03. MLA Board Parliamentarian’s Report

I. September 2015 (Lexington, KY)II. ParliamentarianIII. Damian IsemingerIV. Board Action Required

a. none

V. Brief Summary of Activities:a. The Google Docs version of the Administrative Handbook (which is the official version of

the handbook) has been updated to include all changes approved at the Middleton May 2015 Board Meeting. The Admin Handbook may be viewed at https://docs.google.com/document/d/1OjxFYM2zt6Uafydh2Li3yMpTwscwTw6NwqPMT6RWPwM/edit?usp=sharing.

b. At the request of the Web Committee, I have not yet submitted changes for the version of the Administrative Handbook available on the MLA Web site. The Web Committee is in the process of moving the Handbook to a new microsite. Once the “all-clear” is given, the changes approved in May 2015 will be made.

Parliamentarian’s Report to the MLA Board, Spring 2015

APPENDIX

BAR 1:

The links in this section currently link out the Google Docs version of the Administrative Handbook.IntroductionI. Administrative Structure (PDF)II. Board of Directors

II.A. General InformationII.A.1. ChargeII.A.2. Board MembershipII.A.3. Terms of OfficeII.A.4. Conduct of Business

II.A.4.a. Parliamentary AuthorityII.A.4.b. Frequency of and Procedures for Calling Board MeetingsII.A.4.c. Attendance at Board MeetingsII.A.4.d. Definition of a QuorumII.A.4.e. AgendasII.A.4.f. Voting

II.A.4.f.1. GeneralII.A.4.f.2. Voting and Other Action Between Meetings

II.A.4.g. Emergency Actions and Their Subsequent Board RatificationII.A.4.h. Budget Requests by Board MembersII.A.4.i. Honoraria/Reimbursement/Per DiemII.A.4.j. Maintenance of RecordsII.A.4.k. MLA PoliciesII.A.4.l. Software Standards

II.A.5. ResponsibilitiesII.A.5.a. Frequency, Location and Program of Annual MeetingsII.A.5.b. Appointments and EvaluationsII.A.5.c. Fiscal DutiesII.A.5.d. Approval of Convention Programs, Workshops and Other Continuing Education ProgramsII.A.5.e. Annual Reports: Activities, Financial, Committee, Special Officers, and ChapterII.A.5.f. Nominations for Elected Offices; Procedures for Breaking a Tie VoteII.A.5.g. Service of Board Members on Committees; Establishment of Different CommitteesII.A.5.h. Categories of MembershipII.A.5.i. Designation of Privileges of MembershipII.A.5.j. Amendment to the Constitution and By-LawsII.A.5.k. Questionnaires

II.A.6. Procedures for Relations/Affiliation With Other OrganizationsII.A.7. Speaking on Behalf of MLAII.A.8. In the Event that MLA Shall Cease to Exist

II.B. PresidentII.B.1. Charge

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II.B.2. Term of OfficeII.B.3. President’s Budget

II.B.3.a. Budget RequestsII.B.3.b. Reimbursement for Travel Expenses/Per Diem

II.B.4. Responsibilities Concerning MeetingsII.B.4.a. Conducting MeetingsII.B.4.b. Review of the MinutesII.B.4.c. Newsletter ColumnII.B.4.d. Action Taken Between MeetingsII.B.4.e. Orientation of New Board Members and OfficersII.B.4.f. Special MeetingsII.B.4.g. CitationsII.B.4.h. IAML

II.B.5. Appointment ResponsibilitiesII.B.5.a. General InformationII.B.5.b. Annual Reappointment and Evaluation of Administrative Officer and Assistant Administrative OfficerII.B.5.c. Creation/Dissolution of Committees, Task Forces, or Roundtables

II.B.6. Maintenance of the Official CalendarII.B.7. Finance: Budget, Checks, ContractII.B.8. Membership in Other OrganizationsII.B.9. Maintenance of RecordsII.B.10. Acknowledgement of GiftsII.B.11. Special Achievement Award

II.C. Vice-President/President-Elect; Past PresidentII.C.1. ChargeII.C.2. Term of OfficeII.C.3. Reimbursement for Travel Expenses/Per DiemII.C.4. Liaison with ChaptersII.C.5. Budget RequestII.C.6. Maintenance of RecordsII.C.7. Action Taken Between Board Meetings

II.D. Recording SecretaryII.D.1. ChargeII.D.2. Term of OfficeII.D.3. Reimbursement for Travel Expenses/Per DiemII.D.4. Budget RequestII.D.5. Records and Prepares Minutes for DistributionII.D.6. Format of MinutesII.D.7. Indexing of Board PoliciesII.D.8. Annual Report of Board ActivitiesII.D.9. Distribution of MinutesII.D.10. Maintenance of RecordsII.D.11. Action Taken Between Board Meetings

