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.

5. 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, or email the materials, for the purpose of securing an orderly transfer and continuity of committee responsibilities from the out-going chair to the incoming chair. Committees may also establish wikis or other types of workspaces to accomplish this.

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, 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.

2.6.2 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.

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 a 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 spokesperson 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 Board from 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.

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

d. updating and distributing annually the Chapter Council Procedures Manual.

e. serving as compliance liaison to MLA Headquarters.

f. 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 that 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

4.3.1 Charge

The Committee consists of a minimum of five members, at least two of whom shall be designated Co-Chairs.

The Committee shall plan, promote, and organize an "event" at the Annual Meeting that initiates and facilitates communication and sharing among the chapters of MLA and between Chapter Council members and members or officers of MLA. The purpose of the event is to foster information exchange on chapter-related topics, as well as on subjects of general professional concern.

4.3.2 Duties

The Co-Chairs develop a Planning Grid based on the MLA Strategic Plan and also a Timeline, showing work assignments and due dates for the Committee. Work assignments include publicity, food and registration communication with MLA’s meeting planner, recruitment of Facilitators and Recorders, review and revision of forms, table signs, compilation and analysis of reports and participant evaluations.

Based on the Committee's recommendation to continue the event, the Council Chair contacts the National Program Committee to schedule the event at an appropriate time during the Annual Meeting. The Council Chair notifies the Sharing Roundtables Committee Co-Chairs of the dates at least 1 year in advance of the Annual Meeting.

The Committee shall work with MLA Headquarters and the annual meeting planner to coordinate meal arrangements and to promote the event in the Preliminary Program. For planning purposes, the Committee shall also obtain registration names and numbers from MLA headquarters approximately 1-2 months prior to the event, along with subsequent updates to be received periodically until MLA staff leave for the Annual Meeting.

The Committee shall review reports and evaluations from previous events to determine if event planning needs revision, including but not limited to, format, time, name, discussion topics and potential participants.

The Committee shall promote the upcoming event in the MLA News, MEDLIB-L and in chapter newsletters

The Committee shall recruit one facilitator (to direct table discussions) and one recorder (to record table discussion) for each table organized for the event. Chapter Council members should be asked to commit to participate as facilitators or recorders.

After the Roundtable Event, the Co-Chairs shall provide documentation of AHIP credit (1 point) to each Facilitator (turning in their table’s attendance roster and evaluations of participants), and Recorder, (submitting the report of their table’s discussion).

The Co-Chairs shall submit a summary of the Annual Roundtable Event to the Chapter Council Chair, based on the participant evaluations and table reports. Table summaries are also posted on the Chapter Council page of the MLANET website. The Committee shall also distribute reports of completed Roundtable discussions to appropriate MLA units and members and publicize these reports in MLA News.

The Committee shall continually develop and implement new mechanisms for inviting participants, monitoring registrations, recruiting facilitators and recorders as needed, and evaluating the event. The Committee shall annually review and revise Facilitator and Recorder Instructions, Final Report Form, Attendance Sheets, and Next Year Interest forms.

The Committee Co-Chairs, as many committee members as possible, and as many chapter council representatives and alternates as possible shall attend the event during the Annual Meeting to welcome attendees.

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.

4.4.2 Duties

The jury shall publicize the award and solicit nominations from the chapters. In addition, the jury shall assist the MLA Awards Committee and MLA in publicizing the award. Upon receipt of nominations, the jury shall review and evaluate projects against jury criteria. The jury’s recommendation is forwarded to the Chair of the Awards Committee who in turn shall review the recommendation and forward it to the MLA Board for approval. Recipients of the Chapter Project of the Year Award will be announced at the Annual Meeting Awards Luncheon.

4.5 CE Issues Committee

4.5.1 Charge

The Committee consists of a minimum of three members, one of whom shall be the designated chair. The chair of the CE Issues Committee is generally the Chapter Council CEC Liaison.

The term of office for the Chapter Council Liaison to the MLA Continuing Education Committee is three years, since the MLA CE Committee appointment is three years.

The year before the Chapter Council Liaison completes the three-year term, one of the CE Issues Committee members is chosen as the Incoming Chapter Council Liaison to the MLA CE Committee so that he/she will have the opportunity of working closely with the CE Liaison to learn the responsibilities.

The Committee shall develop, improve and promote mechanisms for communications and sharing between the members of Chapter Council, the chapter CE chairs and the MLA Continuing Education Committee.

4.5.2 Duties

The Committee shall facilitate and promote exchange of information (e.g. newsletter, Chapter CE Chairs Membership Directory, lists of CE courses, listserv, etc.) between members of Chapter Council, the chapter CE chairs and the MLA Continuing Education Committee.

The Committee shall coordinate the distribution and mailing from MLA Headquarters of the MLA CE materials packet to chapter CE chairs.

The Committee shall assist chapters in promoting the recruitment of CE instructors, the submission of course proposals, and the collection of new ideas for CE opportunities.

The Committee shall submit CE issues for discussion by Council to Council Chair and maintain communication with the Chair of Chapter Council on relations and responsibilities of the Chapter Council CEC Liaison.

The Committee shall convene a meeting of chapter CE chairs at the MLA Annual Meeting and shall coordinate this meeting with the MLA Headquarters Professional Development Coordinator.

The Committee shall assist the Chapter Council Liaison to the CE Committee with the publication of the Chapter CE Chairs Directory, the List of Chapter Sponsored CE Courses, and the Continuing Education Issues Newsletter.

The Committee shall promote life-long learning.

4.6 Chapter Council Web Committee

4.6.1 Charge

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

The committee shall develop, maintain, and evaluate the Chapter Council web site.

4.6.2 Duties

The Committee shall be responsible for all aspects of MLANET’s Chapter Council web site.

The Committee shall maintain and update the Chapter Council web pages.

The Committee shall periodically evaluate the web site, including soliciting input from Chapter Council and MLA members with regard to its usefulness and usability, and make appropriate revisions.

The Committee shall assist Chapter Council committees in making information for MLA members available on the Chapter Council web site. The Committee shall also 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 to update the content of the site.

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

5. COUNCIL DIRECTORY

5.1 Representative and Alternate Directory Information

The Chapter Council Directory is updated annually by the Chapter Council Secretary. Representatives and Alternates are responsible for submitting information for the directory via email. (Appendix IX)

5.2 Compilation and Distribution

The compilation of the Directory shall be the responsibility of the Secretary. The Directory will be distributed by the Chapter Council Chair in a regular mailing to all Council Representatives and Alternates, and the MLA Board of Directors. A copy will also be given to the home page committee to be put on Chapter council’s web page

The directory entry shall include the following elements:

Name of Representative

AHIP designation

Position Title

Chapter or Office

Term of Election

Mailing Address

Other Address

Business phone

Fax number

E-mail

5.3 Current Directory

The current MLA Chapter Council Directory appears in Appendix XVIII and online at http://www.chaptercouncil.mlanet.org/about/directory.html.

6 REPORTS

6.1 Minutes of Meetings

The official minutes of the Council meetings are recorded by the Secretary and distributed to the Council.

6.2 Midyear and Annual Reports to MLA

The midyear report is required by Headquarters in advance of the January Board meeting. The annual report is usually due in March or April and will be posted on MLANET before the MLA annual meeting. The Council Chair prepares these reports, incorporating reports submitted by committee chairs and liaisons to MLA committees.

Council schedules for report submission appear in Appendix XVII.

6.3 Chapter Reports

In addition to a midyear report to the MLA Board, Chapter chairs are required to submit an annual report of activities and programs conducted to MLA Headquarters in March or April.

A copy of the report is also submitted to the Council Chair and distributed to the Council.

6.4 Chapter Representatives' Reports

Chapter Council members must include their reports in their chapter’s report, in advance of the report deadlines of MLA Headquarters.

Reports should conform to the Guidelines for Preparation of Annual Report (see Appendix X).

The Chair will advise Representatives of deadlines (see Appendix XVII for current deadlines).

6.5 Council Committee Reports

Chairs of Council Committees should submit separate reports on committee activities in advance of the January Board meeting and the annual report deadline.

Reports should conform to Guidelines for Preparation of Annual Report (see Appendix X).

Council schedules for report submission appear in Appendix XVII.

7. MEETINGS

7.1 Scheduling

Requests for meeting time and space are made to the Annual Meeting Program Committee.

7.2 Agenda

The Chair should prepare an agenda in consultation with committee chairs and all Representatives.

Items to include are: approval of minutes, old business, e.g., committee and Chair's reports, announcements; new business, e.g., chapter motions, resolutions, etc.

The agenda should be distributed to the Council in advance of the annual meeting.

7.3 Procedures

Council meetings shall be conducted according to rules in the current edition of Robert’s Rules of Order, Newly Revised.

The MLA Parliamentarian may be consulted for clarification of procedural matters and on special rules adopted by the Association.

8. CANDIDATES FOR MLA NOMINATING COMMITTEE

8.1 Chapters' Selection of Candidates

Each chapter may submit the name of one Regular Member or Fellow of the Association, chosen in accordance with MLA bylaws, Art. V, Sec. 1-2, and Chapter bylaws, as a potential candidate for membership on the MLA Nominating Committee. Candidates having served on the Nominating Committee during the past five (5) years are ineligible. Members of the Nominating Committee for the past 5 years are listed in the MLA Directory. No person shall consent to be a candidate for membership on the Nominating Committee and also be a candidate for elective office of the Association or vice versa.

