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VIII. MLA POLICIES & PROCEDURES MANUAL

A. ARCHIVES POLICY

The Archivist, working cooperatively with the Executive Director and the President collects and prepares material to present to the permanent depository of official Association records which is held by the Western Historical Manuscript Collection.

1. Acquisition of Archival Materials
2. Members of the Executive Board, officers, and chairs of Committees and SIGs deposit with the Executive Director all materials relating to their position at the end of the Association’s year.
3. Deposit of Archives in Western Historical Manuscripts Collection

• • Association records shall be retained at the Executive Office for five years, at which time they shall be deposited in the Western Historical Manuscripts Collection. Annual deposits will be made in August of each year. The Executive Director may photocopy any record scheduled for deposit that is needed for the efficient operation of the office. Only materials generated by or materials about MLA shall be deposited in WHMC. Specific material retained by the Executive Office and/or deposited in WHMC at the end of five years may include:

1. 1. Administrative Records

      All correspondence of the Executive Board and the Executive Director related to activities or policies of the Association shall be retained for deposit. Routine office correspondence may be destroyed at the discretion of the Executive Director (i.e., requests for MLA stationary, forms). All Executive Board agendas, minutes, reports, bylaws, organization charts, resolutions, position papers, or other materials relating to activities or policies of the Association shall be retained for deposit.

      Job applications for the position of Executive Director or clerical positions shall be retained at the Executive Office for five years.

   2. Financial Reports
      Monthly and annual financial statements, budgets, audits, tax reports, and ledgers shall be retained for deposit. Correspondence related to financial activities or policies of the Association shall be retained for deposit. Invoices, monthly bank statements, journals, bills, expense forms, work orders, check stubs, canceled checks, deposit and withdrawal slips shall be retained for five years, but shall not be deposited in WHMC.
   3. Membership Records
      The annual Membership Directory and the final computer printout update (prepared immediately after Annual Conference) shall be retained for deposit. Applications for membership may be destroyed at the discretion of the Executive Director.
   4. Divisions, SIGs and Standing Committees
      All correspondence, reports, membership lists and other material relating to the activities or policies of these groups shall be retained for deposit. The Intellectual Freedom Committee shall save for deposit all materials relating to censorship in the state.
   5. Annual Conference
      All correspondence relating to planning and executing the Conference shall be considered for deposit. Other Conference material to be deposited includes a list of attendees, the official program, items distributed at the Conference, publicity materials, and final financial report. Bills, invoices, bank statements and other financial records shall be retained for five years, but not deposited in WHMC.
   6. Publications
      All serial and non-serial publications of the Association shall be retained for deposit (i.e., MLA newsletter, annual reports, handbooks, membership directories).
   7. Other

Newspaper clippings and photographs relating to MLA activities shall be retained for deposit. Photos can be retained indefinitely in the Executive Office at the discretion of the Executive Director and deposited in WHMC when no longer needed.

III. Authorization to Copy

• • The Western Historical Manuscripts is authorized to make copies of the Collection of MLA Archives for purchase by libraries at cost of reproduction. (Executive Board, March 16, 1978)

(Section VIII-Archives Policy -Revised 11/00)

B. AWARDS CRITERIA POLICIES

NOTE: Still working on this section.

A. EXECUTIVE OFFICE PROCEDURES

NOTE: Still working on this section.

D. FISCAL POLICY MANUAL

I. Budget and Finance Committee

A. Purpose

1. Advises the Executive Board on all Association matters with significant fiscal impact.
2. Reviews and approves the budget as prepared by the Executive Director before submission to the Executive Board.
3. Develops and maintains a fiscal policy manual for the Association.
4. Prepares a report of the financial condition of the Association for the membership at the annual meeting.
5. Cooperates with the Executive Director in the maintenance of a proper set of financial records.
6. Recommends long-range plans to ensure the fiscal strength of the Association.
7. Advises the Executive Board on investment of Association funds.
8. Advises the Executive Board on capital purchases.

B. Membership

1. The Budget and Finance Committee shall consist of six members appointed by the MLA President with the approval of the Executive Board. The Treasurer shall serve as chair of this committee.
2. Members shall serve three-year staggered terms.
3. Ex officio non-voting members shall be the MLA President and the MLA Executive Director. The MLA President shall vote only in case of a tie.