II.E. Members-At-LargeII.E.1. ChargeII.E.2. Terms of OfficeII.E.3. Reimbursement for Travel Expense/Per Diem

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II.E.4. Ratification of Emergency ActionII.E.5. AppointmentsII.E.6. Approval of Board ActionsII.E.7. Membership on CommitteesII.E.8. Calling of Special Board Meetings or a Special Meeting of the AssociationII.E.9. Establishment of CommitteesII.E.10. Maintenance of RecordsII.E.11. Planning and Reports Officer and Assistant Planning and Reports OfficerII.E.12. Fiscal Officer/Assistant Fiscal Officer

II.E.12.a. ChargeII.E.12.b. Terms of OfficeII.E.12.c. Solicitation of Budget RequestsII.E.12.d. Final Budget Request for the ConventionII.E.12.e. Preparation of the Association’s Budget for the New Fiscal YearII.E.12.f. Notification of Budget Requests GrantedII.E.12.g. Quarterly Review of Income and Expenditures for the Current Fiscal YearII.E.12.h. Amendment of the Budget During the Fiscal YearII.E.12.i. Annual AuditII.E.12.j. Extraordinary Disbursements

II.E.13. Parliamentarian/Assistant ParliamentarianII.E.13.a. ChargeII.E.13.b. Terms of OfficeII.E.13.c. Revision of Administrative HandbookII.E.13.d. Revision of the Constitution and By-LawsII.E.13.e. Job DescriptionsII.E.13.f. Other Handbooks

II.F. Administrative OfficerII.F.1. ChargeII.F.2. Voting PrivilegesII.F.3. Term of OfficeII.F.4. Annual Evaluation; ReappointmentII.F.5. Honorarium/Reimbursement/Per DiemII.F.6. Budget RequestII.F.7. Committee MembershipII.F.8. Record Keeping; Payment of BillsII.F.9. Financial ReportsII.F.10. Deposit of Monies and Negotiable InstrumentsII.F.11. Maintenance of RecordsII.F.12. Publication/Distribution of Administrative Working DocumentsII.F.13. Official CalendarII.F.14. Planning the Annual MeetingII.F.15. National Election BallotsII.F.16. Teller for National ElectionsII.F.17. Supervision of the Business Office; Book PublisherII.F.18. Acknowledgement of GiftsII.F.19. Maintenance of RecordsII.F.20. Publication Exchange

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II.G. Assistant Administrative OfficerII.G.1. ChargeII.G.2. Voting PrivilegesII.G.3. Term of OfficeII.G.4. Annual Evaluation; ReappointmentII.G.5. Reimbursement for Travel Expenses/Per DiemII.G.6. Budget RequestII.G.7. Committee Membership

III. Special Officers III.A. General Information

III.A.1. Current Special OfficersIII.A.2. Terms of Office and Annual ReportsIII.A.3. Budget RequestsIII.A.4. Maintenance of Records

III.B. Convention Manager/Assistant Convention ManagerIII.B.1. Charge and ProceduresIII.B.2. Honorarium/Reimbursement for Travel Expenses/Per Diem

III.C. Placement OfficerIII.D. Publicity & Outreach OfficerIII.E. Advertising ManagerIII.F. Development OfficerIII.G. MLA Archivist

IV. Representatives to Other Organizations & Organizational Liaisons IV.A. Representatives to Other Organizations

IV.A.1. AppointmentIV.A.1.a. Method of AppointmentIV.A.1.b. Terms of OfficeIV.A.1.c. Resignation

IV.A.2. Authority and ReportingIV.A.3. Charge and DutiesIV.A.4. Budget

IV.A.4.a. Budget RequestIV.A.4.b. Budget ApprovalIV.A.4.c. Reimbursement

IV.A.5. Representative to the American Library AssociationIV.A.6. Representative to the National Information Standards Organization (Committee Z39)

IV.B. Organizational LiaisonsIV.B.1. Charge

V. PublicationsV.A. General Information

V.A.1. SubmissionsV.A.2. Inventory and SalesV.A.3. Publications and Editors

V.A.3.a. Editors’ Terms of Office and Annual ReportsV.A.3.b. Budget RequestsV.A.3.c. Maintenance of Records

V.B. Notes

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Parliamentarian’s Report to the MLA Board, Spring 2015