Representatives should facilitate this selection by advising their chapters of the timetable for submission established by the Elections Committee to insure timely receipt of all candidate names. Representatives should also advise their chapters that they may wish to consider candidates who have established national reputations. These are the candidates who are most likely to be elected by the MLA membership to serve on the Nominating Committee.

Representatives should remind chapters that participation in the selection is restricted to voting members of the Association.

After Representatives submit the name of the candidates, the Nominating Committee obtains a completed biographical form and statement of willingness to serve from the potential candidate, and submit these with the names to the Elections Committee.

8.2 Forms

Names, biographical forms, and statement of willingness to serve must be submitted in advance of the Annual Meeting according to the timetable established by the Elections Committee. Sample biographical form appears in Appendix XII. The Elections Committee will contact MLA Headquarters to obtain copies of the most recent revision of the biographical election information form.

8.3 Council Selection

The Council will vote, by secret ballot, on the names submitted by the chapters electronically or at the Annual Meeting. The six candidates receiving the highest number of votes will be the Chapter Council nominees.

8.4 Reporting Results

The Elections Committee will submit names and biographical forms of the nominees to the Chair of the MLA Nominating Committee and notify candidates of the results by mail. These six candidates are then included, along with six candidates selected by Section Council and six candidates selected by the Board of Directors, on the MLA election ballot. From the eighteen potential candidates, nine are elected, by the MLA membership, to serve on the MLA Nominating Committee.

9. BUDGET

9.1 Submission to MLA

The Chair will prepare a budget request for operating expenses in consultation with committee chairs.

Operating expenses cover telephone, postage, copying, etc. It is expected that parent institutions will absorb some of these costs; therefore documentation is required for expenses exceeding $50.

Since the Association's year and the fiscal year do not coincide, the Chair must budget for the last 6 months of his/her term and the first 6 months of his/her successor.

The budget request must be filed with the Executive Director of MLA who will advise of filing deadlines. In the past, requests have been due in July.

9.2 Expenditures

MLA will reimburse only those expenditures approved in the budget.

Bills must be retained for submission with reimbursement claims.

9.3 Forms

Samples for the following appear in Appendix XIV, Budget Requests, and accompanying documentation for request over $50.

Appendix V

CHAPTER NEWS COLUMN, MLA NEWS

EDITORIAL GUIDELINES

1. OBJECTIVE

The purpose of the Chapter News column is to provide timely and informative news to the MLA membership about the activities of the fourteen regional chapters and the chapter council. The column appears in every issue of the MLA News (10 issues a year). Effective 1995, the column editor is selected by the MLA News editor. Chapter Council Chair solicits one or more candidates from Council to submit to the Editor and a call for volunteers from the MLA membership at large is issued by the Editor. It is imperative that Council have an outstanding candidate to submit because of the importance of having a Council member as the column editor.

2. CONTENT

The column addresses a variety of topics consistent with the objective described above. Columns typically describe or report on activities, issues, accomplishments, projects, special programs, etc. Ideas for column topics are solicited from and discussed with the chapter council and chair. A list of proposed topics and the issues in which they will appear is compiled for the year's ten columns.

The following columns appear annually (with approximate dates):

Chapter Council Presents Sharing Roundtables October

Chapter Annual Meeting Highlights September

Chapter Council Annual Meeting Highlights June/July or August

Chapter Sharing Roundtables Invitation February

CEC Liaison Report March

The following are suggested column topics:

Chapter Profiles

Chapter Publications

Chapter Strategic Planning

Projects of Chapter Council, Council Members, and/or Chapters

3. FORMAT AND STYLE

The standard length of the column is approximately 400 words, unless the article is of major significance. The column editor retains the flexibility of editing guest columns for both length and clarity; the column editor also advises the MLA News editor on items of priority should space be limited in a particular issue.

Articles should be clear, concise and answer the questions "what, where, when, who, and why."

Avoid jargon and excessive use of acronyms or abbreviations. Sentences should be short and not incorporate multiple points or topics. Avoid excessive, uninteresting detail and redundancies.

Diplomacy and sensitivity to regional differences are essential. Material should appeal to the membership-at-large and be both interesting and informative.

4. DEADLINES

The column editor works closely with the MLA News editor in establishing deadline dates for submitting copy. The column editor develops a schedule for the year's ten issues and is responsible for strictly adhering to the schedule. Currently, the deadline for Chapter Council members to submit articles to the Column Editor is the 21st of each month. There is a two month lead time from submission to publication. The column editor is responsible for obtaining guest columns in a timely manner to meet the master schedule. If copy is late, the MLA News editor must be notified of this fact as soon as possible. However, late or skipped columns should occur only as a result of unavoidable circumstances. See Appendix V.B for. Chapter News Column Schedule.

COORDINATION

a. MLA News Editor

Close communication and coordination with the MLA News editor is imperative. The MLA News editor should be provided with the Chapter News column schedule and list of column topics. If there are changes, the editor should be informed. The editor should always be notified if the column will be late. The column editor should provide the MLA News editor with suggestions about column copy to edit, cut, or hold until the next issue if space is limited. The MLA News editor retains the right to edit the column for clarity or brevity. Quick communication is facilitated by using the telephone, fax or email for consulting or transmitting the column.

b. Guest Editors

A guest editor works under the direction of the column editor who provides guidance on column content, format, and style. The guest column is submitted to the column editor for final review and editing. Sufficient lead time is planned for submitting the column to MLA News editor on schedule.

c. Chapter Council Chair

Close communication and coordination with the Chair of Chapter Council is important for planning column topics and writing column copy. The chair should be regularly consulted and informed about column copy. Copies of the column should be mailed, faxed or emailed to the chair at the time they are submitted to the MLA News.

d. Chapter Annual Meetings

1. Calendar

The Chapter Annual Meeting Calendar column is prepared by contacting the chapter representatives and requesting the dates and locations of their annual meeting.

2. Highlights

The Chapter Annual Meeting Highlights columns are prepared by the Chapter Council Representatives.

Appendix V.A Chapter News Column Examples

Appendix V.B

CHAPTER NEWS COLUMN SCHEDULE

Appendix V.B

SAMPLE CHAPTER NEWS COLUMN SCHEDULE

MLA News Chapter Column Calendar for 2006-2007

Issue	Title	Author(s)

April 2006	Fundraising the eBay Way	Sara Pimental
May 2006	Southern Chapter and Mid-Atlantic Chapter to Meet Jointly in Atlanta; and Two MLA Chapters to Receive Leadership Education Challenge Grant	Priscilla Stephenson & Melanie Norton; Laurie L. Thompson
June/July 2006	None
August 2006	Chapters Gather for Fall Meetings, part 1	Teresa L. Knott
September 2006	Chapters Gather for Fall Meetings, part 2	Teresa L. Knott
October 2006	Chapter Council Update	Jane Bridges
November/December 2006	Chapter Notables Spawn Awards	Jane Bridges
January 2007	Chapters Recognize Excellence	Jane Bridges
February 2007	Southern Chapter Establishes T. Mark Hodges Outstanding Service Award	Carol Burns
March 2007	Chapter Council Presents Sharing Roundtables	Marie Reidelbach & Melanie Cedrone
April 2007	Chapter and Section Councils Celebrate Anniversaries	Tovah Reis et al.

Appendix VI

CHAPTER COUNCIL DISPLAY TABLE AT MLA ANNUAL MEETINGS

PROCEDURES

The Chapter Council display table provides the opportunity to highlight chapter activities, give meeting attendees a place to make contact with their chapter and make the Council's role in MLA more apparent to the membership. In order to successfully offer a display table it is necessary for the Chapter Council to work closely with MLA Headquarters. The key person from the Council's perspective is the MLA Headquarters’ Conference Coordinator.

Chapter Council Representative Responsibilities

1. The Representative shall respond to call for display volunteers or notify the Communications Committee of who will respond on behalf of the chapter.

2. The Representative shall keep chapter informed on the history and purpose of the Council Display Table and keep Communications Committee informed on changes for the Display suggested by the chapter.

Chapter Council Communications Committee Responsibilities

1. The Committee's agent should contact the corresponding party for the Section Council Display Table to coordinate efforts as appropriate. Areas for coordination might include sharing staffing schedules, coordinating staffing times, and coordinating publicity about the Displays.

2. The Chapter Council Communications Committee shall make available a brief history and purpose of the Council Display.

3. The Communications Committee will distribute a Display staffing schedule and solicitation for volunteers first to Committee members and then to all Chapter Representatives at least two months prior to the meeting.

4. The Communications Committee will request from all Chapter representatives the size of wall pocket required to display their Chapter brochure in the Council Display at least two months prior to the meeting.

7. A master schedule of coverage should be maintained at the Display, along with a sheet for recording comments, suggestions and observations as the meeting progresses.

8. Scheduling of coverage for Display shall be as follows:

a. Coverage should not conflict with any of the plenary/major sessions of the

Annual Meeting.

b. Coverage should begin Sunday morning and continue until the opening session.

