP VOTING
Each individual member of the Round Table shall have the right at
all membership meetings to one (1) vote for each office to be
filled.
Section 5. QUORUM
Ten percent of the membership, aside from members of the task
force, shall constitute a quorum for the transaction of the
business of the Round Table. Except as otherwise provided, a
majority of such quorum shall decide any question that may come
before the meeting. In the absence of a quorum, the members present
may fix the time for adjournment, adjourn, recess, or take measures
to obtain a quorum. At the next meeting at which a quorum shall be
present, any business may be transacted which might have been
transacted at the meeting as originally called.
ARTICLE V. OFFICERS
Section 1. OFFICERS DESIGNATED
The officers of the Round Table shall be a chairperson,
vice-chairperson, and secretary/treasurer. A nominating committee
of three (3) members appointed by the task force shall have the
duty of nominating candidates for these offices. These officers
shall be elected by ballot by the members at the annual meeting of
the membership to serve for a term of one (1) year. The same person
if duly re-elected may hold such office. All officers shall have
such authority as may be reasonably inferred from these bylaws.
Officers will be chosen from within the membership of the Round
Table.
Section 2. REMOVAL
Any officer may be removed by a two-thirds majority vote of
individual members whenever, in its judgment, the best interest of
the Round Table would be served.
Section 3. VACANCIES
A vacancy in any office shall be filled for the duration of that
term of office by simple majority vote of the task force.
Section 4. CHAIRPERSON
The chairperson shall be the chief executive officer of the Round
Table. He/she shall, when present, preside at all meetings of the
task force and the membership. The chairperson shall execute all
contracts and other instruments of writing on behalf of the Round
Table. In addition, thereto, he/she shall perform such other duties
and functions as are incident to this office.
Section 5. VICE-CHAIRPERSON
During the absence or disability of the chairperson, the task force
shall instruct the vice-chairperson to perform the duties of the
chairperson, and when so acting, to have all the powers of and be
subject to all the restrictions upon the chairperson.
The vice-chairperson shall succeed the president unless the
nominating committee waives such responsibility. The
vice-chairperson serves as program chairman for the ANRT sponsored
program during the annual Mississippi Library Association
Conference and is responsible for making necessary arrangements
with the approval of the task force.
Section 6. SECRETARY-TREASURER
The secretary-treasurer shall (a) keep the minutes of the meetings
of the membership in a book provided for that purpose, (b) see that
all notices are duly given in accordance with the provisions of
these bylaws, (c) be custodian of the official records, (d) keep a
register of the post office address of each member which shall be
furnished to the secretary-treasurer by the Mississippi Library
Association Executive Secretary, (e) act as the chief fiscal
officer of the Round Table, and (f) in general perform all duties
and functions which are incident to the office of
secretary-treasurer.
Section 7. SALARIES AND OTHER REMUNERATION
Officers of the Round Table shall serve without salaries. The
chairperson or other designated members may be reimbursed for
expenses incurred incident to Round Table business when approved
beforehand by the task force and when sufficient Round Table funds
are available.
Section 8. POLICIES AND CONTROL
All policies determined by the task force, programs generated by
the task force, and monies generated by the Round Table are to be
controlled by the task force. All Round Table receipts and expenses
will be channeled through Mississippi Library Association accounts
and are subject to audit by the Mississippi Library Association
Executive Board or a representative appointed by that board.
ARTICLE VI. TASK FORCE
Section 1. DEFINITION
The officers plus seven members selected by these officers shall be
known as the ANRT Task Force.
Section 2. COMPOSITION
The task force membership shall be composed of the officers of the
Round Table and seven (7) representatives of the various types of
libraries and information centers within the state. These seven
representatives shall be selected by the task force officers. When
a new chairperson takes office, the immediate past chairperson
shall remain a member of the task force for a period of one (1)
year.
Section 3. OFFICERS
The officers of the Round Table shall also serve in their
respective capacities as officers of the task force. The duties of
these officers are the same in both bodies, except as may be
provided by the bylaws.
Section 4. TERM OF OFFICE
Following the annual membership meeting, the newly elected task
force officers shall select seven (7) representatives to serve on
the task force. Any vacancies, which may occur, shall be filled for
the duration of the unexpired term by appointment of the task force
officers. Terms of office shall coincide with the Round Table’s
fiscal year.
Section 5. REMOVAL
The officers, by unanimous action, may remove task force
representatives whenever, in their judgment the best interests of
the Round Table would be served.
Section 6. RESPONSIBILITIES
The task force shall meet quarterly, with special meetings called
as necessary. It shall be responsible for studying automation and
networking, soliciting recommendations for automation, and
reporting regularly to the library and information community
throughout the state. It shall also be responsible for conducting
the business of the Round Table and planning and holding the annual
and membership meetings as outlined under Article IV. Membership
Meetings.
Section 7. QUORUM
Seven (7) representatives and/or officers shall constitute a quorum
for the task force.
Section 8. OPEN MEETINGS
Task force meetings will be open to all ANRT members. Non-members
may attend any meeting, space permitting. Members and other guests
attending task force meetings shall do so in an observer’s capacity
unless requested to participate by the chairperson. Such guests
will not have voting privileges.
ARTICLE VII. COMMITTEES
Section 1. SPECIAL COMMITTEES
Special committees shall be such committees as the task force may
authorize and said committees shall report to the task force at its
regular meetings.
ARTICLE VIII. INTEREST GROUPS
Section 1. DEFINITION
Groups of individual members of ANRT who are interested in forming
an interest group to further one area of specialization or study
may petition the task force for official status by submitting a
petition of at least five (5) names to the task force for approval
or denial. Such petition should state the purposes of the group. A
two-thirds vote of the task force is required to form an interest
group.
Section 2. OFFICERS AND DUTIES
Once approved by the task force, interested individuals should meet
and select a chairperson whose term of office will coincide with
the fiscal year of ANRT. The selected chairperson shall preside at
the meetings of the interest group, be responsible for inviting the
chairperson of the task force to interest group meetings, and
report any interest group activities to the full task force at its
next meeting. The chairperson is encouraged to attend task force
meetings, and at the discretion of the task force officers, may be
a member of the task force to complete but not increase the number
of members required in these bylaws.
Section 3. MEMBERSHIP
Interest groups shall not have dues. Any individual member of ANRT
may join any or all interest groups of ANRT by indicating such
interest to the chairperson of the interest group. The chairperson
of the interest group shall submit a list of members to the task
force as part of the annual report of the task force.
Section 4. EDUCATIONAL ACTIVITIES
With the approval of the task force, interest groups may plan
workshops or other activities for the benefit of the professional
library community and the interests of the group.
Section 5. DISCONTINUANCE OF AN INTEREST GROUP
The task force may discontinue an interest group by a two-thirds
vote of the task force when in the opinion of the task force the
usefulness of the interest group has ceased.
ARTICLE IX. CORPORATE SEAL
The Round Table may have and use a seal or symbol.
ARTICLE X. PUBLICATIONS
The Round Table may issue newsletters and/or other publications,
which serve to inform the library and information community
regarding automation and networking activities within the state and
to report national trends.
ARTICLE XI. AMENDMENTS
These bylaws may be amended at any regular annual meeting of the
Round Table without previous notice of any kind whatsoever, or at
any special meeting, provided that notice is given specifying the
subject matter and substance of the proposed amendments, such
notice to be given in the manner provided herein for notice of
special meetings.
ARTICLE XII. PARLIAMENTARY AUTHORITY
The current edition of Robert’s Rules Of Order shall be
the parliamentary authority governing the Round Table in all cases
where applicable and not inconsistent with these bylaws.
ARTICLE XIII. CONFORMITY WITH MLA
The bylaws and the purposes of this Round Table are not to be in
conflict with the Constitution and Bylaws of the Mississippi
Library Association.