II. Operating Budget

A. General Guidelines

1. The fiscal year is the calendar year.

2. All unit chairs and officers will be requested to prepare an annual budget request with justification. The units' ability to raise and manage funds shall be taken into consideration when allocations are made.

3. The Executive Director shall develop a preliminary budget which will include budget requests from unit heads and officers, and the proposed budget for the Executive Office and all Association expenses.

4. The Budget and Finance Committee shall review the budget prior to presentation to the Executive Board.

5. The annual operating budget shall be balanced. Projected operating revenues must cover all projected operating expenses, unless designated funds from previous years are used in the current budget year.

B. Income

1. Primary income will be composed of membership dues, excess receipts over expenditures for conference and workshops, sales of publications, interest from bank accounts, advertising income, subscriptions to the association newsletter, etc.

2. Any change in dues must be approved by the total membership, upon the recommendation of the Budget and Finance Committee and the Executive Board.

3. The Budget and Finance Committee may recommend changes in subscription rates, advertising rates, etc. for Executive Board approval.

C. Expenditures

1. Only expenditures that have been previously authorized by the Board may be reimbursed to the various units of MLA.

2. The Executive Board shall have the authority to approve unbudgeted expenditures, provided there are sufficient funds available in any given year.

3. The Executive Director shall have the authority to transfer funds from one portion of the Executive Office budget to another excluding salaries, provided the total budget amount is not exceeded.

4. Any budgeted amounts not used in any given fiscal year will revert to the MLA general fund.

D. Expenses - Reimbursement

0. Units/Officers

a. MLA members can be reimbursed for budgeted telephone, printing, supplies, and postage. They cannot be reimbursed for travel costs, with the exception of the ALA Councilor, whose expenses to ALA Annual Conference and Midwinter Meeting are reimbursable up to an amount approved annually by the Executive Board.

b. Expenses are approved only if previously authorized by the Executive Board.

c. Requests for payment by unit members must have the approval of the unit head for which the claim is to be charged, and must be accompanied by appropriate receipts.

d. Funds may be used only for the purposes for which they have been approved.

2. MLA Executive Director

a. All requests for reimbursement must be approved by the MLA President.

b. Travel expenses for instate meetings are approved at the mileage rate in current use by the State. Travel to out-of-state meetings, such as ALA Conference, must be approved in advance. Travel is paid at the rate of a coach fare for air travel or current mileage rate, which shall not exceed the cost of coach fare. The maximum amounts for reimbursement for meals and miscellaneous expenses, such as parking, shall be set annually plus the cost of a hotel room.

III. Conference and Workshops

1. All conferences and workshops sponsored by MLA and/or its units shall be self-supporting and shall include provision for MLA administrative costs.

2. All conference and workshop costs shall be recovered by registration fees, which shall be set at a rate to meet all costs of the conference or workshop.

3. The MLA Executive Director and the Budget and Finance Committee shall give final approval to a conference or workshop budget.

4. Workshops or conferences may be cancelled by the Executive Director and the Budget and Finance Committee due to low pre-registration.

B Income

1. The registration fee shall be approved by the Budget and Finance Committee, based on the proposed budget.

2. The registration fee shall be set at a rate rounded to the nearest dollar using the following formula:

Total Anticipated Expenses

70% of Anticipated No. of Registrants

3. The Executive Director or conference/workshop planners are encouraged to seek additional sources of income, such as donations from commercial vendors.

C. Expenditures

1. All costs to be reimbursed must be budgeted.

2. After the budget has been approved, additional requests for funds may be approved by the MLA Executive Director in consultation with the chair of the Budget and Finance Committee, provided the amount does not exceed the total budget.

3. All requests for reimbursement must be itemized and accompanied by appropriate receipts.

D. Expenses--Reimbursement

1. MLA members cannot be reimbursed for travel or registration fees. They can be reimbursed for budgeted telephone, printing, supplies and postage.

2. Any speakers who receive funding may not be librarians (or library staff) in Missouri who would normally be expected to attend the meeting.