Coverage should be maintained during exhibit times and during lunch hours.

Coverage should be concentrated during the early days of the meeting, and less during later days.

c. Individuals should be assigned - blocks of time, with two individuals scheduled whenever possible.

d. Staff will be expected to set up and dismantle the Display, as necessary; to answer questions; to offer hand‑outs and safe‑guard "display only" material; offer feedback to the Communications Committee as to the effectiveness of the display.

9. The Communications Committee shall report to the Chapter Council on the effectiveness of the display.

MLA Headquarters Responsibilities

1. The Conference Coordinator shall be the primary contact for the Committee's agent, unless otherwise instructed.

2. By November of each year, the Committee's agent shall notify the Conference Coordinator of the Council's intent to have a display at the annual meeting.

3. The Conference Coordinator shall secure space, tables, and chairs for the display. Selection of space should be based upon availability in high traffic areas. Spaces near registration for the conference, the MLA booth, or exhibit hall are considered as high traffic areas. There should be 2 chairs for those staffing the Display. The Coordinator shall notify the Committee's agent of the assigned space 2 months prior to the conference.

4. The Conference Coordinator shall ensure that the Display shall be available from the opening of the meeting, usually Sunday, through Wednesday of the meeting. The hours of the Display shall coincide with those of the exhibit hall if space is assigned in that area or during exhibit, lunch, and other "multiple" event times. However, the hours should not coincide with major or plenary sessions of the meeting.

5. MLA Headquarters maintains the signage for the Chapter Council Display. The Conference Coordinator shall arrange for the sign to be hung at the beginning of the meeting and shall ensure its removal following the conference.

6. The Conference Coordinator shall arrange with the convention site for receipt of materials mailed by Chapters for the Display. The Coordinator shall instruct the committee's agent on the proper mailing address to be used one month prior to the convention.

7. The Conference Coordinator shall instruct the Committee's agent on the arrangements for storing materials overnight during the conference, if required.

8. The Conference Coordinator and the Committee's agent should meet at the beginning of the conference to confirm any last minute details and to establish how the Coordinator (or back‑up conference staff member) can be reached during the conference if any problems arise.

App. V I - 3

class=Section8>

Appendix VII

CHAPTER COUNCIL LIAISONS TO MLA COMMITTEES

Appendix VII.A.

MLA CONTINUING EDUCATION COMMITTEE CHAPTER COUNCIL LIAISON

Membership Criteria

The Chapter Council Liaison to the CE Committee shall be selected on the basis of achieving a balance of the following criteria:

I. ADULT EDUCATION EXPERIENCE

A. Teaching or developing a MLA CE course

B. Teaching or developing a CE course on a local, chapter, regional or national level

C. Formal teaching in general educational programs or specifically in library and information science

D. Administering adult educational programs especially at the chapter, regional, or state association level including planning, budgeting and evaluation

E. Previous attendance at a MLA CE course or chapter, regional, state association or local sponsored/developed CE course

II. PROFESSIONAL EXPERIENCE

A. Work in a health sciences library and/or demonstrated expertise in areas represented within the MLA CE curriculum

B. Previous participation as an officer or committee chair of a chapter

C. Active participation in CE activities at the chapter, regional or state association level

D. Demonstration of commitment and expertise involving communication skills, interpersonal skills and teamwork

III. REPRESENTATIVE MIX OF THE NATIONAL MLA MEMBERSHIP

A. Institutional setting

B. Geographic location

NOTE: The Liaison is expected to devote considerable time each month to committee work. Attendance at meetings at the MLA annual meeting and at midwinter meetings, if called, is mandatory.

Appendix VII.B

MLA Credentialing Committee

Chapter Council Liaison

Membership Criteria

The Chapter Council Liaison to the Credentialing Committee shall be selected on the basis of achieving a balance of the following criteria:

Should be a member of the Academy of Health Professionals, at least the Senior level.

Should work in a health sciences library and/or demonstrated expertise in areas represented within the Academy’s Essential Areas of Knowledge.

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

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

Appendix VII.C

MLA Membership Committee

Chapter Council Liaison

Membership Criteria

The Chapter Council Liaison to the Membership Committee shall be selected on the basis of achieving a balance of the following criteria:

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

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

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

Appendix VII.D

MLA MLANET EDITORIAL BOARD CHAPTER COUNCIL LIAISON

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.

Appendix VII.E

MLA BENCHMARKING NETWORK EDITORIAL BOARD LIAISON

Membership Criteria

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

Must have some prior experience with the Benchmarking Network either through the submission of data from his/her institution for inclusion, involvement with the initial planning and promotion of the Network, or work as a Benchmarking enabler for the Chapter he/she represents.

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.

Should be able to attend MLA Annual Meetings in order to attend the MLA Benchmarking Network Editorial Board meetings.

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 MLA Benchmarking Network Editorial Board Chapter Council Liaison shall remain as an ex-officio voting member of Council until the term on the Benchmarking Network 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 MLA Benchmarking Network Editorial Board.

Appendix VII F

MLA PROFESSIONAL RECRUITMENT AND RETENTION COMMITTEE

The Chapter Council Liaison to the MLA Professional Recruitment and Retention Committee (a three-year appointment) shall be selected on the basis of achieving a balance of the following criteria:

Should be a strong advocate for the profession.

Should have previous experience and a strong interest in mentoring.

Should have prior experience in fund raising.

Should have demonstration of commitment and expertise involving communication skills, interpersonal skills and partnering and working collaboratively.

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

Should be able to attend the MLA Annual Meetings in order to attend the MLA Professional Recruitment and Retention Committee meeting.

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 MLA Professional Recruitment and Retention Committee Liaison shall remain as an ex-officio, non-voting member of Council until the term on the Committee has expired or the Committee has been disbanded. 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 Professional Recruitment and Retention Committee.

Appendix VIII

MEDICAL LIBRARY ASSOCIATION

CHAPTER COUNCIL

ELECTION CRITERIA FOR THE CHAIR

The Chapter Council Chair is the means by which chapters participate in the governance of MLA by serving as a voting member of the MLA Board of Directors. Duties and responsibilities of the Chapter Council Chair are specified in the position description. (See section 3.1.2 of this manual.) Candidates for election to this office shall be selected on the basis of the following criteria:

I. DEMONSTRATED SKILLS AND ABILITIES.

A. Effective leadership/delegation

B. Planning/good organization

C. Excellent communications/negotiations

D. Strong interpersonal relations

E. Fiscal management

F. Team work

G. Hardworking/endurance/on time

H. Adaptability/dedication

II. DEMONSTRATED PROFESSIONAL EXPERIENCE

A. Chapter officer/committee chair

B. Program planning/implementation

C. Participation in education/continuing education

D. Personnel development/management

E. Budgeting/fund development

F. Commitment to high performance standards

These criteria shall be supplemented by securing the criteria for MLA officers from the previous year MLA Nominating Committee chair as well as the previous year "Environmental Scan" for current issues with its required duties and responsibilities. In addition, the Elections Committee or the Ad Hoc Nominating Committee shall supplement, if necessary, the above criteria with additional criteria to reflect council's need.

Appendix VIII.A

MEDICAL LIBRARY ASSOCIATION

Background Information Form

Candidates for Chapter Council Chair or Vice-Chair

Please provide the information requested below in the form provided.

CURRENT POSITION: Include title, library, institution, city, state, years employed.

PREVIOUS POSITION: List most recent first; include title, library, institution, city, state, years employed; list last 20 years only.

MLA OFFICIAL ACTIVITIES: Begin with your most recent activities and use the following format: Membership Committee, Chair 1984, Member 1982‑83; Bylaws Committee, Member 1981.......

SECTION(S)

CHAPTER(S)

PROFESSIONAL ACTIVITIES: List most recent first; include only current membership in applicable societies: include consultancies, etc..., as appropriate.

PROFESSIONAL HONORS: Include graduate scholastic honors as well as professional recognition

EDUCATION degree university date of degree

PUBLICATIONS: List only major published works, print and non‑print, during the past seven years; use the citation style of the Journal of the Medical Library Association.

CONSENT TO SERVE: Submission of my completed application indicates my consent to serve if elected as Vice Chair of the Chapter Council of the Medical Library Association (MLA Bylaws, Article XII, Section 3).

Signed

Date

Appendix VIII.B

MEDICAL LIBRARY ASSOCIATION

CHAPTER COUNCIL

ELECTION CRITERIA FOR THE VICE-CHAIR

Candidates for election to this office shall be selected on the basis of the following criteria:

I. Demonstrated Skills and Abilities

A. Effective leadership/delegation

B. Planning/good organization

C. Excellent communications/negotiations

D. Strong interpersonal skills

E. Function as a supportive team member

II. Demonstrated Professional Experience

A. Chapter officer/committee chair

B. Program planning/implementation

C. Participation in education/continuing education

D. Personnel development/management

E. Commitment to high performance standards

App. V III – B1

class=Section10>

Appendix IX

DIRECTORY DATA

MEDICAL LIBRARY ASSOCIATION

CHAPTER COUNCIL DIRECTORY LISTING

REPRESENTATIVES & ALTERNATES

NAME, TERM OF OFFICE:

POSITION TITLE:

MAILING ADDRESS:

BUSINESS PHONE:

FAX NUMBER:

E-MAIL ADDRESS:

App. IX – 1

Email information or changes to current Chapter Council Secretary
Appendix X

GUIDELINES FOR PREPARATION OF ANNUAL REPORT

Content of Report

1. Link significant activities and objectives achieved with MLA strategic plan and priorities in accordance with the Planning Grid in Appendix XVI. See Appendix X.A. for current plan and priorities. The first sentence should be the time period covered. Do not include MLA priorities for which there is no activity.

