II. B. PRESIDENT (Sections of the constitution and by-laws applicable to this section: IVA, B1, D1, E1; VC1, 2, 3, 5; VIB, C, D, E, F, K, L; VIIC; IXC, D.) II. B. 1. CHARGE The President serves as the executive officer and official repre- sentative of the Music Library Association. In order to realize the purposes of the MLA, the President coordinates all functions of the association and keeps in close touch with the Vice-President/Past Presi- dent, Executive Secretary, Treasurer, the Board of Directors and committee activities. The President maintains especially close contact with the Publications Committee, as the President countersigns all contracts negotiated by the association with publishers. The President may serve ex- officio on all committees except the Nominating Committee. II. B. 2. TERM OF OFFICE The President's term is two years; it follows the one-year term of Vice-President/President-Elect and succeeds to the one-year term of Past President. The officer so elected does not succeed herself/himself. II. B. 3. PRESIDENT'S BUDGET II. B. 3. a. BUDGET REQUESTS Four weeks in advance of the May/June Board meeting, the President submits an annual budget request to the Finance Committee for the Presi- dent's discretionary fund and for other expenses such as transportation, per diem, telephone and postage. II. B. 3. b. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM The President is reimbursed for expenses incurred in connection with association business. Reimbursement is limited to whatever portion of transportation, lodging and meals (excluding alcoholic beverages) is not borne by the President's institution. Requests for reimbursement accompa- nied by receipts are submitted to the Treasurer. In the absence of receipts for meals, a per diem food allowance at the amount set by the Board. II. B. 4. RESPONSIBILITIES CONCERNING MEETINGS II. B. 4. a. CONDUCTING MEETINGS The President calls and presides at the meetings of the Board of Directors, prepares the agenda, sends it to Board members well in advance of meetings, and directs the business to be covered in each meeting according to the established agenda. During the meetings the President encourages the Board to transact its business expeditiously, to submit motions in writing to the Recording Secretary, and to state clearly who is expected to do what by when so that this information will be accurately recorded in the minutes. The President presides at the annual business meeting of the association, preserves order and decorum and decides points of order. The President maintains appropriate communication with the Board of Directors, including the expeditious polling of its members. II. B. 4. b. REVIEW OF THE MINUTES After each Board meeting the President reviews the minutes, ensures that the executive summary is complete and accurate, and returns the minutes to the Recording Secretary for distribution. II. B. 4. c. NEWSLETTER COLUMN The President writes a regular column for the Newsletter to keep members informed of the current business of the association. II. B. 4. d. ACTION TAKEN BETWEEN BOARD MEETINGS Action taken between meetings must be ratified at the following Board meeting. Personal approval obtained from Board members separately does not constitute an official act of the Board until ratified at the following Board meeting and recorded in the minutes. Emergency action is taken only by unanimous vote of the President, Recording Secretary and Vice-President or Past President and is subject to Board ratification. II. B. 4. e. ORIENTATION OF NEW BOARD MEMBERS AND OFFICERS The President conducts an orientation meeting with new Board members and officers prior to their first Board meeting. In particular, the history of issues scheduled to be discussed at the Board meeting is covered. II. B. 4. f. SPECIAL MEETINGS The President calls a special national meeting of the association at the written request of either the Board or of twenty percent of the membership. At such a meeting no business may be transacted other than that stated in the notice of the meeting. A special meeting may be called for the purposes of jointly meeting with an organization in a related field. The President may call special meetings of the Board of Directors and does so upon the written request of three of its members. II. B. 4. g. CITATIONS The President is responsible for having the texts of citations written and commissions a calligrapher to prepare the presentation version of the citation. The President announces the recipients of citations at the annual business meeting of the association. II. B. 5. APPOINTMENT RESPONSIBILITIES II. B. 5. a. GENERAL INFORMATION In consultation with the Board of Directors, the President appoints: a member-at-large to be Fiscal Officer, a member-at-large to be Assistant Fiscal Officer, a member-at-large to be the Parliamentarian and to maintain and update the Handbook, and the Handbook index, a member-at-large to be Assistant Parliamentarian, to assist with the maintenance of the Handbook, a member-at-large to receive reports of special representa- tives, special officers and committees of the associa- tion, a member-at-large to assist in compiling the reports. the chairs of all other standing and special committees and interest groups, in consultation with the chairs, the other members of the committees, representatives to other organizations, chairs of joint commit- tees (e.g. RISM, RILM), all other special officers (e.g. Convention Manager, placement, publicity), and the editors of the Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports, and the MLA Index and Bibliog- raphy Series. The Board appoints or reappoints the Executive Secretary and Treasur- er. No appointee serves more than four consecutive years. The Board also appoints the editor of Notes, usually for a period of five years. The President, in consultation with the Vice-President/Past Presi- dent, appoints the program and local arrangements chairs for national meetings, preferably two years but no less than one year in advance of the meeting. The President appoints members of the Nominating Committee. The President may, with the approval of the Board, appoint a member as repre- sentative to another organization for the term required by the organiza- tion. In the absence of a specified duration, the term of appointment is set by the President of the MLA. The President provides a written charge for every committee and individual appointee which makes clear to whom each appointee must report, how, how often and under what circumstances. Annual or more frequent reports, budget requests and attendance at meetings are specified. All charges are made available to the Board and published as part of the annual committee reports. After consultation with the Board the President removes from such office or other appointed position those not able to fulfill their charge. II. B. 5. b. ANNUAL REAPPOINTMENT AND EVALUATION OF EXECUTIVE SECRETARY AND TREASURER Although the Board annually appoints or reappoints the Executive Secretary and Treasurer, the President ensures that annual performance evaluations are given to these officers before the fall Board meeting. If at its fall meeting the Board decides that the incumbents should be reappointed, the incumbents are asked in writing if they wish to serve another year's term before the vote on their reappointment is taken by the Board. II. B. 5. c. CREATION/DISSOLUTION OF COMMITTEES OR ROUNDTABLES The board or the association may direct the President to appoint standing committees in addition to those specified by the constitution and by-laws. Special committees may be appointed by the President as deemed necessary to carry on the work of the association. The President dissolves special committees when they have fulfilled their charge. The President authorizes the existence of a roundtable after the specified letters of support have been received. The President may disband inactive roundtables. II. B. 6. MAINTENANCE OF THE OFFICIAL CALENDAR The President and Executive Secretary prepare and maintain the official calendar of the association and a calendar of appointees so that the four year service limitation may be observed. Copies of the calendar are distributed by the Executive Secretary to all those whose responsibili- ties are specified in it or are related to the scheduled items. II. B. 7. FINANCE: BUDGET, CHECKS, CONTRACTS The President participates in the deliberations of the Finance Committee and works closely with the Committee in the preparation of the budget. Each budget contains a President's discretionary fund which is disbursed by the President in a manner consistent with the best interests of the association. The President may sign checks issued by the associa- tion and countersigns contracts negotiated by the association in conjunc- tion with its publications, convention hotels, business office, and including those negotiated by the Notes editor for printing. II. B. 8. MEMBERSHIP IN OTHER ORGANIZATIONS With Board approval, the President enrolls or withdraws the associa- tion as an institutional member of another organization. II. B. 9. MAINTENANCE OF RECORDS The President maintains the records of the Presidency so that they can be passed on to the next elected President in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives. II. B. 10. ACKNOWLEDGEMENT OF GIFTS The President acknowledges all gifts to the association over $100. The Executive Secretary acknowledges all gifts to the association with a receipt and sends a quarterly report of gifts received to the President and to the chair of the Development Committee.