3. Speakers may be reimbursed a negotiated honorarium plus travel expenses, which will be paid at the rate of coach fare for air travel or the current mileage rate set by the State, which shall not exceed the cost of a coach air fare. The maximum amount for reimbursement for meals and miscellaneous costs, such as parking, is to be set annually plus the cost of a hotel room.

IV. Publications

A. Newsletters

1. The cost of printing the MLA Newsletter will be considered part of the operating budget of the Association.

2. The costs of printing and mailing newsletters produced by units for their members shall be submitted for approval to the Budget and Finance Committee.

3. Units are encouraged to use the regular MLA newsletter to communicate with their members.

4. The Executive Director is encouraged to recoup costs through advertising and other revenue-producing income.

B. Other Publications

1. Publications produced by units may be made available for sale.

2. The cost of printing publications that will be made available for sale shall be paid by operating funds. Receipts from sales of such publications shall revert to the MLA general fund.

3. The unit sponsoring a publication shall establish a selling price for its publication, after consultation with the Executive Director, giving due consideration to recouping the cost of printing.

4. There shall be a price differential of 25% between the price to MLA members, both individual and institutional, and non-members.

V. Reserve Funds

A. Establishment

1. The Association shall maintain a designated fund balance.

2. An amount equal to 5% of the total operating income shall remain uncommitted annually, and shall be transferred to the reserve fund, until the amount reaches 10% of total operating expenditures based on the average of the preceding three years' operating budgets.

B. Use of Reserve Funds

1. Use of reserve funds must be approved by the Budget and Finance Committee and the Executive Board.

2. Expenditures must be for specific one-time purposes, such as:

a. designated projects without continuing commitment

b. emergency cash flow needs

(1) funds shall be returned to the Reserve Fund within ....

VI. Surplus Funds

A. Budgeted funds that are unused will revert to the MLA general fund to be used in the next fiscal year.

B. Special fund raising events, such as that for the MLA Legislative Advocate, are subject to Board Approval.

C. Units sponsoring workshops may retain a percentage of that profit dependent upon budget approval in the subsequent year.

VII. Long Range Financial Planning

A. Long range financial plans shall be the responsibility of the Budget and Finance Committee.

B. Long range financial plans shall be based on the goals and objectives of the Association.

C. Beginning in 1989, a long-range financial plan shall be presented to the Executive Board every third year for approval and implementation.

VIII. Executive Office Procedures

A. Bank Accounts

1. The Association shall maintain appropriate accounts to maximize income.

2. Signature cards for Association accounts should include the signature of the Executive Director, the chair of the Budget and Finance Committee, and one other officer.

3. One signature on Association checks shall be sufficient to sign checks up to the amount of $1,000. A check for a greater amount must have two approved signatures.

B. Receipts

1. The Executive Office shall be the official recipient of all Association funds.

2. The Executive Director shall be responsible for:

a. deposits of all funds received in the name of MLA;

b. recording such deposits;

c. preparing a monthly report of receipts for the month and year-to-date for the Executive Board.

C. Expenditures

1. The Executive Office shall be the official recipient of all Association bills.

2. The Executive Director shall be responsible for:

a. payment of all bills within 30 days of receipt

b. recording such payments;

c. preparing a monthly report of expenditures for the month and year-to-date for the Executive Board.

3. All expenditures shall conform to the annual budget as approved by the Executive Board.

IX. Timetable

A. Preparation of Budget

1. Officers and incoming unit chairs, and the Executive Director, shall be asked to present a budget request within one month following the Annual Conference.

2. The Budget and Finance Committee shall review the requests and mail its recommendations to the Executive Board prior to the Executive Board meeting at which the budget will be approved.

3. The proposed budget shall be approved by the Executive Board at least two weeks prior to the beginning of the next fiscal year.

B. Payment of Bills

1. The Executive Director shall pay all bills within 30 days of receipt.

2. Salary for staff shall be paid on the 15th and last day of the month. If a weekend or holiday falls on either the 15th or last day, then payment of salary shall be on the last working day immediately preceding the weekend or holiday.

C. Reports

1. The Executive Director shall prepare a monthly report of operating receipts and expenditures, and include remaining budget balances.

2. The Budget and Finance Committee shall prepare an annual report of the Association finances for the Annual Membership Meeting.

