MEDICAL LIBRARY ASSOCIATION

1. PURPOSE, GOALS, AND OBJECTIVES

OF THE CHAPTER COUNCIL

1.1 Purpose

The Chapter Council of the Medical Library Association is one of two councils serving in an advisory capacity to the Board of Directors of the Association. The Chapter Council promotes interchange among chapters, and, together with its counterpart, the Section Council, promotes interchange among sections and chapters.

The Chapter Council receives recommendations from individual chapters and considers them either for approval or disapproval. Approved recommendations are forwarded to the Board of Directors; those not approved are referred back to the originating chapter.

The Chapter Council provides an opportunity for chapters to participate more directly in the governance of the Association through representation of their interests at the Board level. The Council also enables chapters to better define their role and function within the Association through participation in a coordinated, unified representative body.

1.2 Goals and Objectives

In accordance with the goals identified by Chapter Council representatives and the responsibilities of the Chapter Council as set forth in the Bylaws of the Medical Library Association, the Council adopted the Statement of Goals recommended by the Ad Hoc Committee on Goals on June 14, 1982.

1.2.1 GOAL 1:

Improve and enhance communication between the Medical Library Association and all its members

OBJECTIVES:

1. Identify problems in the regions and bring them to the attention of the appropriate persons in the MLA.

2. Review resolutions from chapters concerning MLA services, policies, etc. and transmit to appropriate persons in MLA.

3. Transmit policies and concerns of the MLA Board and staff to the chapters.

4. Promote the involvement of a broader segment of the general membership in activities of MLA.

Support the growth of MLA membership at the chapter level.

1.2.2 GOAL 2:

Provide a means of sharing chapter experiences and programs.

OBJECTIVES:

1. Seek information from chapter members on the professional needs of individual members and/or regions.

2. Serve as a forum for identifying and discussing problems and concerns of chapters.

3. Facilitate chapter-to-chapter communication.

4. Establish close working ties with the Section Council to identify common concerns and cooperative projects.

1.2.3 GOAL 3:

Monitor and guide chapter formation.

OBJECTIVE:

Establish and maintain procedures for reviewing petitions for chapter formation and/or chapter reorganization.

1.2.4 GOAL 4:

When asked by MLA, monitor chapter compliance in accordance with MLA requirements (Appendix II)

1.3 Annual Objectives

Annual objectives to achieve goals shall be prepared by the Council Chair in collaboration with the Executive Committee and submitted to Headquarters.

Annual objectives shall be distributed to Council Representatives.

For current annual objectives, see Appendix XVI.

2. ORGANIZATION AND PERSONNEL

2.1 Becoming a Representative/Alternate

The Chapter Council is composed of one representative and one alternate from each chapter who shall be a Regular Member or Fellow of the Association, selected in accordance with the bylaws of that chapter. The representative/alternate should demonstrate leadership, organization, and negotiation skills. Experience as a chapter officer is valuable but not essential.

Representatives and alternates to the Chapter Council shall be elected for a three-year term.

2.2 Duties of Representatives

The Representatives perform very important functions within the overall structure of the Medical Library Association (MLA). For this reason, all due consideration should be given to nominating and electing a qualified individual to fill this office.

The Chapter Council Representative:

Attends all Chapter Council meetings and represents his/her chapter.

Votes on issues presented to the Council including the recognition of new chapters, candidates for MLA Nominating Committee and the election of a Chapter Council Chair, who serves on the MLA Board of Directors.

Participates in Chapter Council deliberations and responds on behalf of his/her chapter to matters which affect it.

Addresses chapter concerns to the Council and potentially, through the Council Chair, to the MLA board. The Representative also carries issues to the chapter from the Council to obtain membership response.

Implements Council decisions, and gathers information as requested.

Serves on at least one standing or ad hoc committee and may, if appointed, serve as Chair of a Chapter Council Committee.

Submits annual and midyear reports by the assigned date to the Council Chair.

Ensures the selection of a Nominating Committee nominee from his/her chapter and submits a biographical form to the elections committee by the assigned date.

Assures election of new Representatives and Alternates.

Informs chapter officers about MLA Archives Guidelines (Appendix XIII) and provides feedback to Chapter Council.

Keeps his/her Chapter officers informed of all significant business and events emanating from the Chapter Council. The Representative's report is a regular agenda item at chapter meetings.

Solicits comments and suggestions from chapter officers and members.

Submits copy for a Chapter Column in the MLA News by the assigned date.

May be a board member of the chapter he/she represents.

Keeps Alternate fully informed of all Chapter Council activities. The above responsibilities may be shared with or assigned to the Alternate.

Subscribes to the Chapter Council Listserv – mla-chapter through http://ns1.mlahq.org/mailman/listinfo/mla-chapter/

Regularly monitors the Chapter Council discussions on the Council Listserv and promptly responds to requests.

