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Section Chair's Manual

Appendix 4

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, council representative, and council representative-elect.
  4. Limit your report to two pages.

HOW TO SUBMIT YOUR REPORT

  • Via E-Mail
  1. Send your report in the body of an e-mail message to mlaedo1@mlahq.org
  2. 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 19xx-xx.
  3. Leave two lines blank and then begin your report. Please do NOT indent paragraphs.
  4. Send your report as an attachment (see #2 below in Via Disk section for software information).

    5. OR

  5. Send as an attachment to your e-mail -- see software requirements in section #2 Via Disk.

  • Via Disk

1. Submit 3-1/2" of 5-1/4" IBM-formatted disks.

2. Use any one of the following software programs:

Microsoft Word for Windows (ver. 1.0,1.1 1.1a, 2.0); Microsoft Word for DOS (all versions); Microsoft Word for the Mac (versions 4.0 and 5.0 -- send IBM-formatted disk ONLY); WordPerfect (versions 4.0, 4.2, 5.0, 5.1; please do not use WordPerfect 6.0, we cannot convert); DOS text only; WordStar (version 3.3, 3.45, 4.0, 5.0).

3. As much as possible, format your report in the same way as for paper submissions.
  • Via Paper Submission

Please use the spacing and indentations as seen on the attached sample:
  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)
    1. If the report contains a motion to the Board, the first line...

      2. MOVED, that the MLA Board of Directors...

    2. 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

 

SAMPLE REPORT

Chiropractic Libraries Section

Mid-Year Report

May-November 1995

Progress on Goals and Priorities for 1995/96 are as follows:

Goal 1. Professional Development

a. The Chiropractic Section sponsored a program at the 1995 MLA Annual Meeting in Washington, DC on "Current Status of Chiropractic Research". Speakers were from the Federation on Chiropractic Research based in Arlington, VA.

b. Work is in progress for the 1996 Annual Meeting section program. John Renner M.D. a consumer health/anti-health fraud advocate will be the invited speaker on "Fraud or Frontier".

Goal 2. Advocacy

a. Section Council Representative is investigating the process for broadening the scope of the Section to include the concept of alternative health care.

b. MLA has approved the Standards for Chiropractic Libraries which will assist the Chiropractic Librarians in negotiations with Administrations in assessing and implementing strong library services within the colleges and organizations.

Goal 3. Organization

a. The full Section met for its annual business meeting on Tuesday, May 9.

b. A call for a library to host a listserv for the Section has gone out to members.

c. Two issues of the Section newsletters have been published.

Goal 4. Research

a. The Section will recognize any ongoing research of the members. Two members, Dennis Peterson and Glenda Wiese, were editors of a text published by Mosby on chiropractic history commemorating the 100th anniversary of Chiropractic in 1995.

Goal 5. National Information Policy

a. The Governmental Relations Liaison uses the Newsletter and Business meeting to inform members concerning chiropractic health care and health sciences libraries issues.

MOTION

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

Barbara Schmiechen
Chair
November 1995

Chair's Manual Table of Contents

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Last updated on: March 21, 2001.