2. If a report contains a motion, the report should include the following background information; a) name of MLA entity which is required to take action; b) specific action to be taken; c) costs, if any, which will be incurred and proposed sources of funding; d) time frame for the action; e) any documentation which will facilitate the board's decision‑making process (statement of circumstances prompting the motion and/or past MLA action on the issue).

Format of Report

1. The exact spacing and indentations illustrated in the sample reports in Appendix XI should be used. The body of the report should be single spaced, with double spacing as shown. The first line of the report should be placed 8 lines down from the top of the paper.

3. Right and left margins should be set 15 spaces in from the right and left edges of the paper.

4. After the body of the report, there should be two spaces. The word MOTION should then be centered and typed in caps.

5. If the report has a motion, the first line of the motion should be typed two spaces below the word MOTION. The first line of the motion should be indented five spaces; the first word of the motion should be MOVED (in caps) followed by a comma.

Example:

MOVED, that the bibliography ...

6. If the report has no motion and is informational only, the first line of the information statement should be placed two spaces below the word MOTION. The first line of the informational statement should be indented five spaces.

Example:

This report is informational and requires no action by the Board of Directors.

App. X – 1

Appendix X.A.

MLA’S STRATEGIC PLAN

MLA's Vision
The Medical Library Association (MLA) believes that quality information is essential for improved health. To that end, MLA aspires to be the association of the most visible, valued, and trusted health information experts, fostering excellence in the professional achievement and leadership of health sciences library and information professionals to enhance the quality of healthcare, education and research throughout the world.

MLA's Core Values
On behalf of the profession, MLA will:

improve the knowledge and skills of health information professionals

advocate new directions and roles for the profession that respond to needs in society

advance health information research and evidence-based practice

uphold and promote the Code of Ethics for Health Sciences Librarians

On behalf of society, MLA will:

advance the role of health information professionals in providing the best health information to all who work in healthcare, health education and research

promote the use of scientific evidence in making healthcare decisions

improve the public's awareness and use of quality health information

promote a sense of community and collaboration with similar organizations to ensure that the best health information is available to all

MLA Goals and Objectives

1) Recruitment, Membership, and Leadership in the Profession

MLA will recruit and retain talented individuals from diverse backgrounds to become health information professionals, serve them through the association, and foster their leadership roles in the association and the profession. The Association will:

a. aggressively promote health sciences librarianship and other health information careers to individuals from diverse backgrounds, including members of related health and information professions, high school and college students, and others;
b. promote exploration of new health information professional roles, knowledge and skills to better serve society;
c. promote mentorship and leadership opportunities to support the development and flourishing of 21st century health information professionals.

2) Life Long Learning

MLA will be the leading education provider and facilitator for life long learning opportunities in health information and knowledge management. The Association will:

App. X – A1

a. extend the range of education programs available for health sciences librarians and other providers of health information;
b. expand the market for its education programs to include other librarians, students, health professionals, and the public to promote access and use of quality health information;
c. enhance its health information education programs' content and delivery methods to meet the needs of expanded audiences wherever they are;
d. offer credentialing programs that recognize special expertise to promote the value of life long learning;
e. seek partnerships with other organizations and institutions such as graduate schools of library and information science to encourage the provision of education opportunities for health information professionals.

3) Advocacy

MLA will demonstrate to the healthcare, education, and research communities and the public the value of quality health information to society and the role that health information professionals play in producing and managing that information. The Association will:

a. be a leading advocate for professional concerns of health information experts in our society;
b. aggressively promote and communicate the value of health sciences librarians and information professionals to society, especially to those in the healthcare setting;
c. help its members advocate on their own behalf their value to their institutions;
d. serve as a leading advocate for unrestricted, affordable, and permanent access for all to quality health information and scientific communication that improves health.

4) Creating and Communicating our Knowledge

MLA will develop and manage a knowledge base of health information research and practice to demonstrate the value of health information for improved health, improve professional practice, and support life long learning. The provision of quality health information will be linked to improved healthcare and advances in biomedical research. The Association will:

a. promote and support health information research and evidence-based librarianship;
b. support the collection and use of data for assessment and quality improvement for health sciences libraries and information services, and for promoting the value of health information expertise;
c. use, and support members' use of, advanced information technologies to manage and disseminate health information.

5. Building a Network of Partners

MLA will actively serve every person working in health care and provide health information to the public through a global network of members and partners who share expertise and resources. The Association will:

a. seek local, regional, national and international partnerships with others who share its values and goals on information access including outreach to underserved communities;
b. support the information needs of individuals engaged in providing health information services to the public;
c. work to develop international connections that support access to quality information for improved health for all.

App. X – A2

Appendix X.B.

Reflect and Connect: Building Our Community

Presidential Priorities for 2009/10

Connie Schardt, AHIP, President-elect, MLA

To paraphrase Dickens, it is the best of times, although it may seem like the worst of times. It is the age of wisdom, although sometimes it may seem like the age of foolishness. As we watch the demographics of our association shift, the economy falter, and technology expand the options for others to do our business, we must calmly reflect on what we need to do in order to strengthen our community, keep us connected, and energize us as an association and as a profession. The MLA Board has targeted the following three areas for the coming year.

Emerging Leadership of the Association

The elephant in the room is the shifting demographics of the association. Roughly 60% of our members are expected to retire over the next 5 years. It is time to prepare for the gradual transition to a leadership that reflects the demographic reality that is now confronting the association. It is time to focus our efforts on bringing librarians into positions of leadership early in their careers and engaging them in decisions that will affect the future of the association.

· Strategy: Develop an Emerging MLA Leaders Program for members that will help prepare them for leadership positions in the association at an earlier point in their careers. This will take a community effort, working together with the MLA Board, the Leadership and Management Section, and the New Members Special Interest Group. The approach should be timely and flexible and utilize a variety of strategies and technologies that can meet specific objectives.

Building Lifelong Learning and Competencies

The 2007 edition of Competencies for Lifelong Learning and Professional Success calls for MLA to continue “its leadership role in creating a vital and responsive professional development program and a dynamic set of coordinated education opportunities.” The document outlines the professional competencies needed by today’s health sciences librarians. However, many new library graduates do not have these competencies, and many experienced librarians who are new to health sciences may not have all of these competencies. (Consider, for example, that 46% of the respondents to the 2007 membership survey reported that their first professional position was not in a medical library.) MLA can take a leadership role in preparing these “new” librarians for the special competencies that are required for positions in health sciences libraries. This will help new graduates enhance their educational portfolios and help academic libraries provide training for new professional staff. This will also strengthen our community of educators and lifelong learners, making MLA a leader in preparing librarians for positions in health sciences libraries.

· Strategy: Develop a professional competencies curriculum that enhances and expands MLA’s extensive catalog of continuing education (CE) courses. The approach should be flexible enough to include a variety of educational platforms, including web-based; should consider the different issues related to hospital and academic environments; and should, whenever possible, use existing courses.

· Strategy: Assist headquarters in promoting the new association management system, which includes the capabilities of creating an e-portfolio for individual MLA members to keep track of points for the Academy of Health Information Professionals and professional development, creating personal passwords, and allowing members to update their own directory information.

Connecting Members to the Annual Meeting

The annual meeting is our premier opportunity to share new ideas and innovative projects, to conduct the business of the association, and to build our community of colleagues and mentors. Yet many members do not or cannot attend the annual meeting. The 2007 membership survey showed that 48% of the respondents had either attended only 1 annual meeting or none at all during the previous 5 years. That percentage will surely increase as the economy affects institutional support for travel.

· Strategy: Develop ways to engage all members, wherever they are, in the annual meeting while balancing the need to generate significant revenue for association operating costs. Building on the work of the Task Force on Social Networking Software, develop ways to incorporate webcasting, blogs, Facebook, microblogs, Second Life, and other Web 2.0 technologies into the annual meeting so that our entire community has the opportunity to share, learn, and network.

Connecting Committees, Task Forces, and Sections

Conducting the business of the association is ongoing and need not be limited to a single annual face-to-face meeting. While many committees, task forces, and sections are using wikis and blogs to post and share reports, newsletters, and documents, there is still a need to meet to discuss, interact, and plan. As travel costs become prohibitive, effective alternative methods of conducting meetings need to be considered.

· Strategy: Test the feasibility of using web-based video conferencing as an option to replace face-to-face meetings for MLA committees, task forces, and sections so that MLA business can easily be conducted throughout the year.

The association priorities for 2009/10 will help strengthen MLA and keep it working for us.