2.3 Duties of Alternates

The Alternate performs very important functions within the overall structure of the Medical Library Association (MLA). For this reason, all due consideration should be given to nominating and electing a qualified individual to fill this office.

The Alternate will share the responsibilities of the Representative, including:

Attends all Chapter Council meetings and participates freely in discussions and deliberations.

Serves as a non-voting member of the Council, except, when a Representative is not present at a Council meeting, the Alternate shall temporarily assume the Office of Representative, including the right to vote.

Replaces the Representative should he/she be elected to Chapter Council Chair or become unable to complete the term of office. A new Alternate from the affected chapter shall be elected by that chapter when this occurs, and shall serve the remaining term of the Alternate who is being replaced.

May be appointed Secretary to the Council.

May be appointed to and chair Council Committees and/or subcommittees.

May serve as a board member of the chapter.

* NOTE: Alternate should receive the same number of credits/points as Representative in MLA Credentialing Program.

Subscribes to the Chapter Council Listserv – mla-chapter through http://ns1.mlahq.org/mailman/listinfo/mla-chapter/

Regularly monitors the Chapter Council discussions on the Council Listserv and promptly responds to requests.

2.4 Committee Structure

Committees exist to accomplish the council's objectives through considering issues and establishing and implementing programs.

2.4.1 Relationship with Association Committees

The Council shall maintain a close working relationship with the MLA Membership and Continuing Education Committees and other relevant Association committees as necessary.

Care should be taken to avoid encroachment on the jurisdiction of an existing Association committee and subsequent duplication of effort.

2.4.2 Standing Committees

Standing committees are charged with a specific jurisdiction and handle on a continuing basis matters which fall within that area. Committees once established continue until formally discharged.

Currently the Chapter Council has six standing committees: Elections, Communications, Chapter Council Presents Sharing Roundtables, Majors/MLA Chapter Project of the Year Award, Chapter Council Web Page and the Continuing Education Issues Committee.

2.4.3 Ad Hoc Committees

Ad hoc committees are appointed for a special purpose and are discharged when their tasks are completed.

2.4.4 Appointment

The Council Chair shall appoint members and a chair annually for each standing committee with the consent of the Council.

Representatives and Alternates may be appointed to committees.

Committee tenure begins on the last day of the Annual Meeting.

2.4.5 Executive Committee

The Executive Committee consists of the Council Chair, the Chair‑Elect or Vice‑Chair, and the Chairs of all standing committees. This group assists the chair in formulating objectives, in making executive decisions, and in council planning.

2.4.6 Current Committee Roster

A current committee roster appears in Appendix XV.

2.4.7 Transfer and Continuity of Committee Responsibilities and Information

At the close of committee chair appointments, committee chairs shall bring any materials (reports, forms, rosters, timelines, contacts, sample letters, etc.) to the Annual Chapter Council Meeting for the purpose of securing an orderly transfer and continuity of committee responsibilities from the out-going chair to the incoming chair.

2.5 Secretary

2.5.1 Appointment

A secretary shall be selected from among the Alternates and Representatives by the Chair and shall serve for a term of one year. The secretary may be re-appointed.

2.5.2 Duties of Secretary

The Secretary shall attend and take minutes at all meetings of the Chapter Council.

The Secretary shall prepare separate minutes for each business session and submit to the Chair within 30 days of the end of the Annual Association meeting. After review by the Chair, the minutes shall be distributed by the Secretary to all representatives and alternates.

The Secretary shall update the Chapter Council Directory and distribute it to all Representatives and Alternates, the MLA Board of Directors, the Chair of the MLA Membership Committee, and the Chapter Chairs.

2.6 Continuing Education Committee Liaison

2.6.1 Appointment

The Chair, in consultation with the Vice Chair or Chair-Elect, shall select a candidate from among the Representatives and Alternates having at least one year left to serve in their term. A pool is selected every three years. (If at all possible it is preferred that the candidate be selected from Chapters that promote the Chapter Alternate to Chapter Council Representative. This allows the incoming Liaison to have a year as Liaison-Elect, in order to learn the responsibilities of the CE Committee Liaison, prior to becoming the Chapter Council Liaison to the MLA Continuing Education Committee.)

The chosen candidate must meet the Continuing Education Committee membership criteria listed in Appendix VII.A. The selected candidate must complete the current year’s Committee Appointment Application form (distributed at the Annual Meeting and also printed in the August MLA News) and submit it to the Chair. The Chair submits the pool to MLA Headquarters by October 1.

At the end of his/her term on Council, the CEC Liaison shall remain as an ex-officio non-voting member of Council until the term on the CE Committee has expired. The Liaison does not serve as a representative or alternate during the time he/she is an ex-officio member of Council nor is the Liaison required to be re-elected to Council to complete the term of office on the CE Committee.

Duties of Liaison

Serves as the official liaison between Council, the CE Committee and the chapters for a three year term and attends all meetings of the CE Committee and Chapter Council.