CONSTITUTION AND BYLAWS OF THE
BLACK CAUCUS OF THE
MISSISSIPPI LIBRARY ASSOCIATION
CONSTITUTION
ARTICLE I. NAME
The name of this organization shall be the Black Caucus of the
Mississippi Library Association, hereinafter referred to as the
Black Caucus.
ARTICLE II. PURPOSE
The purposes of the Black Caucus are: (a) to encourage and
increase membership of African Americans and other ethnic groups
within the Mississippi Library Association, and (b) to promote and
sponsor special programs focusing on concerns, special interests
and needs of the African American community.
ARTICLE III. MEMBERSHIP
Membership shall be open to any person interested in library
services upon payment of Black Caucus annual dues. Said person must
maintain good financial standing within MLA and the Black
Caucus.
ARTICLE IV. ORGANIZATION
A. The Black Caucus shall have the following elected officers:
Chairperson, Vice-Chairperson/Chairperson-elect, and Secretary.
These positions, along with others as provided for in the Bylaws,
Section 3a, shall form the steering committee. B. Special
committees and task forces may be established in areas of activity
pursuant to the purposes of the Black Caucus as described in
Article II. The special committees and task forces shall elect a
chairperson and other officers necessary to operate
efficiently.
ARTICLE V. FINANCES
Funds to support Black Caucus activities shall come from the
dues of Black Caucus members.
ARTICLE VI. AMENDMENTS
The Constitution and Bylaws may be amended by a majority vote of
the members of the Black Caucus in attendance and voting at any
annual or called conference, provided that notice of the proposed
revision has been sent to members at least thirty days prior to the
meeting. It may also be amended by a majority vote of those
responding in a mail referendum to Black Caucus members. Proposals
for revision may be sent by any member to the chairperson for
consideration by the Steering Committee and shall be sent to the
membership for their consideration.
BYLAWS
SECTION 1. DUTIES OF THE OFFICERS
SECTION 2. ELECTION OF OFFICERS
SECTION 3. COMMITTEES
SECTION 4. SPECIAL COMMITTEES
The Steering Committee may appoint special committees for any
particular or specific purpose with the review of the Black Caucus.
A special committee will serve until its task is accomplished to
the satisfaction of the Steering Committee.
SECTION 5. TASK FORCES
SECTION 6. MEETINGS
The annual membership meeting of the Black Caucus shall be held
during the annual conference of the MLA and shall include a report
of the Steering Committee to the members on its activities. The
Steering Committee shall meet at the annual MLA conference and
other times if deemed necessary by the chairperson. All meetings
shall conform to Robert’s Rules Of Order (latest
edition).
SECTION 7. QUORUM
Thirty percent of the membership shall constitute a quorum at
any Round Table meeting.
CONSTITUTION AND BYLAWS OF THE
EDUCATIONAL COMMUNICATIONS & TECHNOLOGY ROUND TABLE (ECTRT)
MISSISSIPPI LIBRARY ASSOCIATION
CONSTITUTION
ARTICLE I. NAME AND AFFILIATION
Section 1. Name
The name of this organization shall be the Educational
Communications and Technology Round Table (ECTRT).
Section 2. Affiliation
This organization shall be a Round Table of the Mississippi Library
Association and a state affiliate of the Association for
Educational Communications and Technology.
ARTICLE II. PURPOSE AND OBJECTIVES
Section 1. Purpose
The purpose of this organization shall be to promote the
improvement of education through the effective use of educational
media and technology.
Section 2. Objectives
ARTICLE III. MEMBERSHIP
Section 1. Membership is open to any member of the Mississippi
Library Association who is interested in media and technology.
Members shall be entitled to vote, hold office, serve on committees
and receive any publication prepared or contracted for the Round
Table.
Section 2. Dues and Membership Year
ARTICLE IV. MEETINGS
Section 1. Annual Meeting
There shall be an annual meeting of the Round Table to be held at
the time and place of the annual Mississippi Library Association
Conference.
Section 2. Special Meetings
The chair may call special meetings of the Round Table, but any
action taken at such times must be confirmed at the next meeting of
the general membership.
ARTICLE V. OFFICERS AND ELECTIONS
Section 1. Officers
The officers of the organization shall consist of a chair,
vice-chair/chair-elect, secretary/treasurer, all of whom shall be
elected at the annual meeting. The term of office for each office
shall be from January 1 of the following year to December 31.
Section 2. Duties of Officers
ARTICLE VI. EXECUTIVE BOARD
Section 1. Composition
The executive board shall be composed of the chair, immediate past
chair, vice-chair/chair elect, secretary/treasurer, and
chairpersons of special sections. State consultants of school
libraries and media shall serve as ex officio members.
Section 2. Chairperson
The chair of the Round Table shall serve as chairperson of the
executive board.
Section 3. Duties
The executive board shall have active charge of the affairs of the
Round Table and shall recommend policies and procedures to the
membership for their consideration and approval. The board shall
fill any vacancy in office that may occur after the annual
election.
Section 4. Meetings
Board meetings may be called at the discretion of the chair. At
least one-week advance notice to all board members shall be
required for these meetings.
ARTICLE VII. SPECIAL SECTIONS AND
COMMITTEES
Section 1. Special Sections
There may be special sections as determined by mutual needs and
interest of the membership of the Round Table. The chairperson, as
selected by each special section, shall be a member of the
executive board. Section 2. Special Committees
Special committees may be appointed by the chair, executive board,
or by order of the Round Table as needs arise and shall be
automatically disbanded when their duties are completed.
ARTICLE VIII. PARLIAMENTARY AUTHORITY
Roberts’ Rules Of Order shall be the parliamentary authority
governing the Round Table in all cases where applicable and not
inconsistent with this Constitution.
ARTICLE IX. QUORUM
A quorum shall consist of the membership present at any legally
constituted meeting of the Round Table, executive board, special
section or special committee.
ARTICLE X. AMENDMENTS
This Constitution may be amended at the annual meeting of the
Round Table by a majority vote of those present and voting.
BYLAWS
GOVERNMENT DOCUMENTS ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE I. NAME
The name of this organization shall be the Mississippi
Government Documents Round Table.
ARTICLE II. OBJECTIVES
The objectives of the Round Table shall be as follows:
Section 1. To provide a forum for discussion of problems and
concerns, and for the exchange of ideas by librarians working with
government documents.
Section 2. To provide a force for initiating and supporting
programs to increase availability, use, and bibliographic control
of documents.
Section 3. To contribute to the extension and improvement of
education and training of documents librarians.
Section 4. To increase communication between documents
librarians and anyone interested in government documents.
ARTICLE III. MEMBERSHIP
Section 1. Membership in this Round Table shall be open to any
member in good standing of the Mississippi Library Association who
subscribes to the objectives of the Round Table.
Section 2. Dues for the calendar year shall be determined by the
membership of the Round Table. Changes in dues shall be approved at
the annual meeting of MLA and shall become effective on January 1.
ARTICLE IV. OFFICERS AND DUTIES
Section 1. The officers of this Round Table shall be a
chairperson, chairperson-elect, secretary, treasurer, and reporter.
The term of office shall be for one calendar year. Officers shall
be chosen from Round Table members in good standing who have agreed
to serve in that office. The reporter shall be appointed by the
chairperson.
Section 2. Those officers shall perform the duties pertaining to
their respective offices:
ARTICLE V. STATE AFFILIATE
This organization shall be a state affiliate of the American
Library Association GODORT and shall be a Round Table of the
Mississippi Library Association. As such, it shall be conducted in
accordance with Article VIII of the Bylaws of the Mississippi
Library Association.
ARTICLE VI. MEETINGS
Meetings shall be held at such times and places as designated by
the Steering Committee.