3. A final unaudited financial report shall be published for the entire membership at the conclusion of the fiscal year.

4. The Executive Director shall prepare a financial report for any workshops and for the Annual Conference to be presented to the Executive Board.

 D. Audit

1. The Association financial records shall be audited annually by an outside accounting firm, to be recommended by the Budget and Finance Committee to be approved by the Executive Board.

2. The cost of the audit shall be paid by operating funds.

3. The auditing firm shall also prepare federal and state tax forms, as applicable.

4. The audit shall be prepared prior to May 15 (for the preceding fiscal year), as it is the federal deadline for the IRS tax report.

E. POLICIES ON LEGISLATIVE MATTERS

As of September 23, 1982

I. Guidelines on the hiring and retention of a Legislative Advocate

A. The term of the contract of a Legislative Advocate shall generally be for 12 months.

B. The performance of the Legislative Advocate shall be reviewed by the MLA Officers after ten months of each annual contract to determine his/her retention.

C. A contract shall be entered into by MLA and the Legislative Advocate, the terms of which shall be approved by the Executive Board of MLA.

D. Any contract shall include specific terms for the dissolution of said contract.

E. The amount of remuneration to the Legislative Advocate shall be approved by the Executive Board of MLA.

F. The Legislative Advocate will be required to deliver a report to the membership of MLA at the Annual Conference.

II. Other Policies

A. MLA should support the ALA Washington Office in an amount to be determined by the Board each year at budget time. (Executive Board, February 27, 1980).

B. A separate line item should be included in the MLA budget to reflect monies spent on Legislative Committee activities and to also reflect any special funds collected to be used for the Legislative Advocate and his/her related expenses as outlined in accordance with his/her contract. Special funds specifically raised for legislative activities are to be used only to support the Legislative Advocate. (Executive Board, November 19, 1982).

F. PERSONNEL POLICIES

As of February 24, 1984

I. Executive Director

A. Function

To coordinate the activities of the Missouri Library Association by carrying out the policies and functions approved by the Executive Board.

B. Qualifications

1. Library training and experience preferable but not required.

2. General knowledge of the library as an institution and its function would be helpful.

3. Knowledge of supervisory skills, office management, as well as the various aspects of business administration (budgeting, hiring of personnel, and implementing policies).

4. Must be able to travel and attend meetings concerning the Executive Board and the Association itself.

C. Duties

Described in Section III of this Handbook.

D. Employment

1. The Executive Director shall be employed by a majority vote of the Executive Board and shall be responsible to the Executive Board.

2. The Executive Director shall serve the Association as long as appointee serves in a satisfactory manner or until the Executive Board determines services are no longer needed.

3. The Executive Board may terminate the Executive Director's contract at any time with just cause upon thirty days written notice.

4. The Executive Director may terminate his or her contract upon thirty days written notice to the President of the Missouri Library Association.

E. Salary

The salary shall be determined by the Executive Board on an annual basis. A base salary shall be established using the current average beginning salary for professional librarians based on an accepted current salary survey. A guaranteed annual cost of living adjustment and a possible merit adjustment shall be dependent on funds available. The base salary will be adjusted depending on changes in the job description.

F. Evaluations

Before the August Executive Board Meeting, the Executive Committee shall evaluate the performance of the Executive Director based on performance standards and objectives determined by the Committee and the Executive Director. With the Executive Director, the Executive Committee shall set objectives for the next year. The Executive Director shall report to the committee on other required employee evaluations.

G. Benefits

1. 1. • • 1.  
          2. Vacations shall be allowed in the amount of 20 days per year and may be accumulated to no more than 30 days.
          3.  
          4. Vacations of a week or more shall be approved in advance by the MLA President.

• • 2. Sick Leave
    • • • • a. Sick leave shall consist of one day per month, cumulative up to 30 days. Sick leave may be used for maternity.

    3. Health Insurance

1. 1. • • 1.  
          2. MLA will pay for health insurance coverage for the Executive Director.

4. Holidays

1. 1. • • 1.  
          2. Official holidays are listed in Section III below. If a holiday falls during vacation or a required conference, compensatory time shall be allowed.