Appendix XI

GENERAL FORMAT FOR MIDYEAR AND ANNUAL REPORTS

First line: This report covers the period…

State goal and objective from the current Strategic Plan (found on MLANET) for which there are chapter or Council representative annual objectives (note MLA Annual Priorities with an asterisk (*). List relevant progress or accomplishments in achieving the appropriate goal/objective.

SAMPLE REPORT FORMAT:

Part I. MLA Strategic Plan

Goal 1: PROFESSIONAL DEVELOPMENT

*a. CE Opportunities

*b. Credentialing

Goal 2: ADVOCACY

*a. Promote the Profession

b. Works for improved compensation for health sciences library

and information professionals

c. Recognize members who make significant contributions to the

profession

d. Recruits qualified individuals from diverse backgrounds into

the profession

f. Develops and maintains relationships…relevant corporations

Goal 3: ORGANIZATION

Develops the leadership capabilities of its members

e. Communications

Goal 6: Information Technology

Uses information and electronic communication systems

b. MLANET

App. XI – 1

Appendix XI

SAMPLE ANNUAL REPORT

This report covers the period between ______ and _________

Medical Library Association

Annual Report

Chapter Council, 2008 – 2009

Goal 1: Recruitment, Membership and Leadership in the Profession

Outcomes:

The Communications Committee sets up a table at MLA annual meetings to communicate information about chapter membership. The committee will keep a log to help determine the effectiveness of the booth and use the information to further enhance the table.

The Liaison to the MLA Core Membership Committee participated in planning the year’s activities and communicating to Chapter Council about them.

All chapters will be supporting new members by donating tickets to the Chapter Council Presents Sharing Roundtables luncheon, either privately or through MLA. Approximately 30 tickets will be donated for the May 2009 event.

The Liaison to the MLA Core Membership Committee will speak at the New Member/First Time Attendee breakfast on behalf of Chapter Council in Hawaii.

The Roundtable Committee has organized the following leadership-related table topics for the May 2009 meeting: Building Partnerships; Future of Medical Libraries/Librarians; Issues in Chapter Leadership; and New and Emerging Roles for Medical Librarians.

The Liaison to the MLA Professional Recruitment and Retention Committee compiles a list of career fair opportunities and polls chapters for recruitment activities that occurred between June 2008 and June 2009. A resume clinic will be held at MLA ’09 in Hawaii. A focus session will be held at MLA ’09 in Hawaii during the New Members Special Interest Group meeting to discuss health sciences librarianship and gain new members’ insights on recruitment and retention issues.

The Elections Committee has organized an election for the MLA Nominating Committee candidates. Thirteen out of fourteen chapters selected a candidate to run for the MLA Nominating Committee. The Candidate Information statements were placed on the Chapter Council website, and the election was conducted online in April via the Survey Monkey website tools. The Election Committee recruited two current council representatives to run for the Chair-elect position. That election was also conducted online in April.

Goal 2: Life Long Learning

Outcomes:

The Liaison to the MLA Credentialing Committee will attend the Credentialing Committee meeting on Friday, May 16, 2008. The liaison updates the list of the Chapter Credentialing Liaisons.

AHIP points will be awarded to Roundtables facilitators and recorders for completing their responsibilities.

Goal 3: Advocacy

Outcomes:

The Web/Home Page Committee added a link to the Continuing Education Committee wiki from the Chapter Council Projects and Programs web page.

The Web/Home Page Committee is working on developing Chapter Council Members’ web pages for the directory.

Goal 4: Creating and Communicating our Knowledge

Outcomes:

A day-long meeting of Chapter Council will be held at the MLA annual meeting in Honolulu to allow Chapter Council members to interact with association leadership, exchange information and ideas, establish committees, and plan for the coming year.

Roundtable topic discussion summaries for 2009 are posted on the Chapter Council website.

A wiki has been developed to be used by current and future Roundtable Committees. The wiki contains procedures and forms for planning the roundtable event, and essential contact information to MLA.

The MLA CE Committee Liaison created a wiki, mlachpatercouncilce , which is linked into the Chapter Council web site. Members of the Chapter Council CE Committee have edited and added chapter CE offerings found on chapter web sites and created a list of chapter CE contacts. The chapter CE contacts have been added to the wiki and are updating the information on classes presented at their chapter meetings or events and their contact information.

The CE Committee Liaison is currently working with the MLA CE Committee to use the wiki for courses to be offered at the 2010 Annual MLA Meeting.

Mlachpatercouncilce is a closed wiki that should encourage CC CE Committee members, Chapter CE contacts, and MLA headquarters CE staff to use and support a wiki. Giving access to designated people offers a more private platform for learning wiki skills

The Chapter Council Web Committee has been updating the Chapter Council website information continuously throughout the year.

Chapter Council promotes its work through a series of columns in the MLA News. Column topics to date include the Chapter Council Roundtables event and chapter annual meetings.

The MLA/Majors Chapter Project of the Year Award jury has chosen a winner of the award for 2009. The award will be presented at the MLA meeting in _____ in May ____. Three chapter projects were nominated and the winning chapter was unanimously chosen.

The Benchmarking survey completion has been postponed due to numerous changes in the questionnaire, demographic reporting range from hospital libraries, and the addition of Canadian libraries.

The Liaison to the Social Networking Task Force continues to participate in the ongoing online discussions of the taskforce. The success of last year’s online CE offerings encouraged the Task Force to repeat the classes, using a different format with individual modules.

The Chapter Council liaison to the MLANET Editorial Board (MEB) attended a meeting of the MEB meeting at the Annual Meeting in Chicago in May 2008. He reported back to the MEB Chapter Council’s responses to questions about chapter participation on the MLANET website.

This report is informational and requires no action by the Board of Directors.

Respectfully submitted,

Name, date

Chapter Council Officers, Committees and Members, year

Officers

Chair:
Vice Chair:

Secretary:

MLA Liaisons

MLA Benchmarking Editorial Board CC Liaison:

MLA Continuing Education Committee CC Liaison:
MLA Core Membership Committee CC Liaison:
MLA Credentialing Committee CC Liaison:
MLA News Chapter Column Editor:
MLANET Editorial Board Liaison:
MLA Professional Recruitment and Retention Committee Liaison:

Committees

Chapter Council Presents Sharing Roundtables

Members’ names

Continuing Education Issues

Members’ names

Nominations/Elections

Members’ names

Communications

Members’ names

Web/Home Page

Members’ names

Majors/MLA Chapter Project Award Jury

Members’ names

CHAPTER:	REPRESENTATIVE:	ALTERNATE:

Appendix XII

Page 1

EXAMPLE –NOT FOR USE

Election Information Form

Candidates for MLA Nominating Committee

Name

CURRENT POSITION:

Title

Library

Institution

Address

City State Zip Code

Years of Employment

E-mail address

Consent to serve:

I am willing to serve on the 2009 MLA Nominating Committee, if elected, and understand that I must attend the 2009 Annual Meeting to do so. I have not served on the Nominating Committee as a voting member during the past five years, as stipulated in the Bylaws, nor am I an elected or candidate for an elected office. (Medical Library Association Bylaws, Article V, Section 2.D).

Signed Date

A form is attached for information on your MLA official activities. List most recent activities first. Please print or type.

Nominating Committee

Name:

MLA Official Activities:

National:

List offices, committee memberships held within last 15 years, most recent positions first. Include the following information for each activity: office/committee name, position, term.

Section: Same as above plus current section affiliations, first year of membership

Chapter: Same as above plus current chapter affiliations, first year of membership

App. XII – 2

class=Section11>

Appendix XIII

MLA ARCHIVES GUIDELINES

INTEROFFICE MEMORANDUM: 9206-9108

MLA Archives Guidelines

June 26, 1992

POLICY

The Medical Library Association archives all substantive correspondence and documentation of all its organizational units including but not limited to MLA's chapters and sections on an ongoing basis.

PROCEDURES

1. The following information is retained for the archives:

Midwinter Reports (Note: The MLA Annual Report contains all chapter and section annual reports and headquarters sends these to the archives.)

Proceedings of chapter and section business meetings and programs.

Transcriptions of tapes (e.g., annual programs)

Committee information not found in the MLA Directory (e.g., rosters, minutes of meetings)

Bylaws

Procedure Manuals

Reports (final report only, not working documents)

Correspondence which relates to association policy and program development

Photographs

Newsletters

2. Each chapter and section designates an archivist to retain information to be archived.

3. Annually, at the end of the chapter and section year (i.e., sections - June; chapters -rotation of new officers), the archivist sends information to be archived to the:

Mary M. Langman, M.S.
Coordinator, Information Issues and Policy

MLA Headquarters

65 East Wacker Place Suite 1900

Chicago, IL 60601-7298

App. XIII – 1

4. Information to be archived should be organized by subject in individual manilla files that are clearly labeled with the section/chapter name, contents, and beginning and ending dates for the contents of information in the file.

5. When sending an archives shipment to MLA headquarters, archivists complete a MLA Record Transfer Form (attached). The form is included with the shipment and a copy maintained by the chapter/section archivist.