Maintains a current directory of chapter CE committee chairs and the Chapter CE Chair Listserv and establishes a communications network for continuous flow of information from chapters to Council and the CE Committee.

Submits written CEC meeting summaries to chapter CE committee chairs.

Prepares an annual list of chapter-sponsored CE activities and sends it to the MLA Professional development coordinator or her designee who in turn sends it to the Webmaster for entry into MLANet.

Advocates and supports chapter members to become CE instructors, to submit course proposals and to provide suggestions for new MLA CE courses.

Regularly reports to Council about CE Committee decisions.

Submits a written annual report to Council including chapter CE activities.

Submits CE issues as appropriate to the Chair for Council and/or Executive Committee discussion and decisions.

Conducts an orientation for chapter CE chairs at the annual MLA meeting.

Suggests CE topics to be discussed at the annual Chapter Sharing Roundtable discussions and serves as the facilitator.

2.7 Editor, MLA News, Chapter News Column

2.7.1 Appointment

The Chair, in consultation with the current column editor, the Communications Committee, and other representatives and alternates recommends names of qualified representatives or alternates to the Editor of the MLA News who selects an editor for a one-year term. The Chair submits the names to the MLA News Editor no later than March 1 each year.

The Editor of the MLA News interviews the suggested Council nominees. Important qualities of the Chapter Column Editor are enthusiasm, commitment, and willingness to work with Council and the chapters.

2.7.2 Duties of the Editor

The Editor shall prepare a column for each issue of the MLA News and submit copy by the assigned deadlines. These columns are written for the purpose of promoting the activities of the chapters and of Chapter Council. Refer to Appendix V for MLA News Editorial Guidelines, Appendix V.A for Examples of Chapter Columns, and Appendix V.B for the annual schedule of columns. The Editor serves as a member of the Communications Committee. See Section 4.1

2.8 Credentialing Committee Liaison

2.8.1 Appointment

The Chair, in consultation with the Vice Chair or Chair-Elect, shall select a pool of candidates from among the Representatives and Alternates having at least one year left to serve in their term. A pool is selected every three years. (If at all possible, it is preferred that the candidate be selected from Chapters that promote the Chapter Alternate to Chapter Representative. This allows the incoming Liaison to have a year in training in order to learn the responsibilities of the Credentialing Committee Liaison prior to assuming the position.)

Candidates must meet the Credentialing Committee Membership criteria listed in Appendix VII.B. Selected candidates must complete the current year’s Committee Appointment Application Form (distributed at the Annual Meeting and also printed in the August MLA News) and submit it to the Chair. The Chair submits the pool to MLA Headquarters by October 1. The Chair of the Credentialing Committee and the MLA President-Elect select the Liaison from the pool of candidates.

At the end of his/her term on Council, the Credentialing Committee Liaison shall remain as an ex-officio non-voting member of Council until the term on the CIC has expired. The Liaison does not serve as a representative or alternate during this time nor is the Liaison required to be re-elected to Council to complete the term of office on the CIC.

2.8.2 Duties of the Liaison

Serves as an official liaison between the Council, the MLA Credentialing Committee and Chapters for a three-year term and attends all meetings of the MLA Credentialing Committee and the Chapter Council.

Maintains a current directory of Chapter Credentialing Committee Representatives and establishes a communications network for continuous flow of information from Chapters to Council and the MLA Credentialing Committee.

Advocates and supports Chapter members becoming Members of the Academy of Health Information Professionals.

Regularly reports to Chapter Council about MLA Credentialing Committee discussions and decisions, and submits a written annual report to Chapter Council including credentialing activities.

Submits Credentialing issues to the Chair for Chapter Council and/or Executive Committee discussion and decisions.

Maintains a list of official MLA Credentialing documents, guidelines, etc. found on the listserv and disseminates as a checklist to Chapter Credentialing Committee Representatives.

Suggest credentialing topics to be discussed at the annual Chapter Sharing Roundtable discussions and serves as the facilitator.

2.9 Chapter Council Web Manager

2.9.1 Appointment

The Web manager shall be appointed by the Chapter Council Chair and selected from the Chapter Council Representatives and Alternates and shall serve a 1 year term. The Web manager may be reappointed. The appointee must have experience in creating web pages and managing a web site. The Web manager may also serve as the MLANET Editorial Board Liaison. If possible, when the Web manager is the Liaison to the MLANET Editorial Board, the Web manager’s term of office corresponds to the MLANET editorial board appointment. If another Chapter Council member is appointed the MLANET Editorial Board Liaison, there must be excellent communication between the Chapter Council Web manager and the Chapter Council MLANET Editorial Board Liaison. The Web manager may have a trainee for one year prior to the trainee assuming the Web manager’s appointment.

2.9.2 Duties of the Web Manager

The Web manager shall serve as Chair of the Chapter Council Web Committee.

The Web manager may have a trainee for one year prior to the trainee assuming the Web manager’s appointment.

