6.1 Communications

The Section Council Chair communicates with the Council members and Section Chairs through regular mailings and e-mail or fax messages. The Section Council listserv (Appendix 26) is used to distribute updates, discuss issues among Council members, and call for votes. A similar listserv is maintained for Section Chairs and SIG Convenors, so that updates and notices can be easily distributed to them.

While e-mail supports communication and the conduct of Section business, voting by e-mail is not recognized by the state laws governing associations. Items requiring votes may be discussed through e-mail, but the vote must be done using a signed fax or mailed ballot. MLA has developed guidelines (Appendix 25) governing e-mail and voting.

6.2 Minutes of Council Meetings

The official minutes of Council meetings are taken by the annually appointed Recorder to ensure an accurate record of the meeting. A written copy of motions and reports made at meetings should be furnished to the Recorder for inclusion in the minutes. A copy of the motion form can be found in Appendix 6. A draft copy of the minutes are distributed in the first Council mailing following the meetings for corrections by the Council members.

6.3 Committee Objectives and Reports

6.4 Midyear and Annual Reports to MLA

A six-month interim report from the Section Council is required by MLA Headquarters (usually in November or December). The annual report is due by the deadline established by Headquarters (usually March or April) so it can be printed in the MLA Annual Report, which is distributed at the MLA annual meeting. The Council Chair prepares the interim and annual reports incorporating the reports submitted by committee chairs.

6.5 Section Reports

Section Chairs are required to submit an interim or midyear report of activities and status of objectives to the Section Council Chair (usually in November or December) and an annual report, which is sent to the Section Council Chair and to MLA Headquarters (usually in March or April) to be printed in the MLA Annual Report, which is distributed at the MLA annual meeting. See Appendix 8 for report format and guidelines.

6.6 MLA Directory Information

MLA Directory information on Section officers is updated on an annual basis. Sections must provide current information to MLA Headquarters with a copy to the Section Council Chair following their annual election process. A copy of the format to be used is in Appendix 19.

6.7 Centralized Dues Information

The centralized dues collection service offered to Sections allows MLA Headquarters to collect Section dues at the same time as MLA dues. Sections can choose whether to participate or to collect their dues themselves.

Sections participating in this service receive the following from Headquarters:

• A semi-annual check for dues collected, plus interest but minus the cost-recovery administrative fee per member charged by Headquarters.
• A semi-annual remittance report listing renewing members and amounts paid.
• A non-renewal report listing members who have not renewed. In accordance with MLA Bylaws, unpaid members remain active until March 1, after which they are suspended if dues are still not paid. Shortly after that, Sections receive a list of suspended Section members.
• As many mailing lists and labels as requested using the request form (Appendix 4).

• Complete the initial letter of intent (see Appendix 4).
• Maintain the same fiscal year (January-December) as the Association and have the fiscal year included in its bylaws.
• Submit current Section information as requested by Headquarters each year for inclusion in the annual renewal notice.
• Forward all dues received directly by the Section to Headquarters.
• Allow Headquarters to retain a cost-recovery administrative fee out of the Section's dues.

Procedure Manual Table of Contents

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Last updated on: February 6, 2002.