Fact Sheet for Sections and Chapters

Question:	How does a Chapter or Section notify the Board of its plans for the coming year?
Answer:	POLICY: Annual objectives are required to document plans for the coming year. The objectives should track to the priorities established by the Board of Directors. PROCEDURE: Material is distributed by headquarters prior to the Annual Meeting specifying the deadline date and providing guidelines on formulating objectives, along with a copy of the Board's priorities for the coming year.
Question:	What documentation of progress is required from Chapters and Sections?
Answer:	POLICY: A midyear progress report and an annual report are required. PROCEDURE: An email is sent from headquarters at least thirty days prior to the due date specifying the deadline date and providing guidelines for format, content, and submission of each report.
Question:	Can a Chapter or Section take a stance on an issue and communicate its position outside MLA (speak for the Association)?
Answer:	POLICY: Chapters and Sections shall not take direct action with respect to Association business or in the name of the Association, but may make recommendations to the appropriate Council regarding Association policies or actions. Only voting members of the Association shall be qualified to move or to vote on such recommendations. PROCEDURE: Requests for action by the Board should be submitted first to the appropriate Council and then brought to the Board in the form of a motion by the Council Chair.
Question:	Is it necessary to send copies of correspondence to MLA Headquarters?
Answer	POLICY: Chapters and Sections must submit copies of all correspondence and minutes of meetings to the Executive Director's Office for retention or archival purposes. In addition to copying headquarters, copies of correspondence should also be sent to other concerned parties as delineated in the appropriate manual.
Question:	What role do Chapters and Sections have in submitting candidates for the Nominating Committee?
Answer	POLICY: Each Chapter and each Section of the Association shall submit to its Council annually the name of one Regular Member, Fellow, Emeritus Member, or Life Member, chosen in accordance with Chapter or Section Bylaws, as a potential candidate for membership on the Nominating Committee; this submission shall be made to the appropriate Council before its final assembly at the Association's Annual Meeting. Each potential candidate shall prepare a biographical statement and a signed statement of willingness-to-serve if elected as a member of the Nominating Committee. These statements shall accompany the names submitted. PROCEDURE: Council representatives should obtain from potential Nominating Committee candidates a biographical form and a signed statement of willingness-to-serve if elected. This documentation should be mailed to the Council's Elections Committee thirty days prior to the Annual Meeting with a copy to the Council Chair.
Question:	Are there circumstances under which a Chapter or Section could approach a vendor for support?
Answer	POLICY: The Board of Directors oversees all fund-raising activities of the Association. Prior to engaging in fund-raising activities, Sections or other units of the Association (except Chapters) must notify the Board of Directors of their intention. If the intent of the fund-raising effort is to raise more then $2000, or if the effort will be an annual effort, then specific approval by the Board of Directors is needed. PROCEDURE: Procedures have been established if the amount to be raised is less than $2000, and if the amount is greater than $2000; however, these procedures are too lengthy to be spelled out here. Please consult the MLA Finance Manual (pp.39-41). This manual is in the members only section of MLANET.

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Last updated on: May 9, 2006.