The Web manager shall coordinate the maintenance, updating and addition of information to the Chapter Council web site. The Web manager shall also coordinate the work assignments done by the Chapter Council Web Committee members.

The Web manager shall solicit recommendations from Chapter Council for additional information that should be available via the Chapter Council web site and work with specific Chapter Council members and Chapter Council Web Committee members to receive, mark-up and transfer that information to MLANET.

The Web manager may serve as a member of the MLANET editorial board and work with the MLANET editorial board to assure that MLA Chapter Council web pages and web content comply with MLANET web page standards and guidelines. However, the MLANET Editorial Board Liaison may be appointed separately, as long as there is excellent communication between the MLANET Liaison and the Web manager.

2.10 Chapter Council MLANET Editorial Board Liaison

2.10.1 Appointment

Membership Criteria

The Chapter Council Liaison to the MLANET Editorial Board (a three-year appointment) shall be selected on the basis of achieving a balance of the following criteria:

Should have previous experience as an officer or committee chair of a chapter.

Should have demonstration of commitment and expertise involving communication skills, interpersonal skills and teamwork.

Should have demonstration of presenting reports in a timely manner, coordinating activities and organizational skills.

Must be able to attend the Annual MLA Meetings in order to attend the MLANET Editorial Board Meeting.

Must have experience in web site development, management, and evaluation.

Must have three years remaining on Chapter Council or if this is not possible, at the end of his/her term on Chapter Council, the MLANET Editorial Board Chapter Council Liaison shall remain as an ex-officio non-voting member of Council until the term on the MLANET Editorial Board has expired. The Liaison does not serve as a representative or alternate during this time nor is the Liaison required to be re-elected to Council to complete the term of office on the MLANET Editorial Board.

2.10.2 Duties of the MLANET Editorial Board Liaison

The MLANET Editorial Board Liaison shall serve on the Chapter Council Web Committee.

The MLANET Editorial Board Liaison shall attend the MLANET Editorial Board Meetings.

The MLANET Editorial Board Liaison shall work very closely with the Chapter Council Web manager to coordinate the maintenance, updating and addition of information to the Chapter Council web site content to comply with the MLANET Editorial Board standards and guidelines.

The MLANET Editorial Board Liaison shall also work with the Web manager to coordinate the work assignments done by the Chapter Council Web Committee members.

The MLANET Editorial Board Liaison, in addition to the Web manager, shall solicit recommendations from Chapter Council for additional information that should be available via the Chapter Council web site.

2.11 Membership Committee Liaison

2.11.1 Appointment

The Chair, in consultation with the Vice Chair or Chair-Elect, shall select a pool of candidates from among the Representatives and Alternates having at least one year left to serve in their term. A pool is selected every three years. (If at all possible, it is preferred that the candidate be selected from Chapters which promote the Chapter Alternate to Chapter Representative. This allows the incoming Liaison to have a year in training in order to learn the responsibilities of the Membership Committee Liaison prior to assuming the position.)

Candidates must meet the MLA Membership Committee Membership criteria listed in Appendix VII.C. Selected candidates must complete the current year’s Committee Appointment Application Form (distributed at the Annual Meeting and also printed in the August MLA News) and submit it to the Chair. The Chair submits the pool to MLA Headquarters by October 1. The Chair of the Credentialing Committee and the MLA President-Elect select the Liaison from the pool of candidates.

At the end of his/her term on Council, the Chapter Council Membership Committee Liaison shall remain as an ex-officio non-voting member of Council until the term on the MLA Membership Committee has expired. The Liaison does not serve as a representative or alternate during this time nor is the Liaison required to be re-elected to Council to complete the term of office on the MLA Membership Committee

2.11.2 Duties of the Liaison

Serves as an official liaison between the Council, the MLA Membership Committee and chapters for a three year term and attends all meetings of the MLA Membership Committee and the Chapter Council.

Obtains a current directory of Chapter Membership Committee Representatives from MLA headquarters and utilizes the MLA Membership Committee Listserv as a communications network for continuous flow of information from chapters to Chapter Council and the MLA Membership Committee.

Submits written MLA Membership Committee meeting summaries to chapter Membership Committee chairs and chapter newsletter editors for publication.

Monitors the MLA Membership Committee listserv, and relays important issues to Chapter Council and to others as appropriate (e.g. chapter newsletter editors).

Regularly reports to Chapter Council about MLA Membership Committee discussions and decisions, and submits a written annual report to Chapter Council including chapter membership activities, if they are unusual or unique and would promote membership in other chapters.

Submits membership issues to the Chair for Chapter Council and/or Executive Committee discussion and decisions.

Maintains a list of official MLA Membership Committee documents, guidelines, etc. and coordinates dissemination by MLA headquarters to Chapter Membership chairs annually.

Suggests membership topics to be discussed at the annual Chapter Sharing Roundtable discussions and serves as the facilitator.

