V. H. STANDING COMMITTEES V. H. 1. GENERAL INFORMATION (Section of the constitution and by-laws applicable to this section: VI L.) The Board or the Association may direct the President to appoint standing committees in addition to those specified by the constitution and by-laws and this Handbook. Members of standing committees follow the relevant procedures and policies outlined for all committees in sections V A-G above. In addition, the chair of each standing committee except the Finance Committee submits a written report of interim activity to the President for each Board meeting by the date specified on the official calendar. V. H. 2. DEVELOPMENT COMMITTEE (Section of the constitution and by-laws applicable to this section: VI B.) V. H. 2. a. CHARGE The Development Committee is responsible for planning a program and implementing Board decisions regarding direction of the Association's growth. This may be achieved, for example, by membership drives, fund raising, and public relations. The Development Committee is responsible for the preparation of promotional material such as brochures on music librarianship or on the Music Library Association. Such material should be designed to attract additional members to MLA or additional subscribers to Notes. Board approval must be obtained before such material may be distributed. V. H. 2. b. MEMBERSHIP The Development Committee includes the Publicity Officer ex officio, the Vice-President/Past President ex officio, and the Treasurer ex officio, and at least one MLA member not currently serving on the Board. The committee works closely with the Executive Secretary. V. H. 2. c. PROCEDURES AND POLICIES Members of the committee follow the relevant procedures and policies outlined for committees in sections V A-G above. V. H. 2. d. MEMBERSHIP SUBCOMMITTEE The Membership subcommittee studies the makeup of the membership. It develops programs that will bring knowledge of the MLA to others who might be interested in joining it. V. H. 2. e. FUNDRAISING SUBCOMMITTEE The Fundraising Subcommittee advises and assists the Board and the President in matters pertaining to raising monies for the Association to support projects as determined by the Board. V. H. 3. EDUCATION COMMITTEE V. H. 3.a. CHARGE The Education Committee devises and coordinates activities related to professional and continuing education for music librarianship. Such activities may include: planning and coordinating pre- or post-conference workshops, which generally deal with topics in greater depth or with a stronger emphasis on practicality than in the general sessions of the annual meetings; presenting workshops on the basic precepts of music librarianship through the sponsorship of library schools, MLA chapters, or regional library associations and councils; developing instructional materials for such workshops and making them available as requested outside the context of the workshop; functioning as a clearinghouse for information regarding courses and curricula in music librarianship; publicizing MLA continuing education activities of the organization; and acting as a liaison with various state continuing education committees. V. H. 3. b. WORKSHOP PLANNING 1) The committee submits a preliminary program for the work-shop to the Board for approval at its May/June meeting and a final program to the Board for approval at its fall meeting. In general, the committee is guided by practices applying to the main conference program. 2) The committee submits a preliminary budget for the workshop to cover the registration fee and appropriate expenses. This budget is submitted to the Finance Committee following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer 8 weeks prior to the annual Finance Committee meeting in May or June of each fiscal year; the budget requests normally have a submission date deadline of 4 weeks before the May/June Board meeting. The committee submits a final budget to the Finance Committee for approval at the fall Board meeting. It is considered that members of the Association will participate in the program of the workshop without reimbursement by the Association. In the event that a non-member can provide a perspective to the program of benefit to the registrants, expenses may be authorized by the Board. 3) It is recommended that the committee maintain a procedural manual for workshop planning. V. H. 3. c. OTHER PROCEDURES AND POLICIES In all matters, members of the committee follow relevant procedures and policies outlined for committees in sections V A-G above. V. H. 4. FINANCE COMMITTEE (Section of the constitution and by-laws applicable to this section: VI C.) V. H. 4. a. CHARGE The charge of the Finance Committee is identical to that of the Fiscal Officer. See section II. E. 12. a. (BOARD OF DIRECTORS: FISCAL OFFICER) for the procedures and policies to be followed. V. H. 4. b. MEMBERSHIP The Finance Committee consists of five voting members of which the Fiscal Officer (who serves as chair of the committee), the Executive Secretary, and the Treasurer are