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Guidelines for the Preparation of Chapter/Section Reports

Content of Report

  1. Include a summary of important decisions, significant activities, objectives achieves, and other important matters which have occurred during and since the annual meeting under the relevant goals in the MLA strategic plan and the priorities for the current year.
  2. If a report contains a motion, the report should include the following background information: a) name of the MLA entity which is required to take action; b) specific actions 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).
  3. Chapter/Section officers should be listed in the following order, with their title listed after their name: chair, chair-elect, treasurer, secretary, and past chair.
  4. Limit your report to two pages.

HOW TO SUBMIT YOUR REPORT

Via E-Mail

  • Send your report in the body of an e-mail message to mlaedo1@mlahq.org
  • At the top, put the name of your committee, chapter, section or affiliated organization followed on the next line by the heading MLA ANNUAL REPORT 20xx-xx.
  • Leave two lines blank and then begin your report. Please do NOT indent paragraphs.
  • Send your report as an attachment.
    • Use any one of the following software programs: Microsoft Word or WordPerfect, etc. Check with MLA Headquarters with questions about software versions.

Format

Please use the spacing and indentations as seen on the samples (PDF):

  1. The Body of the report should be single spaced, with double-spacing between paragraphs.
  2. Margins should be one inch on the top and bottom; 1-1/4 inch on sides.
  3. After the body of the report, leave two lines blank, then type the word MOTION (centered, bolded, in all caps)
    If the report contains a motion to the Board, the first line…MOVED, that the MLA Board of Directors…

    If the report contains no motion and is information only…

    MOTION

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

  4. Please proofread/check spelling before you send your report.
  5. Limit your report to two pages.

GUIDELINES FOR THE SUBJECT MATTER OF CHAPTER/SECTION REPORTS

Reports should include, as appropriate, the following:

  1. Dates of time period covered by the report
  2. Indication of compliance/noncompliance with MLA bylaws and any revision of chapter/section bylaws
  3. Dates and meeting locations, titles of programs, names of speakers and numbers of attendees
  4. Continuing education courses offered (by chapters) and number of attendees
  5. Number of members in chapter or section
  6. Income generated, expenses, and balance at the end of the year
  7. Publications, if a newsletter is published, number of issues published annually and editor’s name
  8. Number of committees, if too extensive to list by name
  9. Contributions to the MLA Scholarship Fund, etc.
  10. Status of annual goals and objectives
  11. Objectives and plans for the coming year
  12. Interaction with respective council

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