II. E. MEMBERS-AT LARGE (Sections of the constitution and by-laws applicable to this section: IVA, D5; V.) II. E. 1. CHARGE The six members-at-large represent the membership and, together with the other elected officers, administer and manage the affairs of the Music Library Association in order to realize its purpose. They also perform specific tasks assigned them by the President or the Board of directors. II. E. 2. TERMS OF OFFICE Each year three members-at-large are elected by the membership for a term of two years. Incumbents may not succeed themselves. II. E. 3. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM Members-at-large are 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. E. 4. RATIFICATION OF EMERGENCY ACTION At the following Board meeting, the members-at-large vote to ratify the emergency actions taken by the President, Recording Secretary and Vice- President/Past President. II. E. 5. APPOINTMENTS The President consults with the Board regarding the appointments of committee chairs, representatives and special officers, the editors of publications and the members-at-large who will serve as Fiscal Officer and Assistant Fiscal Officer. The Board appoints the Executive Secretary, Treasurer and editor of Notes. II. E. 6. APPROVAL OF BOARD ACTIONS In consultation with the rest of the Board of directors, the members-at-large approve all those actions taken in the areas outlined in section IIA of this Handbook. II. E. 7. MEMBERSHIP ON COMMITTEES Members-at-large may serve on committees of the association. II. E. 8. CALLING OF SPECIAL BOARD MEETINGS OR A SPECIAL MEETING OF THE ASSOCIATION Any three voting members of the Board may ask the President in writing to call a special Board meeting. The President calls a special 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 purpose of jointly meeting with an organization in a related field. II. E. 9. ESTABLISHMENT OF COMMITTEES Members-at-large may recommend the establishment of standing or special committees to the President. II. E. 10. COLLECTION OF ANNUAL REPORTS One member-at-large is appointed by the President to collect the annual reports of special officers, committee chairs, and representatives to other organizations. The reports are published in the Newsletter issue prior to the annual meeting, and are available for distribution at the annual meeting of the association. II. E. 11. MAINTENANCE OF RECORDS The members-at-large maintain the records of the Fiscal Officer and Parliamentarian so that they can be passed on to their successors in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives. II. E. 12. FISCAL OFFICER/ASSISTANT FISCAL OFFICER (Sections of the constitution and by-laws applicable to this section: IVE5; VB5; BIB.) II. E. 12. a. CHARGE As chair of the Finance Committee, the Fiscal Officer is responsible for preparing the annual budget and monitoring the association's income and expenditures during the fiscal year, which runs from July 1 to June 30. The President designates the members-at-large who will serve as Fiscal Officer and Assistant Fiscal Officer. II. E. 12. b. TERMS OF OFFICE The President appoints a newly-elected member-at-large to the Finance Committee for a two-year term. In the first year the member-at-large serves as Assistant Fiscal Officer, in the second year as Fiscal Officer and chair of the Finance Committee. II. E. 12. c. SOLICITATION OF BUDGET REQUESTS Eight weeks prior to the annual Finance Committee meeting in May or June of each fiscal year, the Fiscal Officer, as chair of the Finance Committee, solicits budget requests from the Board, special officers, committee chairs, editors of serial publications, and other members whose responsibilities to the association might require the disbursement of funds. The Fiscal Officer accompanies the solicitation for budget requests with clear, written guidelines and with a deadline for submission four weeks before the May/June Board meeting. II. E. 12. d. FINAL BUDGET REQUEST FOR THE CONVENTION The Convention Manager submits a final convention budget to the Board via the Fiscal Officer four weeks in advance of the fall Board meeting. The Fiscal Officer apprises the convention budget officer four weeks in advance of the date the budget is due. II. E. 12. e. PREPARATION OF THE ASSOCIATION'S BUDGET FOR THE NEW FISCAL YEAR As chair of the Finance Committee, the Fiscal Officer assembles the budget requests for the new fiscal year as well as the accounts of actual income and expenditures for the current fiscal year to date. The Fiscal Officer sends this material to the Finance Committee so that it will arrive no later than two weeks before the May/June Board meeting. This meeting of the Finance Committee is scheduled the day before the Board meeting. The Finance Committee considers the budget requests, compares them to actual income and expenditures for the fiscal year to date and prepares a projected budget for the new fiscal year. After the Finance Committee has made its decisions, the chair presents the recommendations of the Finance Committee to the Board for its approval. The proposed budget should include five columns for each budget line: 1) actual income and expenditures to date, 2) the projected income