specified by the constitution. Others currently designated by the President are the Assistant Fiscal Officer; and the Vice-President/President-Elect or (in alternate years) an appointee by the President from the membership at large. The President has customarily met with the Finance Committee ex officio, but has not voted. V. H. 4. c. OTHER PROCEDURES AND POLICIES Members of the Finance Committee receive reimbursement for whatever part of the door-to-door transportation expenses to-and-from meetings is not borne by their home institution. In other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections V A-G above. V. H. 4. d. INVESTMENT SUBCOMMITTEE The Investments Subcommittee is composed of three members serving staggered three-year terms and the Treasurer, Fiscal Officer and Assistant Fiscal Officer as non-voting members. It reviews semi-annually the state of MLA investments and reports to the Finance Committee prior to its June and February meetings. V. H. 5. NOMINATING COMMITTEE (Section of the constitution and by-laws applicable to this section: IV B.) V. H. 5. a. CHARGE The Nominating Committee seeks candidates for offices whose terms are next to expire and recommends persons to receive citations. a) In choosing candidates, the committee consults with members of the Association, chapter and committee chairs, and members of the Board of Directors. Candidates for office must be regular, life, or individual sustaining members of the Association. Membership need not be a pre- requisite to the receiving of a citation, but the recipient should have contributed to the national affairs of the Association and to the furthering of the Association's aims, even if not via MLA directly. b) The chair of the committee secures written expression of the willingness of a candidate to run for office and to perform the duties of office if elected. The chair also informs candidates that, although those elected are invited to attend the Board meeting following their election, the Association will not reimburse them for transportation expenses since they will not yet have begun their terms of office. c) The slate and the names of those recommended for citations are submitted for approval to the Board of Directors no fewer than 60 days before the annual meeting (usually at the Board's last meeting before the date in the official calendar by which notice of the names of candidates is to be received by the business office). The Nominating Committee regards the recommended slate as confidential and labels it as such in written form until it has been approved by the Board. The chair makes it clear to the candidates that they are not officially nominated until the Board approves the slate and candidates should be urged to keep their candidacy confidential. d) Upon approval of the slate, the chair obtains biographical and professional information from candidates for office for inclusion on the ballot. Camera-ready copy for the ballot is sent by the chair to the Executive Secretary by the date indicated in the official calendar. e) Announcement of the recipients of citations are made by the President at the annual business meeting of the Association. (The President is responsible for having the text of the citation written and commissions a calligrapher to prepare the presentation version of the citation). f) The file documenting the committee's work is submitted to the President by the annual meeting. V. H. 5. b. MEMBERSHIP The Nominating Committee includes no fewer than three members, only one of whom may be a member of the Board of Directors. Members of this committee may not serve for consecutive terms. V. H. 5. c. OTHER PROCEDURES AND POLICIES In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sectionS V.A-G. above. V. H. 6. PROGRAM COMMITTEE (Section of the constitution and by-laws applicable to this section: III E.) V. H. 6. a. CHARGE The Program Committee, in cooperation with the Convention Manager, is responsible for preparing the programs for annual meetings and for conducting all business concerning these programs. V. H. 6. b. MEMBERSHIP The Program Committee consists of five regular members: two members will be newly appointed each year; of these two, one will chair the committee the following year and remain on the committee a third year; the other will serve a two-year term. In addition there are the following ex officio members: the chair of the Workshop Planning Committee(s), chair of the Local Arrangements Committee, and Convention Manager. In consultation with the Convention Manager with the agreement of the President, the chair selects one person to serve as budget officer for the next meeting. The committee works closely with the chair of the Education Committee. V. H. 6. c. PROCEDURES AND POLICIES The Program Committee is responsible to the Board of the Association. It reports to the Board through the Convention Manager and submits an annual report. For the May/June Board meeting, the Convention Manager, in consultation with the chair of the Program Committee, the chair of the