2.12. Benchmarking Network Editorial Board Liaison

2.12.1 Appointment

The Benchmarking Network Editorial Board Liaison shall be appointed by the Chapter Council Chair from the Chapter Council Representatives and Alternates and shall serve a three-year term. At the end of his/her term on Chapter Council the Benchmarking Network Editorial Board Liaison shall remain as an ex-officio non-voting member of Chapter Council until the 3-year term on the Board has expired. The Liaison does not serve as a Representative or Alternate during this time, nor is the Liaison required to be re-elected to Council to complete the term of office on the Benchmarking Network Editorial Board. However, the Liaison should attend Chapter Council meetings and maintain a high level of communication with Chapter Council.

2.12.2 Duties

The Benchmarking Network Editorial Board Liaison will be one of 3 liaisons to a seven member Board. The Liaison will:

Assist Board members assigned to editing of the questionnaire and the data.

Participate in the analysis of outcomes and refinement of benchmarking products.

Take part in promotional activities.

Monitor the Benchmarking Network Editorial Board listserv and relay important issues to Chapter Council.

Maintain open communication with Benchmarking Chapter Enablers.

Regularly report to Chapter Council about Benchmarking Network Editorial Board activities, discussions and decisions. Relay statistical information concerning participation in Benchmarking. Submit a mid-year and annual report to Chapter Council.

2.13 Professional Recruitment and Retention Committee Liaison

2.13.1 Appointment

The Professional Recruitment and Retention Committee Liaison shall be appointed by the Chapter Council Chair from the Chapter Council Representatives and Alternates and shall serve a three-year term. At the end of his/her term on Chapter Council the Professional Recruitment and Retention Committee Liaison shall remain as an ex-officio non-voting member of Chapter Council until the 3-year term on the Board has expired. The Liaison does not serve as a Representative or Alternate during this time, nor is the Liaison required to be re-elected to Council to complete the term of office on the Professional Recruitment and Retention Committee. However, the Liaison should attend Chapter Council and maintain a high level of communication with Chapter Council.

2.13.2: Duties

The Liaison will assist the Committee in carrying out its charge to coordinate throughout the MLA organization the implementation of the Plan to Recruit the 21^st Century Workforce of Health Information Professionals. This will be accomplished by:

Attracting promising candidates from diverse populations into health sciences librarianship.

Providing services through MLA to help retain those already in the field, e.g. outplacement services and advocating improved salaries.

Mentoring for career success.

Training in skills needed to attract and retain the best-qualified staff.

Seeking external funding for new recruitment and retention initiatives.

Developing and supporting initiatives to increase diversity in the workforce.

Determining whether a standing committee for recruitment and retention is desirable.

Working with partners identified in the “Plan to Recruit the 21^st Century Workforce of Health Information Professionals” and attend the Partner’s meeting in order to report back to the Ad Hoc Committee.

In addition the Liaison will:

Monitor the committee’s discussion list and relay important issues to Chapter Council.

Regularly report to Chapter Council about the activities, decisions and determinations made by the Ad Hoc Professional Recruitment and Retention Committee. Submit a written mid-year and annual report to Chapter Council.

ELECTED OFFICERS

3.1 Chair/Chair‑Elect

3.1.1 Election of Chair/Chair‑Elect

Members of the Chapter Council elect one member to serve as Chapter Council Chair for a term of three years. The Chair of the Chapter Council does not represent any particular chapter. If he/she has not completed his/her term when taking office, the alternate for the chapter then becomes the chapter representative and a new alternate is chosen to complete the unexpired portion of the term.

The Chapter Council elects a new Chair upon his/her resignation or expiration of term. The new Chair is chosen one year prior to the expiration of the term of the Chapter Council Chair and serves for the year as Chair‑Elect. All ongoing and outgoing Representatives, but not incoming Representatives, may be considered for the office of the Chair‑Elect.

The Chair-Elect takes office at the close of the Association meeting at which he/she is elected and assumes the duties of Chair at the close of the following year's Association meeting.

3.1.2 Duties of the Chapter Council Chair

Title: Chapter Council Chair

Role Definition: The Chapter Council Chair is the presiding member of the Chapter Council, which is defined in the bylaws, Article XII, Section 1 and is responsible for organizing and directing the Council's work. The Chair serves as an ex‑officio member of the Board of Directors and performs all duties expected of a Board Member. In addition, the Chair performs all other duties prescribed by the bylaws.

Qualifications: The Chair is elected by the voting members of the Chapter Council from among themselves including the outgoing, but excluding the incoming, voting members. The person elected shall serve a one‑year term as Chair‑Elect.

Responsibilities:

To Council:

1. Presides as Chair at all Council meetings.

2. Appoints Committees with the consent of Council and designates membership for all ad hoc committees.

3. In collaboration with the Council's Vice-Chair or Chair-Elect, establishes all Standing Committees of the Council.

4. Along with the Council's Executive Committee, determines the long range objectives based on the Association's Strategic Plan.