V.B.1. PublicationV.B.2. Editors

V.C. MLA NewsletterV.C.1. PublicationV.C.2. Editor

V.D. Music Cataloging BulletinV.D.1. PublicationV.D.2. Editor

V.E. MLA Index and Bibliography SeriesV.E.1. PublicationV.E.2. Editor

V.F. MLA Technical ReportsV.F.1. PublicationV.F.2. Editor

V.G. Basic Manual SeriesV.G.1. PublicationV.G.2. Editor

V.H. MLA Web SiteV.H.1. PublicationV.H.2. Web ManagerV.H.3. Web Committee

V.I. Copyright Web SiteV.I.1. PublicationV.I.2. Editor

VI. Committees VI.A. Appointment of Committees

VI.A.1. EligibilityVI.A.2. Method of AppointmentVI.A.3. Terms of OfficeVI.A.4. Ex-Officio MembersVI.A.5. ResignationVI.A.6. Subcommittees

VI.B. Authority and ReportingVI.C. Responsibilities of the Committee ChairVI.D. Conduct of Business

VI.D.1. Parliamentary AuthorityVI.D.2. MeetingsVI.D.3. QuorumVI.D.4. VotingVI.D.5. Reports and RecommendationsVI.D.6. MinutesVI.D.7. Annual ReportVI.D.8. ContinuityVI.D.9. Maintenance of Records

VI.E. BudgetVI.E.1. Budget RequestVI.E.2. Budget ApprovalVI.E.3. Reimbursement

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VI.F. PublicationsVI.G. QuestionnairesVI.H. Current Committees

VI.H.1.General InformationVI.H.2. Development Committee

VI.H.2.a. ChargeVI.H.2.b. MembershipVI.H.2.c. Procedures and PoliciesVI.H.2.d. Marketing Subcommittee

VI.H.3. Education CommitteeVI.H.3.a. ChargeVI.H.3.b. Workshop PlanningVI.H.3.c. Procedures and PoliciesVI.H.3.d. Educational Outreach Program Subcommittee

VI.H.4. Finance CommitteeVI.H.4.a. ChargeVI.H.4.b. MembershipVI.H.4.c. Procedures and PoliciesVI.H.4.d. Investments Subcommittee

VI.H.5. Nominating CommitteeVI.H.5.a. ChargeVI.H.5.b. MembershipVI.H.5.c. Procedures and Policies

VI.H.6. Program CommitteeVI.H.6.a. ChargeVI.H.6.b. MembershipVI.H.6.c. Procedures and Policies

VI.H.7. Publications CommitteeVI.H.7.a. ChargeVI.H.7.b. MembershipVI.H.7.c. Procedures and Policies

VI.H.8. Career Development and Services CommitteeVI.H.8.a. New Members Forum

VI.H.9. Awards CommitteesVI.H.9.a. Publication Awards CommitteeVI.H.9.b. Walter Gerboth Award CommitteeVI.H.9.c. Dena Epstein Award CommitteeVI.H.9.d. Kevin Freeman Travel Grant CommitteeVI.H.9.e. Carol June Bradley Award Committee

VI.H.10. Cataloging and Metadata CommitteeVI.H.10.a. ChargeVI.H.10.b. MembershipVI.H.10.c. LiaisonsVI.H.10.d. Procedures and PoliciesVI.H.10.e. Content Standards SubcommitteeVI.H.10.f. Vocabularies SubcommitteeVI.H.10.g. Encoding Standards Subcommittee

VI.H.11. Legislation Committee

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VI.H.12. Preservation CommitteeVI.H.13. Public Libraries CommitteeVI.H.14. Public Services Committee

VI.H.14.a. Instruction SubcommitteeVI.H.14.b. Reference Sources SubcommitteeVI.H.14.c. Reference and Access Services Subcommittee

VI.H.15. Resource Sharing and Collection Development CommitteeVI.H.16. Local Arrangements CommitteeVI.H.17. Emerging Technologies and Services CommitteeVI.H.18. Oral History CommitteeVI.H.19. Membership CommitteeVI.H.20. Archives and Special Collections CommitteeVI.H.21. Planning Committee

VI.H.21.a. ChargeVI.H.21.b. MembershipVI.H.21.c. Procedures and Policies

VI.I. Joint CommitteesVI.I.1. ChargeVI.I.2. Procedures and PoliciesVI.I.3. Current Joint Committees

VI.J. Task ForcesVII. Chapters

VII.A. Purposes of ChaptersVII.B. Guidelines for Establishing ChaptersVII.C. General Requirements and PoliciesVII.D. Some Practices Followed by Various ChaptersVII.E. Chapter Publication PolicyVII.F. Chapter GrantsVII.G. Reports

VIII.Roundtables VIII.A. Authorization and RenewalVIII.B. StructureVIII.C. MeetingsVIII.D. ProjectsVIII.E. Annual ReportsVIII.F. PublicationsVIII.G. Board Liaison

Appendix A: Notes on Parliamentary Practice in the MLA Board Appendix B.: MLA Non-Discrimination and Anti-Harassment Policy

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Cataloging and Metadata Committee Changes

VI.H.10. CATALOGING AND METADATA COMMITTEE (added 5/2015)