ARTICLE VII. STEERING COMMITTEE
Section 1. The Steering Committee shall consist of the officers
and the chairpersons of committees.
Section 2. The duties of the Steering Committee shall be general
supervision of the affairs of the Round Table in the intervals
between meetings.
Section 3. Steering Committee meetings shall be held when called
by the chairperson, or the chairperson-elect in the chairperson’s
absence, or by a majority of the members of the Committee. A simple
majority of the members constitutes quorum. All meetings of the
Steering Committee shall be open meetings.
ARTICLE VIII. COMMITTEES
Committees shall be created by the Steering Committee as it
deems them necessary for the interest of the Round Table.
ARTICLE IX. ELECTIONS
An Elections Committee consisting of not less than three members
shall be chosen by the Steering Committee. No member of the
Elections Committee shall be a member of the Steering Committee at
the time of appointment to the Elections Committee. The Elections
Committee shall propose a full slate of officers to the membership
for its consideration. Names of candidates shall be mailed to the
membership prior to the election. The Elections Committee shall
conduct the general election.
ARTICLE X. PARLIAMENTARY AUTHORITY
Section 1. The most recent edition of Robert’s Rules of
Order shall govern all meetings of the Round Table and its
committees in all cases where applicable and not in conflict with
the Bylaws.
Section 2. The members present at an announced general meeting
shall constitute a quorum for conducting business.
Section 3. A majority of members present and voting shall be
sufficient to take any action except amending this document.
ARTICLE XI. AMENDMENTS
Section 1. The document may be amended at the annual business
meeting provided that the amendment is submitted to the Steering
Committee at least 8 weeks prior to the annual meeting, publicized
for consideration of the membership prior to the annual meeting,
and that two-thirds of the votes cast shall constitute the majority
vote necessary.
Section 2. Amendments may be proposed by a motion from the
floor. Three-fourths of the votes cast on such an amendment shall
constitute the majority vote necessary.
APPROVED: 7/78
AMENDED: 10/24/80
CONSTITUTION AND BYLAWS OF THE
LIBRARY INSTRUCTION ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
CONSTITUTION
ARTICLE I. NAME
The name of this organization shall be the Library Instruction
Round Table, hereinafter referred to as the Round Table, of the
Mississippi Library Association (MLA).
ARTICLE II. PURPOSE
The purposes of the Round Table are: (a) to provide a forum for
discussion of activities, programs and problems of instruction in
the use of libraries, (b) to contribute to the education and
training of librarians for libraries as an essential library
service, and (c) to serve as a channel of communication on
instruction in the use of libraries.
ARTICLE III. MEMBERSHIP
Membership will consist of any personal member of MLA and, upon
payment of Round Table annual dues, receive the right to vote and
participate in the business of the Round Table.
ARTICLE IV. ORGANIZATION
ARTICLE V. FINANCES
Funds to support Round Table activities will come from the dues
of the Round Table membership.
ARTICLE VI. AMENDMENTS
This Constitution and Bylaws may be amended by a majority vote
of the members of the Round Table in attendance and voting at any
annual or called conference, provided that notice of the proposed
revision has been sent to members at least thirty days prior to the
meeting. It may also be amended by a majority vote of those
responding in a mail referendum to personal members. Proposals for
revision may be sent by any member to the chairperson for
consideration by the Steering Committee and shall be sent to the
membership for their consideration.
BYLAWS
Section 1. DUTIES OF THE OFFICERS
Section 2. ELECTION OF OFFICERS
Section 3. COMMITTEES
Section 4. SPECIAL COMMITTEES
The Steering Committee may appoint special committees for any
particular or specific purpose within the review of the Round
Table. A special committee will serve until its task accomplished
to the satisfaction of the Steering Committee.
Section 5. TASK FORCE GROUPS
Section 6. MEETINGS
The meetings of the Round Table are held as follows:
Section 7. QUORUM
Thirty percent of the membership shall constitute a quorum at any
Round Table meeting.
BYLAWS OF THE
NEW MEMBERS ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE I. NAME
Section 1. The name of this organization shall be the
Mississippi Library Association New Members Round Table
(MLA-NMRT).
Section 2. New Voices shall be the official organ of
MLA-NMRT.
ARTICLE II. PURPOSES
The purposes of this organization shall be to help members
better understand the library profession and its issues, to provide
an early opportunity for involvement in MLA, to promote comradeship
among NMRT members, to encourage participation in library
organizations, and to serve as common voice for the members of
MLA-NMRT.
ARTICLE III. MEMBERSHIP
Section 1. Full membership is open to any Mississippi Library
Association member who has been in the Mississippi Library
Association for six (6) years or less. MLA members not meeting this
specification may join Friends of NMRT and enjoy all privileges of
NMRT membership excepting the voting privilege.
Section 2. Annual dues for full membership or for Friends of
NMRT shall be three dollars ($3.00) for regular MLA members. The
membership year shall correspond with the calendar year.
ARTICLE IV. OFFICERS
Section 1. The officers of this organization shall be a
chairperson, a vice-chairperson (chairperson-elect), and a
secretary, all of whom shall be members in good standing of
MLA-NMRT. These officers shall perform the duties prescribed by
these Bylaws and by the parliamentary authority adopted by
MLA-NMRT.
Section 2. At the joint meeting of the outgoing and incoming
executive board, a nominating committee shall be elected whose
duties it shall be to nominate two candidates for each of the
positions of vice-chairperson (chairperson-elect), secretary, and
affiliates delegate (in those years when affiliates delegates are
elected).
Section 3. The nominating committee shall obtain from each
nominee their written consent, their professional concerns, and a
brief biographical sketch. This information shall be submitted for
publication in the July issue of New Voices.
Section 4. Any member may present a petition, signed by not
fewer than ten members, proposing additional nominations to the
chairperson of the nominating committee. A written consent to
serve, their professional address, a statement of their
professional concerns, and a brief biographical sketch must be
obtained by the petitioners from each person before the names can
be presented to the nominating committee. Such nominations, if
received by August 15, shall be included on the Official Ballot
which shall be published in the September issue of New Voices.
Section 5. All votes shall be cast by mail ballot which must be
received by the chairperson of the nominating committee two weeks
prior to the annual meeting. A plurality of the votes cast shall
constitute an election.
Section 6. Officers shall hold office for a term of one calendar
year. The affiliates delegate shall serve for two calendar years,
being elected at those annual meetings in odd numbered years. No
member shall hold more than one office at a time, and no member
shall be eligible to serve for more than one consecutive term in
the same office.
ARTICLE V. EXECUTIVE COMMITTEE
Section 1. There shall be an executive committee consisting of
elected officers, the affiliates delegate, the immediate past
chairperson, committee chairpersons, and members-at-large from any
of the six regions not already represented to be appointed by the
chairperson.
Section 2. The executive committee shall have full authority
over the affairs of MLA-NMRT in the intervals between annual
meetings and shall perform such other duties as are specified in
these bylaws. However, none of its acts shall conflict with action
taken by the membership. The chairperson shall report to the
membership at each annual meeting on the business that transpired
since the last annual meeting.
Section 3. The executive committee shall meet as often as
required by the affairs of MLA-NMRT. Such meetings can be called by
the chairperson and shall be called upon the request of one half of
the members of the executive committee. The meetings shall be open
to the membership.
ARTICLE VI. MEETINGS
Section 1. The annual meeting of MLA-NMRT shall take place
during the annual conference of the Mississippi Library
Association, and in the same locality.
Section 2. Those MLA-NMRT members present at the annual meeting
shall constitute a quorum.
ARTICLE VII. COMMITTEES
Section 1. All committees shall be composed of members in good
standing of MLA-NMRT, who shall serve until their successors have
taken office or until the committee is dissolved.
