II. F. EXECUTIVE SECRETARY
 
      (Sections of the constitution and by-laws applicable to this section:
IVA, C2, D3, E4, 5; VB2; VIB, D, F; VIID; XB, C.)
 
                             II. F. 1. CHARGE
 
      The Executive Secretary oversees the dues and subscription service,
coordinates the planning of the annual meeting and maintains, copies and
distributes various papers of the association. The Board may assign to the
Executive Secretary duties beyond those specified in the constitution and
by-laws.
 
                        II. F. 2. VOTING PRIVILEGES
 
      The Executive Secretary is a non-voting member of the Board of
directors and a voting member of the Finance Committee, Publications
Committee and Development Committee.
 
                         II. F. 3. TERM OF OFFICE
 
      The Executive Secretary is appointed by the Board of directors for
the term of one year with the option of three renewals.
 
                II. F. 4. ANNUAL EVALUATION; REAPPOINTMENT
 
      The Board gives the Executive Secretary an annual performance
evaluation before the fall Board meeting.  The Board appoints or reappoints
the Executive Secretary annually.  If the Board decides that an incumbent
should be reappointed, the Board must ask the incumbent in writing if
he/she wishes to serve another year's term before the official vote on
her/his reappointment can be taken at the fall Board meeting.
 
                II. F. 5. HONORARIUM/REIMBURSEMENT/PER DIEM
 
      The Executive Secretary receives an honorarium.  The Executive
Secretary 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 Executive Secretary's 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 will be paid.
 
                         II. F. 6. BUDGET REQUEST
 
      The Executive Secretary submits an annual budget request to the
Finance Committee four weeks in advance of the May/June Board meeting to
cover the costs of clerical assistance, telephone, postage and other
services as needed.  The Executive Secretary also requests an appropriation
for printing and distribution of the constitution and by-laws, the
membership list, and the Handbook.
 
                      II. F. 7. COMMITTEE MEMBERSHIP
 
      The Executive Secretary is a voting member of the Finance,
Development and Publications Committees and as such participates in the
preparation of the budget and in the plans and products of the Publications
Committee.  The Executive Secretary also assists the Development Committee
and the Publications Committee in the conducting of subscription campaigns.
 
         II. F. 8. DISTRIBUTION OF WORKING FILES TO NEW OFFICIALS
 
      The Executive Secretary distributes copies of the current Handbook,
the current budget, minutes and indexes of the two previous Board meetings,
and the administrative and committee structures to newly elected and
appointed officers.  The Handbook (excluding the manuals) is sent to newly
elected or appointed committee and chapter chairs and representatives to
other organizations.
 
            II. F. 9. DISTRIBUTION OF CONSTITUTION AND BY-LAWS
                              TO NEW MEMBERS
 
      The Executive Secretary distributes copies of the constitution and
by-laws to new members of the association and as required, distributes
revised editions to all members of the association.
 
                      II. F. 10. MEMBERSHIP DIRECTORY
 
      The Executive Secretary revises the Membership Directory every year
and distributes it only to members of the association.
 
                       II. F. 11. OFFICIAL CALENDAR
 
      The Executive Secretary and President prepare the calendar.  The
Executive Secretary distributes copies of the calendar to all those whose
responsibilities are specified in it or are related to the scheduled items.
 
 
                  II. F. 12. PLANNING THE ANNUAL MEETING
 
      The Executive Secretary serves as a liaison between the Convention
Manager, the Dues and Subscription Service which will handle mailings, and
the Board of directors.  Having received camera-ready copy of the
convention program as specified in the annual calendar from the Program
Committee, the business office mails the program to the membership.
 
                   II. F. 13. NATIONAL ELECTION BALLOTS
 
      The Executive Secretary prepares the ballots for the national
election.  These are mailed by the Dues and Subscription Service at least
eight weeks in advance of the national meeting. The ballots are accompanied
by a brief curriculum vita for each candidate (prepared by the Nominating
Committee).  Voting members are instructed to put their return addresses on
the ballot envelopes so that their membership can be validated before their
votes are counted.
 
                 II. F. 14. TELLER FOR NATIONAL ELECTIONS
 
      The Executive Secretary acts as the chief teller for national
elections.  The Executive Secretary receives the ballots and notifies the
President of the results no later than three weeks before the annual
meeting.
 
       II. F. 15. SUPERVISION OF THE DUES AND SUBSCRIPTION SERVICE;
                              BOOK WAREHOUSE
 
      The Executive Secretary is authorized by the President and the Board
of Directors to serve as the overseer of and sole official liaison with the
Dues and Subscription Service and the Book Warehouse.  As such the
Executive Secretary directs the Dues and Subscription Service to mail
notices of the annual meeting of the association together with the official
national election ballots to the membership at least eight weeks in advance
of the meeting.
 
      The Executive Secretary monitors all invoices and reports received by
the association from the Dues and Subscription Service.  The Executive
Secretary transmits the report from the Book Warehouse to the Board
regarding our inventory of publications.  The Executive Secretary ensures
that the Dues and Subscription Service: 1) annually bills the members of
the association, the non-member subscribers to Notes and the subscribers to
all other publications, 2) maintains records for same, 3) prepares all bulk
mailings, 4) fills individual orders for all publications of the
association, 5) prepares mailing lists for sale on order and bills the
same, and 6) invoices Notes advertising.  The Executive Secretary prepares
the annual membership directory from information provided by the Dues and
Subscription Service and sees that it is sent to members with a copy of the
constitution and by-laws.
 
                   II. F. 16.  ACKNOWLEDGEMENT OF GIFTS
 
      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.  The President
also acknowledges all gifts over $100.
 
 
                     II. F. 17. MAINTENANCE OF RECORDS
 
      The Executive Secretary maintains the records of the office of
Executive Secretary so that they can be passed on to the next appointee in
a timely fashion.  The Executive Secretary keeps the past 10 years of Board
minutes, an annual set of chapter, finance and committee reports, the lists
of the administrative and committee structure for five years past, a
calendar of appointees (with the year of their appointments), and the
membership lists for five years past.  When appropriate, papers and
correspondence are submitted to the MLA Archives.
 
 
                    II. F. 18. ADMINISTRATIVE STRUCTURE
 
      The official Administrative and Committee Structure List is
maintained and updated by the Executive Secretary.  The current version is
published in the annual Membership Directory and in the September issue of
Notes.