MLA instituted its new group structure for Chapters and Sections in 1981. This new structure was the outcome of an effort to better accommodate the special interests of MLA members, to provide more avenues for participation to a growing membership, and to provide direct input to the governing structure of MLA--the Board of Directors. This Information Package is intended to serve as a guide for groups with special interests in determining when and if Section status is an appropriate goal for them, and how to proceed once this is determined.

What does Section status mean?

Official Section status in MLA extends certain privileges and responsibilities to the group.

Privileges

1. Members of the Section have a representative voice in the governance of the Association, since each Section elects a representative and a representative-elect to the Section Council. The Chair of the Section Council serves as a member of the Board of Directors. Sections can make motions, which, if approved by the Council, are presented by the Chair to the Board for action.

2. Members of each Section elect a nominee to the Nominating Committee slate. The Section Council selects six Section nominees to be placed on the annual ballot for the Nominating Committee. The Nominating Committee selects the candidates for the Association's national offices.

3. Every Section has a meeting time and meeting room assignment at the Annual Meeting. This time can be used for both business and program meetings. Program topics are listed in the Annual Meeting program announcements as well as the Official Program of the Annual Meeting.

Responsibilities

1. Each Section (provisional or regular) must meet eligibility requirements in order to keep its official status. These eligibility requirements include complying with MLA bylaws, Standing Rules of Order and the other "Criteria for the Continuing Eligibility of Sections in Appendix 12.

2. Attendance by a Section's representative or representative-elect at the Section Council Meetings at the MLA Annual Meeting is required. While on the Council, a representative will be expected to participate on the various committees of the Section Council, respond to Council mailings, gather required information, and keep the officers of his/her Section informed about Council business.

When is it appropriate to seek Section status?

A group seeking Section status must center around an area not currently being reasonably met or served by an existing section. It must be a significant, long term concern to MLA members. Temporary interest areas are more appropriately address by MLA Special Interest Groups.

Key concerns that the Section/Special Interest Group Review Committee will be considering when reviewing a petition for Section status from a group include the following:

• Is the interest area of the petitioning group of a significant long-term concern to MLA members? Why?

• Will the proposed Section attract enough members who will sustain and support a new Section indefinitely?

• Is there sufficient justification that the proposed new section serves a need not being reasonably met by an existing section?

The need to create new Sections in order to respond effectively to the interests of Association members needs to be balanced with a careful review of the purposes, goals, and activities of existing Sections. In some cases, there may be better options, such as MLA Special Interest Groups, for a group rather than pursuing official MLA Section status.

A list of all current regular and provisional Sections and their purposes is included in the annual Directory of the Medical Library Association. These existing sections receive the documentation submitted by the proposed section so that they can identify potential overlap of purpose. If any potential overlap exists, the Section/Special Interest Group Review Committee will put the two groups into contact to resolve the differences.

What are alternatives to seeking Section status?

Forming an MLA Special Interest Group is an alternative for groups which want to meet together at the annual MLA meeting to discuss areas of common interest, but which do not want to fulfill the responsibilities of being a section. See Appendix V for Special Interest Group guidelines.

Working within an existing MLA Section is another alternative. Many of the Sections are large, with a diverse membership. There is often room within a Section for a group to operate as a "sub-Section." For example, a special column could be dedicated in a Sections's newsletter to the sub-Section. Also, part of the Section's program meeting could be devoted to a sub-Section's interests.

What are the procedures for obtaining Section status?

Detailed explanations of the procedures for obtaining provisional Section status are attached. Please read and follow these procedures carefully. The most important procedures for a group to follow are:

1. Submission of valid petitions and responses to Form A.

2. Working with the Section/Special Interest Group Review Committee and existing sections to resolve any potential overlap of purpose identified by either the proposed section or existing sections.

3. Meeting all deadlines. Because the Section Council meets only once a year, missing a deadline could result in a year's delay of action on a group's petition.

4. Having petition organizers present at the Section Council meeting to answer questions.

For more information, please contact the Chair of the Section Council, Norma Funkhouser by e-mail or contact by mail, fax, or phone.

Procedure Manual Table of Contents

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Last updated on: April 26, 2002.