5. Emergency Leave

• • • • • • a. Annual emergency leave of up to 5 days, non-cumulative, may include bereavement, illness in the family, legal circumstances, or other instances of an emergency nature.

            b. Emergency leave is approved by the MLA President.

6. Citizenship Leave

1. 1. • • 1.  
          2. Citizenship leave for jury duty may be taken as required. Compensation received for jury duty must be returned to MLA.

II. Administrative and Clerical Assistants

A. Function

• • • • To serve the Executive Director and the Executive Board in carrying out the policies and functions approved by the Executive Board.

B. Qualifications

To be determined by the Executive Director.

C. Employment

• • • • • • 1. Hired by the Executive Director with the approval of the Executive Board.

            2. The administrative and clerical assistants shall serve the Executive Director and the Executive Board as long as appointee serves in a satisfactory manner, or until the Executive Director and/or the Executive Board determines services are no longer needed.

            3. The Executive Director may terminate the assistant's employment upon written notice of two weeks.

            4. The assistants may terminate employment upon written notice of two weeks.

D. Salary

1. 1. 1.  
      2. Assistant and clerical salaries shall be determined according to the qualifications of the applicant and be similar to other clerical salaries in the community.
      3.  
      4. Assistant and clerical salaries shall be determined by the Executive Director and approved by the Executive Board on an annual basis.

E. Evaluation

1. 1. 1.  
      2. The Executive Director shall provide an annual performance evaluation for each staff member.

F. Benefits (full-time employees)

• • • • 1. Vacation
        • • • • a. Vacation shall be allowed in the amount of ten days per year, non-cumulative; 15 days after three years employment; 20 days after five years.

                b. Vacation shall be approved in advance by the Executive Director.

        2. Sick Leave

        • • • • a. Sick leave shall consist of one day per month, cumulative up to 30 days.

                b. Sick leave may be used for maternity leave.

        3. Health Insurance

1. 1. • • 1.  
          2. MLA will provide health insurance coverage for full-time MLA employees. An insurance waiver should be signed if the employee elects to not follow the MLA plan.

• • • • 4. Holidays

1. 1. • • 1.  
          2. Official holidays are listed in Section III below. If a holiday falls during vacation or a required conference, compensatory time shall be allowed.

• • • • 5. Emergency Leave

1. 1. • • 1.  
          2. Same as listed for Executive Director.

• • • • 6. Citizenship Leave
        • • a. Same as listed for Executive Director.

G. Benefits (part-time employees)

1. 1. 1.  
      2. No sick leave, emergency leave, citizenship leave, holiday pay or vacation pay shall accrue to casual workers or persons working less than 20 hours a week or less then 26 weeks a year.
      3.  
      4. Employees working half-time or more shall be allowed sick leave, emergency leave, citizenship leave, and vacation on a pro-rated basis.

III. Official Holidays

A. The official holidays shall be:

• • 1. New Year's Day

    2. Martin Luther King's Birthday

    3. President's Day

    4. Memorial Day

    5. July 4th

    6. Labor Day

    7. Thanksgiving Day

    8. Friday after Thanksgiving Day

    9. Christmas Eve Day

10. Christmas Day

11. One floating holiday at Executive Director’s discretion.

IV. Compensatory Time

• • A. Compensatory time allowances shall be in compliance with applicable Missouri State Statues.

V. Office Hours

1. 1.  
   2. Normal hours shall be daily, Monday-Friday, 8:30 a.m. - 5:00 p.m. There will be a one hour lunch break.

• • • B. The work week shall be 37-1/2 hours.

      C. Any time the Executive Director is to be absent from the office for attendance at professional and/or continuing education meetings for more than one day, the absence shall be approved in advance by the president.

VI. Place of Employment: the Executive Office

1. 1.  
   2. The Executive Office shall be maintained at a location designated by the Executive Board.
   3. B. The office shall be open daily, Monday-Friday, 8:30 a.m.- 5:00 p.m. if adequate staff is available to be present at the office at these hours.

      C. Exceptions to this schedule may be meetings of the Executive Board and the Annual Conference and as authorized by the Executive Board.