5. In collaboration with the Executive Committee, Chairs of the Council's Standing Committees, and Representatives, establishes the Council's annual objectives.

6. Directs the Council in formulating policies and programs which will further the Goals and Objectives of the Council based on the Association's Strategic Plan.

7. Submits Midwinter and Annual Reports to the Board of Directors describing the Council's activities, including the individual chapter reports.

8. Forwards recommendations from the chapters approved by the Council to the Board of Directors.

9. Develops the agenda for the Council meetings.

10. Serves as an ex-officio member of all Standing Council Committees.

11. Reports relevant actions taken by the Board of Directors to the Council as soon as possible after each Board Meeting.

12. Prepares an annual budget for Council Activities.

13. Orients the Council Chair-Elect in the conduct of the duties of the Council Chair.

14. Acts as chief spokesman for the Council.

To Chapters:

1. Receives and reviews chapter objectives.

2. In collaboration with Headquarters, makes sure that all chapters submit Midwinter and Annual reports.

3. Develops manual for Chapter Chairs and annually reviews and revises it, if necessary.

4. Assists in the planning of the orientation for Chapter Chair-Elect.

5. Serves as a resource and assists the Chapter Chair as requested.

To Board:

1. Performs all duties expected of a member of the Board of Directors as defined in the Board Member job description.

2. Serves as a Liaison to the Chapter Council.

3. Serves as the Board Liaison to the individual chapters.

4. Performs other duties as may be assigned by the President as prescribed by the bylaws.

Election Process and Terms of Office:

The Chair takes office at the close of the Annual Meeting after having served one year as Chair‑Elect and serves (unless resigns, becomes incapacitated or is removed) for three years.

Evaluation Process for Termination:

The Chair may be removed from office for just cause after due process. The Council, by an affirmative vote of two‑thirds of its members, recommends removal to the Board. The Board, by an affirmative vote of two‑thirds of its members, approves the removal.

3.1.3 Duties of Chair-Elect

Performs the duties of the Council Chair in the absence of the Chair.

Works closely with the Chair to learn the duties of Chair.

Assists the Council Chair in carrying out the business of the Association.

Updates and distributes the Chapter Council Procedures Manual.

Serves as compliance liaison to MLA Headquarters if and when compliance procedures are implemented again. The last MLA compliance was in the year 2000.

3.2 Vice-Chair

3.2.1 Election of Vice-Chair

In years when there is no Chair-Elect or currently serving Vice-Chair, a Vice-Chair shall be chosen from among those Representatives and Alternates having at least one year left to serve in their term.

The Vice-Chair will serve until his/her term as Council representative expires or until a Chair-Elect is chosen, whichever occurs first.

Should the Vice-Chair be performing the duties of Chair, that person will serve until the Chair resumes the duties, or until a new Chair-Elect is elected, even if this exceeds the Vice-Chair's term on the Chapter Council.

3.2.2 Duties of Vice-Chair

To perform the duties of Council Chair in the absence of the Chair.

To assist the Council Chair in carrying out the business of the Council, including but not limited to:

a. establishing the Council's annual objectives;

b. working closely with the Chair of the Council's Standing Committees as they formulate policies and programs which help carry out their annual objectives.

serving as an ex-officio member of all Standing Committees of the Council.

updating and distributing annually the Chapter Council Procedures Manual.

serving as compliance liaison to MLA Headquarters.

performing special assignments as requested.

4. COMMITTEE CHARGES AND RESPONSIBILITIES

4.1 Communications Committee

4.1.1 Charge

The committee consists of a minimum of three members, one of whom shall be designated chair and one of whom serves as the Chapter News column editor for the MLA News.

The committee shall develop, improve and promote mechanisms for communication between members of the council, between the council and chapters, between the Council and MLA members, and between the Council and the Section Council.

4.1.2 Duties

The committee shall facilitate chapter-to‑chapter exchange of information (e.g., publications, calendars, and electronic bulletin boards).

The committee shall develop guidelines for information gathering in chapters. (Appendix III, Guidelines for Information Requests to the Chapters of MLA).

The committee shall review resolutions, complaints, and problems originating in the chapter and present with recommendations to the council.

The committee shall assist the council chair in drafting resolutions, questions, etc., for presentation to the MLA Board, or appropriate MLA liaison or committee. (Appendix IV, MLA Motion Form)

The committee shall explore areas of common concern with the Section Council and suggest cooperative solutions.

4.1.3 Objectives (Specific and Ongoing)

1. Coordinate a chapter news column for each issue of the MLA News. See Section 2.7 Editor, MLA News, Chapter News Column

2. To develop and maintain guidelines and procedures for the MLA chapter column. (Appendix V, Editorial Guidelines, MLA News; Appendix V.A, Example, MLA News Column; Appendix V.B, Chapter News Column Schedule)

3. To provide a chapter table display at the MLA Annual Meeting which highlights the chapter activities and encourages MLA member participation in chapters. (Appendix VI, Chapter Council Display Table at MLA Annual Meeting)

4. To review chapter information in the MLA Directory, and provide a semiannual update of this information in the MLA News.