VI.H.10.a. CHARGE

The Cataloging and Metadata Committee ensures and enhances access to and organization of music and music-related resources based on established and evolving content standards, metadata encoding standards, and vocabularies. The Committee is made up of representatives of the music cataloging and metadata community and represents the interests of this community by sharing our subject expertise in the development and revision of national and international standards and vocabularies for the description of music resources and for the encoding of information about such resources. The Committee maintains active communication with the music cataloging and metadata community and between music catalogers and metadata librarians and the Library of Congress. In addition, the Committee disseminates relevant information on cataloging and metadata to the membership of MLA. The Committee collaborates with the Library of Congress, with committees that are part of the American Library Association, and with other groups in support of the Committee’s charge and the mission of the Music Library Association. The Committee and Subcommittee chairs serve as MLA liaisons to relevant groups, particularly those associated with ALA.

VI.H.10.b. MEMBERSHIP

The membership of the Cataloging and Metadata Committee consists of the following: voting members: chair; chair, Content Standards Subcommittee; chair, Vocabularies Subcommittee; chair, Encoding Standards Subcommittee; Library of Congress Representative; non-voting members: the BIBCO Music Funnel Coordinator, the NACO-Music Project Coordinator, the SACO Music Funnel Coordinator, OCLC Representative, Music Cataloging Bulletin Editor, Secretary/Webmaster, and task force chairs as appropriate.

The Chair may request task forces or working groups to be approved by the MLA President. Subcommittee Chairs may constitute task groups comprised of a selection of subcommittee members for specific subcommittee projects.

VI.H.10.c. LIAISONS

The Committee has liaison relationships with the following outside organizations: ALA groups: Committee on Cataloging: Description and Access (CC:DA), Subject Analysis Committee (SAC), SAC Genre/Form Subcommittee, MARC Advisory Committee (MAC), Authority Control Interest Group (ACIG), Metadata Interest Group (MIG); other groups: the Online Audiovisual Catalogers Cataloging Policy Committee (OLAC-CAPC).

VI.H.10.d. PROCEDURES AND POLICIES

Guidelines and procedures to be followed are set forth in the Cataloging and Metadata Committee Handbook.

In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections VI. A-G. above.

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VI.H.10.e. CONTENT STANDARDS SUBCOMMITTEE

The Content Standards Subcommittee participates in the development and revision of content standards related to description and access for music resources. The Subcommittee recommends MLA policy on the content of descriptive data elements and the formulation and management of authority data. Working through the appropriate channels and groups, the Subcommittee proposes changes to content standards as deemed necessary for access to music resources. The Subcommittee works on other matters deemed pertinent by the Cataloging and Metadata Committee and works with other CMC subcommittees or task groups as appropriate. The Subcommittee maintains documentation and MLA best practices related to topics specific to the subcommittee's work.

The Chair serves as the MLA representative to the following: ALA groups: Committee on Cataloging: Description and Access (CC:DA) and the Authority Control Interest Group (ACIG); other groups: the Online Audiovisual Catalogers Cataloging Policy Committee (OLAC-CAPC).

VI.H.10.f. VOCABULARIES SUBCOMMITTEE

The Vocabularies Subcommittee participates in the development and revision of controlled vocabularies applicable to music resources. Such vocabularies include subject, genre, form, medium of performance, types of composition, and other controlled lists of terms. The Subcommittee recommends MLA practice for the assignment of controlled vocabulary terms and recommends changes and additions to vocabularies as deemed necessary. The Subcommittee also represents music librarians’ interests in the development of music-related portions of classification schemes. The Subcommittee works on other matters deemed pertinent by the Cataloging and Metadata Committee and works with other CMC subcommittees or task groups as appropriate. The Subcommittee maintains documentation and MLA best practices related to topics specific to the subcommittee's work.

The Chair serves as the MLA representative to the ALA Subject Analysis Committee (SAC) and the SAC Genre/Form Subcommittee.

VI.H.10.g. ENCODING STANDARDS SUBCOMMITTEE

The Encoding Standards Subcommittee participates in the development and revision of metadata encoding standards and data models used to describe music resources. The Subcommittee reviews and evaluates changes and enhancements to encoding standards, giving particular attention to their impact on the music library community. Working through the appropriate channels and groups, the Subcommittee proposes changes to encoding standards and data models as deemed necessary for access to music resources. The Subcommittee recommends MLA practice for the application of metadata standards to music materials. The Subcommittee works on other matters deemed pertinent by the Cataloging and Metadata Committee and works with other CMC subcommittees or task groups as appropriate. The Subcommittee maintains documentation and MLA best practices related to topics specific to the subcommittee's work.

The Chair serves as the MLA representative to the ALA MARC Advisory Committee (MAC) and the ALA Metadata Interest Group (MIG).

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