6. Questions regarding shipments to the archives or use of the archives should be addressed to:

Mary M. Langman, M.S.
Coordinator, Information Issues and Policy

MLA Headquarters

65 East Wacker Place, Suite 1900

Chicago, IL 60601-7298

Attention: MLA Archives

App. XIII – 1

MLA RECORD TRANSFER (To Archives)

________________________________________________________________________

CHAPTER/SECTION

This Section to be completed by HQ Record Coordinator

SENT BY

DATE SENT

Date Sent to Archives

________________________________________________________________________

FILE NUMBER	DESCRIPTION (SERIES, SUB-CLASSIFICATION)	FROM MO./YR.	TO MO./YR.

App. XIII – 3

class=Section12>

Appendix XIV

MLA MEMORANDUM

To: 2007/2008 Chair MLA Chapter Council

Committee Name

From: Ray Naegele, Director Finance/Admin.

Paula Raimondo

Subject: Budget Request Committee Chair

Please use this form to submit your Medical Library Association budget request for the 2008 Fiscal Year (January 1, through December 31). Please consult with the current chair and staff liaison when preparing the Resource Required column of the Planning Grid.

Complete the information above for the name of the committee (or other association unit) and incoming or continuing chair. Provide budget amounts below. All budget requests must be reviewed and approved by the Board of Directors. You will be notified in November of the Board's decision after the Fall Board meeting.

FY 2008 budget request

Budget Request Amount from Resource Required column on the Planning Grid $1,450.00

(Round to the nearest $50)

Paula G. Raimondo

Signature Date 2 August 2007

Budget requests must be returned by July 12, 2007.

Return To: Susan Chesniak

Medical Library Association

65 E. Wacker Place

Suite 1900

Chicago, IL 60601

Phone: 312/419-9094 ext. 18

FAX: 312/419-8950

mlafa4@mlahq.org

Appendix XV

Chapter Council Officers & Committees, 2009- 2010

Officers

Chair: Paula Raimondo

Chair-elect: Julia Shaw-Kokot

Secretary: Robb Mackes

MLA Liaisons

Benchmarking Editorial Board: Barbara Reich, through 5/10 (Michelle Henley – in training)
Continuing Education Committee: Julia Shaw-Kokot, through 5/11
Core Membership Committee: Sue Ben-Dor, ex-officio through 5/10, (Andrea Lynch – in training)
Credentialing Committee: Sylvia McAphee, through 5/12
MLA News Chapter Column Editor: Pam Rees, through 5/10 (Carolyn Warmann - in training)
MLANET Editorial Board: Jonathan Lord, through 5/11
Professional Recruitment & Retention Committee: Holly Henderson, through 5/11

Social Networking Task Force: Rose Campbell, through 5/11

Committees

Chapter Council Presents Sharing Roundtables

· Angela Dixon , Co –Chair

· Karen Hanus , Co-Chair

· Anne Seymour

· Millie Moore

· Sylvia McAphee

· Christine Szczerba

· Lisa Matsumoto

Continuing Education Issues

· Susan Steelman, Chair

· Kim Granath

· Heidi Marshall

· Pat Auflick

Elections

· Janet Cowen, Chair

· Robb Mackes

· Len Levin

· Pat Auflick

Communications

· Terry Henner, Chair

· Robb Mackes

· Pamela Rees [MLA News column editor]

· Carolyn Warmann

Web/Home Page

· Kim Granath, Chair and Web Master

· Barbara Reich

· Rose Campbell

· Michelle Henley

· Mabel Trafford

Majors/MLA Chapter Project Award Jury

· Janet Cowen, Chair

· Anne Seymour

· Holly Henderson

· Terry Henner

· Jane Bridges

Appendix XVI

Medical Library Association

Chapter Council

Objectives and Planning Grid

Developing Objectives

In developing your Chapter’s objectives, consider both MLA’s Strategic Plan and the current year’s priorities. The Board has identified priorities within the strategic plan that should be emphasized in the coming year. The Chapter Report which results from the Planning Grid is to let MLA know what goals and objectives your Chapter is pursuing which also further the goals and objectives of the MLA Strategic Plan.

The Planning Grid

The planning grid will help you link your Chapter objectives as well as the Chapter Committee’s objectives to the strategic plan and priorities of the association. The components of the grid include:

▪ Objective: what you expect to accomplish

▪ Who, Expertise Required: who will do the work

▪ Time Needed: when you intend to accomplish the

objective

▪ Resource Required: what resources you need to accomplish the objective. This column should detail your financial needs and should be used for your budget request form.

▪ Product, Outcome: what item or action will result from accomplishing the objective

▪ Evaluation: was the objective accomplished successfully

Remember, you don’t need to have objectives for every association goal/priority, but only for those that relate to your committee’s charge. For example, the Membership Committee will have objectives for association goals 2 (Advocacy) and 3 (Membership) but not goal 5 (National Information Policy). If you need additional forms, please copy the forms provided.

The STRATEGIC PLAN OF THE MEDICAL LIBRARY ASSICIATION:

http://mlanet.org/about/strategc.html

MLA Planning Grid 2009

MLA Chapter Council

Goal 1: Recruitment, Membership and Leadership in the Profession

Objective: Work with the Academy of Health Information Professionals to demonstrate members’ expertise in knowledge management and discovery. Promote the Academy and encourage participation of a broad spectrum of individuals working in health information fields.

Who, Expertise Needed: Chapter Council Liaison to the Credentialing Committee, Chapter Council Chair, representatives and alternates.

Time Needed: Ongoing

Resources Required: Brochures and advertisements created promoting AHIP.

Outcome: Greater visibility and diversity for AHIP.

Evaluation: Increase in AHIP membership and member renewal. Employer recognition of the value of hiring credentialed librarians as evidenced by job ads.

Objective: Chapter Council web pages will remain up to date, giving any visitors access to medical librarian contact information in their state.

Who, Expertise Needed: CC Web Committee.

Time Needed: Ongoing

Resources Required: Knowledge of html programming and web design.

Outcome: Increased usage of Chapter Council pages on MLANET.

Evaluation: Comments from librarians, members of MLA and CC.

Objective: Develop and implement procedures for conducting Chapter Council elections for the MLA Nominating Committee candidates, and the Chapter Council Chair-Elect position.

Who, Expertise Needed: Elections Committee; a candidate from each of the MLA chapters for the Nominating Committee position; one candidate for the Chair-Elect position.

Time Needed: Chapters must submit name and biographical information of candidates by April 2008. Conduct election via a web survey tool, or may need time at annual Chapter Council meeting for election, and counting of the ballots. The candidates for Chair-Elect will be solicited during February-April, 2009. The elections will be held either through a web survey tool or at the Annual Chapter Council meeting.

Resources Required: Access to email and internet.

Outcome: Six candidates will be selected to join 12 other candidates for fall election for 2009 Nominating Committee. One candidate selected for the position of Chair-Elect.

Evaluation: Election of six candidates as Chapter Council nominees to the MLA Nominating Committee; election of a Chair-Elect.

Objective: Recognize new members as valued information professionals by encouraging participation in the CC Presents Chapter Sharing Roundtables. Encourage all chapters to sponsor participation by one or more new MLA members in the Roundtables by providing funds to cover the cost of the participant’s lunch.

Who, Expertise Needed: CC chair, representatives and alternates.

Time Needed: Fall 2008 until annual meeting.

Resources Required: E-mail solicitation of chapters’ support.

Outcome: Sponsorship of one free seating at each topic table.

Evaluation: Higher level of participation by new members in this event.

Objective: Work with Credentialing Committee to provide a mentoring program through AHIP to guide interested individuals through the process.

Who, Expertise Needed: CC Liaison to Credentialing Committee, CC members who are AHIP mentors.

Time Needed: Ongoing

Resources Required: AHIP members willing to serve as mentors.

Outcome: A pool of mentors able to assist those beginning the credentialing process.

Evaluation: Credentialing Committee ability to assign interested individuals to one or more possible mentors.

Objective: Actively promote chapter membership and accomplishments through the provision of information about chapters at the MLA annual meeting.

Who, Expertise Needed: CC Communications Committee; CC members; CC Liaison to MLA Membership Committee.

Time Needed: Six weeks prior to and through the annual meeting.

Resources Required: Chapter brochures provided by chapter membership committees, CC representatives, or alternates; CC brochure to be distributed at CC booth and new member breakfast; distribution of new chapter council stickers at CC booth; standardized wall pockets for chapter brochures and signage for CC booth. $100.00 [$50 for printing more CC stickers; $50 for CC booth signage and/or brochure pockets]

Outcome: CC Liaison to MLA Membership Committee will inform new members about chapter participation; CC booth will provide information to the general membership to heighten awareness of chapters; CC booth layout standardized similar to adjacent Section Council booth to facilitate display of chapter materials and booth setup by MLA staff.

Evaluation: Traffic at booth; number of questions answered; increase in chapter membership.

Objective: Develop and implement procedures for conducting Chapter Council elections for the MLA Nominating Committee candidates, and the Chapter Council Vice-Chair position.

Who, Expertise Needed: Elections Committee; a candidate from each of the MLA chapters for the Nominating Committee position; one candidate for the Vice-chair position.