Section 2. Committees shall be appointed by the chairperson as
needed, or by the executive committee, or by majority vote of the
membership. Committee chairpersons shall be appointed by the
chairperson with recommendations from the executive committee.
ARTICLE VIII. ARCHIVES
The archival papers and records of the officers and committee
chairpersons of NMRT shall be stored with the MLA archives. Other
memorabilia of NMRT shall be added as necessary.
ARTICLE IX. RULES
Section 1. The rules and procedures contained in the current
Robert’s Rules Of Order Newly Revised shall govern
MLA-NMRT where they are not inconsistent with these Bylaws, any
special rules of order MLA-NMRT may adopt, the Constitution and
Bylaws of the Mississippi Library Association, and JMRT affiliate
chapter guidelines.
Section 2. Those Bylaws can be amended only at the annual
meeting by (1) a two-thirds vote of the membership present provided
the amendment has been published in New Voices, or (2) amendment
from the floor with a three-fourths majority vote.
Submitted to the membership by the Bylaws Committee, Kathy
Blackwell, Jennifer Case, and George Rolfs, Chairperson. Ratified
October 30, 1975. Last amended October 26, 1989
SPECIAL COLLECTIONS ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
BYLAWS
ARTICLE I. NAME
The name of this organization shall be the Special Collections
Round Table.
ARTICLE II. PURPOSE
The purposes of this organization shall be:
Section 1. To provide a forum for discussion of problems and
concerns, and for the exchange of ideas by librarians working with
special collections.
Section 2. To provide a force for initiating and supporting
programs to increase availability, use, and bibliographic control
of special collections.
Section 3. To contribute to the extension and improvement of
education and training of special collections librarians.
Section 4. To increase communication between special collections
librarians and anyone interested in special collections.
ARTICLE III. MEMBERSHIP/DUES
Section 1. Membership in this Round Table shall be open to any
member in good standing of the Mississippi Library Association who
subscribes to the objectives of the Round Table.
Section 2. Dues for the calendar year shall be determined by the
membership of the Round Table. Changes in dues shall be approved at
the annual meeting and shall become effective on January 1.
ARTICLE IV. ORGANIZATION
Section 1. Officers of the Round Table shall be chosen from
Round Table members in good standing who have agreed to serve in
that office. Officers shall be chair, chair-elect, program chair,
secretary, and treasurer. The term of office shall be for one
calendar year.
Section 2. Those officers shall perform the duties pertaining to
their respective offices as follows: Chair. The chair shall serve
as Chief executive of the Round Table.
Chair of the Steering Committee.
Round Table representative to the MLA Executive Board.
Chair-elect. The chair-elect shall
Perform the duties of the chair in his/her absence, and shall
succeed to the office of chair the following year.
Be a member of the Steering Committee, the Membership Committee,
and the Publicity Committee, and shall be responsible for the
coordination and implementation of the work of these committees in
conjunction with each of the appointed chairs.
Assist the program chair with the program at the annual meeting.
Program Chair. The program chair shall be
Appointed by the Round Table chair.
Responsible for the preparation of and publicity for the Round
Table program.
Secretary. The secretary shall
Handle correspondence and perform all the customary duties of this office.
Keep accurate records of all Round Table and Steering Committee meetings.
Arrange for preservation of the archives and records of the Round Table.
Make a report of proceedings of each annual meeting to MLA for
publication in the annual conference proceedings.
Treasurer. The treasurer shall
Be empowered to keep necessary and proper records relevant to
Round Table membership and workshops.
Section 3. All officers shall deliver to their successor all
official material not later than two weeks following the
installation of their successor.
Section 4. In case of the vacancy in the office of chair, the
chair-elect shall succeed to the office of chair for the remainder
of the unexpired term. Special elections shall be held as needed to
fill other vacancies.
ARTICLE V. STATE AFFILIATE
This organization shall be a state affiliate of the American
Library Association Special Collections Round Table and shall be a
Round Table of the Mississippi Library Association. As such, it
shall be conducted in accordance with Article VIII of the Bylaws of
the Mississippi Library Association.
ARTICLE VI. MEETINGS Meetings shall be held at
such times and places as designated by the Steering Committee.
ARTICLE VII. STEERING COMMITTEE
Section 1. This committee shall be comprised of the Round Table
officers and the chairs of all Round Table committees. The
immediate past chair and the program chair shall serve as
ex-officio members without vote.
Section 2. The Steering Committee shall have general supervision
of the affairs of the Round Table in the intervals between
membership meetings, and shall determine subjects for programs and
work with the program chair in implementing these programs.
Section 3. Steering Committee meetings shall be held when called
by the chair, or the chair-elect in the chair’s absence, or by a
majority of the members of the committee. A simple majority of the
members constitutes a quorum. All meetings of the Steering
Committee shall be open meetings.
ARTICLE VIII. COMMITTEES
Committees shall be created by the Steering Committee as it
deems them necessary for the interest of the Round Table.
ARTICLE IX. PARLIAMENTARY AUTHORITY
Section 1. The most recent edition of Robert’s Rules Of
Order shall govern all of the Round Table and its committees
in all cases where applicable and not in conflict with the
Bylaws.
Section 2. The members present at an announced general meeting
shall constitute a quorum for conducting business.
Section 3. A majority of members present and voting shall be
sufficient to take any action except amending this document.
ARTICLE X. AMENDMENTS
Section 1. This document may be amended at the annual business
meeting provided that the amendment is submitted to the Steering
Committee at least 8 weeks prior to the annual meeting, publicized
for consideration of the membership prior to the annual meeting,
and that two-thirds of the votes cast shall constitute the majority
vote necessary.
Section 2. Amendments may be proposed by a motion from the
floor. Three-fourths of the votes cast on such an amendment shall
constitute the majority vote when necessary.
MISSISSIPPI TECHNICAL SERVICES ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
CONSTITUTION AND BYLAWS
CONSTITUTION
ARTICLE I. NAME
The name of this organization shall be the Mississippi Technical
Services Round Table.
ARTICLE II. PURPOSE
The purpose of the organization shall be to unite in one group
Mississippi librarians and others interested in activities related
to the acquisition, identification, cataloging, classification, and
preservation of library materials, and to provide an opportunity
for interchange of ideas and the discussion of problems.
ARTICLE III. MEMBERSHIP
Membership will consist of any personal member of MLA and, upon
payment of Round Table annual dues, members will receive the right
to vote and to participate in the business of the Round Table.
ARTICLE IV. OFFICERS
The Officers of the organization shall be a chair, a vice chair,
who shall be the chair-elect, and a secretary. Officers are elected
at the annual meeting.
ARTICLE V. EXECUTIVE COMMITTEE
Section 1. The executive committee shall consist of four
members: the chair, the vice chair, the secretary, and the
immediate past chair.
Section 2. The executive committee shall transact the business
of the organization in the interim between meetings.
Section 3. The executive committee shall meet at the request of
the chair or of two members of the executive committee.
Section 4. The executive committee shall have power to appoint,
in case of a vacancy in any office, a member from the organization
to fill the unexpired term until the next regular election.
ARTICLE VI. MEETINGS
Section 1. The regular meeting shall be held during the annual
meeting of the Mississippi Library Association.
Section 2. A spring meeting will be held if deemed necessary by
the executive committee.
Section 3. Members of the Round Table in attendance shall
constitute a quorum at a business meeting.
ARTICLE VII. FINANCES
Section 1. Round Table dues are set by the Mississippi Library
Association.
Section 2. The chair is authorized to approve requests for
reimbursement and payment of bills from the organization’s funds in
custody of the MLA Executive Board.
ARTICLE VIII. AMENDMENTS
Section 1. These articles may be amended at any regular meeting
of the organization when a quorum is present and shall require a
two-thirds vote of the members present.
Section 2. Notice of the proposed change shall be mailed to
members at least thirty days prior to the meeting at which a vote
is to be taken on the proposed change.
