II. D. RECORDING SECRETARY
 
      (Sections of the constitution and by-laws applicable to this section:
IVA, D2, E3; VC5.)
 
                             II. D. 1. CHARGE
 
      The Recording Secretary records and distributes the minutes of the
business meetings of the association and the meetings of the Board of
Directors and may be asked to prepare an annual report of Board activities.
 
                          II. D. 2 TERM OF OFFICE
 
      The Recording Secretary is elected by the membership for a term of
two years, and incumbents may succeed themselves.  However, no elected
officer may serve more than six consecutive years.
 
           II. D. 3. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM
 
      The Recording Secretary is reimbursed for expenses incurred in
attending Board meetings, including transportation, lodging, and up to the
amount set by the Board per diem for meals (excluding alcoholic beverages).
Reimbursement is limited to those expenses not covered by the person's own
institution.  Requests for reimbursement, accompanied 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 is paid.
 
                         II. D. 4. BUDGET REQUEST
 
      The Recording Secretary submits an annual budget request to the
Finance Committee four weeks in advance of the May/June Board meeting to
cover the expenses of travel, photoduplication and mailing the minutes.
 
          II. D. 5. RECORDS AND PREPARES MINUTES FOR DISTRIBUTION
 
      The Recording Secretary records and prepares for distribution the
minutes of the Board meetings (which may be reviewed first by the
President), and the minutes of the annual meeting of the association.
 
                        II. D. 6. FORMAT OF MINUTES
 
      Following the order of the agenda, the Recording Secretary summarizes
the discussion under each agenda item and records all Board actions and
policies in the minutes.  The Board so states motions that they clearly set
out who is to execute what by which date.  At the end of each set of
minutes the Recording Secretary provides an executive summary of the
meeting.  This summary consists of all the Board actions passed in that
meeting.  The intention of this summary is to provide a convenient reminder
to Board members of what they are responsible for and by when. The
Recording Secretary also provides a separate list of any MLA policies
passed in that meeting.  A policy is defined as a decision that is made
upon formal vote of the Board of Directors and that is intended to govern
subsequent actions of the association. Such policies will be added to the
handbook by the Parliamentarian.
 
                   II. D. 7. INDEXING OF BOARD POLICIES
 
      The Recording Secretary updates the index of Board policies on an
annual basis.
 
                II. D. 8. ANNUAL REPORT OF BOARD ACTIVITIES
 
      The Recording Secretary prepares an annual report summarizing the
Board's formal and informal activities.  The report is published in the
Newsletter issue prior to the annual meeting, and is available for
distribution by the Recording Secretary at the annual meeting of the
association.
 
                     II. D. 9. DISTRIBUTION OF MINUTES
 
      Within two weeks after each Board meeting, the Recording Secretary
sends a copy of the minutes to the President.  Within six weeks after each
Board meeting and with presidential approval, the Recording Secretary sends
the minutes to:
      the Board of Directors,
      the editors of Notes, the Music Cataloging Bulletin, the Newsletter,
            the MLA Index and Bibliography Series, the MLA Technical
            Reports, and the archivist,
      committee chairs,
      roundtable coordinators,
      special officers,
      representatives to other organizations,
      chapter chairs,
      former Board members for a full year after the expiration of their
            terms,
      any member of the association requesting them.
 
      The Recording Secretary sends the minutes of annual meetings of the
association to the Local Arrangements Committee for distribution to the
membership at the annual meeting.
 
                     II. D. 10. MAINTENANCE OF RECORDS
 
      The Recording Secretary maintains the records of the office of
recording secretary so that they can be passed on to the next elected
Recording Secretary in a timely fashion.  When appropriate, papers and
correspondence are submitted to the MLA Archives.
 
              II. D. 11. 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/Past President and is subject to Board ratification.