Local Arrangements Committee, and the Fiscal Officer prepares a preliminary budget proposal which is transmitted by the Convention Manager to the Finance Committee for preliminary review and advice. For the fall Board meeting, the Convention Manager prepares a unified budget from those proposed by the Program Committee and the Local Arrangements Committee and it is then submitted to the Finance Committee. The Board approves the proposal or recommends changes. Other guidelines and procedures to be followed are set forth in the Handbook for Local Arrangements and Program Chairs and in the relevant procedures and policies outlined for committees in sections V A-G above. V. H. 7. PUBLICATIONS COMMITTEE (Section of the constitution and by-laws applicable to this section: V F.) V. H. 7. a. CHARGE The Publications Committee establishes general policies and procedures related to the Association's publications program and provides a forum for the exchange of ideas, problems, and concerns related to the Association's publications. The committee formulates over-all policy regarding standards, budgeting, pricing, advertising and distribution, and is responsible for the production and maintenance of a manual of editorial policies and procedures. The committee does not approve individual publications. 1) Materials intended for publication in Notes, the MLA Newsletter, the Music Cataloging Bulletin, or the Job List are submitted directly to the appropriate editor for approval. Each of these editors has authority to decide which materials should be published. Materials intended for publication in the MLA Technical Reports or the MLA Index and Bibliography Series are submitted directly to the appropriate editor for approval. Each of these editors has authority to decide which materials should be recommended to the Board for publication. Recommendations to the Board are made in the form of a letter to the President who presents it at the next Board meeting. 2) Budget requests for the MLA Technical Reports, the MLA Index and Bibliography Series, the Music Cataloging Bulletin, and the MLA Newsletter are solicited by the Fiscal Officer from each editor; the Publications Committee does not perform any approval function in this process. The budget request for Notes is transmitted directly from its editor to the Finance Committee. 3) Each chapter chair, or his/her representative, keeps the chair of the Publications Committee informed of chapter projects that may result in publications. The chair of the Publications Committee, in turn, serves as liaison with the Board of Directors regarding chapter publications along with the Vice-President/Past-President, who has general responsibility for liaison between the Board and chapters. As chapters formulate plans for publications, the Publications Committee is available for advice and consultation, especially as to whether a proposed publication might be suitable for national rather than regional release and distribution. The chapter chair sends a final draft copy of each proposed publication to the chair of the Publications Committee, indicating when publication is expected and the proposed price to be charged. After release, a copy of each publication is sent to the Vice-President or Past-President, the archives and the Executive Secretary. Copies or news of publications may be sent to the editors of Notes and the Newsletter. Chapters may recover the full editorial, production, and distribution costs of publications. A reasonable additional sum may also be included in the price to help underwrite future editions or other publications. Chapter newsletters, announcements of meetings, and the like, are exempted from the regulations above. Copies of such releases, however, are routinely sent to the President, Vice-President/Past-President, Executive Secretary, the archives, and editors of the Newsletter and Notes. 4) Committees that wish to publish the products of their work in Notes, the Music Library Association Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports or the MLA Index and Bibliography Series submit manuscripts to the appropriate editor. Other materials intended for publication or distribution under the Association's name, imprint or logo are submitted to the Publications Committee for review and then to the Board for approval. V. H. 7. b. MEMBERSHIP AND MEMBERS' RESPONSIBILITIES Committee membership consists of: 1) An appointed chair who oversees the work of the committee's charge and is ultimately responsible for its implementation. He/she reports to the Board as outlined in section V A-G above, but because the work of this committee generates part of the Association's income as well as its expenses, the chair stays in especially close contact with the President (see also II. B. 1.). 2) The Executive Secretary of the Association. 3) The Treasurer of the Association. 4) The Publicity Officer of the Association. 