BYLAWS
ARTICLE I. ELECTIONS
Section 1. The vice chair is responsible for preparing the slate
of officers: vice chair and secretary, for the succeeding year.
Section 2. Consent of the nominees shall be obtained.
ARTICLE II. OFFICERS
Section 1. Term of Office
All officers shall serve for one year or until the adjournment of
the regular meeting at which their successors are chosen.
The vice chair (chair-elect) shall serve for one year as vice
chair. At the expiration of this term, or in case of a vacancy in
the office of chair, he/she shall succeed to the office of chair,
and shall serve until the expiration of the term for which he/she
was elected chair.
Section 2. Duties of Officers
The chair shall plan the program with the help of the executive
committee; preside at all meetings; approve disbursements; assign
committees as needed; represent the Round Table on the Mississippi
Library Association Executive Board as a non-voting member; serve
as liaison with the Council of Regional Groups, Association for
Library Collections and Technical Services, American Library
Association (ALA/ALCTS/CRG).
The vice chair shall, in the absence of the chair, preside at
all meetings; shall present the slate of officers for the next
year.
The secretary shall keep and preserve the records of the
meetings, handle the correspondence of the organization, subject to
the direction of the chair.
ARTICLE III. AMENDMENTS TO BYLAWS
Section 1. Amendments to the bylaws may be voted on only when a
quorum is present and shall receive a majority vote of the members
present.
Section 2. Notices of proposed change in the bylaws shall be
mailed to the membership at least thirty days prior to the meeting
at which a vote is to be taken on the proposed change.
ARTICLE IV. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, latest revision, shall be the
governing authority in any matter not specifically covered by the
constitution and bylaws.
Approved by TSRT June 19, 1998
BYLAWS OF THE
2-YEAR COLLEGE ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
ARTICLE I. NAME
The name of this organization shall be the 2-YCRT (2-Year
College Round Table).
ARTICLE II. PURPOSE
Said purpose of this organization shall include, but not be
limited to, the following goals:
ARTICLE III. MEMBERSHIP
Section 1. Membership is open to any 2-year college library or
library-media personnel who are also members of the Mississippi
Library Association.
Section 2. Membership is to be for one calendar year and dues
charged at $3.00 per individual and payable to the Mississippi
Library Association.
ARTICLE IV: OFFICERS
Section 1. The officers of this organization shall be a
chairperson, a vice-chairperson (chairperson-elect), and a
secretary. These officers shall perform the duties as prescribed in
the Bylaws of the 2-YCRT and constitute the executive committee of
the organization. Section 2. New officers shall be elected when the
Round Table meets during the annual meeting of the Mississippi
Library Association.
Section 3. A Nominations Committee, representing at least three
different institutions, shall be appointed by the chairperson each
year to have a slate of officers prepared for publication in the
Summer issue of Mississippi Libraries to be voted upon at the
annual meeting in the fall.
Section 4. Voting shall take place during the annual meeting
with the new officers being announced at the close of the meeting.
Nominations in addition to those prepared by the committee shall be
accepted during the meeting, but prior to voting.
Section 5. New officers shall take office on January 1 of each
year, remaining in office for one year or until their successor is
chosen.
Section 6. No elected officer shall succeed himself/herself
unless he/she has served less than one-half of a term.
Section 7. The chairperson shall be the head of the
organization, appoint all necessary committees, serve as required
on Mississippi Library Association committees, and preside at all
meetings.
Section 8. The vice-chairperson shall be the chairperson-elect
and serve as program chairperson for the meetings. In case of a
vacancy in the office of chairperson, the vice-chairperson shall
succeed to the office of chairperson.
Section 9. The secretary shall keep records concerning the
business of the Round Table. This shall include keeping minutes of
all meetings held and preparing announcements to the membership.
The secretary shall also chair the publications committee.
ARTICLE V. MEETINGS
Section 1. There shall be an annual meeting of the membership of
the 2-YCRT during the Mississippi Library Association conference
scheduled so that it will not coincide with meetings being held by
either the College and University Section or the Mississippi
Library Association. The meeting should follow guidelines set forth
by the Mississippi Library Association Constitution concerning such
meetings. In the event the Mississippi Library Association does not
meet during the third quarter of the year, the chairperson will
call a meeting of the membership of the 2-YCRT.
Section 2. There shall be at least one other meeting of the
Round Table to be held during the spring of each year. The meeting
shall be rotated by invitation among the membership. The host
library should be chosen at the previous meeting or at least 3
months in advance. Members should be notified of the location and
time of meeting at least 8 weeks in advance.
ARTICLE VI. COMMITTEES
Section 1. Nominations and Elections Committee. The chairperson
shall appoint a Nominations and Elections Committee at the spring
meeting. The committee shall prepare a slate of officers to be
voted upon at the annual meeting. Upon completion of their duties,
the committee shall be dissolved.
Section 2. Publications Committee. The chairperson shall appoint
members to the Publications Committee which shall include the
reporter for Mississippi Libraries. The committee shall be chaired
by the secretary and be responsible for all publications of the
organization. Publications shall include an annual directory of all
library-media personnel on each 2-year college campus with 2-YCRT
members denoted.
Section 3. Membership Committee. The chairperson shall appoint
members to the Membership Committee. The committee shall be
responsible for soliciting members and keeping accurate records of
the membership.
Section 4. Other Committees. The chairperson shall appoint other
committees as needed and provide a timetable for the committee to
follow in completing the appointed duties.
ARTICLE VII. CONFORMITY TO MISSISSIPPI LIBRARY
ASSOCIATION
These Bylaws and Constitution of the 2-YCRT shall not be in
direct conflict with the Constitution and Bylaws of the College and
University Section of the Mississippi Library Association or the
Constitution and Bylaws of the parent organization, the Mississippi
Library Association.
ARTICLE VIII. AMENDMENTS TO THE BYLAWS
These Bylaws may be amended at any regular meeting of the Round
Table by a two-thirds vote of these members present providing not
fewer than six 2-year colleges are represented. Prior announcement
of changes in the Bylaws is not necessary. Changes in the Bylaws
will be sent to each Round Table member and to each 2-year college
library in Mississippi.
CONSTITUTION AND BYLAWS OF THE
YOUNG PEOPLE’S SERVICES ROUND TABLE
MISSISSIPPI LIBRARY ASSOCIATION
CONSTITUTION
ARTICLE I. NAME
The name of this organization shall be the Young People’s
Services Round Table (YPSRT) of the Mississippi Library
Association.
ARTICLE II. PURPOSE
The purpose of this organization shall include, but not be
limited to, the following goals:
ARTICLE III. MEMBERSHIP
Membership will consist of any member of Mississippi Library
Association and, upon payment of $3.00 for Round Table annual dues,
receive the right to vote and participate in the business of the
Round Table.
ARTICLE IV. OFFICERS
The officers of this organization shall be a chairperson, a
vice-chairperson/chairperson-elect, a public-librarian-at-large, a
school-librarian-at-large, and a secretary. These positions shall
form the executive committee.
ARTICLE V. AMENDMENTS
This Constitution may be amended by a majority vote of the
members of the Round Table in attendance at any annual or called
conference, provided that notice of the proposed revision has been
sent to members at least thirty days prior to the meeting. It may
also be amended by a majority vote of those responding in a mail
referendum to personal members. Proposals for revision may be sent
by any member to the chairperson for consideration by the officers
and shall be sent to the membership for their consideration.
BYLAWS
ARTICLE I. OFFICERS
Section 1. Duties
Section 2. Election
ARTICLE II. MEETINGS
Section 1. There shall be an annual meeting of the membership of
the YPSRT during the Mississippi Library Association Conference
scheduled so that it will not coincide with meetings being held by
either the Public or School Sections or the Mississippi Library
Association. The meeting should follow guidelines set forth by the
Mississippi Library Association Constitution concerning such
meetings. In the event the Mississippi Library Association does not
meet during the third quarter of the year, the chairperson will
call a meeting of the membership of the YPSRT.