and expenditures for the current fiscal year, 3) projected income and expenditures for the new fiscal year, 4) percentage difference between projected figures for the new and current fiscal years, 5) percentage difference between the actual (corrected for 12 months) and projected income and expenditures for the current fiscal year. The purpose of such a report is to allow the Board to understand quickly how accurate its budget and expenditures projections have been and where significant changes in income or expenditures are being recommended or anticipated by the Finance Committee. II. E. 12. f. NOTIFICATION OF BUDGET REQUESTS GRANTED Following the Board meeting at which the budget for the next fiscal year is approved and before the beginning of the new fiscal year, the Fiscal Officer notifies all who requested funding whether they have received an appropriation and, if so, what it is. The Fiscal Officer alerts budget recipients to the possibility of budget freezes should the association experience a shortfall of income. II. E. 12. g. QUARTERLY REVIEW OF INCOME AND EXPENDITURES FOR THE CURRENT FISCAL YEAR With the Finance Committee the Fiscal Officer reviews the actual income and expenditures of the association supplied quarterly by the Treasurer and compares these figures to those projected. If a significant discrepancy develops on any budget line, the Finance Committee recommends revised budget figures for the Board's approval. In connection with this review process at the fall Board meeting, the Committee prepares a strategy for cutting expenditures should the association experience a shortfall of income. II. E. 12. h. AMENDMENT OF THE BUDGET DURING THE FISCAL YEAR Any changes of approved expenditures or income budget must be amended to the budget by the Board. Ideally, additional expenditures should be covered by additional income. In general, an attempt should be made not to deplete the association's reserves. II. E. 12. i. ANNUAL AUDIT The Fiscal Officer provides for the annual audit of the Treasurer's accounts. The Assistant Fiscal Officer supervises the audit and serves as chair of the Audit Committee, which includes at least the Vice- President/President-Elect and one person from the general MLA membership not currently serving on the Board. Present at the audit should also be the Fiscal Officer, the Treasurer, and the Executive Secretary. The Audit Committee examines the association's financial records (budget, vouchers, etc.) annually at the time of the fall Board meeting and reports its findings to the Board at that time. II. E. 12. j. EXTRAORDINARY DISBURSEMENTS No money beyond that which is formally budgeted may be spent in the name of the Music Library Association. However, each fiscal year the Finance Committee will determine an amount of money which the Treasurer may release for budget overages without prior approval by the Board. Overages in budget sublines are permissible so long as the mainline allocation is not exceeded, and the funds are used only for projects approved for the current fiscal year. Emergency budget revision may be taken between Board meetings if it is preceded by a unanimous vote of the President, the Vice- President/Past President, and the Fiscal Officer. The Fiscal Officer then reports such actions to the Board for ratification at the following meeting. II. E. 13. PARLIAMENTARIAN/ASSISTANT PARLIAMENTARIAN (Sections of the constitution and by-laws applicable to this section: not specified.) II. E. 13. a. CHARGE The Parliamentarian advises the Board on matters pertaining to interpretation of the constitution and by-laws, and this hand-book, and serves as the authority on parliamentary procedures at Board meetings and the annual business meeting of the association. The Parliamentarian and Assistant Parliamentarian maintain the currency of this Handbook. II. E. 13. b. TERMS OF OFFICE A newly-elected member-at-large is appointed to help with parliamentary procedures and the maintenance of the Handbook. In the first year the member-at-large serves as Assistant Parliamentarian, in the second year as Parliamentarian. II. E. 13. c. REVISION OF THE HANDBOOK The Parliamentarian incorporates new Board decisions and MLA policies into the Handbook. All revisions are submitted to the Board for approval. When appropriate, the Parliamentarian recommends other revisions. At least once a year, the Parliamentarian prepares a cumulative list of errata to the Handbook. The Executive Secretary distributes it to everyone who has received the Handbook, unless the changes apply only to Board members. The Parliamentarian prepares a new edition of the Handbook whenever one becomes necessary and submits it to the Executive Secretary for distribution. II. E. 13. d. BUDGET REQUEST The Parliamentarian submits an annual budget request to the Finance Committee four weeks in advance of the May/June Board meeting. II. E. 13. e. REVISION OF THE CONSTITUTION AND BY-LAWS The Parliamentarian may recommend to the Board for its approval revisions of the constitution and by-laws. The Board in turn may recommend them to the membership for a vote. II. E. 13. f. INDEXING THE HANDBOOK The Parliamentarian and Assistant Parliamentarian maintain the Handbook Index.