5. To provide an updated Chapter brochure for inclusion with MLA membership renewal. Members of the Communications Committee will ensure that brochure information is verified by the beginning of November each year. Updated brochures will be sent to Membership Services at MLA headquarters.

6. To provide, at the Annual Meeting, an orientation for incoming Chapter Council Representatives and Alternates.

4.2 Elections Committee

4.2.1 Charge

The committee consists of a minimum of three members, one of whom shall be designated chair.

The committee shall develop and implement procedures for conducting Council elections.

4.2.2 Duties

4.2.2.a MLA Nominating Committee

The committee shall prepare an election mailing of biographical data forms of candidates for the MLA Nominating Committee and an official ballot.

The committee shall distribute election materials to the Council prior to the Annual Meeting.

The committee shall count the votes recorded on the official ballot and announce the election results including the number of votes cast for each candidate.

The committee shall submit the names and biographical forms of successful candidates to the Chair of the MLA Nominating Committee.

The committee shall notify the Nominating Committee candidates of the election results

by mail.

The committee shall advise Representatives of deadlines for submission of names of MLA Nominating Committee candidates.

4.2.2.b Election of the Chapter Council Chair

A. Eligibility

All Chapter Council Representatives (including the outgoing voting members, but excluding the incoming voting members) are eligible for election as Chapter Council Chair.

B. Nominations

Prior to the year the election will be held, the Chapter Council Chair shall appoint an Ad Hoc Nominations Committee of three alternates, one serving as the chair of the committee or the Chapter Chair may ask the Elections Committee to serve as the Ad Hoc Nominations Committee. The Chapter Council Chair shall serve as an ex-officio member on either of the committees.

Candidates shall be nominated by the Ad Hoc Nominations Committee or the Elections Committee, as well as members of the council. The Ad Hoc Nominations Committee or the Election committee shall prepare and send by mail or e-mail a message concerning nominations to council members that includes a copy of the duties of the Chapter Council Chair (Section 3.1.2. of this Manual), Election Criteria (Appendix VIII.) and the Background Information Form (Appendix VIII.A) by March 1. The due date for nominations must be specified in the mailings.

Nominations must be accompanied by the biographical form, and any other appropriate documentation to support the eligibility of the nominee.

The committee shall screen all nominations and select two (2) candidates who have completed all documentation and who meet the following election criteria: at least five (5) of the demonstrated skills and abilities and four (4) of the demonstrated professional experiences (Appendix VIII).

The slate of candidates shall be mailed or e-mailed along with floor nomination procedures to council members requesting nominations from the floor by a specified date.

Two months prior to the Chapter Council meeting the Nominations Committee will accept nominations from any member of Chapter Council according to the following procedures:

Nominator submits written Nomination along with a written statement verifying candidate's compliance with election criteria specified above to select candidates.

Nominations must include a completed biographical form, and any other appropriate documentation to support the eligibility of the nominee.

Nominations can also be accepted from the floor.

The committee shall assure that the floor nominations meet all the election criteria and documentation requirements including soliciting information from references as specified in these procedures.

The committee shall submit the slate of candidates which includes qualified floor nominations to the Chair of the Elections Committee prior (preferably two months prior) to the Chapter Council annual meeting. The slate must be accompanied by the biographical form, and the floor nominator's statement of criteria compliance.

C. Elections

The Elections Committee shall mail the slate of candidates and all documentation received from the Nominations Committee for each candidate to all chapter council members prior (preferably one month prior) to the Chapter Council annual meeting.

The committee shall prepare a ballot for voting during the final session at the council's annual meeting.

D. Voting

Voting shall be by secret ballot.

Election shall be certified by a majority of those representatives or their alternates present at the time of the vote. No absentee or proxy votes will be accepted.

If the slate consists of two candidates, the following voting procedure shall be followed:

A majority of the votes cast (50% of the votes plus one) is needed to win on the first ballot.

If there is a tie, the Chapter Council Chair shall be given the ballot totals, and he or she will announce the winner, hence breaking the tie with his or her vote.

If the slate consists of more than two (2) candidates, the following voting procedure shall be followed:

1. A majority of the votes cast (50% of the votes plus one) is needed to win on the first ballot.

2. If a majority is not obtained on the first ballot, a second ballot with a run-off between the two candidates with the most votes is needed.

3. If the first ballot results with the second candidate position tied, then the second ballot or subsequent ballots will consist of the three candidates until a majority vote results.

E. Chair‑Elect

The person elected will serve as Chair‑Elect for one year prior to serving the three-year term of Chair.

Should the Chair's office become vacant prior to completion of term, the Chair‑Elect shall become Chair.