      VII. Personnel Files

      A. A personnel file shall be kept for each MLA employee.

      B. Contents of this folder shall be comprised of at least the following:

      1. Contract

      2. Vacation tabulation

      3. Sick leave tabulation

      4. Vita

      5. Other leave records

      6. Evaluations

      C. The personnel files shall be located in the MLA Executive Office and shall be available to the Executive Board. Others who desire to see or use these files must have the approval of the MLA Executive Board.

        

      G. PLANNING THE CONFERENCE BUDGET

      I. Estimating Income

      A. Registration Fees Average # Expected Fee Total

      Member Rate

      Non-member Rate

      Trustee & Friends Rate

      Spouses Rate

      Students Rate

      Guest Ticket Cost

      B. Exhibit Fees

      Select the area that will be used for the exhibit hall and determine the number of booths the area will accommodate. The sale of 65 booths has been used in estimating income from exhibits.

      C. Meals

      The price set for meals is equal to the actual cost of the meal including tax and gratuity. It is largely a flow-through amount. However, a small surcharge of $.50 – $.75 is added to the cost of each meal to prevent loosing money on meal functions.

   4. Book Sales

1. 1. 1.  
      2. Profit from book sales at the Schmidt Lecture is considered part of operating income.
      3.  
      4. Profit from the sale of other books or materials is considered part of operating income.

• • C. Contributions
    • • 1. Possible sources of funds:
        • • a. Publisher's share of speakers' travel expense.

            b. Sponsorship of printing or portfolio expense.

            c. Sponsorship of social events.

            d. Sponsorship of bus tours.

            e. Co-sponsorship of programs.

II. Estimating Expenses

• • A. Meals
    • • This is largely a flow-through amount.

    B. Programs

    1. Speakers

a. Consideration must be made of the costs of honoraria, travel, room and meals for each program speaker.

• • b. There may be speakers involved with:
    • • (1) General Sessions

        (2) Programs of Councils and Committees

2. Function expenses

a. This could include the All-Conference party/parties.

b. Expenses could include bartender, entertainment, snacks, decorations, etc.

3. Miscellaneous program expenses

a. Audio-Visual rental or supplies

b. Printed Handouts

c. Other Materials

C. Exhibit Hall

• • 1. Hotel fee for rental space

    2. Booth set-up expense

    3. Coffee for exhibitors' set-up

    4. Exhibit Hall refreshments for receptions

    5. Security

    6. Mailings

    7. Other

D. Materials

• • 1. Badges and ribbons

    2. Packets

    3. Other

E. Printing

• • 1. Pre-Conference brochure and flyers

    2. Meal tickets

    3. Packet information

    4. Conference program

    5. Other

F. Planning and execution

• • 1. Telephone

    2. Postage

    3. Supplies

    4. Other

G. Miscellaneous

• • 1. Travel (Executive Director)

    2. Parliamentarian fee

    3. Other

    H. STATEMENT ON INTELLECTUAL FREEDOM

I. Introduction

• • The Missouri Library Association is directly concerned with the freedom of all members of a democratic society to read what they will in the course of making the social, educational, and political judgments on which that society is based. Libraries are a principal source where citizens can hope to find relevant facts concerning current and historical issues. It is appropriate that librarians, library staff and trustees should support free access to information as being of the utmost importance to the continued existence of democracy.

II. Areas of Concern

• • • • A. The Association is concerned with proposed or actual restrictions imposed by individuals, voluntary committees, or administrative authority on library materials or on the selection judgments of librarians.

        B. The Association shall encourage the dissemination of information and education of members about all aspects of intellectual freedom.

        C. The Association believes that every library, in order to strengthen its own selection process, and to provide an objective basis for the evaluation of that process, should develop official policy statements for the selection of library materials and the confidentiality of library patron records.

        D. The Association is concerned with proposed legislation at the national, state, and local level which might place library collections in jeopardy, or which might restrict, prejudice, or otherwise interfere with free access to information in libraries or media centers.

        E. The Association is also interested in legislation related to legislation related to intellectual freedom at the national, state, and local level which may strengthen the position of libraries and media centers.

        F. The Association shall encourage communication and cooperation with the ALA Office of Intellectual Freedom, the Freedom of Information Center of the University of Missouri, and other pertinent organizations.