Time Needed: Chapters must submit name and biographical information of candidates by April 2009. Conduct election via a web survey tool, or may need time at annual Chapter Council meeting for election, and counting of the ballots. The candidates for Chair-Elect would be solicited during February-April, 2008. The elections will be held either through a web survey tool or at the Annual Chapter Council meeting.

Resources Required: Access to email and internet.

Product Outcome: Six candidates will be selected to join 12 other candidates for fall election for 2009 Nominating Committee.

Evaluation: Election of six candidates as Chapter Council nominees to the MLA Nominating Committee; election of a Vice Chair.

Objective: Develop and implement procedures for conducting Chapter Council elections for the MLA Nominating Committee candidates, and the Chapter Council Chair-Elect position.

Who, Expertise Needed: Elections Committee; a candidate from each of the MLA chapters for the Nominating Committee position; one candidate for the Chair-Elect position.

Time Needed: Chapters must submit name and biographical information of candidates by April 2009. Conduct election via a web survey tool, or may need time at annual Chapter Council meeting for election, and counting of the ballots. The candidates for Chair-Elect would be solicited during February-April, 2009. The elections will be held either through a web survey tool or at the Annual Chapter Council meeting.

Resources Required: Access to email and internet.

Product Outcome: Six candidates will be selected to join 12 other candidates for fall election for 2009 Nominating Committee; one candidate elected Chair-Elect.

Evaluation: Success of the candidate solicitation and voting processes. Input from Chapter Council members on email and in-person voting processes.

Goal 2: Life Long Learning

Objective: Work with the MLA Continuing Education Committee to offer a wide variety of courses that develop skills in discovery, retrieval, management and synthesis of knowledge. Meet with chapter Continuing Education or Professional Development Chairs and inform them of courses that are available to be used for regional programming. Ask chapters to poll their membership for desired CE course offerings and inform the MLA CE Committee of their results. Encourage chapter members to create courses and teach at all levels.

Who, Expertise Needed: CC CE Committee Liaison and CE Committee

Time Needed: Ongoing

Resources Required: Information about course offerings, including instructors and evaluative input. Information from chapter members concerning the types of courses and training they need.

Outcome: Affordable courses that meet the current needs of individuals working with health information and students planning to enter the profession. A directory of continuing education courses provided to the CE Chair of each chapter.

Evaluation: Member and student participation in continuing education activities, number of new course offerings.

Goal 3: Advocacy

Objective: Investigate the value of offering links to advocacy web pages on MLA chapter web sites.

Who, Expertise Needed: CC Web Committee Chair.

Time Needed: December 2008.

Resources Required: HTML programming expertise.

Outcome: Links from CC web site to chapter advocacy pages.

Evaluation: Do the chapter advocacy pages contain useful, up to date information, making it worth the effort to link to them?

Objective: Recognize chapters as key contributors by soliciting the submission of projects to compete for the MLA/Majors Chapter Project of the Year Award. Through an objective jury process, select the best project to receive the award. Appropriately publicize the winning project.

Who, Expertise Needed: MLA/Majors Chapter Project of the Year Award Jury.

Time Needed: Fall, 2008.

Resources Required: Chapter discussion lists and newsletters to solicit submissions by chapters; article in chapter column of MLA News describing winning project; prize money from the project fund.

Outcome: The chapter project which best meets the criteria for the award will be selected. The winning chapter will be recognized at the MLA Awards Luncheon at annual meeting. Runners-up will be recognized by written notification and certificate.

Evaluation: Level of participation and quality of the selected project.

Goal 4: Creating and Communicating our Knowledge

Objective: Communicate Chapter news through a regular column in MLA News.

Who, Expertise Needed: MLA News Chapter Column Editor; CC Communications Committee and CC members

Time Needed: Column preparation according to submission deadlines; ongoing.

Resources Required: Items and information submitted by Chapter Council members.

Product Outcome: A forum for topics of interest to chapters; greater knowledge among the general membership of Chapter activities.

Evaluation: Timely submission of columns; feedback about content.

Objective: Chapter Council will sponsor and organize the annual Chapter Council Presents Sharing Roundtables luncheon event at MLA '08 in Chicago, IL.

Who, Expertise Needed: The Roundtables Committee (see below) will coordinate and promote the event with the help of other Chapter Council members, the Chapter Editor of MLA News, Brenda Dreier (Conference Manager), and Ray Naegele and Susan Chesniak of MLA Headquarters.

Time Needed: Planning has begun and will continue through compilation of the post-event report in July/August 2008.

Resources Required: Funding for 30 "free" lunches to be distributed to new MLA members on a first come, first served basis to those who register online. Assuming a box lunch can be arranged for $25 each, this comes to $750.

Product Outcome: The luncheon will be attended by MLA meeting attendees. Each table will have no more than 10 attendees including 1 facilitator and 1 recorder. Subsequently, reports of the discussions at each table will be submitted by the recorders and posted on Chapter Council's Website. One AHIP points will be awarded to each facilitator and recorder for completing their responsibilities. Chapter Council Representatives and Alternates will not receive AHIP points for participating since that is part of their responsibilities as Chapter Council members.

Evaluation: Evaluation forms for the event will be available at each table. Completion of the forms and collection of them is the responsibility of the table facilitators and recorders. Evaluations are tabulated by members of the Roundtables Committee and shared with the next year's committee.

Objective: Host the notes from the CC Presents Sharing Roundtables discussions on the CC web pages, enabling MLA Members and others interested in health sciences librarianship to learn about the various topics and suggested resources.

Who, Expertise Needed: Webmaster and web committee members.

Time Needed: Summer 2008

Resources Required: Written reports from recorders.

Outcome: All submitted reports creating a resource for research.

Evaluation: Analysis of web statistics to see if reports are viewed.

Objective: Maintain communication between the Benchmarking Network Editorial Board and the Chapter Council, and share updates of the benchmarking survey with MLA chapters via the Chapter Council Representatives.

Who, Expertise Needed: BNEB Liaison; understanding of the Benchmarking Survey

Time Needed: Ongoing

Resources Required: None

Product Outcome: Outcome measurement is based on how effective communication about any benchmarking issue is to the chapters. During a survey year the number of librarians taking the survey would measure the outcome. During years where no survey is done the outcome would be measured by number of hits on the Chapter Council site.

Evaluation: Success of the benchmarking survey.

Objective: Participate in the Task Force on Social Networking (TFSN). CC Chair will attend meetings of MLA Board and participate in online discussion list and blog, and will relay important information from MLA Board and from other sources to CC members or Chapter Chairs via networking tools. CC members will communicate with each other and Chair by e-mail, either through the discussion list or directly.

Who, Expertise Needed: TFSN Liaison from Chapter Council, CC Chair, CC Representatives and Alternates. Knowledge of e-mail use and discussion list participation as well as blogs, wikis, etc.

Time Needed: Ongoing

Resources Required: Internet connectivity.

Outcome: Well informed membership.

Evaluation: Ability to understand and use networking technology, and timely dissemination of important information will indicate success.

Objective: Plan and organize a day-long meeting of Chapter Council to permit Council members to interact with association leadership, exchange information and ideas, establish committees, hold elections, and plan for the coming year.

Who, Expertise Needed: CC Chair, CC representatives and alternates.

Time Needed: January 2008 through the annual meeting in May.

Resources Required: Participation by MLA leaders; meeting space; tables; chairs; recording capability. Shared breakfast for Section Council and Chapter Council at approximately $700.00 per council.

Outcome: Daylong exchange of information and ideas that can be relayed to chapters by representatives and alternates. Officer and CC nominees to the MLA Nominating Committee elected.

Evaluation: Representatives and alternates will be well informed about association activities and accomplishments and their role in conveying information to the chapters.

Appendix XVII

Chapter Council Calendar 2009-2010

Please note that these dates are approximate; exact deadline dates will be sent out throughout the year.

Date	Activity	Who:
By the MLA annual meeting	Notify HQ of successful Nominating Committee Candidates; give forms to Chair of MLA Nominating Committee	CC Elections Committee Chair
By June 1	Notify successful Nominating Committee	CC Elections Committee Chair
By June 1	Notify unsuccessful Nominating Committee Candidates	CC Elections Committee Chair
June 16	Corrected Directory information to CC members	CC Secretary
June 16	Draft minutes distributed for corrections	CC Secretary
June 16	CC Committees—Objectives with completion Data	CC Committee Chairs
July 1	Chapter Council Goals and Objectives to HQ	CC Chair
July 1	Chapter Council budget to HQ	CC Chair
August 1	Query CC members about agenda items for Fall Board Meeting	CC Chair
August 1	Draft Minutes corrections due	CC Members
August 8	Due date for agenda items from Council	CC Members
August 9	Send agenda items to HQ	CC Chair
Sept. 7 - 9	Fall Board Meeting	CC Chair
Oct. 1	Solicit 5 members for Majors jury. Send names to MLA President-Elect	CC Chair
Oct. 15	Letter to NPC ’09 for Roundtable time	CC Chair/Chair Elect
Oct. 31	Collect contact information for new chapter chairs and chairs-elect Submit information to: Kate Corcoran at MLA Headquarters; CC Secretary; CC web committee	CC Chair Elect
Nov. 15	CC Committees, Liaisons and Reps. Mid-year reports due	CC Committee Chairs, MLA committee liaisons
Dec. 1	Mid-year Report to HQ	CC Chair
Dec. 10	Query CC members about agenda items for Winter Board Meeting	CC Chair
Jan. 1	Agenda items due	CC Members
Jan. 2	Send Agenda items to headquarters	CC Chair
Feb. 14-16	Attend Winter Board meeting	CC Chair
March 15	CC Annual Report to HQ	CC Chair
April 1	Committee solicitations sent to CC members	CC Chair
April 1	Chapter MLA Nominating Committee candidate Bios and Signed Agreements due to Elections Committee Chair	CC Members
April 15	Welcome messages to incoming reps/alts and chapter chairs advising them of meetings and listserv	CC Chair
April 30	Finalize changes and content for CC Manual	Chair Elect or Vice-Chair
April 30	Agenda items for CC Meeting	CC Members
May 20, 21	Pre-conference Board meetings	CC Chair
May 22	Chapter Council Meeting—Washington, DC	Everyone