Section 2. The executive committee will meet at the annual
Mississippi Library Association Conference and other times if
deemed necessary by the chairperson.
Section 3. At all meetings Robert’s Rules of Order
(latest edition) will be followed.
Section 4. The Election Committee will meet at least once prior
to submitting a slate of candidates to the Round Table
membership.
ARTICLE III. COMMITTEES
Section 1. Nominations and Elections Committee. The chairperson
shall appoint a nominations and elections committee. The committee
shall prepare a slate of officers to be voted upon at the annual
meeting. Upon completion of their duties, the committee shall be
dissolved.
Section 2. Publications Committee. The chairperson shall appoint
members to the publications committee. The committee shall be
chaired by the Secretary and be responsible for all publications of
the organization. Publications shall include an annual directory
for YPSRT of all young people’s librarians and interested persons
with YPSRT members denoted.
Section 3. Membership Committee. The chairperson shall appoint
members to the membership committee. The committee shall be
responsible for soliciting members and keeping accurate records of
the membership.
Section 4. Other Committees. The chairperson shall appoint other
committees as needed and provide a timetable for the committee to
follow in completing the appointed duties.
ARTICLE IV. FINANCES
Section 1. Funds to support Round Table activities will come
from the dues of the Round Table membership. Dues for personal
members shall be $3.00 per year.
Section 2. Elected and appointed officers may request funds as
necessary to implement approved programs of the organization.
Section 3. The chairperson is authorized to approve requests for
reimbursement and payment of bills from Round Table funds in the
custody of the Mississippi Library Association Executive Board. Any
request for a total of more than $20.00 from a single source in a
year will require executive committee approval prior to chairperson
action.
ARTICLE V. QUORUM
Thirty percent of the membership shall constitute a quorum at
any Round Table meeting.
ARTICLE VI. AMENDMENTS
These Bylaws may be amended by a majority vote of the members of
the Round Table in attendance at any annual or called conference,
provided that notice of the proposed revision has been sent to
members at least thirty days prior to the meeting. It may also be
amended by a majority vote of those responding in a mail referendum
to personal members. Proposals for revision may be sent by any
member to the chairperson for consideration by the executive
committee and shall be sent to the membership for their
consideration.
Chapter Four: Committees
Chapter Five: Conference
Chapter Six: Mississippi Libraries
Policies
Duties
Suggested Items
Convention News
Mississippi Libraries is a quarterly journal that is
published by the Mississippi Library Association. It is financed by
funds from the Mississippi Library Association and through
advertising secured by the advertising editor.
The governing bodies of Mississippi Libraries shall be
as follows:
The composition of the Coordinating Committee and the Editorial
Board shall be as follows:
Duties
Suggested Items
Spring Issue:
Summer Issue:
Fall Issue:
Winter Issue:
Convention News
The fall issue of Mississippi Libraries, or the issue
nearest the convention date, shall carry the MLA convention story.
Pre-Convention Coverage:
Convention Coverage:
Convention Follow-up:
Appendix A: Mississippi Library Association Constitution
As amended October 1991
ARTICLE I. NAME
The name of this organization shall be Mississippi Library Association, Incorporated, and subsequent informal references to the organization in the Constitution and Bylaws shall be
understood to mean this title.
ARTICLE II. OBJECT
The object of this organization shall be the establishment and development of effective library service in Mississippi.
ARTICLE III. MEMBERS
Any person, library or institution interested in library work may become a member of the Mississippi Library Association upon payment of the dues provided in the Bylaws.
ARTICLE IV. OFFICERS
The officers of the Association shall be a President, a Vice President, a Secretary, a Treasurer.
ARTICLE V. AFFILIATION
Section 1. This Association shall be a chapter of the American Library Association and shall elect representatives as provided in the Constitution and Bylaws of that Association.
Section 2. This Association shall be a chapter of the Southeastern Library Association and shall elect representatives as provided in the Constitution and Bylaws of that Association.
ARTICLE VI. MEETINGS
Section 1. There shall be an annual meeting of the Association at such time and place as may be determined by the Executive Board.
Section 2. The Executive Board may make provisions for district meetings when they are deemed advisable.
Section 3. Special meetings of the Association may be called by the Executive Board and shall be called by the President on written request of ten percent of the membership of the Association. At least one month’s notice of such special meeting shall be given, and only business specified in the call may be transacted at the meeting.
ARTICLE VII. SECTIONS
Section 1. Sections of the Association may be organized as provided in the Bylaws.
Section 2. Each Section shall represent a field of activity in general distinct from that of other Sections.
ARTICLE VIII. AMENDMENTS
This Constitution may be amended at any regular meeting of the Association by a two-thirds vote of those members present and voting, provided the proposed amendment shall have been published in the official organ of the Association in an issue prior to the meeting and during the same fiscal year, or provided that the proposed amendment shall have been sent to each member of the Association at least one month before its adoption.
Appendix B: Mississippi Library Association Bylaws
As amended October 2002 & October 2003 & October 2006
ARTICLE I. OFFICERS AND GOVERNMENT
Section 1.
A. The officers shall be elected by mail ballot prior to the
regular annual meeting of the Association. They shall take office on the
following January first and shall serve for a period of one calendar year or
until their successors are chosen.
B. In case of a vacancy in any office except that of
President, the Executive Board shall designate someone to discharge the
duties of the office for the duration of the unexpired term. When it becomes
necessary for the Vice President to assume the office of President, the
Executive Board shall designate someone to discharge the duties of the Vice
President. Prior to the annual meeting of the Association, the nominating
committee shall submit a nominee or nominees for President to be voted on in
the same manner as the other elective officers.
C. No elective officer, except the Treasurer, the ALA
Councilor and the SELA Representative, shall succeed himself unless he has
served less than one-half of a term.
D. No elective officer shall hold two voting positions on
the executive board at the same time. The Board member holding two such
positions shall be asked to vacate one position. The Board will promote the
vice chair, if the vacated position is from one of the Sections. The Board
shall call for special elections if the position being vacated is that of
Treasurer, Secretary, ALA Councilor, or SELA Representative.
Section 2. The President shall be the representative head of
the Association, shall appoint the Parliamentarian, all necessary
committees, and serve as chair of the Executive Board and shall preside at
all business meetings.
Section 3. The Vice President shall assist the President
with organizational planning and shall be responsible for incoming committee
appointments. The Vice President shall serve as program chair for the annual
meeting. In case of death, resignation or removal of the President, the Vice
President will become President for the remainder of the term. The Vice
President shall, at the request of the President, serve as representative
head of the Association.
Section 4. The Secretary shall keep a record of the
attendance and proceedings of each meeting of the Association and the
Executive Board.
Section 5. The Treasurer shall serve as the official fiscal
officer of the Association; shall oversee the collection of membership dues;
shall keep a full and accurate account of receipts and expenditures; shall
receive and review the monthly financial records and reconciliation reports
prepared by a commercial accounting firm; and in accordance with the budget
adopted by the Association, shall make disbursements as authorized by the
President or the Executive Board. The Treasurer may expend any unbudgeted
funds as approved by the President or the Executive Board. The Treasurer
shall present annually the financial report of the Association audited by a
Certified Public Accountant. Said report shall be published in the official
organ of the Association.
The Treasurer shall receive Round Table dues and disburse
Round Table funds as requested on vouchers approved by the Round Table
chair. The Treasurer will furnish a statement of the account upon the
request of the Round Table chair.