4.2.2.c Election of the Chapter Council Vice-Chair

A. Eligibility

All Chapter Council Representatives with at least one year left to serve in their terms are eligible for election as Chapter Council Vice-Chair. Alternates who have been elected by their chapter as incoming Chapter Council Representative and who have at least one year left to serve in their term as Alternate also are eligible.

B. Nominations

In the year the elections will be held, the Chapter Council Chair shall appoint an Ad Hoc Nominations Committee of three alternates, one serving as Chair of the Committee or ask the Elections Committee to serve as the Nominating Committee. The Chapter Council Chair shall serve as an ex‑officio member of the committee.

Candidates shall be nominated by the Ad Hoc Nominating Committee or the Elections Committee as well as members of the council. The committee shall prepare and mail or e-mail a message concerning nominations to council members that includes a copy of the duties of Vice‑Chair (Section 3.2.2 of this Manual), election criteria (Appendix VIII.B) and the background information form (Appendix VIII.A) by March 1. The due date for nominations must be specified in the mailing or e-mail.

Nominations must be accompanied by the biographical form; and any other appropriate documentation to support the eligibility of the nominee.

The committee shall screen all nominations and select two (2) candidates who have completed all documentation and who meet the following criteria: at least three (3) of the demonstrated skills and two (2) of the demonstrated professional experiences.

The slate of candidates shall be mailed or e-mailed along with floor nomination procedures to council members requesting nominations from the floor by a specified date.

Nominations will be accepted from the floor. Two months prior to the Chapter Council meeting the Nominations Committee will accept nominations from any member of Chapter Council according to the following procedures:

1. Nominator submits written nomination along with a written statement verifying candidate's compliance with election criteria specified above to select candidates.

2. Nominations must include a completed biographical form and any other appropriate documentation to support the eligibility of the nominee.

The Elections Committee or the Ad Hoc Nominations Committee shall assure that the floor nominations meet all the election criteria and documentation requirements as specified in these procedures.

The Elections Committee or the Ad Hoc Nominations Committee shall submit the slate of candidates which includes qualified floor nominations to the Chair of the Elections Committee prior (preferably 6 weeks prior) to the Chapter Council annual meeting. The slate must be accompanied by the biographical form, and the floor nominator's statement of criteria compliance.

C. Elections

The Elections Committee shall mail or e-mail the slate of candidates and all documentation received from its own members or the Ad Hoc Nominations Committee for each candidate to all council members prior (preferably one month prior) to the Chapter Council annual meeting.

The committee shall prepare a ballot for voting during the final session at the council's annual meeting.

Candidates running for vice-chair of Chapter Council are asked to talk a bit about themselves on the day of the election. They select one of the questions listed below to answer before the Chapter Council annual meeting prior to the distribution of ballots.

1. Describe a creative endeavor you can take credit for that impacted on the efficiency or effectiveness of a department or organization for which you have worked.

2. Describe a problem situation where you had to seek out information on the impact of a change in one area upon the entire organization, define key issues, and decide on which steps to take to get the desired results.

3. Give an example of a time when you had to go above and beyond the call of duty in order to get a job done. What did you do? Why did you put forth that extra effort?

D. Voting

Voting shall be done by secret ballot.

Election shall be certified by a majority of those representatives or their alternates present at the time of the vote. No absentee or proxy votes will be accepted.

If the slate consists of two candidates, the following voting procedure shall be followed:

1. A majority of the votes cast (50% of the votes plus one) is needed to win on the first ballot.

If there is a tie, the Chapter Council Chair shall be given the ballot totals, and he or she will announce the winner, hence breaking the tie with his or her vote.

If the slate consists of more than two (2) candidates, the following voting procedure shall be followed:

1. A majority of the votes cast (50% of the votes plus one) is needed to win on the first ballot.

2. If a majority is not obtained on the first ballot, a second ballot with a run‑off between the two candidates with the most votes is needed

3. If the first ballot results with the second candidate position tied, then the second ballot or subsequent ballots will consist of the three candidates until a majority vote results.

4.3 Chapter Council Presents Sharing Roundtables Committee

Procedures, committee members, and other information is located in the Chapter council Presents Sharing Roundtables Committee wiki: http://ccroundtables.pbwiki.com/FrontPage

4.4 Majors/MLA Chapter Project of the Year Award Jury

4.4.1 Charge

The Jury consists of five members, one of whom shall be designated chair. The chair shall be a returning member of the jury. Chapter Council Chair submits names of five Council members (including the prospective chair) to the MLA President-Elect by the deadline for MLA Committee appointments. The named Council members must complete and submit the committee application form on MLANET by the deadline. The president-elect in consultation with the MLA Awards Committee Chair (the jury falls under this committee) selects three for the jury.

The jury shall carefully review and evaluate the projects submitted by chapters for the award and once completed, notify the Chair of the Awards Committee of its recommendation.

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