Appendix XVIII

Directory of Chapter Council Members

Medical Library Association

2009-2010

Paula Raimondo, Chair, 5/07 - 5/10
Head, Liaison & Outreach Services
Health Sciences/Human Services Library
University of Maryland
601 West Lombard Street
Baltimore, MD 21201
410-706-8875
Fax: 410-706-2379
praim001@umaryland.edu

Robb Mackes, Secretary, 5/08-5/10
DelMIRA Project Coordinator
Delaware Academy of Medicine Suite L10
4765 Ogletown Stanton Rd
Newark DE 19713-8004
302.733.3989
Fax: 302.733.3949
rmackes@delamed.org

Julia Shaw-Kokot, Chair-elect, 5/09-5/10

Education Services Coordinator
University of North Carolina at Chapel Hill Health Sciences Library CB#7585
Chapel Hill, NC 27599-7585
919.966.0952
Fax: 919.966.5592
jsk@med.unc.edu

Chapters	Chapter Council Representatives	Chapter Council Alternates
Hawaii-Pacific	Lisa Matsumoto, 5/09- 5/12 Hawaii State Hospital Medical Library 45-710 Keaahala Road Kaneohe, HI, 96744 (808) 236-8201 Lisa.Matsumoto@doh.hawaii.gov	Mabel Trafford, 5/06-5/10 Tripler Army Medical Center Medical Library MCHK-HE-ML 1 Jarrett White Road Tripler AMC , HI 96859-5000 808.433.4534 Fax: 808.433.4892 mabel.trafford@haw.tamc.amedd.army.mil
Medical Library Group of Southern California and Arizona	Andrea Lynch, 5/09-5/12 UCLA Darling Biomedical Library 12-077 Center for the Health Sciences Box 951798 Los Angeles, CA 90095-1798 310-206-5020 Fax: 310-825-0465 andlynch@library.ucla.edu	Patricia A. Auflick, 5/09-5/12 Arizona Health Sciences Library 1501 N. Campbell Ave Box 24-5079 Tucson, AZ 85724-5079 (520) 626-6770 (520) 626-2922 fax pauflick@ahsl.arizona.edu
Mid-Atlantic	Julia Shaw-Kokot, 10/06-10/09 Education Services Coordinator University of North Carolina at Chapel Hill Health Sciences Library CB#7585 Chapel Hill, NC 27599-7585 919.966.0952 Fax: 919.966.5592 jsk@med.unc.edu	Jonathan Lord, 10/09 - 10/12 Collection Development Librarian University of Virginia Health Sciences Library Charlottesville, VA 22908-0722 434-924-0059 Fax: 434-243-5873 jml4s@virginia.edu
Midcontinental	Holly Henderson, 5/08 – 5/11 Medical Library 1235 E. Cherokee Springfield, MO 65804-2263 417-820-3253 Fax: 417-820-5399 Holly.Henderson@mercy.net	Carolyn Warmann, 5/08 – 5/11 Wegner Health Science Information Center 1400 West 22nd Street Sioux Falls, SD 57105 605-357-1397 Fax: 605-357-1490 cwarmann@gmail.com
Midwest	Pamela Rees, 5/07-5/10 Medical Librarian State Library of Iowa E. 12th and Grand Des Moines, IA 50319 515-242-5218 Fax: 515-281-3384 pam.rees@lib.state.ia.us	Karen Hanus, 5/07-5/10 Assistant Director Medical College of Wisconsin Libraries P.O. Box 26509 Milwaukee , WI 53226-0509 414.456.8329 Fax: 414.456.6532 khanus@mcw.edu
New York- New Jersey	Barbara S. Reich, 5/07-5/10 Hackensack University Medical Center Medical Library 30 Prospect Ave. Hackensack , NJ 07601 201-996-2336 Fax: 201-996-2467 breich@humed.com	Robb Mackes, 5/07-5/10 DelMIRA Project Coordinator Delaware Academy of Medicine Suite L10 4765 Ogletown Stanton Rd Newark DE 19713-8004 302.733.3989 302.733.3949 rmackes@delamed.org
North Atlantic	Janet Cowen, 5/07-5/10 Director of Library Services Maine Medical Center 22 Bramhall St Portland ME 04102 207-662-4079 Fax: 207-761-3027 cowenj@mmc.org	Len Levin, MSLIS, MA, 5/07-5/10 Manager, Educational Programming Lamar Soutter Library University of Massachusetts Medical School 55 Lake Ave. North Worcester, MA 01655 508-856-6028 Fax: 508-856-8363 len.levin@umassmed.edu
Northern California and Nevada	Michelle Henley , 5/08 – 5/11 Saint Francis Memorial Hospital Schaller Medical Library PO Box 7726 San Francisco CA 94120 415-353-6321 michelle.henley@chw.edu	Terry Henner, 5/08-5/11 Head, Information and Instruction Services Savitt Medical Library (775) 682-7301 Fax: (775) 784-4489 thenner@medicine.nevada.edu
Pacific Northwest	Kimberley M. Granath, 5/07-5/10 Pharmacy/Health Sciences Librarian University of Montana Mansfield Library 32 Campus Drive #9936 Missoula, MT 59812-9936 406.243.6017 Fax: 406.243.6864 kim.granath@umontana.edu	Rose Campbell, 5/09-5/10 Oregon Health & Science University 3181 SW Sam Jackson Park Rd Mail Code: BICC Portland, OR 97239-3098 (503) 494-0147 Fax: (503) 494-4551 campbros@ohsu.edu
Philadelphia	Anne K. Seymour, 5/08 – 5/11 Interim Director, Health Sciences Libraries, and Associate Director Biomedical Library University of Pennsylvania 3610 Hamilton Walk Philadelphia PA 19104 215-898-4115 v Fax: 215-573-4143 seymoura@mail.med.upenn.edu
South Central	Millie Moore, 5/08 – 5/11 Tulane Univ. HSC Matas Library 1430 Tulane Avenue SL-86 New Orleans, LA 70112 504-988-2063 Fax: 504-988-7417 millie@tulane.edu	Susan Steelman, 5/08 – 5/11 Univ. of Arkansas for Med. Sciences UAMS Library 4301 W. Markham, #586 Little Rock, AR 72205 Contact numbers 501-686-6737 Fax: 501-686-6745 SteelmanSusanC@uams.edu
Southern	Jane Bridges, 5/09-5/12 Associate Director, Savannah Campus Health Sciences Library Memorial University Medical Center / Mercer School of Medicine POB 23089 / 4700 Waters Ave. Savannah, GA 31403 912-350-8124 Fax: 912-350-8685 BridgJa1@memorialhealth.com	Sylvia McAphee, 5/09-5/12 University of Alabama at Birmingham Lister Hill Library of the Health Sciences LHL 240A-1700 University Blvd. 1530 3rd Ave. So. Birmingham, AL 35294-0013 205-934-2299 Fax: 205-934-3545 smcaphee@uab.edu
Upstate New York and Ontario	Angela Dixon, 5/09-5/12 Head, Collection Management Edward G. Miner Library University of Rochester 601 Elmwood Avenue, Box LIB Rochester, NY 14642 585-275-6943 Fax: 585-273-1354 Angela_Dixon@urmc.rochester.edu	Christine Szczerba, 5/09-5/12 Reference Librarian New York State Library Cultural Education Center Albany, NY 12230 518-474-8967 cszczerb@mail.nysed.gov

Appendix XIX

Chapter Council Discussion List

As a new member of Chapter Council it is extremely important that you sign onto MLA-Chapter, the Chapter Council Discussion List. Committee Chairs and members are also responsible for joining the discussion lists that relate to their committee work.

Instructions for signing onto and using the Chapter Council list are available at the following URL:

http://ns1.mlahq.org/mailman/listinfo/mla-chapter/

To see a list of all MLA discussion lists go to:

http://ns1.mlahq.org/mailman/listinfo

MEDICAL LIBRARY ASSOCIATION

CHAPTER COUNCIL

PROCEDURE MANUAL

CONTENTS PAGE

MLA MOTION FORM

Membership Criteria

Connie Schardt, AHIP, President-elect, MLA

EXAMPLE –NOT FOR USE

Election Information Form

FY 2008 budget request

MLA Planning Grid 2009