Section 6. The ALA Councilor shall be nominated and elected
in the manner prescribed by the American Library Association. The Councilor
shall serve as a voting member of the Executive Board of the Mississippi
Library Association and shall act as liaison between the American Library
Association and the Mississippi Library Association.
Section 7. The SELA Representative shall be nominated and
elected in the manner prescribed by the Southeastern Library Association.
The Representative shall serve as a voting member of the Executive Board of
the Mississippi Library Association and shall act as liaison between the
Southeastern Library Association and the Mississippi Library Association.
Section 8. The fiscal year of the Association shall begin
January first and end on December thirty-first of each year.
ARTICLE II. QUORUM
Ten percent of the membership shall constitute a quorum for
the transaction of the business of the Association.
ARTICLE III. EXECUTIVE BOARD
Section 1. The Executive Board shall consist of the elective
officers of the Association, the immediate past president, the chairs of MLA
sections, the ALA Councilor, and the SELA Representative. The business of
the Association shall be conducted by the Executive Board, but the
Association may by a majority vote of those members present and voting
override or reverse the action of the Executive Board, or give mandatory
instruction. A mail vote may be taken upon the written request of at least
ten percent of the membership.
Section 2. The Executive Board shall be responsible for the
programs for all meetings of the Association and shall supervise the
presentation and printing of papers and reports.
Section 3. Members of the Executive Board may be reimbursed
for actual expenses incurred in attending business sessions of the Executive
Board. The expenses of the Executive Board to the annual meeting will not be
paid by the Association.
Section 4. When, as provided in the library laws of the
state of Mississippi, it becomes necessary for the Mississippi Library
Association to recommend candidates for the Board of Commissioners of the
Mississippi Library Commission, recommendations shall be made by the
Executive Board in accordance with the library laws of the state of
Mississippi.
Section 5. The majority of its members shall constitute a
quorum for the Executive Board. Participation of a Board member in an
Executive Board meeting via a telephone conference call is authorized in
extraordinary cases and for no more than two members of the Executive Board
in attendance. Notice of a proposed meeting shall be provided to all
Executive Board members.
Section 6. The Executive Board shall be invested with the
authority to omit or postpone state meetings when an emergency arises.
Section 7. The Executive Board shall have the authority to
obtain the services of an Executive Secretary.
Section 8. The Executive Board shall have the authority to
conduct limited items of business via electronic means in cases where time
is a crucial factor in the decision-making process. A written record of the
action will be maintained and entered into the minutes of the next Executive
Board meeting, at which time any actions of the Executive Board previously
undertaken by electronic means shall be reaffirmed.
ARTICLE IV. COMMITTEES
Section 1. The members of all committees shall serve
concurrently with the administration.
Section 2. At the discretion of the executive board,
committee members may be reimbursed for actual expenses incurred in
attending committee meetings, except when the meeting coincides with the
annual meeting of the Association.
Section 3. All committees shall make an annual report of
their activities at the annual meeting.
Section 4. The President shall establish such committees as
may be necessary, and shall report all appointments for publication in
Mississippi Libraries and on the Mississippi Library Association website.
ARTICLE V. MEMBERSHIP
Section 1. Membership shall be of four categories:
individual, institutional, life, and vendor.
Section 2. Individual members shall be those individuals who
have paid dues for the current year.
Section 3. Institutional members shall be those institutions
with paid dues for the current year. Institutional membership shall be a
non-voting membership.
Section 4. Life members shall be those individuals who have
paid the designated Life Membership dues, either in a single payment or in
divided payments spread over a period of up to five years.
Section 5. Vendor members shall be those vendors with paid
dues for the current year. Vendor membership shall be a non-voting
membership
Section 6. The membership year for individual members begins
January first and expires December thirty-first. This membership year
applies for dues paid from the beginning of the year through dues paid with
advance registration for annual conference. Dues paid at or after annual
conference apply to the following year.
ARTICLE VI. DUES
Section 1. The annual dues may be set or changed at any
annual meeting by a two-thirds vote of those members present and voting,
such change to take effect in the following calendar year, the amount
becoming due and payable in advance in January.
ARTICLE VII. SECTIONS
Section 1. The Executive Board may authorize, upon petition
of ten percent or 50 members of the Association, whichever is greater, the
organization of a new section, those petitioners being charter members of
the section. Members of a section shall be interested in the same general
field of library activity.
Section 2. Each section shall elect a chair, a vice chair, a
secretary and such other officers as it deems necessary. These officers
shall be elected according to the terms of the bylaws of each section. The
section chairs shall work with the Vice President/President-elect in
planning Section programs for the annual meeting. Names of section officers will be reported
for publication in the winter issue of Mississippi Libraries by the incoming
section chair.
Section 3. Section officers shall perform the duties
pertaining to their respective offices. A report of the annual meeting of
each section shall be filed with the secretary of the Association before the
end of the fiscal year. A progress report shall be made at the annual
meeting of the Association.
Section 4. Sections may adopt bylaws for their own use,
provided they are not in conflict with the Mississippi Library Association
Constitution and Bylaws.
Section 5. The Executive Board may discontinue a section
when in the opinion of the Executive Board the usefulness of that section
has ceased.
ARTICLE VIII. ROUND TABLES
Section 1. The Executive Board may authorize the
organization, as a new round table, of any group of not less than 10 members
of the Association upon petition of such group which shall include a
statement of purpose, such purpose being within the object of the
Association.
Section 2. The Executive Board may discontinue a round table
when in the opinion of the executive board the usefulness of that round
table has ceased.
Section 3. Each round table shall submit at least two
reports annually. One report shall be to the Executive Board and one shall
be provided to the members of the Association at the annual meeting.
Section 4. A representative from each round table may attend
meetings of the Executive Board so that the Board may be informed of the
activities of the round table throughout the year. There shall be no
reimbursement to these representatives from the Association for expenses to
attend these meetings.
Section 5. Round tables may adopt bylaws for their own use
provided they are not in conflict with the Mississippi Library Association
Constitution and Bylaws.
Section 6. Each round table may collect dues which will be
received by the Mississippi Library Association Treasurer who will disburse
round table funds on vouchers approved by round table chairs.
ARTICLE IX. VOTING
Section 1. The voting body of the Association shall be
composed of those individuals whose dues are paid for said current year or
who hold life memberships.
Section 2. A credentials committee shall be appointed to
serve during the annual meeting. The duties of this committee shall be:
ARTICLE X. NOMINATION AND ELECTION OF OFFICERS
Section 1. The incoming President shall appoint the
nominating and official election committees which shall be approved by the
incoming Executive Board prior to or during the annual conference. Said
membership of the two committees shall be announced at the annual conference
and in the winter issue of Mississippi Libraries.
Section 2. At the December Executive Board meeting, the
nominating committee shall present the names of two (2) individuals from the
membership as candidates for each office to be filled; the consent to serve,
if elected, must be obtained from each person before the name can be
presented by the nominating committee. Any member may present a petition,
signed by not fewer than ten members, proposing additional nominations to
the chair of the nominating committee. Such nominations, if received by
March 15, shall be included on the official ballot. The approved slate of
nominees for officers shall be published, with biographical data, in the
spring issue of Mississippi Libraries.
Section 3. The election of officers shall be conducted under
the Official Election Procedure and shall be by mail ballot.
ARTICLE XI. OFFICIAL ELECTION PROCEDURE
Section 1. The Executive Board shall approve the incoming
President’s appointment of an election committee which shall have charge of
the conduct of the elections of the Association, and the counting and
tabulation of all votes.
Section 2. The election committee shall obtain from the
nominating committee the slate of nominees for office.
Section 3. Nominations shall be placed before the members of
the Association on a printed ballot which shall be prepared under the
direction of the election committee and which shall be known as the
"Official Ballot."
Section 4. The professional address of each nominee shall be
given on the Official Ballot.