5) The editor of Notes. The editor of Notes is appointed by the Board of Directors and bears chief responsibility for the journal. The editor appoints and supervises the staff, solicits articles, and maintains the necessary liaison with the printer. The editor submits reports to each meeting of the Board of directors and sends a copy to the chair of the Publications Committee. The editor submits a budget to the Finance Committee directly. The editor receives an honorarium. 6) The Notes advertising editor. 7) The editor of the Newsletter. The editor of the Newsletter is appointed by the President in consultation with the Board of Directors. The editor solicits items for publication and scans library and other relevant literature for additional information which should be brought to the attention of members of the Association. The editor edits all material, prepares copy and oversees printing and distribution. The editor submits reports to each meeting of the Board of Directors and sends a copy to the chair of the Publications Committee. The editor submits a budget to the Finance Committee via the Publications Committee. The editor receives an honorarium. 8) The editor of the Music Cataloging Bulletin. The editor of the Music Cataloging Bulletin is appointed by the President in consultation with the Board of Directors. The editor receives copy from the Music Section of the Special Materials Cataloging Division of the Library of Congress (sent automatically) and may solicit copy from other sources such as the Bibliographic Control Committee, reports on cataloging sessions at local and national meetings and questions and recommendations from individuals. Question on LC policy are submitted to the Music Section for comment before being published in the Music Cataloging Bulletin. The editor prepares camera-ready copy and oversees printing and distribution. The editor submits reports to each meeting of the Board of Directors and sends a copy to the chair of the Publications Committee. The editor is a member of the Bibliographic Control Committee. The editor submits a budget to the Finance Committee via the Publications Committee. The editor receives an honorarium. 9) The editor of the MLA Index and Bibliography Series. The editor of the MLA Index and Bibliography Series is appointed by the President in consultation with the Board of Directors. The editor receives and solicits manuscripts and consults with appropriate readers in the selection of manuscripts to be recommended to the Board of Directors for publication. Recommendations to the Board are made in the form of a letter to the President who presents it at the next Board meeting. Budget requests are submitted to the chair of the Publications Committee for submission to the Fiscal Officer. Upon receiving Board approval, the editor performs the final editing of the manuscripts prior to publication. The editor oversee the publication process for each volume; the series is distributed through the business office or by such other means as the Board may approve. The editor notifies the Executive Secretary of all publishing dates in advance, so that the business office and the Publicity Officer may prepare for distribution and advertising. The editor submits reports to each meeting of the Board of Directors and sends a copy to the chair of the Publications Committee. The editor submits a budget to the Finance Committee via the Publications Committee. The editor is a member of the advisory Board of the MLA Technical Reports. The editor receives an honorarium. 10) The editor of the MLA Technical Reports. The editor of the MLA Technical Reports is appointed by the President in consultation with the Board of Directors. The editor receives and solicits manuscripts and consults with appropriate readers in the election of manuscripts to be recommended to the Board of Directors for publication. Recommendations to the Board are made in the form of a letter to the President who presents it at the next Board meeting. Budget requests are submitted to the chair of the Publications Committee for submission to the Fiscal Officer. Upon receiving Board approval, the editor performs the final editing of the manuscripts prior to publication. The editor oversees the publication process for each volume; the series is distributed through the business office or by such other means as the Board may approve. The editor notifies the Executive Secretary of all publishing dates in advance, so that the business office and the publicity officer may prepare for distribution and advertising. The editor submits reports to each meeting of the Board of Directors and sends a copy to the chair of the Publications Committee. The editor submits a budget to the Finance Committee via the Publications Committee. The editor is a member of the advisory Board of the MLA Index and Bibliography Series. The editor receives an honorarium. V. H. 7. c. OTHER PROCEDURES AND POLICIES Other guidelines and procedures to be followed are set forth in the Handbook for Publications Chair. In all other matters, members of the committee follow the relevant procedures and policies outlined for committees in sections V.A-G. above.