Section 5. On April 1, the election committee shall mail a
copy of the ballot, with biographical data for each nominee, to each voting
member of the Association in good standing at the time of the mailing (based
upon a list prepared and furnished by the Executive Secretary). Ballots
shall be marked and returned to the election committee by May 1 in sealed
envelopes supplied by the committee. These envelopes shall bear on the
outside the words, "Official Ballot."
Section 6. For each office the candidate receiving the
largest number of votes shall be elected and shall be so reported to the
Association by the election committee. In the case of a tie vote the
successful candidate shall be determined by a lot conducted by the election
committee. Candidates involved in the tie should be given the opportunity to
be present or represented for the lot. The Executive Board and the
candidates should be notified of the results of the election by May 15. Said
results shall be reported to the general membership in the summer issue of
Mississippi Libraries.
ARTICLE XII. OFFICIAL ORGANS OF COMMUNICATION
The official organs of communication shall be the
Mississippi Library Association website and a printed publication with a
title designated by the Executive Board of the Mississippi Library
Association. Minutes of meetings of the Executive Board, including financial
reports, will be published in both of the official organs. Other official
business and reports will be published on the Mississippi Library
Association website.
ARTICLE XIII. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, Revised shall be the parliamentary
authority of this organization.
ARTICLE XIV. AMENDMENTS OF BYLAWS
These Bylaws may be amended at any regular meeting of the
Association by a two-thirds vote of those members present and voting,
provided the proposed amendment shall have been published in the official
organ of the Association in an issue prior to the meeting and during the
same fiscal year, or provided that the proposed amendment shall have been
sent to each member of the Association at least one month before its
proposed adoption. The Bylaws may be amended at any regular meeting of the
Association without prior notice by a three-fourths vote of those members
present and voting.
Appendix C: Historical Notes On MLA
The Mississippi Library Association was organized October 29, 1909, by Whitman Davis, librarian at Mississippi A & M College. There were eleven persons present.
On January 13, 1968, the Association became a corporation with its official name being Mississippi Library Association, Inc.
The Executive Board is made up of the elected officers and the Section chairs. It is the official governing body of the Association. The Section chairs were added to the board in October 1973.
In October 1973, the Mississippi Library Association and Mississippi Education Association school library sections became separate entities.
In March 1974, MASL (Mississippi Association of School Librarians) became MAME (Mississippi Association of Media Educators).
In 1987 MAME (Mississippi Association of Media Educators) became ECTR (Educational Communication & Technology Round Table) of MLA.
In October 1978, the Association employed its first Executive Secretary and established offices at Millsaps College. In January 1982 the office was moved to the library at Mississippi College and in August 1987 it was moved to the Mississippi Library Commission building at 1221 Ellis Avenue, Jackson, Mississippi.
The Mississippi Library News became Mississippi Libraries in 1979. It is the official publication of the Association.
With the completion of the Mississippi Library Commission building in November 2005, the MLA office moved to that facility at 3881 Eastwood Drive, Jackson.
Appendix D: Organization Chart
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Appendix E: Past Presidents of the Mississippi Library Association
| Whitman Davis | 1909-1911 |
| George F. Boyd | 1911-1915 |
| Whitman Davis | 1916-1917 |
| Pearl Travis | 1918-1920 |
| A. K. Hamm | 1920-1921 |
| Whitman Davis | 1921-1933 |
| Nannie H. Rice | 1933-1937 |
| Anna Roberts | 1937-1940 |
| William D. McCain | 1940-1943 |
| Eleanor Harkins | 1943-1945 |
| Gertrude Rowzee | 1945-1947 |
| Augusta B. Richardson | 1947-1949 |
| Donald E. Thompson | 1949-1951 |
| Anona Jenkins Falls | 1951-1953 |
| Manie L. Berry | 1952-1955 |
| Mary E. Love | 1953-1957 |
| Jeanne Broach | 1957-1959 |
| Mary Jo Magee Ross | 1960 |
| Alan G. Skelton | 1961 |
| Glida L. Bethea | 1962 |
| Maria F. Person | 1963 |
| Etta E. Pace | 1964 |
| Maxyne M. Grimes | 1965 |
| Mary Emma Smith | 1966 |
| Sybil Ann Hanna | 1967 |
| Margaret Peebles | 1968 |
| Frances Hardy | 1969 |
| J. B. Howell | 1970 |
| Edith H. Everett | 1971 |
| Iola Magee | 1972 |
| Eleanor Drake | 1973 |
| Warren Tracy | 1974 |
| LePoint Smith | 1975 |
| Jeannine Laughlin | 1975 |
| Jim Anderson | 1977 |
| Jim Parks | 1978 |
| Lelia Rhodes | 1989 |
| Savan Tynes Wilson | 1981 |
| Jack Mulkey | 1982 |
| Myra Jo Wilson | 1983 |
| Anice Powell | 1984 |
| Barbara Carroon | 1985 |
| Frances N. Coleman | 1986 |
| Pamela S. Lambert | 1987 |
| Jane C. Bryan | 1988 |
| Sid Graves | 1989 |
| June M. Breland | 1990 |
| Richard Greene | 1991 |
| Kendall P. Chapman | 1992 |
| Sherry Laughlin | 1993 |
| Deb Mitchell | 1994 |
| Charline Longino | 1995 |
| Glenda Segars | 1996, 1997 |
| Paulette D. Entrekin | 1998 |
| Suzanna (Suzy) Turner | 1999 |
| Rhonda Tynes | 2000 |
| Henry Ledet | 2001 |
| Terry Latour | 2002 |
| Prima Plauche’ | 2003 |
| Juanita Flanders | 2004 |
| Susan Cassagne | 2005 |
| Susan Cassagne (Served additional year because of Hurricane Katrina) | 2006 |
| Catherine Nathan | 2007 |
| Jeff Slagell | 2008 |
| Jan Willis | 2009 |
Appendix F: Awards
Outstanding Achievement
Peggy May
Carroon Apple
Part Presidents’
Baker & Taylor/NMRT Grassroots
Friends of Mississippi Libraries: Chapter One
Friends of Mississippi Libraries: Ruby Assaf Presidential
Mississippi Authors
Awards are presented annually except when, in the opinion of the
Awards Committee, there is no worthy recipient nominated. The
Awards Committee is responsible for selecting the recipients of the
Outstanding Achievement Award and the Peggy May Award. The School
Libraries Section selects the recipients of the Carroon Apple Award
and the Edward Ransdell Instructional Television Awards. The Past
Presidents Committee selects the recipient of the Past Presidents’
Award. The New Members Round Table selects the recipient of the
Baker & Taylor/NMRT Grassroots Award. The Friends of
Mississippi Libraries selects the recipients of the Chapter One
Award and the Ruby Assaf Presidential Award. All these awards are
coordinated through the Awards Committee.
MISSISSIPPI LIBRARY ASSOCIATION AWARDS INITIAL
DATES
| AWARDS | INITIAL DATES |
| Life Membership | 1949 |
| Certificate of Appreciation | 1962 |
| Award of Appreciation | 1962 |
| Award of Outstanding Service | 1964 |
| Citation of Merit | 1966 |
| Award of Merit | 1967 |
| Resolution of Commendation | 1972 |
| Past Presidents | 1973 |
| Peggy May | 1975 |
| Outstanding Achievement | 1976 |
| Baker & Taylor/NMRT Grassroots | 1982 |
| Edward Ransdell Instructional Television | 1983 |
| MLA Mississippi Authors | 1987 |
| Carroon Apple | 1989 |
| Chapter One | 1991 |
| Ruby Assaf Presidential | 1991 |
| Peggy May Scholarship | 1992 |
| Virgie Brock-Shedd Heritage Award | 1994 |
| Progressive School Library Media Award | 1997 |
Appendix G: Forms
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